MINUTES OF December 13, 2011

TOWN OFFICES @ 6:40 pm

Meeting was called to order by Rob Ketcham at 6:40 pm. Members of the Recreation Committee who were present include Bill Crossmon, Jenny Parker, and Mark Poljacik, & Kathy Shortsleeves.

Recreation Director Randy Adams was also present.

Recreation Committee member Mark Winslow was not present.

Bill Crossmon & Mark Poljacik departed the meeting at 7:10 pm

ADMINISTRATIVE DUTIES

The minutes of November 21, 2011 were read and accepted. M. Poljacik made the motion to accept the minutes as read.

J. Parker seconded the motion. The motion passed unanimously.

RECREATION DIRECTOR’S REPORT

R. Adams presented his December 2011 report to the committee.

OLD BUSINESS

No Old Business was discussed at this time

NEW BUSINESS

Recreation Committee Vacancy

The Recreation Director stated that no letters of interested had been received at this time. He had heard of a couple different names of residents who might be interested, but he has not heard anything from those folks.

Winter Celebration 2012

With the help of the Recreation Committee the Recreation Director scheduled the 2012 Winter Celebrations for Saturday, February 25 (and Saturday, March 3 as a snow date) was chosen as the date for the 2012 Winter Celebration. To be held at the Recreation Area.

Winter Programs

Recreation Director outlined the Winter Programs the Recreation Department will be offering this winter. Kickboxing/Aerobics, Family Fun Nights, School Vacation Fun Day, Teen Dance, & the Learn to ski/snowboard program at Middlebury Snow Bowl.

All Other Business

With no further business to discuss, M. Poljacik made the motion to adjourn the meeting.

J. Parker seconded the motion. The motion passed unanimously.

The meeting adjourned at 7:30 pm.

Respectfully Submitted,

__________________________________                ______________________________

Randy Adams, Recording Secretary, Date                Rob Ketcham, Chairman, Date

NEXT SCHEDULED MEETING IS SCHEDULED FOR Tuesday, March 13, 2012 @ 6:30 pm

 RECREATION COMMITTEE VACANCY

The Pittsford Recreation Committee currently has a vacancy. The Recreation Committee is a volunteer advisory committee to the Board of Selectmen and works with the Town’s Recreation Director and Town Manager on recreation programs for the Town. Applicants must be residents of the Town of Pittsford. If interested, please send a letter of interest and experience by January 31, 2012 to:

Pittsford Recreation Department

P.O. Box 10

Pittsford, VT 05763

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

PITTSFORD/FLORENCE, VT

MUNICIPAL WATER USERS

The Consumer Confidence Report for calendar year 2011 is now available to all Pittsford and Florence, VT municipal water users.

Copies of the report have been mailed out to every user.  If you did not receive a report, copies are available at the Town Office located at 426 Plains Road, Pittsford, VT or by phoning (802) 483-6500 Ext. 20.

Copies of the reports have been posted at the Town Office, Pittsford and Florence Post Offices, Keith’s Country Store, and the Maclure Library.

The reports can also be viewed on the Town’s website www.pittsfordvermont.com

The utility bills that went out at the end of January, 2011 reflect meter readings for three months of usage, between September and December, 2010, because only in September, 2010 were virtually all meters installed, enabling a Town-wide read.

To understand the way the metered water usage figure is calculated, one can perform a few simple calculations:

1.  Double the total consumption figure (a three month total this billing cycle)

2.  Subtract the 6,000 gallon base allotment

3.  The result is the 6-month metered usage beyond the base allotment

4.  Multiply this figure by .0055 ($5.50/1,000 gallons) to arrive at the metered water charge for this 6-month billing cycle.

Click here for a website which helps you estimate water consumption.

Click here for a website which helps you measure water wasted due to leaks.

In the next billing cycle, the meter readings will cover a full six months, and no such calculations will be necessary to fully understand your bill.

Thank you.

Please direct any questions to the Office of the Town Manager at 483-6500 x20.

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:  Bruce Paynter, Anita Paynter, Shawn Erickson, Tom Carrara, John Corbett, Jim Corbett, Feodor Skira, Joe Corbett, Loren Murphy, Matthew Adamson, Ethan Nordmeyer, Joe Corbett, Jean Corbett, Lisa Adamson, Mike Nordmeyer, John Haverstock, and Kelly Giard, Recording Secretary.

MINUTES

The minutes from the December 15, 2010 meeting and the December 15, 2010 Special meeting were signed, with minor corrections.

ORDERS

The Orders in the amount of $172,135.15 and payroll in the amount of $10,452.29 were signed, with the following comments:

A. Hitchcock inquired about the purchase of a new truck radio.  J. Haverstock indicated that this radio was for the new tandem truck for the Highway Department.  J. Gagnon inquired what happened to the radio from the retired truck.  S. Erickson indicated that when a truck is replaced, the radio is updated as well.  T. Pelkey inquired what happened to the old radios.  S. Erickson indicated that these radios are used as spares.  L. Weeden inquired if some of the old radios could be sold.  S. Erickson indicated that he will work with J. Haverstock on possibly selling the old radios.

L. Weeden inquired about the expense to Earle’s Truck Repair.  J. Haverstock explained the job and that the purchase was not for just spring repairs.  S. Erickson indicated that this work was performed on the 2001 4900 International dump truck.  J. Gagnon inquired if this expense was on a vehicle that will remain in the fleet.  S. Erickson indicated that this is the truck that would have been retired, if the 10-year replacement cycle was being followed.

L. Weeden inquired about the purchase of a snow blower at Pittsford Small Engine Repair for the Town Office.  J. Haverstock indicated that the snow blower that was used at the Town Office had broken down and was over 25 years old (Bruce Babcock remembered using the equipment at the former Municipal Office building on Route 7).  The old machine will be repaired and sold on consignment at Pittsford Small Engine Repair.

L. Weeden inquired about the expense for LED lights for the Fire Department.  T. Hooker indicated that this expense was for 12 lights.

J. Gagnon inquired about the purchase of signs for Whipple Hollow Road.  J. Haverstock indicated that this purchase was for signs, posts, etc.  This expense is expected to be reimbursed through the Local Roads grant funding.

J. Gagnon inquired if the entire Highway Garage project was completed and all bills were received.  J. Haverstock indicated that the project is complete and is under the impression that all bills have been received.  S. Erickson indicated that the project has been beneficial to the operators of the trucks and stated his appreciation.

TOWN MANAGER’S REPORT:

J. Haverstock reported on the following:

• The automated controls are anticipated to be installed at the Florence Pump station at any time.  The rest of the water project has come to a stand still until spring.
• Work has begun at the Wastewater Treatment Facility.  The excavation is complete and the contact pad for the Chlorine Contact Chamber has been poured.  The grant is for $750,000. The loan in the amount of $1.242 million will be paid at a 3% interest rate over a 30 year period.  Bids will be sought for the remaining portion of the project later this winter.
• The work at the Highway Garage has been completed, including a new heating system, fire rated room for the burner, and installation of new bay doors.
• The permits for the proposed Water Offices are pending.  The Planning Commission will be reviewing these permits at their January 27, 2011 meeting.
• The Sno-Mads have presented a map for review.
• The logging continues on the school portion of the Caverly project.
• The deadline for the next issue of the Newsletter is January 15, 2011.  All items should be forwarded to Linda Drummond.
• Information for the Town Report is now due so the report can go to print.
• The Village Sidewalk Project has received further funding.  Details to follow.
• The January 19 meeting will include presentations by Butch Shaw and Peg Flory, the budget update and Warning will be reviewed, as well as the cover and honors for the Town Report.  Members of the community were encouraged to communicate their thoughts with regard to the Town Report honorees and cover photo to the Town Manager or any member of the Select Board.

A. Hitchcock indicated that the cost of the Water Offices at the Wastewater Treatment Facility should include cabinets to store drawings, inventory control of parts and the like, as there is no real cabinet or system in place currently, and the drawings are becoming older and brittle.

PUBLIC COMMENT:

Bruce Paynter expressed concern that the discussion of legal fees at last year’s Town Meeting was being read as a prepared statement.  Mr. Paynter continued by saying that the legal fees expenses are unlawful, as, in his view, the decision to appear in Court must be presented in Open/Public Session.

T. Carrara inquired why the Select Board was not “asking for lawyer fees” in open session.

T. Carrara inquired if there was a budget for guardrails in the Highway budget.  J. Haverstock indicated that there is a budget for this type of expense.

OLD BUSINESS:

FY 2011 Budget Status Report

J. Haverstock indicated that the expenses in the General Fund are at 55%; the Highway Fund is at 72% – largely due to the Whipple Hollow Road project.  A. Hitchcock inquired about the grant funding of the project.  J. Haverstock indicated that there was $152,000 received for this project.

FY 2012 Budget Status Report:

J. Haverstock indicated that progress is being made with regard to the 2012 budget.  There is still a $4,500 deficit in the General Fund to be “trimmed”, and a memo is included in the current packet from Shawn Erickson with regard to the Highway budget deficit.

T. Pelkey indicated that there has been a lot of effort put forth by Shawn Erickson with regard to the budget process and discussed the deferment of pavement and similar projects for one year.  There was much discussion regarding the pavement schedule document that was included in the packets for review.

L. Weeden inquired if the $65 per ton was reasonable for pavement for the coming year.  S. Erickson indicated that there was $60 per ton spent this past paving season. Therefore, he believes that $65 is a conservative estimate.

There was discussion as to the scope of the Depot Hill Road project.  S. Erickson indicated that there would need to be drainage, grinding, and reconstructing performed on this road, due to its current condition.

J. Gagnon inquired the status of the south end of the West Creek Road.  S. Erickson explained that there is only one section of West Creek Road (from the OMYA entrance – south) that needs attention.

T. Carrara inquired what grant funds were received.  J. Haverstock explained that there was $152,000 received.  T. Carrara explained that he read in a report that West Creek Road cost $296,000 and the estimate was $200,000.  T. Pelkey asked that Mr. Carrara make an appointment to discuss this concern with the Town Manager.

Continued Consideration of 550Highway Truck Purchase Bids:

J. Haverstock reported that he checked with the vendors that submitted bids (which were reviewed at the past meeting), and the current bids are valid through January 6, 2011.

There was much discussion concerning the possibility of a trade-in of the current 550.  S. Erickson indicated that the vehicle would have to be “worth something” to trade-in.  The discussion of trade-in resulted in a consensus that any future requests for bids for vehicle replacement will include the option of a trade-in.

T. Carrara inquired if the “State Discount” was included in the bids that were received.  J. Gagnon indicated that the savings was in the taxes and not the actual vehicle.

There was discussion as to why the Town deploys a wing on the current 550 vehicle.  S. Erickson explained that the current 550 vehicle and wing are used to maintain Sangamon Road because the back side includes several smaller roads and the use of a larger vehicle would be difficult, if not impossible.

Motion by A. Hitchcock and seconded by T. Hooker to order the 550 vehicle at John C. Stewart and Sons in Cuttingsville.  Motion passed unanimously 5 – 0.

Motion by A. Hitchcock and seconded by T. Hooker to authorize the purchase and installation of the attachments required.  Motion passed unanimously 5 – 0.

S. Erickson exited at 7:37 PM.

Continued Discussion of Proposal to Improve Energy Efficiency at Town Offices:

J. Haverstock reported that Dan Adams understands the Town’s plan to put this project out to bid.

There was much discussion as to the ways and forms of insulation that will be requested for the bid.

J. Gagnon inquired if there were any State funded audits for the municipal buildings.  J. Haverstock will research and advise at a future meeting.

NEW BUSINESS:

Congratulations for New Pittsford Eagle Scouts:

L. Weeden expressed congratulations to the Corbett triplets (Jim, John, Joe), that were recently honored as Eagle Scouts.

There have been 10 young men, under the leadership of Mike Nordmeyer, that have achieved the rank of Eagle Scout.  The scouts and parents introduced themselves.

T. Pelkey expressed congratulations on behalf of the Select Board members.

The scouts and parents exited at 7:00 PM.

Authorization of Select Board Chair to Execute of Sewer Project Grant and Loan Agreements:

T. Pelkey read the following resolution:

Resolved that the Pittsford Select Board hereby authorizes the Select Board Chair, T. Hank Pelkey, to execute Loan and Grant Agreements and related documents necessary to secure USDA/Rural Development financing for the recently approved sewer system upgrade project.  The Loan Agreement contemplates a 30-year loan in the amount of $1,242,000.00.  The Grant award is for $750,000.00.

Resolved on this 5^th day of January, 2011.

Motion by T. Hooker and seconded by A. Hitchcock to approve.  Motion passed unanimously 5 – 0.  The Select Board members signed the document.

Authorization of Town Manager and Treasurer to Secure Interim Financing for Sewer Project:

T. Pelkey read the following resolution:

Resolved that the Pittsford Select Board hereby authorizes Town Manager, John Haverstock and Town Treasurer Helen McKinlay to procure interim financing for the Pittsford sewer system upgrade project.  It is anticipated that such financing, up to a principal amount of $1,242,000.00, will be obtained for a period of approximately 8 to 10 months at an interest rate not to exceed 2.11 %.  It is also anticipated that such financing will be repaid from loan funding from Rural Development which will become available (together with grant funding) once amounts payable exceed $1,242,000.00.

Resolved on this 5^th day of January, 2011.

J. Haverstock indicated that there is a probability of a lower interest rate, once the actual loan documents are signed.

Motion by A. Hitchcock and seconded by L. Weeden to approve.  Motion passed unanimously 5 – 0.  The Select Board members signed the document.

OTHER BUSINESS

J. Haverstock reported that award funds have been received by the Town from VLCT in the amount of $2,783.32 for the participation in the Wellness campaign.  One-half of such awards have been traditionally passed on to participating Town employees, with the other one-half of the award to the Town.  Linda Drummond, the Town’s Wellness Coordinator, has suggested the Town use its half to purchase a defibrillator unit for the Town Office building.  There was much discussion on this topic and it was decided to confirm the price for the defibrillator, before any discussion of how to allocate the remaining funds.

EXECUTIVE SESSION

J. Haverstock reported that there are Contractual Issues, Security Issues, and Town Report Honorees to be discussed, thus recommending Executive Session.

T. Pelkey made a motion and seconded by T. Hooker to go into Executive Session for Contractual Issues, Security Issues, and Town Report Honorees discussion, where premature knowledge would be damaging to the Town, and contractual issues that may be jeopardized by public disclosure at 7:54 PM.   The motion was unanimously passed. J. Haverstock was 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 Issues, Security Issues, and Town Report Honorees discussion at 7:54 PM.

The meeting adjourned at 8:30 PM, with no action taken.

The next regular meeting will be held on January 19, 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