Town of Pittsford Select Board Meeting
June 18, 2008
Allen Hitchcock, Vice Chairman, opened the meeting at 6:30PM. Select Board members present were: Allen Hitchcock, Thomas Hooker, Joseph Gagnon, and David Markowski. Thomas "Hank" Pelkey was absent. Also present were John Haverstock, Linda Drummond, Barbara Pierce, Lee Kahrs, and Bruce Paynter. Tom Carrara arrived at 6:40 PM. Bill Bowman arrived at 6:55 PM.
The Select Board minutes of June 4, 2008 were approved.
The Select Board minutes of June 6, 2008 were approved.
The revised orders of June 17, 2008 were reviewed, discussed and approved in the amount of $32,417.83.
TOWN MANAGER'S REPORT
Transition and Training of New Town Manager
J. Haverstock, Pittsford's new Town Manager, appreciated the help of outgoing Town Manager, Kathleen Ramsay, during her final week (June 9 - 13, 2008) on familiarizing him with the Town, its staff and volunteers, the Town's pressing issues and with the role and functions of the position.
Also during J. Haverstock's first week, he attended a meeting of the Zoning Board of Appeals and his first Water and Sewer Commission meeting, which featured an informative summary of activity-to-date regarding Town sewer problems from Otter Creek Engineering's Mike Smith. The timing was fortuitous because earlier in the day he had toured the Pittsford wastewater treatment facility on Arch Street. Also during the transition week, J. Haverstock and K. Ramsay met with representatives of Omya, took a driving tour of the Town, met with representatives of Otter Creek Engineering, County Forester, Eric Hansen, and Brad King of Noble Environmental. During this week, J. Haverstock has met with Representative Peg Flory, and also with R. J. Elrick at the Vermont State Police Academy. He was honored to attend the funeral service of Bob Sird, a dedicated resident with many years of service to Pittsford.
Rutland Regional Planning Commission
The Rutland Regional Planning Commission's proposed FY09 Budget and Summary Plan of Work are submitted in the Select Board's packet.
Rutland Regional Transportation Council
J. Haverstock will be attending the Rutland Regional Transportation meeting on Thursday, June 19 with Rep. Peg Flory.
Kendall Hill Road Bridge
Aaron Guyette at Dubois & King has presented a schedule for bidding and repair of the bridge for this summer, pending receipt of formal notification of the Grant award. A copy of the proposed timeline was submitted to the Board. Aaron states that they are awaiting word from Vermont's AOT as to what role it may wish to play in approval of the plans. Tom Roberts of AOT has been forwarded the engineer's proposal, but cannot say at this point when the approval and funds will come.
West Creek Road Wetlands Permit
Mike Bannon has prompted the State Wetlands Commission to issue its permit now that the Public Comment period has elapsed. The Town has received one of the two requested easements.
Relocation of Railroad Bridge in Florence
Douglas Zorzi, P. E. of the State Agency of Transportation will not be able to attend the meeting tonight but will plan to attend the meeting on July 2, 2008 and will make available ahead of time information for the Board to review.
Update on Adoption of FEMA Flood Zone Regulations
With the input of the Rutland Regional Planning Commission, it was determined that the Planning Commission need not act but rather the Select Board may itself adopt these regulations. The appropriate notices have been issued. The Select Board's action need only be ratified by the Planning Commission within 2 years thereafter.
FY08 Budget Report as of June 13, 2008
K. Ramsay submitted a spreadsheet for the Board to review as of June 13, 2008. The General Fund appears to be on track for finishing the year in the black, and the Highway Fund will also be close to budget thanks to the Board's action to amend the work plan in late May.
Town Employee Group Life, Accident, Dismemberment and Disability Coverage
It has come to our attention that this coverage, presently provided by Allstate, may be replaced by coverage through UNUM at a lower cost and higher benefit levels (fully complying with Union contract provisions taking effect July 1, 2008). The Manager requests authorization to bind the coverage which will be addressed later in the meeting.
Comcast Offer to Address Town
The Select Board received a letter from Comcast offering to meet with the Board to discuss any questions or concerns regarding Comcast and its service in Pittsford. The Board will extend an invitation to Comcast to attend a future Board meeting.
VLCT's Proposed Road Salt Buying Consortium
The Select Board received information regarding VLCT's road salt buying consortium proposal.
The Board suggested looking into a local or regional consortium. The Board would like Shawn to review and compare the use of Clearlane and/or salt to justify the cost savings.
Discussion was held in regards to past winter salt shortage.
Listers' Office Vacancy
J. Haverstock is following up on a perspective applicant for the Listers' office vacancy.
Discussion was held in regards to qualifications that would be helpful in performing the duties of a Lister.
Management of Town Forest/Nickwackett Block
J. Haverstock spoke with County Forester, Eric Hansen, about the Nickwackett Block Tour which took place on Tuesday, June 17, 2008. E. Hansen met with 12 potential bidders and conducted a tour of the Nickwackett site of the timber harvest. Eight took bid sheets and there was good discussion among the potential bidders about the timber harvest agreeing that the time frame would work. The bid deadline is due July 1, 2008 and will present to the Board July 2, 2008. The right of way agreement for the timber harvest is good only through June 2009.
The sugarbush lease agreement was sent to the Parkers in Chittenden.
Allen Hitchcock stated that he had just learned of Town land in another towns that can be put into the current use program. J. Haverstock will research whether the legislation is in effect yet.
Town of Pittsford Select Board Meeting June 18, 2008
T. Carrara stated that approximately 26 acres on Plains Road, years ago, was designated by the State to use only for as a cemetery. J. Haverstock will find the paperwork on that agreement.
Spring/Mud Season Posting of Roads
J. Haverstock reported that State law requires that, when posting roads, a Town must do so at both ends of the posted road. Shawn Erickson of the Town Highway Department reports that Town policy calls for posting every Town road, except trucking routes, with exceptions granted upon request if weather and conditions apply.
Response to Recreation Trails Committee's Request for Assistance
J. Haverstock reported that with the input from the County Forester, Eric Hansen, and the consent of Odell Johnston on behalf of the Lothrop School, the Town has instituted a first come-first served policy with regard to residents seeking to remove downed trees left by CVPS in its right of way. J. Haverstock has notified the three residents who have expressed interest. J. Haverstock will follow through with Mr. Lathrop in regards to the clean up of the pines downed in recent storms along the Pittsford Trails.
Update on Town Manager Search, Hiring, Training and Transition
J. Haverstock reviewed his transitioning into his position as the new Town Manager during his Town Manager's report.
Appointment of (New) Town Manager as Town Service Officer, Fuel Coordinator and Alternate on the Rutland Regional Transportation Council
D. Markowski made a motion to appoint John Haverstock as the Town Service Officer, Fuel Coordinator and Alternate on the Rutland Regional Transportation Council. T. Hooker seconded the motion. The motion was passed unanimously.
Update on adoption of Flood Zone Zoning Regulations promulgated by FEMA
This will be addressed at the July 2, 2008 meeting.
FY08 Budget Report as of May 31, 2008
The budget report was prepared by K. Ramsay as of June 13, 2008 with budget on track.
6:30 PM Update on Potential Relocation of Florence Railroad Bridge-Douglas Zorzi, P. E.
Table until the next meeting.
7:00 PM Fire-Request to increase expense reimbursement due to increased cost of vehicle fuel
Discussion was held with Bill Bowman, Fire Warden, in regards to mileage reimbursement.
Bill Bowman, Dennis Duby, and Linwood Bovey will use mileage reimbursement sheets to log their mileage for monthly reimbursement. The stipend for each permit is $2.50.
7:00 PM Fire Warden-Discussion of Possible Changes to Burning Ordinance
Discussion was held in regards to permits. The State requires that Fire Wardens inspect burn sites for safety. With the amended burn ordinance, Pittsford Village residents are now able to burn on specific dates in the spring and fall. Other communities are eliminating open burning altogether.
Listers' Compensation Proposal-Barbara Pierce
A. Hitchcock requested the written Listers' compensation proposal from Barbara Pierce. B. Pierce did not have a written proposal to give to the Board. She requested going to an hourly increased rate of $15.00/hour instead of the $416 stipend per Lister per month. Discussion was held in regards to B. Pierce's request for compensation for the extra time she had during the time she was the only Lister or was training new Listers while trying to get out the Grand List.
For this extra time, B. Pierce would agree to $12.00/hr. beyond the stipend that she was paid but she did not have the amount of time available for this meeting. It was agreed that B. Pierce would reduce her proposals to writing for further consideration by the Board.
Town Employee Group Life, Accident, Dismemberment and Disability Coverage
A motion was made by T. Hooker, pending approval of the Union representative, to change insurance carriers for the Town employee group life, accident, dismemberment and disability coverage to one recommended by Vermont's League of Cities and Towns which can provide greater coverage at a lower cost before June 30, 2008. D. Markowski seconded the motion. The motion was passed unanimously.
Signature of State Rapid Response Plan
Allen Hitchcock, acting Chairman, signed the Vermont Rapid Response Plan which has been updated with current contact information.
Correction of Listers' Error
J. Haverstock stated that due to a Listers' error on Jean Davies property, parcel #0321, Town Clerk, Helen McKinlay is recommending a refund to J. Davies $190.28 on the property taxes 2007/08.
T. Hooker made a motion to refund J. Davies $190.28. D. Markowski seconded the motion. The motion was passed unanimously.
Refund Tax Sale Proceeds
A memo from Town Clerk, Helen McKinlay, was submitted reporting that on December 10, 2004 Randi E. and William Ray, Jr. of 17 Gorham Bridge Road, Florence were the high bidders on the tax sale of the Lottie Gallipo Estate, lot 0497 in the amount of $674.17. The Town was unable to issue a Tax Sale Deed to the Rays at the end of the one year period due to an error discovered within the description of the property and to date a deed has not been issued for this property. The attorneys for both the Town and the Rays felt the best way to handle this issue would be to return the money to the Rays and repeat the tax sale process to correct the description of the property. The Board agreed that the Town should reimburse the sales price of $674.17, together with interest accruing thereon at 1% per month to June 18, 2008, for a total refund of $1,062.38.
J. Gagnon made a motion to approve the reimbursement to Randi and William Ray, Jr. the amount of $1,062.38. T. Hooker seconded the motion. Discussion was held in regards to the property reverting back to the Town for Tax Sale. The motion was passed unanimously.
Signature for Authorized Representative and Alternate Authorized Representative for projects with the Agency of Natural Resources
The Board signed the forms for Appointment of Alternate Authorized Representative for Thomas "Hank" Pelkey and for Appointment of Authorized Representative for John Haverstock for the projects with the Agency of Natural Resources.
D. Markowski made a motion to go into Executive Session for Personnel and Contracts and Legal Issues at 7:35PM. T. Hooker seconded the motion. The motion was passed unanimously. John Haverstock was asked to stay.
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 go into Executive Session for Personnel and Contracts and Legal Issues at 7:35PM. The Board came out of Executive Session at 8:15PM.
No action was taken.
Without any further business, the meeting was adjourned at 8:15PM.
Linda Drummond, Recording Clerk
Thomas "Hank" Pelkey, Chair - ABSENT
Allen Hitchcock, Vice-Chair
W. Joseph Gagnon, Selectman
David Markowski, Selectman
Thomas Hooker, Selectman