Meeting Minutes : Select Board

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

Select Board members present:  Joseph Gagnon, Thomas “Hank” Pelkey, Allen Hitchcock, and Thomas Hooker.

Also present:  Bruce Paynter, Anita Paynter (6:36 PM), Bob Harnish, David Chapman, David Rowe, Jack Rogers, Tom Carrara, Linda Weeden, John Weeden, Jon Keith (6:56 PM), Monica Keith (6:56 PM), John Haverstock and Kelly Giard, Recording Secretary


The minutes from the August 5, 2009 were reviewed and signed with a minor correction.  A. Hitchcock asked for clarification of the directive regarding seeking additional quotes for vehicle/equipment repair costs over $1,000.00.


The orders of August 12, 2009 in the amount of $28,539.56 (General Fund); and $11,317.20 (Payroll) were approved and signed following discussion as stated below:

A. Hitchcock inquired about the purchases for Elm Street water repairs.  J. Haverstock reported that Bruce Babcock worked on this and the location is near the Cadwell Trail entrance.

A. Hitchcock inquired about the expense for copier repair and thought there was a contract in place.  J. Haverstock reported that the repair was for the Conference Room copier and that there is no contract in place for this older copier.

J. Gagnon inquired about an expense for an easement.  Discussion was referred to Executive Session.


J. Haverstock reported on the following:

  • The Water & Sewer project bids will be opened on August 25, 2009 at 2:00 PM.  The recommendation came from Mark Youngstrom to hold the meeting of the Commission after the bids were opened.  The new date for the Water & Sewer Commission is September 1, 2009 at 6:30 PM.
  • The smoke testing of the sewer system occurred on Thursday, August 13.  J. Haverstock stated that the project was done by project engineers from Weston & Sampson and wanted to thank Bruce Babcock, Shawn Hendee, Craig Drummond, Bob Berardo, and Officer Lema Carter for their assistance in this project.  This project occurred in a single day instead of the 2 days that were originally planned.
  • The repairs at the Town Office is complete and Chairman Pelkey has spoken with Mr. Adams regarding the project.
  • The Town Highway crew has worked on Furnace Road replacing culverts in anticipation of paving to occur either later this summer or early this fall.
  • There will be a staff meeting on Thursday, August 20, 2009 at 9:00 AM in the Conference Room and the Select Board is cordially invited.
  • J. Haverstock reported that he attended the renaming dedication ceremony at the facility formerly known as the Pittsford Fish Hatchery.  The new name is the Dwight D. Eisenhower National Fish Hatchery, in honor of his 1955 visit and subsequent support.
  • Sullivan & Powers’ audit has been rescheduled and will occur from September 8 – September 11, 2009.
  • A letter is included in the packets from the “Kids of Pittsford” which requests  construction of a skate park at the Recreation Area.  Randy Adams has been contacted regarding this letter.


B. Paynter made a presentation of a timeline regarding adoption of Town plans and zoning ordinances.

D. Rowe inquired if the Select Board would be present at the Water Project Bid opening.  J. Haverstock explained the process of opening the bids.  A. Hitchcock reported that there would be no decision of a contractor at the meeting as the Engineer will be reviewing the bids to compare them.

T. Carrara stated that the contractors who submit bids have to be qualified and he is under the impression that the lowest bid gets the job.  J. Gagnon explained that there is usually a clause allowing the Town to accept or reject any and all bids.  T. Pelkey explained that the bids need to be reviewed for completeness and making a fair comparison.  A. Hitchcock explained that there are usually differences in the format of competing bids which may affect the “bottom line.” A. Hitchcock indicated that there will not be any Federal representation at the opening, however, there are mandates about the types of materials which have to be used.  J. Haverstock stated that Jim Plouffe from Rural Development will be monitoring the project and enforcing the contracts.  T. Carrara inquired who would be the “Clerk of the Works” from the Town.  J. Haverstock stated that this is a responsibility of the Water & Sewer Commission members and the engineer will be involved.

T. Carrara inquired whether the Zoning Board would be discussing the presentation that Mr. Paynter had made.  Following discussion, T. Pelkey referred Mr. Carrara to the Planning Commission.


Consideration of a Street Light on Terounzo Road:

J. Haverstock reported that his investigation revealed that the area on Terounzo Road is just beyond the geographical limits of the Village District.  J. Haverstock reported that he has met with John Grace from Central Vermont Public Service Corporation and the information is included in the packets.  The electrical charges for a streetlight at the request location would cost approximately $0.71 per day.  A. Hitchcock inquired if there was a need for this light.  J. Haverstock reported that he has driven through the area in the evening and is not finding high pedestrian traffic.  T. Carrara inquired if it would be appropriate to refer this back to the neighbors.  A. Hitchcock stated that it would be a good approach and that the Town could leave it entirely to the neighbors.  J. Haverstock will recommend that the neighbors discuss this issue among themselves.

Junk Ordinances:

A. Hitchcock inquired if there has been any follow-up with regard to areas identified as possibly in violation of the junk ordinance.  J. Haverstock reported that Amy Loomis, Zoning Administrator, is investigating properties.


FY ’09 Budget Status Report:

J. Haverstock reported that the General Fund for FY09 is showing no change from the prior report and he reported that the books for FY09 are closed and awaiting the audit.

Consideration of Lister Candidate:

J. Haverstock indicated that there is an application and would like to review this topic in Executive Session.

Consideration of Upgrading Town Website:

J. Haverstock provided samples of websites and would like to contact local colleges to see if any students may be interested in improving the site.  The consensus was to have J. Haverstock research this option and report back at a future meeting.

Excess Weight Permits:

There was discussion concerning the Excess Weight Permits.  J. Haverstock reported that these permits are required on Town roads and are mandated by the State.  The members would like to table this issue until a future meeting.

Consideration of Winter Sand Bids:

J. Haverstock reported that Casella Construction submitted a bid for $10.45 per yard and Markowski Excavating submitted a bid for $11.63 per yard for the winter sand.  J. Haverstock reported that Shawn Erickson mixes gravel and sand to make up winter sand.  T. Carrara inquired if there would be any road gravel bids this year.  J. Haverstock reported that he is not sure.  Motion by A. Hitchcock and seconded by T. Hooker to award the bid to Casella Construction.  Motion passed unanimously 4 – 0.


Jon and Monica Keith expressed concern about hearing gunfire and/or fireworks on  Sugar Hollow Road for an hour beginning at 10:30 PM on Friday, August 14, 2009.  There was discussion concerning this issue and it was determined that the constable was dispatched and that J. Haverstock will try to obtain any police report to review at a future meeting.  There is a possibility that this location has been discussed in the past and action may occur following the review of the reports.


T. Pelkey made a motion and seconded by T. Hooker and seconded by A. Hitchcock to go into Executive Session for Legal and Personnel at 7:17 PM.   The motion was unanimously passed.  Jack Rogers, David Chapman, Bob Harnish and J. Haverstock were invited to stay.

In accordance with 1 VSA 312 (b), where premature general public knowledge would clearly place the Municipality or person involved at a substantial disadvantage, the Board unanimously agreed to enter into Executive Session for the purpose of Legal and Personnel at 7:17  PM.

Jack Rogers, David Chapman, and Bob Harnish exited Executive Session at 7:22 P.M.

The Select Board came out of executive session at7:45 PM and appointed Bob Harnish as Lister.

The meeting was adjourned at 7:46 PM.

The next meeting will be held on September 2, 2009.

Respectfully Submitted,

Kelly Giard, Recording Secretary

Thomas “Hank” Pelkey, Chair

Allen Hitchcock, Vice-Chair

W. Joseph Gagnon, Selectman

Thomas Hooker, Selectman