Meeting Minutes : Select Board

Members Present – Thomas “Hank” Pelkey, Thomas Hooker, W. Joseph Gagnon, David Trombley.
ABSENT:  Jane Cornell.
Others Present:  Mark Winslow, Dave Mills, Tharon Malay, Rick Conway, Ted Gillen, Alicia Malay, Rishi Connelly, Kevin Blow, John Haverstock – Town Manager and Kelly Giard – Recording Secretary.


The meeting was called to order at 6:30 PM by Chairman Pelkey.

J. Haverstock reported that there was a need for Executive Session for one legal issue (Burditt Funds) and two Personnel issues (Fire Warden, Transfer Station Attendant).   D. Trombley stated that he would like to add a Personnel issue (Town Manager discussion). Motion by T. Pelkey and seconded by T. Hooker to enter into Executive Session for legal and personnel.  Motion passed unanimously 4 – 0.

J. Haverstock reported that there was a need to amend the agenda.  The Winter Maintenance Discussion (Old Business) will need to be postponed as the Highway Department is out working the storm; the Burditt Fund Discussion (New Business) will be discussed in Executive Session; an addition to the Liquor Board for the Proctor Pittsford Country Club dba Redfield’s.  Motion by T. Pelkey and seconded by T. Hooker to adopt the agenda as amended.  Motion passed unanimously 4 – 0.  D. Trombley expressed concern that there are orders that are received at the meetings to be signed at that meeting, however, they are not thoroughly reviewed and inquired if this was a violation of the Open Meeting Law.  J. Haverstock will discuss the timing with the Accounting Department. J. Gagnon inquired if these orders necessarily needed immediate action.  J. Haverstock explained that there are payment terms specified on the invoices or statements.  J. Haverstock also stated that some towns designate specific signers in these cases.  The general consensus was to check with other towns and VLCT to further research this topic.



The minutes of the January 17, 2018 meeting were signed, with no changes.



The orders in the amount of $73,061.82 and $15,563.96 were signed with the following discussion:

J. Gagnon inquired if the expense for “Truck 2 PTO” was the tandem truck.  J. Haverstock stated that he spoke with Shawn Erickson and he explained that the expense was hydraulics for the transmission and the parts were not available locally and the repair shop had to travel to Burlington and Boston to find the parts necessary to get the truck back on the road before a predicted ice storm.

D. Trombley inquired if the repair bills have been received for the second truck that went down at the same time.  J. Haverstock explained that the bills were included and stated that it was Truck 4 which included towing and in which metal shavings were found in the filter.


Town Manger’s Report:

J. Haverstock reported the following:

  • There was be a meeting on February 1, 2018 with the Emergency Management team, including Jason Davis, Fire Chief Hemple, Assistant Fire Chief Shannon, Shawn Erickson, Bob Foley, Police Chief Warfle, and the Town Manager.
  • The State recommended safety signage on Whipple Hollow Road to be installed soon and the Town has been requested to maintain the signs.  J. Haverstock will sign the agreement, which is customary for this type of project.
  • The employees have been paid 50% of their unused HRA funds for 2017.
  • The Union Contract Reps have been contacted to begin negotiations.  Chad Eugair will advise when this will occur.
  • Bids for the box culvert project on Fire Hill Road will be due on March 9.  Engineering design for the other Fire Hill structure project will be submitted in the next few weeks.
  • The Request for Proposals for engineering firms is in the works for the salt shed, which will be located at the Transfer Station.
  • The Dollar General Hearing with the Zoning Board of Adjustment was recessed until March 12, 2018 at 7:00 PM.
  • There is a vacancy on the Planning Commission.  Letters of interest have been solicited through the newsletter and various postings. There have been three letters received already.
  • Tim Cornell has resigned his position of Police Officer due to family commitments.  Tim will continue serving on the Fire Department.  The Town thanks Tim for all of his service.
  • On January 24, Tom Hooker, Chairman Pelkey, Joe Skaza and the Town Manager presented their position on the pending Fireworks Bill to a legislative committee via telephone.
  • The Town is deeply saddened at the passing of Charlie Rivers.  Charlie passed away on January 23 after serving the Town for 55 years.  Bob Fallon and Ron Davis are very much appreciated for stepping up as we advertise the vacant position.
  • The OMYA Community Issues Team will be meeting on February 8.  Anyone with concerns to be discussed should contact the Town Manager.
  • The Town Office will be closed on Monday, February 19 in observance of President’s Day.
  • The Town Manager will be on vacation the week of February 12, therefore, the Select Board packets will be distributed on Tuesday, February 20.

D. Trombley inquired if the box culvert was at the entrance to the quarry.  J. Haverstock explained the project locations and stated that one was delayed due to the presence of electric lines.  D. Trombley inquired whether the increase in cost was included in the cost.  J. Haverstock explained that this would be included in the construction grant request.


Public Comment:

None presented at this time.



Discussion of Winter Highway Maintenance:
Due to the storm, Chad Eugair and Shawn Erickson were out plowing and taking care of the roads.  The Highway discussion will occur at the February 21 meeting.


The Select Board recessed at 6:55 PM to enter into the Public Hearing of the Town Plan.

The Select Board reconvened at 6:58 PM



Vote on Adoption of Proposed and Amended Town Plan:
Motion by T. Pelkey and seconded by J. Gagnon to accept the Town Plan as written and to solicit interest in residents to serve on a subcommittee to look at future amendments including wording changes and other ideas.  J. Gagnon volunteered to serve on this committee.  The members of the Planning Commission agreed that his participation would help with the process.  Dave Mills stated that the Rutland Regional Planning Commission would be meeting on the third Tuesday in March to discuss the Town Plan.  Alicia Malay stated that the Region has already posted the hearing in the Rutland Herald and advertised this meeting to be on February 20.  J. Haverstock will follow up on this to find out when the meeting will be held.  Rick Conway would like the subcommittee to be advertised.  J. Haverstock stated that this could be done on the website and usual posting places.  Mark Winslow noted that residents are always invited to attend the meetings.  T. Pelkey explained that a committee would encourage residents to serve and have their ideas heard and they can meet on their own schedules.  Motion passed unanimously 4 – 0.


Discuss and Vote on Whether to Request Burditt Finds to Support Village Sidewalk and Curb Restoration Project:
This topic was deferred to Executive Session.


Approve and Sign State’s 2018 Certificate of Highway Mileage:
J. Haverstock stated that this is an annual exercise.   J. Haverstock stated that there were no changes in the road inventory.

Motion by T. Hooker and seconded by D. Trombley to sign the document.  Motion passed unanimously  4 – 0.


Authorize for Mud Season Posting of Roads:
J. Haverstock stated that the State provides a form to be posted on applicable roads.  Motion by J. Gagnon and seconded by D. Trombley to post the roads at the discretion and supervision of Highway Foreman Shawn Erickson.  Motion passed unanimously 4 – 0.


Discuss Preparations for Town Meeting:
J. Haverstock stated that the Town Report dedication will be held on Wednesday, February 21 at        9:00 AM at the Lothrop Gym.  The members of the Select Board are invited to attend and honor these recipients.


The Select Board recessed at 7:16 PM to convene as the Liquor Board.

The Select Board reconvened at 7:19 PM.



T. Pelkey made the 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 and legal at 7:19 PM.  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 was adjourned at 7:42 PM.


The next regular meeting of the Select Board will be held on February 21, 2018.


Respectfully Submitted,


Kelly Giard

Recording Secretary



Thomas “Hank” Pelkey, Chairman


Thomas Hooker, Vice Chairman


Jane Cornell, Selectman


W. Joseph Gagnon, Selectman


David Trombley, Selectman