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

]]> http://pittsfordvermont.com/2012/01/04/select-board-114/feed/ 0 http://pittsfordvermont.com/2011/12/21/select-board-115/ http://pittsfordvermont.com/2011/12/21/select-board-115/#comments Wed, 21 Dec 2011 22:23:34 +0000 topeditor http://pittsfordvermont.com/?p=2841 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

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

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

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

]]> http://pittsfordvermont.com/2011/11/02/select-board-107/feed/ 0 http://pittsfordvermont.com/2011/10/19/select-board-105/ http://pittsfordvermont.com/2011/10/19/select-board-105/#comments Thu, 20 Oct 2011 02:07:00 +0000 topeditor http://pittsfordvermont.com/?p=2621 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

                                                 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:

___________________________________

T. Hank Pelkey, Chair

____________________________________

Allen Hitchcock, Vice Chair

____________________________________

Tom Hooker

____________________________________

Joe Gagnon

____________________________________

Linda Weeden

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, Bob Harnish, Mike Warfle, Jeff Warfle, and John Haverstock.

MINUTES

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

ORDERS

The Orders in the amount of $237,387.51 and payroll in the amount of $11,879.93            were signed, with the following comments:

A. Hitchcock inquired about the usage of crushed stone.  J. Haverstock reported that most of it went to Fire Hill, and the remaining to Sugar Hollow Road, Hollister Quarry Road and some in East Pittsford.  The uses were mainly Tropical Storm Irene-related and are subject to FEMA reimbursement.

J. Gagnon inquired about the expense for the sewer line maintenance on Plains Road.  J. Haverstock indicated that this is an on-going issue and there is a possibility of the issue being resolved through funds that may be available through the Sewer Project.   J. Haverstock indicated that this maintenance is performed on a quarterly basis.

A. Hitchcock inquired about the engineering expense for Kendrick Dam.  J. Haverstock indicated that this is a partial payment for the sediment analysis work. The expense is a subject to reimbursement through grant funding.

TOWN MANAGER’S REPORT:

J. Haverstock reported on the following:

• Phase II Sewer contractor, the Belden Company, had left the project site due to Tropical Storm Irene to help with other more urgent projects.  The contractor has now returned to the site and has 2 crews on Arch Street.  Mike Smith has been contacted with regard to the month-long absence and the effects on the project schedule.  This information will be forthcoming.
• The Fall newsletter has gone out.  A “thank you” is due to Linda Drummond and all who assisted in getting this put together.
• The Town Manager was out with FEMA representatives looking at storm damage.  Information was given for the submission of bills for reimbursement and this will be compiled in the coming weeks and submitted.
• There will be a variety of fundraising events occurring in the month of October to assist Tropical Storm Irene victims.  The Fire Department is donating a portion of the Haunted House revenue (October 21 – 22; 28 – 29).  There will be a variety of events occurring on October 8 through Town.  T. Hooker indicated that over $27,000 has been raised as of the time of the meeting.
• The Town Clerk/Treasurer’s Office and the Town Managers office will be closed on October 6 to allow employees to attend Town Fair activities in Killington.  Peg Flory will be recognized as Vermont’s Legislator of the Year at the event.
• The Town Offices and services will be closed on October 10 in observance of Columbus Day.
• On October 4, 2011, Amy Loomis, Zoning Administrator submitted her letter of resignation, effective October 27.  The position has been posted on the Town and VLCT websites.  Anyone interested should contact the Town Manager for consideration.
• The Town has received a refund of $180 of unused insurance for the Ford F-550 truck that was sold.
• A large bull moose has been seen in Pittsford and a bald eagle was sited in the area of the Depot Hill bridge.

PUBLIC COMMENT:

Dorothy Parkinson asked for clarification of the status of the Denison Fund repayment to the General Fund.  T. Pelkey indicated that the Fire Department has agreed to repay $25,000 to the General Fund, which was pledged at the time of the original project commitment.  Tom Carrara inquired when this would occur.  T. Pelkey referred this to Helen McKinlay.

T. Carrara inquired about the status of the shooting range at the Police Academy.  T. Pelkey indicated that this should be discussed with the Police Academy officials.

Residents inquired about the variety of events that will be taking place this weekend for the Storm Irene victims.  T. Hooker explained the events and locations.

T. Carrara inquired about the cost of the paving work and bridge repair that was done on Furnace Road.  J. Haverstock reported that the expense was $190,046.78.  There was discussion concerning this expense.   The expense detail will be discussed with Mr. Carrara at a future time.

OLD BUSINESS:

Update on COPS Grant Application:

Chief Warfle indicated that a COPS grant award in the amount of $212,742 had been awarded to Pittsford.  The Select Board members were given copies of this information in their packets for review.  There were 8 Vermont towns that received this grant funding.  The Grant-funded full-time officer position must be posted in the Town Office for 5 days.  J. Haverstock explained further steps with regard to the implementation of the grant.  These steps will be forthcoming in the next few days.

Chief Warfle asked that the Select Board adopt an ordinance dealing with monetary penalties for those possessing a small amount of marijuana. Chief Warfle indicated that this would generate revenue for the Town and would lessen the load in the courtroom and the State’s Attorney’s Office.  T. Pelkey asked for a sample ordinance.  Chief Warfle indicated that he can supply one for review.

Chief Warfle inquired about some comments that were submitted by members of the Select Board with regard to the Police Policy Manual that is being reviewed and revised.  Chief Warfle would like to review the changes at the meeting of October 19, 2011.

Discussion of Size, Composition of Police Cruiser Fleet:

Chief Warfle inquired what types of vehicles would be used in the upcoming winter months.  The pricing information on the proposed purchase of a 4WD vehicle was included in the packets for review.  Chief Warfle explained that the New Jersey vendor that is being considered installs the lights, etc. and the Town would only have to place decals and lights.
T. Pelkey explained that in the past, there were multiple vehicles in the fleet, and with the implementation of a full-time officer and approximately 4 part-time officers, an additional vehicle may be necessary.  T. Hooker indicated that an SUV is needed in the wintertime.

Motion by T. Hooker to purchase a 4-wheel drive vehicle and keeping the current police cruiser for the police department.  Motion seconded by T. Pelkey.  L. Weeden expressed concern that when the COPS grant was discussed, there was an understanding that there would be no additional cost and there was only one vehicle at the time.  T. Pelkey indicated that there should be an additional vehicle for when there are multiple officers on duty.  Chief Warfle indicated that two vehicles would be utilized when necessary.  One example would be for the Haunted House coverage where one vehicle could assist in the parking and the other vehicle could be patrolling the Town.  The members of the board agreed that there needs to be regulations in place for the use of the vehicles, and these should be included in the manual that is being drafted.

J. Gagnon inquired if there would be a considerable amount of time that 2 vehicles would be used simultaneously with the implementation of the full-time officer.  Chief Warfle explained that one vehicle could be utilized, if absolutely necessary.  Chief Warfle indicated that the current vehicle could have problems in the winter months and the SUV would be a better vehicle for inclement weather.

D. Parkinson inquired what would happen if the current vehicle were to break-down without a back-up vehicle and believes that the Police Department deserves the support that the Fire Department gets from the taxpayers.

A. Hitchcock explained, that with the additional officer, more miles would be logged.

J. Haverstock asked the Select Board to specify which features should be present in a purchased 4WD vehicle.

T. Carrara inquired if there would be three bids sought for the purchase of the vehicle.  T. Pelkey indicated that the bid process would be followed in this purchase.

L. Weeden inquired how long the current bids are valid.  Chief Warfle indicated that these bids are valid for 30 days.

Motion carried on a vote of 4 – 1 (Gagnon opposed).

NEW BUSINESS:

Discussion of Certificates of Occupancy:

The Listers have discussed Certificates of Occupancy with the Town Manager.

Jack Rogers explained the proposal and presented written documentation to the Select Board members.

T. Pelkey requested a copy of the City of Rutland ordinance for review and tabled this topic to a future meeting.

Approval of Errors & Omissions:

There was one error and omission presented by the Listers.

It requested that the error and omissions approved by the Select Board on September 21, 2011 regarding Parcel 1153 (Wolfe) be corrected by changing the new valuation to $62,100.00.

Motion by T. Hooker and seconded by A. Hitchcock to accept the errors & omissions, as presented by the Listers.  Motion passed unanimously 5 – 0.

Discussion of the Possible Refinancing of the Bond Debt:

J. Haverstock indicated that the Treasurer’s Office is working on an application for the refinancing of older sewer bonds to lower the interest rates.  This would save the Town tens of thousands of dollars over time.

These documents are not currently available for review and there is a possibility of a special meeting next to discuss this topic before the October 14 deadline.

Application for Right of Way Access Permit:

An application for Right of Way Access has been received from Linda and Bill Drummond and Laura Lang for property located at 3224 US Route 7 and the access would be from Randall Park.

Motion by J. Gagnon and seconded by T. Hooker to approve the application with the conditions set-forth by the Highway Foreman.  Motion passed unanimously 5 – 0.

OTHER BUSINESS:

None presented at this time.

EXECUTIVE SESSION

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

T. Hooker made a motion and seconded by A. Hitchcock to go into Executive Session for Legal and Personnel.   Issues where premature knowledge would be damaging to the Town that may be jeopardized by public disclosure at 7:32 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 Legal Issues at 7:32 PM.

J. Haverstock, Atty. Jack Facey, Atty. Gary Kupferer, Senator Margaret “Peg” Flory, Jack McCamley and Jane Patch were invited to remain for Executive Session.  Senator Flory exited at 8:02 PM; Atty. Facey, Atty. Kupferer, J. McCamley, and Jane Patch exited at 8:21 PM.

The Select Board exited Executive Session at 8:31 PM, with no action taken.

The meeting adjourned at 8:31 PM.

The next regular meeting will be held on October 22, 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

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, Dorothy Parkinson, John Weeden, Tom Carrara, Mike Warfle, Jeff Warfle, Charles “Butch” Shaw, Bruce Babcock (6:55 PM), Bob Berardo (7:00 PM), John Haverstock, and Kelly Giard – Recording Secretary.

MINUTES

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

ORDERS

The Orders in the amount of $39,103.56 and payroll in the amount of $12,381.12 were signed, with the following comments:

A. Hitchcock inquired about the purchase of a sump pump.  J. Haverstock indicated that this is a replacement for a broken pump that Bruce Babcock uses.

J. Gagnon inquired about the expense to Florence Crushed Stone.  J. Haverstock indicated that this was for gravel that was used in the repair of the roads as a result of Tropical Storm Irene.  J. Gagnon inquired if this expense would be reimbursed by FEMA.  J. Haverstock explained that he attended a meeting recently and that all storm related expenses would be compiled and submitted for reimbursement.

L. Weeden inquired about the expenses to Keiths Store.  J. Haverstock indicated that this was for fuel for various departments.

J. Gagnon inquired about the expense for Great Escape tickets and inquired if this was an expense that was reimbursed.  J. Haverstock explained that the Recreation Department is able to purchase tickets at a reduced rate and the residents purchase the tickets from the Town.

TOWN MANAGER’S REPORT:

J. Haverstock reported on the following:

• Completion of the water project was anticipated to occur in October, however, this project has been put on hold due to Tropical Storm Irene recovery and the timing needs to be confirmed with Markowski Excavating.
• Phase II of the sewer project has been delayed due to Tropical Storm Irene, which forced Belden Construction to be pulled from this project to assist with more critical roadwork in other parts of the state.  Belden Construction is anticipating the project to resume the week of September 26, with an additional crew being mobilized for the Pleasant Street section.
• The paving is complete on the Furnace Road and the highway department will be working on driveway transitions as time permits.
• There will be a staff picnic on September 30 from noon – 2:00 PM at the Recreation Area.  All staff members and Select Board members are invited to attend.
• Sullivan & Powers has completed 3 days of their annual audit.  The finishing work will occur in the near future.
• A committee has been formed to raise funds through October for victims of TS Irene.  A portion of the Haunted House revenues will also be donated to this cause.  The Hard Farm in Florence has been tracking water levels on a ledge, and OMYA will be funding the chiseling of the 2011 level, following TS Irene.
• An attorney is working on the tax sale of seven properties as a result of delinquent property taxes.
• The newsletter has been sent to the printer and will be delivered to residents soon.

PUBLIC COMMENT:

T. Carrara inquired about deficit spending for highway projects.  J. Haverstock explained that this was due to the timing of Whipple Hollow Road paving and grant funding and the highway garage heat and bay door projects, following replacement of the fuel tank at the highway garage.  T. Pelkey explained that the funding for these projects was from the Highway surplus account.

T. Carrara inquired if there was any volunteer time of the dump trucks to help other towns in the wake of TS Irene.  J. Haverstock indicated that the trucks assisted Chittenden and Mendon.

Butch Shaw asked that the Select Board support the Irene Relief Fundraising Groups.  Motion by T. Pelkey and seconded by T. Hooker to support the Irene Relief Fundraising Groups.  Motion passed unanimously 5 – 0.

OLD BUSINESS:

Discussion of the Size and Composition of the Police Cruiser Fleet :

Mike Warfle indicated that the current police cruiser is not a winter vehicle and access to some areas in town will be tough in the winter.  J. Haverstock handed out proposals that were researched by Officer Lema Carter with regard to vehicles that are available from a dealership in New Jersey.  The vehicles are equipped as police vehicles and the vehicles that were proposed are 4-wheel drive vehicles.

Mike Warfle indicated that, in the event of purchasing a vehicle, his recommendation would be to purchase a radar unit that could be either handheld or mounted.

Jeff Warfle indicated that there is $28,000 of donated computer equipment for the vehicles that is ready for installation.

J. Haverstock inquired if there was any information on the COPS program.  J. Warfle indicated that there has been no answer received, however, the answers are expected before the end of September.

There was much discussion concerning the purchase of a new vehicle and the members agreed to discuss this issue at the October 5, 2011 meeting.

Consider Adoption of Police Policy & Procedures Manual:

M. Warfle indicated that the manual was drafted by VLCT and other towns have used the manual.  However, they have made their own modifications to fit into their town’s needs.

The Select Board members were asked to review the manual and forward any comments, corrections, or suggestions to J. Haverstock, who will forward them to M. Warfle and the manual will be reviewed at the October 19 meeting.

NEW BUSINESS:

Discussion of Certificates of Occupancy:

This topic was tabled.

Approval of Errors & Omissions from the Listers’:

The Listers presented 2 errors and omissions for review. One requested that the value of Parcel 1153 (Wolfe) be reduced from $99,000.00 to $55,999.00 to reflect the demolition of a cottage.  The other requested that the value of Parcel 0255 be set at $3,607.00 to reflect Coca Cola refreshments.   Motion by T. Pelkey and seconded by T. Hooker to approve the errors and omissions as presented.  Motion passed unanimously 5 – 0.

Budget Calendar:

A budget calendar was presented for review.  The Select Board members agreed to the proposed calendar.

OTHER BUSINESS

J. Haverstock reported that PEG-TV has proposed the possibility of live broadcasting, as well as a taped version of the Select Board meetings.  The members agreed that the taped version was acceptable.  However, they would not like to have live broadcasts.

EXECUTIVE SESSION

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

T. Pelkey made a motion and seconded by A. Hitchcock 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 7:07 PM.   The motion was unanimously passed.  Bob Berardo and J. Haverstock were invited to remain for Executive Session.

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 Contractual,  Personnel and Legal Issues at 7:07 PM.

Bob Berardo exited at 7:17 PM.

Bruce Babcock was called into Executive Session at 7:17 PM and exited at 7:25 PM.

The Select Board exited Executive Session at 7:46 PM, with the following action:

Motion by A. Hitchcock and seconded by J. Gagnon to award Jack Shedd the Masters Skills rate of pay.  Motion passed 4 – 1 (L. Weeden opposed).

The meeting adjourned at 7:47 PM.

The next regular meeting will be held on October 5, 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

September 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, J. Paul Darby, Jr., Dorothy Parkinson, John Hale, Virginia Anderson, Jeff Warfle, Mark Youngstrom, Charles “Butch” Shaw, Tom Carrara, Terry White, and John Haverstock.

MINUTES

The minutes from the August 17, 2011 meeting were signed with no corrections.

ORDERS

The Orders in the amount of $98,912.17 and payroll in the amount of $11,059.04 were signed, with the following comments:

L. Weeden inquired about the expense to Foster Motors for the police cruiser radiator motor.  J. Haverstock explained that two radiator motors needed replacing on the vehicle.  L. Weeden also inquired about the expense to Galls, Inc. for the police holder/glove carrier.  J. Haverstock indicated that he spoke with Helen McKinlay regarding this expense and this was for Brent Garrow to complete the uniform belt.  L. Weeden inquired about the expense for backhoe seat slide and backhoe windowpane.  J. Haverstock will speak with Shawn Erickson to determine if this was in relation to a possible vandalism.

J. Gagnon inquired about the expense for a curb box and supplies.  J. Haverstock indicated that this was for supplies for future use.  J. Gagnon inquired about the expense for an excavator rental.  J. Haverstock indicated that there has been some culvert replacement work on Depot Hill Road.  J. Gagnon inquired about the sludge removal expense and inquired if this was storm-related.  J. Haverstock indicated that Bob Berardo had requested the levels be brought down in anticipation of increased inflow.  J. Gagnon inquired about the expense of soccer uniforms for the Recreation Department.  J. Haverstock explained that these expenses are usually returned through sponsorships and participation fees that are paid.  J. Gagnon inquired about the expense for the fire horn lease.  T. Hooker indicated that this was for the outside horn for the system.

TOWN MANAGER’S REPORT:

J. Haverstock reported on the following:

• Completion of the water project was anticipated to occur in October, however, this project has been put on hold due to Tropical Storm Irene recovery.
• Phase 2 of the sewer project broke ground on the lower end of Arch Street during the week of August 15 and will proceed northward.  Tropical Storm Irene forced Belden Construction to be pulled from this project to assist with more critical roadwork in Mendon.  The hope is that the company will be able to return to this project during the week of September 12.  T. Hooker indicated that having the road closed causes an issue with the fire department access.
• The “Iron Master” bridge has been rehabilitated and a new membrane has been installed and the paving is complete.  Furnace Road is open to traffic and driveway transition work has been done by the Highway Department.
• All 4 covered bridges in Town were in contact with swollen waters related to Tropical Storm Irene.  An engineering team from DuBois & King inspected the bridges and the 3 Town-owned bridges have been determined to be sound and able to handle the posted weights for vehicular traffic.  The Fire Department was able to assist the engineers in visiting these bridges through high water.
• All Town roads were open and passable by Wednesday, August 31, with the exception of the approaches to Cooley, Gorham and Depot Hill bridges.  Residents were encouraged to use caution when driving on dirt roads due to caved-in shoulders.  Work will continue to restore the roads to “pre-storm” condition.
• Thanks to the Fire Department under the direction of Chief Tom Hooker, Emergency Management Coordinator Odell Johnston, Highway Foreman Shawn Erickson, Water Superintendent Bruce Babcock, Wastewater Treatment Operator Bob Berardo, Select Board Chair Hank Pelkey and many others who handled the storm and its aftermath.  Also a thank you to OMYA for their offer of assistance in dealing with the storm impacts.  Mutual Aid assistance was given to Mendon by Greg Eastman, to Chittenden by Shawn Erickson, and to Rutland City by Bruce Babcock.  The tandem truck was used to haul materials for Mendon and Chittenden.  Officer Brent Garrow spent a number of hours helping in the search of the missing man associated with the Rutland City Water Department.
• The Town website includes a link for residents seeking state and federal assistance.  J. Haverstock listed a number of sources and resources that are available.
• The Town’s annual audit is approximately half completed.
• The Transfer Station operations have been tightened up.  Cash is no longer accepted and a receipt system that has been implemented.
• There is a vacancy on the Water & Sewer Commission and anyone interested should speak with the Town Manager.
• Lothrop School will be celebrating the 100^th anniversary on Sunday, September 11, 2011 from 2 – 4 at the school.
• The Bowen-Walker Homegrown and Handmade Harvest Fair will occur on Saturday, October 1, 2011 from 10 AM – 4 PM on the Town Green.
• The Rutland County Solid Waste District will be conducting a household hazardous waste collection over the weekend at the transfer station in Rutland Town from 8 AM – 4 PM.
• T. Pelkey also wished to thank the Fire Department for their efforts in assisting with Tropical Storm Irene.
• L. Weeden wished to thank the Highway Department for their efforts in assisting with Tropical Storm Irene.
• A. Hitchcock inquired about the effect on the Transfer Station of recent changes in procedures.  J. Haverstock indicated that Operator Rivers has indicated that some residents have been turned away.  A. Hitchcock recommended that there should be a comparison with what is hauled by Casella and is hoping that there is no increase in dumping on the roadsides.
• L. Weeden indicated that residents with damage need to register with FEMA first before calling 2-1-1.  J. Haverstock encouraged residents to be aware that conmen are also out there posing as FEMA representatives.  T. Hooker added that there should be NO money given initially by residents.

PUBLIC COMMENT:

None stated at this time.

OLD BUSINESS:

Proctor Water Study Update:

Mark Youngstrom from Otter Creek Engineering presented the findings of the Proctor Water Study to the Select Board and a summary of the report was presented to the residents in attendance.

Mr. Youngstrom explained the purpose of the project and explained the findings and recommendations.  A copy of the summary is available for review at the Town Office.

Potential Adoption of Hazard Mitigation Plan:

Motion by A. Hitchcock and seconded by T. Hooker to adopt the Hazard Mitigation Plan as presented.  Motion passed unanimously 5 – 0.

Recission of Road Naming (Hidden Hollow Road):

The road naming occurred at the meeting on August 17, 2011.  J. Haverstock explained the reason for the proposed rescission.  The Board unanimously agreed to recind the name Hidden Hollow Road, however, J. Haverstock reported that Gordon Delong has issued numbers to the area in the event that emergency services are called.

NEW BUSINESS:

Consider Adoption of Police Policy & Procedures Manual:

J. Haverstock reported that he was approached by Chief Warfle and Officer Jeff Warfle to adopt a policy in view of the establishment of a Police Department.

Jeff Warfle was present and explained the various highlights of the policy.  The policy was written by the Vermont League of Cities and Towns.

T. Pelkey advised that the members of the Select Board review the policy before adoption.  J. Haverstock will make copies available to the members for review and the topic will be discussed at a future meeting.

Highway Access Right of Way Permit Application:

A request was received from Mr. White on Elm Street.  A map was received with the application for review.  The Highway Foreman approved with the stipulation that the grade of the driveway slope be directed away from the Town highway.  Motion by T. Hooker to approve with the conditions as recommended by the Highway Foreman and seconded by J. Gagnon.  Motion passed unanimously 5 – 0.

OTHER BUSINESS

Jeff Warfle discussed the K-9 funding and to attempt to clarify any misconceptions that may have occurred regarding his prior statement that the K-9 Unit would not cost the Town any money.

EXECUTIVE SESSION

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

T. Pelkey made a motion and seconded by A. Hitchcock 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 8:06 PM.   The motion was unanimously passed.  Shawn Erickson and J. Haverstock were invited to remain for Executive Session.

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 Contractual,  Personnel and Legal Issues at 8:06 PM.

Shawn Erickson exited at 8:14 PM

The Select Board exited Executive Session at 8:43 PM, with the following action taken:

• A. Hitchcock made a motion to award Highway Crew Member, Chad Eugair the Master Skills rate of an additional $1.50 per hour.  Motion seconded by J. Gagnon.  Motion passed 5 – 0.
• J. Gagnon made a motion to ask the Fire Chief to pay $21,000 from the Denison Fund to satisfy its pledge to pay $28,000 toward the 2008 Fire House renovations done by Naylor & Breen, with the Town forgiving the balance of $7,000.  There was no second to the motion.
• A. Hitchcock made a motion to ask the Fire Chief to pay $14,000 from the Denison Fund to satisfy its pledge to pay $28,000 toward the 2008 Fire House renovations done by Naylor & Breen, with the Town forgiving the balance of $14,000.  The motion was seconded by T. Pelkey.  The motion failed, with a vote of 2 in favor (Hitchcock and Pelkey); 1 opposed (Gagnon); 1 abstention (Weeden); and 1 recusal (Hooker).

The meeting adjourned at 8:43 PM.

The next regular meeting will be held on September 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

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