Meeting Minutes : Select Board

The meeting was called to order at 6:30 PM by Thomas “Hank” Pelkey, Chairman.

Select Board members present:  Thomas “Hank” Pelkey, Thomas Hooker, Vice Chair, Jane Cornell, and W. Joseph Gagnon.  ABSENT:   David Trombley.

Also present:   Chad Eugair, Randy Adams, Lyle Jepson, Mary Cohen, Shawn Erickson, Chris Ferrier, Ted Gillew, John Haverstock, Kelly Giard – Recording Secretary.

J. Haverstock stated that there was a need for Executive Session for legal (Village Sidewalk Grant; Public Hearing for Fireworks); Personnel (Town Manager’s Assistant).  Motion by T. Pelkey and seconded by T. Hooker to enter into Executive Session to discuss legal and personnel.  Motion passed unanimously 4 – 0.

J. Haverstock stated that there was a need to amend the agenda to include a resolution to allow the Town Manager to sign the documentation for the Caverly property closing.  Motion by T. Pelkey and seconded by J. Gagnon to adopt the agenda as amended.  Motion passed unanimously 4 – 0.



The Select Board minutes from the November 1, 2017 meeting were signed, with no corrections.



The orders in the amount $2,179,661.69 and $10,926.71 (Payroll) were approved, with no discussion.



J. Haverstock reported on the following:

  • There will be a Staff Meeting on November 16 at 9:00 AM.  The members of the Select Board are invited to attend.
  • The Zoning Board of Adjustment will meet with the representatives from the developer of the proposed Dollar General Store on November 27 at 7:00 PM.  The venue may need to be transferred to the School if the attendance is too large for the Conference Room.
  • The increase in engineering costs that were discussed at the last Select Board meeting was presented to VTrans.  VTrans has suggested that this added cost be rolled into a future construction grant.
  • November 10 was the deadline for changes to employee coverage for health insurance for Blue Cross/Blue Shield.  Two additional people will be covered next year—a highway crew member and his wife.
  • The first Public Hearing regarding the Proposed Town Plan will be held on Monday, December 4 at 6:30 PM, followed by the Fireworks Sales Public Hearing at 7:00 PM.
  • The Treasurer’s Office reports that 97.3% of property taxes have been received.
  • The Municipal Office and related Town services will be closed on Thursday and Friday, November 23 and 24 in observance of Thanksgiving.



None presented at this time.



Recap of Veterans’ Day Ceremony:
J. Haverstock reported that this was a good event that was well attended.



Presentation of First Draft of Town Budgets:
J. Haverstock reported that the first draft of Town budgets were included in the packets for review.  Habitat for Humanity has expressed interest in receiving an appropriation; Pittsford First Response has asked to increase their appropriation to $25,000 (a $5,000 increase); The Library has asked to increase their appropriation by $10,000 for a building fund; ARC has asked for an additional $1,000 (total of $1,400).


Presentation of Highway Department Budget Proposal and Work Plan:
Shawn Erickson was present to discuss the upcoming budget proposal and work plan.

The proposed budget allows for paving of approximately 3 ½ miles of road.  This paving will be focused on the roads that have exceeded the usual 10 year lifespan; the box culvert on Fire Hill will be going to bid in January 2018; the proposed price for line striping on the newly paved roads is between .20 and .30 per foot and there are 6 miles of road that need striping, which is approximately $9,500.  Special projects for the upcoming year include seeking a VTrans Structures Grant for Class 2 road work from the underpass to OMYA; seeking a Better Roads Grant for erosion control measures (stone-line ditching) on Corn Hill Road (by the Fox Farm) and Goat Farm Road (at the 3 way intersection).  Work to be completed by the Highway Department includes reconstruction of a 700’ section of Long Tail near Beach Street, which will require renting an excavator.  The Highway crew also plans to cut shoulders; sandblast and paint equipment; install one more culvert (near the Hard property); change a drop inlet and replace the culvert on Shadow Lane and overseeing the salt/sand shed construction.  Capital budget includes the purchase of a front mount sweeper for the loader; a paint sprayer to paint lines in small areas, such as the parking lot; and an enclosed trailer to transport and store the sprayer and equipment.

There was discussion of the Stump Dump Grinding Project.  The contractor is not returning phone calls.  The Town Manager will try to contact the contractor for a status report.


Presentation of Recreation Department Budget Proposal and Work Plan:
Randy Adams was present to discuss the budget proposal and work plan.

The budget is keeping in line with current programs and introducing new programs.  Some popular programs this year included a Trail Run and an Open House at the Recreation Area.

The Capital budget includes replacing the fence at the swim area; purchasing a disc golf area mower (this is being maintained by Terry Poor with his personal equipment); replacing the guardrails along the 3rd base line to match the first base line and this will be coordinated with the Highway Department’s guardrail contractor.

The Board indicated that Mr. Adams does a great job with the programs.   Mr. Adams stated that he works with a great committee and appreciates the Town’s support.


Killington Valley Marketing Initiative Update:
Lyle Jepson and Mary Cohen were present to update the Select Board on the marketing initiative that was launched last year.  Pittsford contributed $3,000 to this initiative last year and the Select Board agreed by consensus to continue with this amount for the upcoming budget cycle.  This item is included in the Special Appropriations section of the General Fund budget.

Mr. Jepson and Ms. Cohen exited at 7:00 PM.


Consider Homestead Declaration Penalty Abatement Requests:
Helen McKinlay submitted 6 requests for Homestead Declaration Penalty Abatements.  These requests appear to be legitimate as the state is having difficulty processing these forms.  Motion by T. Hooker and seconded by J. Cornell to approve the requests as presented.  Motion passed unanimously 4 – 0.


Review and Act on Sno-Mads Request to Use Town Highway ROW’s for Snowmobiling:
J. Haverstock reported that this list has not changed and is included in packets for review.  Motion by T. Hooker and seconded by J. Cornell to approve the request as presented.  Motion passed unanimously 4 – 0.


Authorize Town Manager to sign Caverly Closing Documents:
J. Haverstock reported that this closing could occur as early as November 16.  Motion by T. Hooker and seconded by J. Cornell to authorize the Town Manager to sign the required documents for the Town and School land exchange transaction.  Motion passed unanimously     4 – 0.



T. Pelkey made a motion and seconded by T. Hooker to go into Executive Session for personnel and legal where premature knowledge would be damaging to the Town, and may be jeopardized by public disclosure.

In accordance with 1 VSA 312 (b), where premature general public knowledge would clearly place the Municipality or person involved at a substantial disadvantage, the Board unanimously agreed to enter into Executive Session for the purpose of personnel at 7:27PM. Town Manager Haverstock was invited to remain for Executive Session.


The Select Board exited Executive Session at 7:42 PM with no action taken.

The meeting adjourned at 7:42 PM.

The next regular meeting of the Select Board will be held on December 6, 2017.


Respectfully Submitted,


Kelly Giard, Recording Secretary



Thomas “Hank” Pelkey, Chairman


Thomas Hooker, Vice Chairman


           Jane Cornell, Selectman


           W. Joseph Gagnon, Selectman


David Trombley, Selectman