Town of Pittsford, Vermont » Meeting Minutes

Select Board

topeditor — Wed, 04 Jan 2012 22:21:56 +0000

January 4, 2012

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

Select Board members present: Joseph Gagnon, Thomas “Hank” Pelkey, Thomas Hooker and Linda Weeden. Absent: Allen Hitchcock. Also present: Lucia Suarez, Lee Kahrs, Jane Cornell, John Haverstock, and Kelly Giard – Recording Secretary.

MINUTES

The minutes from the December 21, 2011 meeting were signed, with no corrections.

ORDERS

The Orders in the amount of $123,482.52 and payroll in the amount of $10,296.01 were signed, with the following comments:

L. Weeden inquired about the expense for a chipper assembly pump. J. Haverstock indicated that this was a repair was necessary and was not a warranty item.

L. Weeden inquired about the expense to Keith’s Country Store for a gift card. J. Haverstock indicated that this was for a holiday gift for a part-time employee.

L. Weeden inquired about the expense for a new meter installation. J. Haverstock reported that this is part of the water project.

J. Gagnon inquired about the expense to Markowski Excavating for water service upgrades. J. Haverstock indicated that this was funded by the grant.

J. Gagnon inquired about the expense for K-9 training. J. Haverstock explained that this $32.00 item was for two charges for meals and related miscellaneous charges that occurred when Officer Jeffrey Warfle was at the Police Academy.

TOWN MANAGER’S REPORT:

J. Haverstock reported on the following:

The Dodge Durango has been received. Currently, the vehicle is being outfitted with the necessary decals and equipment before being put into service.
Interviews are on-going for the part-time hours that were previously held by Officer Jeffrey Warfle.
There are new e-mail addresses listed on the website for the Town employees.
Eligible employees have begun health insurance coverage with MVP Health.

PUBLIC COMMENT:

None stated at this time.

OLD BUSINESS:

Continued Discussion of Budget Preparations:

J. Haverstock presented in the packets for review an updated draft of the budget. Some highlights include:

Balancing of the General Fund and the Water and Sewer budgets.
A possible shortfall of $75,000 in the Highway Fund. There were possible options discussed to avoid a shortfall.

The Select Board members expressed a preference for a slight increase in the taxation after several years of level-funded budgets as opposed to disrupting any planned road maintenance projects.

Conversion of the Equipment Rental Fund:

J. Haverstock explained the conversion of the Equipment Rental Fund. Chad Hewitt from Sullivan & Powers has been consulted and reviewed the proposal.

Currently, there is approximately $150,000 in cash in the fund. The proposal is to transfer $125,000 of this amount and to the Highway Capital Reserve Account and the remaining funds to the Water Truck Replacement Fund.

Motion by L. Weeden and seconded by T. Hooker to place $125,000 in the Highway Capitol Reserve Account and the balance in the Water Truck Replacement Fund. Motion passed unanimously 4 – 0.

Discussion of Highway Truck Bids:

S. Erickson has approached J. Haverstock regarding the purchase of a new truck. A memo was in the packet for review explaining the previous bid process in late 2009.

Following much discussion, further discussion on this topic was tabled until the February 1, 2012 meeting.

NEW BUSINESS:

Loan Modification Agreement:

J. Haverstock reported that this was in relation to the sewer project to extend the interim loan’s maturity date until the USDA loan closes. The extension is required due to the winter shutdown.

Motion by T. Hooker and seconded by J. Gagnon to approve. Motion passed unanimously 4 – 0 and the documents were signed.

Discussion of Access Right of Way:

An application for Access/Right of Way Permit was received from VELCO/Markowski Excavating for property on the West Creek Road 2,000 feet from the intersection with Hollister Quarry Road. A map was received and reviewed with the application.

Motion by J. Gagnon and seconded by T. Hooker to approve the application as presented, with the conditions as stated by Shawn Erickson. Motion passed unanimously 4 – 0.

BUDGET UPDATE:

J. Haverstock reported that currently the General Fund expenses are at 51.4% of budget; the Highway Fund revenues are at 99% of budget; the Highway Fund expenses are at 69% of budget.

OTHER BUSINESS:

J. Haverstock reported on the Special Appropriations status. Currently, letters have been received by all of the previous requestors. There is one that is requesting less funding; one that has requested under a different name; and one that is asking for an increase in funding.

EXECUTIVE SESSION

J. Haverstock reported that there are Personnel Issues and Town Report discussions, thus recommending Executive Session.

T. Pelkey made a motion and seconded by J. Gagnon to go into Executive Session for Personnel Issues and Town Report discussions where premature knowledge would be damaging to the Town that may be jeopardized by public disclosure at 7:25 PM. The motion was unanimously passed.

In accordance with 1VSA 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 Issues and Town Report discussions at 7:25 PM. J. Haverstock was invited to remain for Executive Session.

The Select Board exited Executive Session at 7:38 PM with the no action taken:

The meeting adjourned at 7:38 PM.

The next regular meeting will be held on January 18, 2012.

Respectfully Submitted,

Kelly Giard, Recording Secretary

______________________________

Thomas “Hank” Pelkey, Chairman

___________ABSENT____________

Allen Hitchcock, Vice Chairman

______________________________

W. Joseph Gagnon, Selectman

______________________________

Thomas Hooker, Selectman

______________________________

Linda Weeden, Selectman

Select Board

topeditor — Wed, 21 Dec 2011 22:23:34 +0000

December 21, 2011

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

Select Board members present: Joseph Gagnon, Thomas “Hank” Pelkey, Thomas Hooker, Linda Weeden, and Allen Hitchcock. Also present: Lucia Suarez, Pierre Masuy, John Weeden, Charles “Butch” Shaw, John Haverstock, and Kelly Giard – Recording Secretary.

MINUTES

The minutes from the December 7, 2011 meeting were signed, with no corrections.

ORDERS

The Orders in the amount of $307,554.96 and payroll in the amount of $13,074.91 were signed, with the following comments:

J. Gagnon inquired about the expense for the Wastewater Treatment Facility storage building. J. Haverstock explained that this was for a 10’ X 10’ storage shed for tools and chemicals. Bob Berardo was able to find a good deal at Garden Time during their

end-of- season sale.

A. Hitchcock inquired about the expense for a digital camera. J. Haverstock explained that this was for the Recreation Department as the old camera was no longer charging properly.

TOWN MANAGER’S REPORT:

J. Haverstock reported on the following:

The Water Project has shut down in the Village. There is hope that this final portion of the project will finish in the spring, however, there has yet to be a funding availability determination from USDA.
Phase I of the sewer project is complete. Phase II is in “shut-down” until spring. The excavation and installation of a new pump station on Elm Street is complete and the controls for the pump station are expected to arrive in mid to late January.
The staff is now enrolled in one of two MVP health plans, as approved by the Union.
The COPS grant funded full-time police officer has been hired. Jeffrey Warfle accepted the position. There will be interviews of candidates to fill Officer Warfle’s part-time hours. Officer Warfle will be attending the Police Academy in the near future. It is likely that the training is covered under the COPS grant. This training is expected to last for 60 – 90 days.
Jack Shedd has submitted a letter of resignation from the Zoning Board of Adjustment. Mr. Shedd indicated that he will gladly serve as an alternate to the Board.
New e-mail addresses have been assigned to Town Office employees. These addresses are available on the Town website.
The Transfer Station will close at noon on Christmas Eve. The Town Office and Town Services will be closed on Monday, December 26, 2011 in observance of Christmas Day and Monday, January 2, 2012 in observance of New Years Day.
The Town Treasurer has confirmed receipt of $25,000 from the Denison Fund to reimburse the Town for renovations done at the Fire Station in 2008-2009.

A. Hitchcock indicated that 5 out of the 11 services in the area of the Village Green have been replaced. There is a request in to the USDA for the remaining grant funding to be available in the spring to finish this portion of the project.

PUBLIC COMMENT:

T. Hooker reported that the Irene Fundraisers collected $50,742.74. The Committee volunteers included: Mike Blanchard, Ed Keith, Jr., Jon Keith, John Haverstock, Helen McKinlay, Bradley Keith, Hank Pelkey, Butch Shaw and Tom Hooker. A special thank you was conveyed to the Pittsford business community. There were many volunteers that helped in many ways.

There were 45 individual families that were assisted in the towns of Rochester, Brandon, Bridgewater, Center Rutland, North Clarendon, Pittsford, Florence, Randolph, Proctor, Rutland Town, Rutland City, and Stockbridge.

OLD BUSINESS:

Discussion of Police Cruiser Purchase:

J. Haverstock reported that the new vehicle was damaged in the parking lot of Foster Motors before delivery to Pittsford. This damage has been repaired by Foster Motors at no cost to Pittsford. The Town Manager was authorized to proceed with the acquisition of the vehicle.

Continued Discussion of Budget Preparations:

The latest version of the budget was included in the packets for review. This version included the transition from the Equipment Rental Fund.

NEW BUSINESS:

OMYA Update on Business Activities:

Pierre Masuy was present to discuss the operations at OMYA. This visit is part of an ongoing series of discussions in which OMYA updates the Town on its latest activities and business performance.

State Legislative Preview:

Rep. Shaw was present to discuss prospects for the upcoming Legislative Session, which begins on January 3, 2012. As Chair of the BCA, he noted that there had been discussion regarding increasing the polling hours from 10 AM – 7 PM to 7 AM – 7 PM. This would involve hiring more poll workers. The topic of poll hour increases and the tax abatement requests will be discussed by the Board of Civil Authority at a meeting on January 18.

Update from Water & Sewer Commission:

A. Hitchcock indicated that the Elm Street pump station replacement is still in progress and the remaining portion of Phase II is in the winter shut-down mode.

Joint Proposal of Fire District No. 1 and Golf Course/Corn Hill Residents to Connect to Town Water System:

The members of the Select Board received a copy of the proposal that was reviewed by the Water & Sewer Commission. Mark Youngstrom was at the meeting to discuss this proposal with the Water & Sewer Commission. A. Hitchcock explained the proposal and the proposal is still in the beginning stages.

Special Appropriation Request:

J. Haverstock reported that he had received a funding request of $100.00 from Northern Vermont Resource Conservation Development Council, which seeks the help in lieu of the now-defunct George D. Aiken RC &D Council serving southern Vermont.

There was some discussion concerning Special Appropriations in general. The Board discussed that the entities that wish to be included in the request should submit a letter of interest.

Motion by A. Hitchcock and seconded by L. Weeden to require any organization that requests assistance submit a request in writing prior to January 15. Motion passed unanimously 5 – 0.

J. Haverstock will send a letter to the current recipients and will also contact the legal staff at VLCT with regard to this request.

Budget Update:

J. Haverstock reported that the General Fund expenses are currently at 47.94% of budget; Highway Department revenue is at 100% with an additional $30,000 in state aid yet to be received and the expenses are at 67.65% of budget.

OTHER BUSINESS:

A. Hitchcock inquired if a complaint has been received regarding the roadside dumping of approximately 32 bags of garbage. J. Haverstock indicated that this complaint has been received and forwarded to the Police Department. There was identification in the bags, therefore, the Police Officers will be contacting this individual concerning this violation.

EXECUTIVE SESSION

None necessary at this time.

The meeting adjourned at 7:39 PM.

The next regular meeting will be held on January 4, 2012.

Respectfully Submitted,

Kelly Giard, Recording Secretary

______________________________

Thomas “Hank” Pelkey, Chairman

______________________________

Allen Hitchcock, Vice Chairman

______________________________

W. Joseph Gagnon, Selectman

______________________________

Thomas Hooker, Selectman

______________________________

Linda Weeden, Selectman

Water and Sewer Commission

topeditor — Tue, 20 Dec 2011 21:59:27 +0000

TOWN OF PITTSFORD

WATER AND SEWER COMMISSION

December 20, 2011

Water and Sewer Commission Members Present – Allen Hitchcock, Helen McKinlay, John Lapre, and Bob Harnish. Others present: Thomas “Hank” Pelkey, Dave Pearson, Mark Youngstrom, Bruce Babcock, John Haverstock and Kelly Giard – Recording Secretary.

Allen Hitchcock Chairman, called the meeting to order at 6:30 PM.

Minutes:

The minutes from the November 15, 2011 meeting were signed, with no corrections.

Town Managers Report:

J. Haverstock reported that AY MacDonaldd/EJ Prescott has offered an extended warranty on the ball valves installed with water meters at 20% of installation locations. J. Lapre inquired if this would include the damages that occurred. M. Youngstrom indicated that this would include the damage expenses.

J. Haverstock also indicated that the next round of meter readings will occur “in house” later this month by Shawn Hendee and Bruce Babcock. There will be some meters installed on December 21 (to include the Post Office and the Wastewater Treatment Facility). The remaining meter installations will occur in the spring.

Public Comment:

None presented at this time.

Water:

Update on Project Status:

J. Haverstock reported that the service lines and hydrant project at the Village Green are about half complete, with the hope of completing the project in the Spring. There is still $70,000 in grant funds remaining. Mark Youngstrom indicated that there is a request in to USDA to have the funds available in the spring of 2012, as the contractor was taken off the project due to Tropical Storm Irene. The USDA decision is expected sometime in the next month.

Joint Proposal from Fire District No. 1 and Golf Course/Corn Hill Residents to Connect to Town Water System:

Mr. Pelkey distributed a copy of a report from Otter Creek Engineering regarding the connection of the Golf Course and Corn Hill Residents to the Town water system. There was also a report concerning the connection of Fire District No. 1 residents. Mr. Pelkey indicated that the desire is that the Town would perform the construction and the users would pay the applicable fees.

A. Hitchcock inquired if the Golf Course would be using any of the water for irrigation. Mr. Pelkey indicated that there are wells on-site that produce approximately 900 gallons per day to be used for irrigation purposes.

There was much discussion concerning this proposal, which is in the beginning stages.

Mark Youngstrom, Bruce Babcock, Dave Pearson, and Hank Pelkey exited at 7:24 PM.

Sewer:

Update on Project Status – Phase I & II:

Mike Smith submitted an e-mail update, which included the following highlights:

The digester covers have been installed at the Wastewater Facility. This portion of the project (Phase I) is now complete, with only a couple of minor warranty issues to be resolved.
The Arch Street sewer line from the Wastewater Treatment Facility to the Fire Station has been completed; The Elm Street excavation is complete, and the project has been shut-down until April; The Pleasant Street sewer line is complete.
There are several Change Orders that have occurred with Phase II. These include lowering the scope/price; the Arch street culvert; the temporary shut-down and the winter shut-down.
The controls for Elm Street are expected to arrive in mid to late January. The construction will resume in April.
The winter shut-down has begun. The sewer line work from the fire station to Elm Street will occur in April and May and paving will occur in August – before the beginning of school.
The engineering and design quote is $4,800 for paving of the “apron” in the area of the Fire Station/Highway garage was approved at the December 7^th Select Board meeting. The paving estimate is in the range of $30,000 to $50,000.
The Town Safety Committee discovered raised boxes in relation to the Arch Street segment. This was discussed with the engineers and the boxes were lowered to grade.
The Belden Company has been authorized to replace the service at the Rulli residence instead of a slip line.

J. Haverstock has met with Mike Smith and Joe Kamuda concerning future construction in the area of his store. There will be an additional meeting in the spring to preview business impacts during construction.

J. Haverstock was made aware of 2 potential damage claims with regard to the Arch Street sewer project arising from Belden’s blockage of the sewer line and the low of sewage. These claims are potentially from Brian Provin and Page Rose.

Currently, there is a 2% set limit from Rutland City for processing the Town’s sludge. Mike Smith proposed a possibility of installing a sludge thickening facility. J. Lapre inquired how much the hauling frequency has changed. J. Haverstock indicated that this has gone from monthly to quarterly. Mike Smith will propose a way to economize by increasing solids retainage even further.

Bob Berardo has requested an engineering review with regard to spike flows caused by the Lakeside screen. J. Haverstock has authorized 8 hours for this project.

There was also discussion with concern to the Depot Hill pump station’s occasionally spiking flows. J. Lapre has worked with some residents of Alfred Buck Lane in the past and there was no documentation of leakage or pressure testing done on these lines. Mike Smith will propose ways to address the issue.

Water and Sewer:

None stated at this time.

Other:

None stated at this time.

Executive Session:

None necessary at this time.

Adjournment

The Commission adjourned at 7:44 PM.

The next regular meeting will be held on January 17, 2012.

Respectfully Submitted

Kelly Giard, Recording Secretary _________________________________

Allen Hitchcock, Chair

_________________________________

John Lapre, Vice Chair

_________________________________

Helen McKinlay

_________________________________

Bob Harnish

Select Board

topeditor — Wed, 07 Dec 2011 18:18:50 +0000

December 7, 2011

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

Select Board members present: Joseph Gagnon, Thomas “Hank” Pelkey, Thomas Hooker, Linda Weeden, and Allen Hitchcock. Also present: Lucia Suarez, Mike Warfle, Helen McKinlay (6:43 PM), John Haverstock, and Kelly Giard – Recording Secretary.

MINUTES

The minutes from the November 16, 2011 meeting were signed, with no corrections.

ORDERS

The Orders in the amount of $1,662,312.64 and payroll in the amount of $13,580.19 were signed, with the following comments:

L. Weeden inquired if the amount of the Firemen’s stipend was an increase over last year. T. Hooker indicated that there was a lot of coverage required during the Tropical Storm Irene event. J. Haverstock reported that some of this expense may be FEMA eligible and will be submitted with the rest of the information for the request for reimbursement.

L. Weeden inquired about the expense to Ferguson Waterworks. J. Haverstock indicated that this expense was for 2 items that were related to the water project on Route 7. Approximately 5 of the 11 services have been replaced, with the remainder to be replaced in the spring.

L. Weeden inquired about the expense from various vendors for the purchase of winter sand. J. Haverstock explained that there is a mixture that is used and its components were available from multiple vendors.

L. Weeden inquired about the expense to TC Plumbing and Heating for water main break repair. J. Haverstock explained that this was a break that occurred during work that was being conducted on Depot Hill Road by the Highway and Water Departments.

L. Weeden inquired about the expense to the Police Academy for Spillman dispatch. Chief Warfle explained that this is to have someone to train the officers with the usage of the computer system.

J. Gagnon inquired if there were quotes received for the recent purchase of tires. J. Haverstock read the 3 quotes that were received.

TOWN MANAGER’S REPORT:

J. Haverstock reported on the following:

The final portion of the water project was in the works from November 9 – November 28 and was shut down for the winter season. The remainder of the project is anticipated to be completed in the spring.
Phase I of the sewer project is complete with the digester covers being installed. Phase II is underway. Pleasant and Arch Streets have been patch-paved for the winter plowing season. The Elm Street pump station portion is underway and will continue until approximately December 23, at which time the project will be shut down until spring. The pump station will come on-line in April. A sewer project meeting occurred on November 29, with the Fire Chief, Assistant Fire Chief, and Highway Foreman in attendance at a pre-meeting gathering to discuss a paving apron near the Fire Station and Highway Garage. Letters have been sent to the residents of Arch and Pleasant Street to provide a status report and ask for continued patience until the project is completed next summer.
VLCT met with the employees that are currently enrolled in the Town’s health insurance program. The remaining portions of this discussion were deferred to Executive Session.
There will be a staff meeting on December 15, 2011 at 9:00 AM and the members of the Select Board were invited to attend.
Interviews for the full-time police officer position will begin on December 8.
Shawn Erickson and Linda Drummond have begun compiling the information required for the FEMA reimbursement submission.
The Rutland County Solid Waste District has certified the Transfer Station for another 10 years.

L. Weeden inquired if there has been any reimbursement received in relation to the accident that occurred on the corner by the library. J. Haverstock indicated that the information has been submitted to the insurance carrier for the truck that was involved and a reply is expected soon.

J. Gagnon inquired about the status of the Arch Street paving. J. Haverstock indicated that the winter patch paving occurred on November 17 to prepare it for winter plowing and maintenance. The project will begin again in April and the permanent paving will occur in early August, 2012.

A. Hitchcock thanked J. Haverstock for sending the letters to the residents of Arch and Pleasant Streets.

PUBLIC COMMENT:

None stated at this time.

OLD BUSINESS:

Discussion of Police Cruiser Purchase:

Chief Warfle was present to discuss the purchase of the police cruiser. J. Haverstock reported that the Warnock Company could not produce the vehicle as originally quoted. Chief Warfle indicated that he sought bids for a similar vehicle from local vendors and Foster Motors in Middlebury is able to have a vehicle ready, with the police package, in 3 days.

Chief Warfle explained that there could be some additional funds received in connection with the Governors’ Highway Safety Grant/Click It or Ticket for the department’s participation in enforcement during the major holiday season.

There was discussion concerning the various equipment that was either currently owned or needed purchasing.

Motion by T. Hooker and seconded by T. Pelkey to rescind the prior action to award Warnock the sale of a police cruiser. Motion passed unanimously 5 – 0.

Motion by T. Hooker and seconded by T. Pelkey to award the purchase of a new police cruiser to Foster Motors at a cost not to exceed $26,567. Motion passed unanimously 5 – 0. J. Gagnon inquired whether adequate funding was available. J. Haverstock explained that there is enough available in the Cruiser Replacement Fund.

Adoption of Police Policy Manual:

Chief Warfle explained that the notes and feedback from the Select Board members is incorporated into the copy that was in the packets for review. There was discussion concerning various portions of the manual.

Motion by A. Hitchcock and seconded by T. Hooker to accept the manual, as amended. Motion passed unanimously 5 – 0.

Chief Warfle exited at 7:03 PM.

Continued Discussion of Budget Preparations:

J. Haverstock gave an update as to recent communications with the auditors.

Each department will be charged with all of their own expenses (payroll taxes, etc.); the current budget draft has been sent to the auditors for review as to steps taken to eliminate/replace the Equipment Rental Fund; a reduction in expenses at the Wastewater Treatment Facility will be realized due to the fact that the recent sewer upgrades have made the decanting more efficient, thus, less sludge hauling and chemicals will be necessary.

Discussion of Health Insurance Package:

VLCT representatives attended a meeting on December 5 with the employees that are currently enrolled in the Town’s health insurance plans. The employees expressed concerns about whether the proposed plans were “as good or better” than the current policy, as required by the Union Contract. A proposal has been forwarded to the Union for review. The remainder of this discussion was deferred to Executive Session.

Other Old Business:

J. Gagnon inquired if there were any totals with regard to the Tropical Storm Irene fundraisers. T. Hooker indicated that there was no Select Board involvement in this effort. There was discussion and it was determined that the remainder of this topic be deferred to Executive Session.

NEW BUSINESS:

Errors and Omissions:

The Listers submitted a request for the following changes:

Parcel 0697 – changing the property value from $110,900 to $102,800 to reflect a sale transfer from Bruce Paynter to Clarence Greeno of a .29 acre parcel.

Parcel 0546 – changing the property value from $181,600 to $189,300 to reflect the purchase transfer by Greeno from Paynter of .29 acres.

Motion by T. Pelkey and seconded by J. Gagnon to approve the proposal as presented. Motion passed unanimously 5 – 0.

Discussion of Town Clerk’s Office:

Helen McKinlay was present to request shelving units for the vaults. The proposal cost is $9,775 for the upstairs vault and $5,145 for the downstairs vault. The total for the project is $14,920 and there is funding available in the Land Record Restoration fund to cover these costs.

J. Gagnon inquired if there were any bids received or research done. H. McKinlay indicated that there was research done and there is only one supplier for these units. Motion by A. Hitchcock and seconded by T. Hooker to accept the proposal as stated. Motion passed unanimously 5 – 0.

Discussion of Paving Bids:

J. Haverstock noted that Mike Smith had presented a proposal for paving an “apron” transition in an area near the Fire Station and the Highway Garage from the buildings out to Arch and Pleasant Streets. The proposal for survey work is $2,000; engineering/design is $2,800; paving by the Belden Company is between $30,000 and $50,000. Mike Smith recommended the survey and engineering/design work occur in the winter months. There was discussion concerning the road and the pitch that is involved.

Motion by A. Hitchcock and seconded by L. Weeden to authorize up to $5,000 for the survey and engineering work. J. Gagnon asserted that this project could be done in-house by the highway crew. Motion passed 4 – 1 (Gagnon).

OTHER BUSINESS:

None stated at this time.

EXECUTIVE SESSION

J. Haverstock reported that there are Personnel Issues and Contractual Issues, thus recommending Executive Session.

T. Pelkey made a motion and seconded by T. Hooker to go into Executive Session for Personnel and Contractual Issues where premature knowledge would be damaging to the Town that may be jeopardized by public disclosure at 7:23 PM. The motion was unanimously passed.

In accordance with 1VSA 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 Contractual Issues at 7:23 PM. J. Haverstock and H. McKinlay were invited to remain for Executive Session.

H. McKinlay exited Executive Session at 7:45 PM.

The Select Board exited Executive Session at 8:16 PM, with the following action taken:

The Board noted that Tropical Storm Fundraising results would be announced soon.

Motion by A. Hitchcock and seconded by T. Hooker that the Town accept proposed modifications to the two MVP health insurance plans already approved by the Union.

The meeting adjourned at 8:17 PM.

The next regular meeting will be held on December 21, 2011.

Respectfully Submitted,

Kelly Giard, Recording Secretary

______________________________

Thomas “Hank” Pelkey, Chairman

______________________________

Allen Hitchcock, Vice Chairman

______________________________

W. Joseph Gagnon, Selectman

______________________________

Thomas Hooker, Selectman

______________________________

Linda Weeden, Selectman

Select Board

topeditor — Wed, 16 Nov 2011 17:54:10 +0000

November 16, 2011

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

Select Board members present: Joseph Gagnon, Thomas “Hank” Pelkey, Thomas Hooker, Linda Weeden, and Allen Hitchcock. Also present: Michelle Parker, Shawn Erickson, Lucia Suarez, John Weeden, Randy Adams, Mamie Rasmussen, Philip Picotte, John Haverstock, and Kelly Giard – Recording Secretary.

MINUTES

The minutes from the November 2, 2011 meeting were signed, with no corrections.

ORDERS

The Orders in the amount of $65,792.39 and payroll in the amount of $9,675.49 were signed, with the following comments:

A. Hitchcock inquired about the expense for “sewer upgrade rock jam.” J. Haverstock indicated that this will be reimbursed by the Belden Company as it was a result of the sewer project.

A. Hitchcock inquired about the expense for rental machine for sewer/water. J. Haverstock indicated that this was an expense related to the work being performed on Depot Hill Road.

A. Hitchcock inquired about the expense for legal fees for tax sale. J. Haverstock indicated that this expense was for 6 accounts that will be going for tax sale and for legal work done on behalf of the Zoning Board of Adjustment.

J. Gagnon inquired about the expenses for an accident. J. Haverstock indicated that this was an accident that occurred near the library and a claim will be presented to the truck company’s insurance carrier.

J. Gagnon inquired about the expense for Fire Department headlamps. T. Hooker indicated that there were two invoices.

J. Gagnon inquired about the expense for Storm Irene fundraiser. T. Pelkey indicated that he authorized the expense for the refreshments for the volunteers, who were not all firemen.

L. Weeden inquired about the expense for a police vehicle “comp stand.” T. Hooker indicated that this was to hold the computer in the current police cruiser.

TOWN MANAGER’S REPORT:

J. Haverstock reported on the following:

The final portion of the water project was started on November 9 and 3 of the 11 Route 7 services have been completed.
Phase I of the sewer project is completed. The status of Phase II was explained. Paving will be done on Thursday, November 17 and work at the Elm Street pump station will begin next week.
Several applications have been received in response to the advertisement for the full-time COPS grant-funded police officer position. Chief Warfle, Lt. Notte, and the Town Manager will interview the candidates. The deadline for applications is November 21, 2011.
The high water mark at the Hard Farm has been chiseled following Tropical Storm Irene. Tradition was that Vermont Marble had paid for the chisel work. OMYA was contacted and has agreed to continue the tradition by paying for the service.
Congratulations to Pierre Masuy on his recent selection of “Businessperson of the Year” by the Rutland Region Chamber of Commerce.
The Town Offices and services will be closed on Thursday and Friday (November 24 and 25) in observance of Thanksgiving.

PUBLIC COMMENT:

None stated at this time.

OLD BUSINESS:

Discussion of Winter Sand Bids:

J. Haverstock indicated that only one bid was received, which was included in the packets for review. Motion by A. Hitchcock and seconded by T. Hooker to reject the bid for winter sand from Pike Industries. Motion passed unanimously 5 – 0. J. Haverstock will communicate this rejection to Pike Industries.

Official Appointment of the Zoning Administrator:

J. Haverstock reported that Ken Niemczyk has been hired as the Zoning Administrator. Motion by T. Hooker and seconded by A. Hitchcock to appoint Ken Niemczyk as the Zoning Administrator. There was discussion about inviting candidates or new employees to Select Board meetings. Motion passed unanimously 5 – 0.

NEW BUSINESS:

Review/Approval of Basic Emergency Operations Plan:

J. Haverstock has been working with Odell Johnston and Michelle Parker from the Rutland Regional Planning Commission to compile this information. A copy of this information was included in the packets for review. Motion to by T. Pelkey and seconded by T. Hooker to approve the plan. J. Haverstock indicated that this information will change over time and be updated as necessary. Motion passed unanimously 5 – 0. T. Pelkey will sign this document and forward to the Commission.

Review of Town Report Printing Quotes:

J. Haverstock indicated that a memo from Linda Drummond was included in the packets. A Request for Quotes was sent to three vendors, with one being returned from ReproDigital. The quote is $3,200/1300 copies; $3,515/1400 copies. The general consensus was to accept this quote.

Discussion of Budget Preparations:

J. Haverstock reviewed the following highlights:

State aid for roads and bridges
Legal fees
Price stability for fuel/energy costs
Health insurance increases (working with VLCT on price quotes)
Raised wage levels to factor in Union Contract terms and recent Master Skills rate increases
Equipment Rental Fund
Increase Police revenues (COPS grant) and expenses
Compensation to the Recreation Director for cell phone usage
Increase zoning revenues due to increase in zoning fees
Increase for ballot clerks due to the potential increase of voting hours
Increase in fire hydrant fees from $22,360 – $35,000 as the number of hydrants have increased from 54 – 91.
Sewer Fund likely increase in sewer rates due to the bond. A savings will be realized when old bonds are refinanced.

A. Hitchcock inquired if the increase of hydrants would reduce fire insurance costs. Residents were encouraged to contact their individual homeowner’s insurance companies for review.

Shawn Erickson was present to discuss the work plan for the Highway Department. There was information included in the packets for review. Mr. Erickson would like to add the Kendall Hill Road paving to the work plan. Other areas discussed by Mr. Erickson were to finish the culvert work on Depot Hill Road (as the culverts are already purchased); guardrails on Furnace Road and Whipple Hollow Road; culvert replacement between the Highway garage and the Fire Station. There was also discussion of “squaring off” the stop at the area of Depot Hill to West Creek Road, as well as Furnace Road to Route 7. This will require some research and studying. J. Gagnon also recommended the sloping of the bank and clearing trees in the area of the Davenport Farm, to increase visibility. Shawn Erickson will talk with the landowners.

Randy Adams was present to discuss the proposed budget for the Recreation Department. The programs at the Recreation Area are busy with youth activities, day camps, and other events. The disc golf course has been completed with the number of holes increased from 9 to 18 holes. A tournament was held for the Tropical Storm Irene fund (with $210 raised). He noted his request for compensation for the extensive use of his personal cell phone. A Facebook account has been established to better communicate cancellations – to avoid phone trees. J. Haverstock recommended that Randy review the VLCT guidelines with regard to “social media” usage.

T. Pelkey expressed thanks and gratitude to both Shawn and Randy for their dedication and hard work. A. Hitchcock expressed that the quality of the work from both individuals and their departments show their dedication.

OTHER BUSINESS:

J. Haverstock indicated that there is information in the packets with regard to a complaint that has been received regarding an unwanted pit bull. This was discussed. A Dog Hearing was scheduled for Wednesday, November 23 at 6:30 PM.

J. Haverstock indicated that there was a request from the Listers’ with regard to Parcel #1294 – owned by Murray and Helen Snyder – located at 1982 Fire Hill Road. This request is an “Error and Omission”. The Listers are requesting a change in value from $3,525 to $3,750.75 to include farm buildings that are not tax exempt. Motion by A. Hitchcock and seconded by L. Weeden to approve the request. Motion passed unanimously 5 – 0.

A. Hitchcock inquired about the Orders that were for property tax credits. J. Haverstock explained that these were to repay excess taxes that were received from the State and the landowner.

J. Haverstock explained the meetings with regard to the Proctor Water situation. Further information will be forwarded upon receipt.

EXECUTIVE SESSION

J. Haverstock reported that there are Personnel Issues, thus recommending Executive Session.

T. Pelkey made a motion and seconded by A. Hitchcock to go into Executive Session for Personnel Issues where premature knowledge would be damaging to the Town that may be jeopardized by public disclosure at 7:19 PM. The motion was unanimously passed.

In accordance with 1VSA 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 Issues at 7:19 PM. J. Haverstock was invited to remain for Executive Session.

The Select Board exited Executive Session at 7:29 PM, with the no action taken:

The meeting adjourned at 7:29 PM.

The next regular meeting will be held on December 7, 2011.

Respectfully Submitted,

Kelly Giard, Recording Secretary

______________________________

Thomas “Hank” Pelkey, Chairman

______________________________

Allen Hitchcock, Vice Chairman

______________________________

W. Joseph Gagnon, Selectman

______________________________

Thomas Hooker, Selectman

______________________________

Linda Weeden, Selectman

Water & Sewer Commission

topeditor — Tue, 15 Nov 2011 18:16:47 +0000

TOWN OF PITTSFORD

WATER AND SEWER COMMISSION

November 15, 2011

Water and Sewer Commission Members Present – Allen Hitchcock, Helen McKinley, John Lapre, and Bob Harnish. Others present: Dorothy Parkinson, Mike Smith, John Haverstock and Kelly Giard – Recording Secretary.

Allen Hitchcock Chairman, called the meeting to order at 6:30 PM.

Minutes:

The minutes from the October 18, 2011 meeting were signed, with no corrections.

Town Managers Report:

None.

Public Comment:

D. Parkinson inquired if there has been a response from EJ Prescott with regard to the lost revenue due to the error at OMYA. J. Haverstock indicated that this will be discussed during the regular agenda.

Water:

Update on Project Status:

J. Haverstock indicated that an e-mail was received from Carl Crawford, with regard to the Route 7 services. Mr. Crawford indicated that 3 of the 11 services have been completed and the hydrants in the area are to be installed. Mr. Crawford has indicated to Markowski Excavating that the services need to be completed this year due to the uncertainty of future funding.

J. Haverstock reported that Harold Anderson has indicated an interest in the proposal for the replacement of his service line. Bruce Babcock has been contacted and will discuss this with Markowski Excavating to complete this task.

A meter assembly has failed at the Monmoth Ski Club, which was possibly linked to a pressure reducing valve. The parts are expected to be reviewed. J. Lapre inquired if there was any damage. J. Haverstock indicated that there was little or no damage.

J. Haverstock read the letter that was received from EJ Prescott with regard to the OMYA meter installation situation. EJP has indicated that they were not responsible for the lost revenue. This will be discussed further in Executive Session.

Proctor Water:

J. Haverstock explained an Informational Meeting that was held for the Pittsford residents that will be abandoned by the Proctor Water System. A copy of the meeting highlights was included in the packets for review. A. Hitchcock has been researching the possibility of selling the forest area around the current surface water source and placing the money into a fund to assist the Pittsford residents that will be abandoned. This idea was forwarded to Proctor Town Administrator for review and consideration.

J. Haverstock indicated that he has met with Dave Pearson from Fire District #1 regarding the possible connection of its 24 customers to the Pittsford water system. J. Haverstock indicated that he will meet with Hank Pelkey (representing the Proctor/Pittsford Country Club) with a similar request to connect to the Pittsford water system. Mark Youngstrom has met with Mr. Pearson and Mr. Pelkey and they will all be invited to the December 20 meeting to further the discussions.

Sewer:

Update on Project Status – Phase I & II:

Mike Smith was present to update the Commission members on the current sewer projects. The highlights of the project include:

The covers are installed at the Wastewater Treatment Facility. Mr. Smith indicated that he has inspected the installation of the covers and that Bob Berardo is pleased with the cover installation and system. Bob Berardo reports that the amount of water being hauled is lowered and the amount of chemicals being used is also lower. Daniels Construction has a couple of electrical items to complete. J. Haverstock inquired if these items would be completed prior to the Contractor’s Status Meeting, which will be held on November 29. Mr. Smith indicated that these items should be completed before the meeting. A. Hitchcock recommended that the members of the Commission visit the facility and view the cover system and current operations. A. Hitchcock also indicated that the area at the WWTF looks good, except for some scrap material that is around the new Water Department offices. J. Haverstock inquired if the State of Vermont should be notified of the upgrade project. Mr. Smith indicated that he has spoken with Liz Dickson regarding the progress. However, he will send formal communications.
With regard to Phase II, Mr. Smith reported that the water main extension is completed, tested and connected. Belden Construction did the excavating work below the fire station, however, extra material was necessary for ground stabilization as the ground water levels were high. The Pleasant Street portion, as well as the Arch Street culvert portions are completed. The street has been opened to two-lane traffic. There are currently preparations under way for trench paving, which will begin on Thursday, November 17. The temporary pavement will be 1 ½” deep. J. Haverstock inquired if Mr. Smith has spoken with the school with regard to the paving in the area of the parking lot. There is a luncheon for parents and the parking lot will be utilized. Mr. Smith indicated that the paving should be past the parking lot by the time the parents arrive for the luncheon. A. Hitchcock inquired about the load weight limitations. Mr. Smith explained that the base will be comprised of crushed marble and should be fine for the 6 months. Mr. Smith indicated that the budget is currently on target and the anticipation is that the loan amount will be utilized by the end of the month. Therefore, the grant funding will soon be “kicking in”.
A. Hitchcock inquired about the status of the Pump Station portion of the project. Mr. Smith indicated that there have been some changes to the control panel and he is waiting for the shop drawings. Mr. Smith indicated that delivery is anticipated 6-weeks following the release, which would be the end of December. Mr. Smith indicated that Belden has indicated that the old pump station will remain in operation and the new one would be constructed beginning the week of November 21. The old pump station will only be demolished after the new station is fully operational. A. Hitchcock inquired about the flows at the Elm Street Pump Station. Mr. Smith indicated that he has not seen any flow data and that the area is “never dry”.
A. Hitchcock inquired about the safety issues that were a concern with regard to Belden Construction. Mr. Smith indicated that any issues were handled timely and effectively.
Mr. Smith explained the process for the winter, which will include working at the Elm Street pump station. The hours for the on-site engineer can be cut during the winter hours, utilizing the hours more in the spring and having the winter hours used on a “drop-in” basis.

Mr. Smith exited at 6:57 PM.

Water and Sewer:

None stated at this time.

Other:

Bob Berardo has requested the purchase of a storage shed for the Sewer Department to help reduce “clutter”. J. Haverstock indicated that a wooden storage shed has been located with a price of $1,500. The Commission members agreed that this would be a good purchase.

A. Hitchcock indicated that the record keeping of the maps is critical and should be accurate and kept updated. This topic was tabled to the December 20, 2011 meeting.

Executive Session:

Motion by B. Harnish and seconded by H. McKinlay to enter into Executive Session for the purpose of discussing Contractual and Legal issues.

The Water and Sewer Commission entered into Executive Session at 7:23 PM. J. Haverstock was invited to stay. The Water and Sewer Commission came out of Executive Session at 7:32 PM.

Motion by J. Lapre and seconded by B. Harnish for the Town Manager to reply to the letter from EJ Prescott regarding the OMYA meter installation at the appropriate time. Motion passed unanimously 4 – 0.

Adjournment

The Commission adjourned at 7:33 PM.

The next regular meeting will be held on December 20, 2011.

Respectfully Submitted

Kelly Giard, Recording Secretary _________________________________

Allen Hitchcock, Chair

_________________________________

John Lapre, Vice Chair

_________________________________

Helen McKinlay

_________________________________

Bob Harnish

Select Board

topeditor — Wed, 02 Nov 2011 13:05:02 +0000

November 2, 2011

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

Select Board members present: Joseph Gagnon, Thomas “Hank” Pelkey, Thomas Hooker, Linda Weeden, and Allen Hitchcock. Also present: Dorothy Parkinson, John Weeden, Mike Warfle, John Haverstock, and Kelly Giard – Recording Secretary.

MINUTES

The minutes from the October 19, 2011 meeting were signed, with no corrections.

ORDERS

The Orders in the amount of $336,664.50 and payroll in the amount of $11,108.53 were signed, with the following comments:

A. Hitchcock inquired about the expense for 2 hydrants. J. Haverstock indicated that the were hydrants that were to be installed as part of the upgrade at the Village Green site and are water-project grant-eligible.

L. Weeden inquired about the expense to Green Mountain Rental for the use of a chipper. J. Haverstock indicated that this was actually for the rental of a bale chopper.

L. Weeden inquired about the expense to the Town of Mendon for property taxes. J. Haverstock indicated that a resident owns property in both Pittsford and Mendon and paid excess taxes to Pittsford. The extra portion was sent to Mendon on this resident’s behalf.

L. Weeden inquired about the payment to Rouse Tire Sales for backhoe tires. J. Haverstock reported that 3 bids were received and Rouse Tire Sales had the lowest bid.

J. Gagnon inquired about the expense for excavator transportation. J. Haverstock will research this to find the number of times that the excavator was moved.

J. Gagnon inquired about the expense for 2 shirts for the Police Department. Chief Warfle indicated that the uniforms are purchased by the Town and laundered by the officers.

J. Gagnon inquired about the expense to M & K Diving. J. Haverstock indicated that this was for the inspection of the footings of covered bridges following Tropical Storm Irene.

J. Gagnon inquired about the maturity date of the highway department loan. J. Haverstock will research this and report back at a future meeting.

TOWN MANAGER’S REPORT:

J. Haverstock reported on the following:

Work is anticipated to begin during the week of November 7 on the remaining water service connections along Route 7.
The water portion of Phase II of the sewer project is completed on Arch Street and the Arch and Pleasant Street sewer work is underway, with paving and winter shut-down approaching.
The box culvert is installed on Arch Street and the concrete testing will occur on Thursday, November 3.
The fundraising efforts for Tropical Storm Irene have netted approximately $50,000 and $26,000 has been distributed to date. A “thank you” letter was read and the recipient remains anonymous.
The on-site portion of the external audit conducted by Sullivan & Powers is complete. A draft report is expected soon.
There was a tractor-trailer accident on the library corner during the early morning hours of Saturday, October 22. A “thank you” was given to all that assisted in accident clean-up and an insurance claim is being prepared to be submitted to the owner of the vehicle.
A meeting was held on October 20 for the residents that will have water disruption resulting from the Proctor water system abandonment. Mark Youngstrom presented the findings of a study that the Town of Pittsford backed by funding.
The Town Offices will be open on November 11, Veterans Day.
There will be a staff meeting on Thursday, November 3 at 9:00 AM and the members of the Select Board are invited to attend.
Shawn Erickson reported that the State does the line striping on new pavement and there is no indication whether the Furnace Road section will be striped this year.
The Rutland County Solid Waste District will be receiving yard waste through November 5 at the Gleason Road location.
The Transfer Station permits are for sale and were due on November 1.
Property taxes are due on November 10.
The copier in the Conference Room has stopped working. The recommendation is to move the copier from the Town Clerk’s office and place a new copier in that office.
A draft budget is anticipated for the next meeting.

PUBLIC COMMENT:

L. Weeden indicated that she has had residents expressing concern about the status of the Tropical Storm Irene fundraising and disbursements. T. Hooker indicated that there has been $26,500 disbursed, helping 25 – 30 families. An updated list will be reviewed at the next meeting of the committee and more funds will be disbursed.

OLD BUSINESS:

Potential Adoption of Police Policy & Procedures Manual:

Chief Warfle was present to discuss the Policy & Procedures Manual that is being drafted for the Police Department employees. The contents were discussed and Chief Warfle thanked the members of the Select Board for their input.

Chief Warfle will be working with J. Haverstock to finalize a draft and will be returning for the December 7 meeting, for further discussions and approval. The members of the Select Board would like to see this before the meeting so the contents can be reviewed before the discussion.

There was discussion concerning the topic of anonymous tips. Chief Warfle indicated that most other agencies receive and act upon information gathered via anonymous tips.

Discussion of Purchase of Additional Police Cruiser:

Chief Warfle has received local bids, as well as a bid from a New Jersey company that specializes in police cruisers. The members of the Select Board reviewed the bids and made comparisons. The New Jersey company includes all the equipment, except for the decals, police radios and antennas, in the base price, whereas the local suppliers only include the vehicle.

Motion by T. and seconded by A. Hitchcock to purchase a 2012 Dodge Durango police vehicle from Warnock Fleet Company in New Jersey, with a price not to exceed $26,950, as presented in the bid. Motion passed unanimously 5 – 0. When the vehicle is ready, someone will need to travel to New Jersey to drive the vehicle back to Pittsford.

Discussion of the COPS Grant:

Chief Warfle indicated that the town only has 90 days to accept the grant, and he will be out of Town from November 11 – November 30 and would like to get the acceptance signed prior to his departure. The general consensus of the Select Board is to accept the grant. J. Haverstock will be advertising for the new full-time police officer position, that will be federally funded for 3 years by this grant.

Other Police Business:

J. Haverstock reported that he has spoken with VLCT with regard to the possibility of civil penalties on someone who is found in possession of small amounts of marijuana. Chief Warfle indicated that there are municipalities who have implemented this and he will forward a copy of such ordinances for review.

Update on Zoning Administrator Search:

J. Haverstock reported that Kenneth Niemczek has accepted the position of Zoning Administrator, effective immediately. Mr. Niemczek will be working with Amy Loomis prior to her departure. The new office hours for the Zoning Administrator will be on Tuesdays from 8:00 AM – 1:00 PM and Thursdays from 1:00 PM – 6:00 PM.

Execution of Sewer Bond Re-Finance Documents:

The sewer bond refinance documents will be signed following Executive Session. A. Hitchcock clarified that this was not for all of the bonds, just the two older bonds, and would save the town thousands of dollars.

Other Old Business:

The minutes of September 21 and October 9 were reviewed for corrections. The corrections include adding the errors and omissions parcel numbers and owner valuation. There were no other changes to the minutes and were signed by the Select Board members.

NEW BUSINESS:

Adoption of Flood Hazard Regulations:

J. Haverstock reported that the Flood Hazard Regulations have been posted in compliance with statute. There were no changes to the prior regulations and there were no comments noted during the public meetings.

Motion by A. Hitchcock and seconded by T. Hooker to adopt the Flood Hazard Regulations as stated. Motion passed unanimously 5 – 0.

Sno-Mads Request for Access to Town Property:

The Sno-Mads have made request for snowmobile access along Town highways. J. Haverstock reported that Dave Markowski indicated that there was no change from last year’s map/request. A. Hitchcock indicated that the application should refer to a map. J. Haverstock will return the signed permission form to Mr. Markowski.

Motion by J. Gagnon and seconded by L. Weeden to accept the application. Motion passed unanimously 5 – 0.

OTHER BUSINESS:

J. Haverstock will be discussing safety concerns with the contractor and engineer of the Sewer Project. T. Hooker indicated that the Fire Department was not able to take fire trucks out of the station at one point in the last week. Shawn Erickson was able to see the issue that could have arisen and was able to move the trucks to the highway garage for accessibility. Other items include working in Route 7, as well.

J. Haverstock indicated that this was also discussed at the status meeting on October 25. The road conditions will be discussed at the status meeting on November 29.

A. Hitchcock also indicated that there should be adequate storage of documents on-site at the new Water Department Offices, as well as adequate duplicate document storage elsewhere. This will be discussed at a future meeting.

EXECUTIVE SESSION

J. Haverstock reported that there are Legal, Contractual, and Personnel Issues thus recommending Executive Session.

T. Pelkey made a motion and seconded by T. Hooker to go into Executive Session for Legal, Contractual, and Personnel Issues where premature knowledge would be damaging to the Town that may be jeopardized by public disclosure at 7:39 PM. The motion was unanimously passed.

In accordance with 1VSA 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 Legal, Contractual, and Personnel Issues at 7:39 PM.

J. Haverstock and Helen McKinlay were invited to remain for Executive Session.

H. McKinlay exited at 8:04 PM.

The Select Board exited Executive Session at 8:14 PM, with the following action taken:
1. Execution of Sewer Bond Re-Financing Documents.

2. Motion by A. Hitchcock and seconded by T. Hooker to authorize the Town Clerk to spend up to $10,000 to upgrade operations and reconfigure the office to more efficiently process transactions. Motion passed 5 – 0.

3. Motion by L. Weeden and seconded by T. Hooker to authorize the Town Manager to execute a document affording settlement authority to an attorney representing Chittenden in a legal dispute with Mr. Murphy of Chittenden, in which both Pittsford and Pittsfield are named as abutting towns. Motion passed unanimously 5 – 0.

The meeting adjourned at 8:17 PM.

The next regular meeting will be held on November 16, 2011.

Respectfully Submitted,

Kelly Giard, Recording Secretary

______________________________

Thomas “Hank” Pelkey, Chairman

______________________________

Allen Hitchcock, Vice Chairman

______________________________

W. Joseph Gagnon, Selectman

______________________________

Thomas Hooker, Selectman

______________________________

Linda Weeden, Selectman

Select Board

topeditor — Thu, 20 Oct 2011 02:07:00 +0000

October 19, 2011

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

Select Board members present: Joseph Gagnon, Thomas “Hank” Pelkey, Thomas Hooker, Linda Weeden, and Allen Hitchcock. Also present: Tom Carrara, Dorothy Parkinson, Jack Rogers, John Weeden, Lucia Suarez, Charla Helton, John Haverstock, and Kelly Giard – Recording Secretary.

MINUTES

The minutes from the October 5, 2011 meeting were signed, with no corrections. The minutes from the October 13, 2011 meeting were signed with a change to the title of the meeting from “Special Meeting” to “Emergency Meeting”. D. Parkinson inquired about the reason for the October 13 meeting. J. Haverstock explained that this was due to the fact that an existing sewer bond refinancing deadline was rapidly approaching and the Town would benefit from the documents being signed promptly.

ORDERS

The Orders in the amount of $1,332,757.24 and payroll in the amount of $10,151.11 were signed, with the following comments:

A. Hitchcock inquired about the fees for rubbish removal and inquired if these fees were a bid item. J. Haverstock indicated that these fees are set through the Rutland County Solid Waste District and there are fixed rates per town. It is believed that the contactor is awarded based on bid pricing.

L. Weeden inquired about the expense to Crystal Rock Bottled Water. J. Haverstock indicated that this was a 2-month purchase of coffee. There was discussion concerning the office coffee use at the Town Office.

L. Weeden inquired about the expense to Strictly Speaking. J. Haverstock indicated that this was for phone improvements for the Listers’ Office and repairs to the Town Office phone system.

J. Gagnon inquired about the expense for the firehouse door in Florence. T. Hooker indicated that OMYA donates the rent of the building, however, the Fire Department is responsible for the maintenance and repairs.

TOWN MANAGER’S REPORT:

J. Haverstock reported on the following:

Daniels Construction is expected to be at the Wastewater Treatment Facility on October 25, 2011 to install the cover system. A field representative will be on-site to assist in the installation.
The Belden Company has 2 crews on Arch Street to work on the sewer project.
There have been several successful Tropical Storm Irene fundraising events throughout town. T. Hooker reported that there has been over $45,000 raised to date. A portion of the proceeds from the Haunted House (which will be held on October 21 – 22 and October 28 – 29) will also be donated to the cause.
There have been 12 applications received to date for the position of Zoning Administrator. Amy Loomis will be reviewing the applications and conducting interviews with the Town Manager.
There will be a meeting on October 20, 2011 at 7:00 PM at the Lothrop Gym with Mark Youngstrom to discuss the options available to residents that will be losing water connection with the Proctor Water System.
Randy Adams reports that there will be a disc golf tournament on October 22, 2011 at the disc golf course to benefit Tropical Storm Irene fundraising.
The Town Manager will be out of the office on October 20, 2011 at a seminar. He will also be out of the office on October 21, 2011 and October 24, 2011.
Congratulations to Fire Chief Tom Hooker for being appointed to the Vermont State Firefighters Association and the “coalition.”

PUBLIC COMMENT:

T. Carrara inquired if a double yellow line would be painted on the Furnace Road. J. Haverstock indicated that he would discuss this with Shawn Erickson.

T. Carrara inquired if there was enough sand in stock for the winter months. J. Haverstock indicated that Shawn Erickson has this item out to bid currently.

T. Carrara inquired what was wrong with the door that the Fire Department repaired. T. Hooker indicated that this was a door opener issue.

J. Rogers inquired when the flag at the Town Office would be replaced. T. Hooker indicated that, once a rope is purchased, the Fire Department would be able to make the change.

OLD BUSINESS:

Potential Adoption of Police Policy & Procedures Manual:

This item was tabled to a future meeting.

Discussion of Purchase of Additional Police Cruiser:

This item was tabled to a future meeting.

Update on Zoning Administrator Search:

J. Haverstock indicated that there have been 12 applicants to date and interviews will begin soon.

NEW BUSINESS:

Public Comment on Proposed Adoption of Flood Hazard Regulations:

J. Haverstock indicated that there have been no changes to the Interim Flood Hazard Regulations, and this adoption is a formality. There were no objections or comments from the Select Board or the Public.

OTHER BUSINESS:

None presented at this time.

EXECUTIVE SESSION

J. Haverstock reported that there are Personnel Issues, thus recommending Executive Session.

T. Hooker made a motion and seconded by L. Weeden to go into Executive Session for Personnel Issues where premature knowledge would be damaging to the Town that may be jeopardized by public disclosure at 6:50 PM. The motion was unanimously passed.

In accordance with 1VSA 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 Issues at 6:50 PM.

J. Haverstock, was invited to remain for Executive Session.

The Select Board exited Executive Session at 7:10 PM, with no action taken.

The meeting adjourned at 7:10 PM.

The next regular meeting will be held on November 2, 2011.

Respectfully Submitted,

Kelly Giard, Recording Secretary

______________________________

Thomas “Hank” Pelkey, Chairman

______________________________

Allen Hitchcock, Vice Chairman

______________________________

W. Joseph Gagnon, Selectman

______________________________

Thomas Hooker, Selectman

______________________________

Linda Weeden, Selectman

Water and Sewer Commission

topeditor — Wed, 19 Oct 2011 01:22:44 +0000

TOWN OF PITTSFORD

WATER AND SEWER COMMISSION

October 18, 2011

Water and Sewer Commission Members Present – Allen Hitchcock, Helen McKinley, and Bob Harnish. Absent: John Lapre. Others present: Dorothy Parkinson, John Haverstock and Kelly Giard – Recording Secretary.

Allen Hitchcock, Chairman, called the meeting to order at 6:30 PM.

Minutes:

The minutes from the September 20, 2011 meeting were signed, with no corrections.

Town Managers Report:

J. Haverstock reported on the following:

There will be a meeting on October 20, 2011 at 7:00 PM at the Lothrop Gym with Mark Youngstrom to discuss options available to Proctor Water customers facing abandonment.
A. Hitchcock inquired if Mr. Pearson has been in contact with Mark Youngstrom concerning the Fire District #1 combining with the Pittsford residents that will be abandoned by the Proctor service. J. Haverstock believes that there has been contact and discussion.

Public Comment:

D. Parkinson inquired if there has been a response from EJ Prescott with regard to the lost revenue due to the error in the meter installation at OMYA. J. Haverstock indicated that a letter has been written and a reply is anticipated.

J. Haverstock indicated that the ball-valve failures all had different installers.

Water:

Update on Project Status:

J. Haverstock indicated that he has been in communication with Carl Crawford with regard to the Butler lawn repair. To date, there has been no communication from Mr. Butler.

There is still no date for completion of the Route 7 service portion of the project. J. Haverstock indicated that Rural Development/USDA would like to have the project completed soon. There will be communications with Markowski Excavating to get the project moving soon.

Discussion of Metering at WWTF and Fire House

The WWTF is ready for the meter to be installed. The possible installation at the Fire House was deferred to a future meeting. Bruce Babcock and Tom Hooker will be invited to the discussion.

Sewer:

Update on Project Status – Phase I & II:

J. Haverstock read an e-mail that was received from Mike Smith with regard to the sewer project. Some highlights include:

The cover system is expected to be delivered on October 25, 2011. A field tech will be on-site to help Daniels Construction with the installation.
The Belden Company has 2 crews on Arch Street and are making progress. There were some issues with a sewer main that was caved in. The repairs and by-pass pumping was included in the cost. Therefore, no change orders will be needed. Bob Berardo reported that he did see spiking flows when the by-pass was being utilized.
The next project status meeting with Belden Company will be held on October 25, 2011 at 9:00 AM.

Discussion of Sewer Project Interim Financing:

J. Haverstock reported that the Select Board met to extend the sewer project interim financing for an additional 90-days. This extension was due to the delay caused by Hurricane Irene and the need for Belden to relocate for emergency work in Mendon.

Discussion of Sewer Bond Re-Financing:

J. Haverstock reported that the Select Board approved lower interest financing for the sewer bonds dated 2001. The Town will be saving approximately $45,000 if approved. J. Haverstock thanked H. McKinlay and her staff for the research and work on this project.

Water and Sewer:

Abatement Request:

This topic was deferred to Executive Session.

Other:

J. Haverstock reported that Stantec was done with the project of incorporating the recent water project into the VTrans Route 7 utility replacement plans.

Executive Session:

Motion by A. Hitchcock and seconded by B. Harnish to enter into Executive Session for the purpose of discussing an abatement request.

The Water and Sewer Commission entered into Executive Session at 6:56 PM. J. Haverstock was invited to stay. The Water and Sewer Commission came out of Executive Session at 7:07 PM. Motion by B. Harnish and seconded by A. Hitchcock to grant the abatement request from Phaedra Washburn’s utility bill, since the interest and penalty charges were incurred by the former property owner/occupant. Motion passed unanimously 3 – 0.

Adjournment

The Commission adjourned at 7:09 PM.

The next regular meeting will be held on November 15, 2011.

Respectfully Submitted

Kelly Giard, Recording Secretary _________________________________

Allen Hitchcock, Chair

________________ABSENT__________

John Lapre, Vice Chair

_________________________________

Helen McKinlay

_________________________________

Bob Harnish

Select Board Special

topeditor — Thu, 13 Oct 2011 13:07:45 +0000

Special Select Board Meeting

Town of Pittsford, Vermont

Minutes of Meeting/October 13, 2011

Present: T. Hank Pelkey; Allen Hitchcock; Linda Weeden; T. Hooker; Joseph Gagnon; John Haverstock; Helen McKinlay

Meeting opened at 6:30 p.m.

1. Public Comment

None.

2. New Business

a. Application to Re-Finance Sewer Bond Debt

J. Haverstock explained that the Town had an opportunity to apply by October 14 for a re-finance of two existing sewer bonds at a lower interest rate, enabling the Town to save approximately $45,000 over the next 20 years of debt service.

Motion by A. Hitchcock to make the application and authorize Town Manager to sign. Seconded by Tom Hooker.

Passed unanimously 5-0.

b. Extension of Maturity Date on Interim Sewer Project Financing

J. Haverstock explained that, due to delays in construction, the Town’s interim financing Maturity Date needed to be extended 90 days until a permanent loan from USDA could close. Motion by T. Hooker to approve and execute Loan Modification Agreement. Seconded by Linda Weeden.

Passed unanimously 5-0, after which the Selectmen signed the Agreement.

3. Adjournment

The Select Board adjourned its meeting at 6:37 p.m.

Approved:

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T. Hank Pelkey, Chair

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Allen Hitchcock, Vice Chair

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Tom Hooker

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Joe Gagnon

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Linda Weeden