Meeting Minutes : Select Board

May 5, 2010

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

Select Board members present:  Thomas “Hank” Pelkey, Joseph Gagnon, Thomas Hooker, Linda Weeden, and Allen Hitchcock.  Also present:  Paul John, Dylan John, Tom Carrara, Randy Adams (7:15 PM), John Haverstock, and Kelly Giard, Recording Secretary


The minutes from the April 21, 2010 meeting were reviewed and signed with one minor correction.


The Orders of $72,765.29 (General Fund) and $8,748.84 (Payroll) were approved and signed following discussion as stated below:

A. Hitchcock inquired about the cost of janitorial fees as being for 3 or 4 weeks.  J. Haverstock researched and this was for 4 weeks.

L. Weeden inquired about the expense to Vaillancourt Tree Service.  J. Haverstock indicated that this was for chipper rental for the Hubbardton Road.  J. Haverstock indicated that the daily rate is currently $400 per day. J. Gagnon indicated that one year ago, this rental rate was $200 per day.  There was discussion concerning the rental fees and J. Haverstock will research other options to see if there are any less expensive rates for chipper rentals.


J. Haverstock reported on the following:

  • There was a health status update on Bruce Babcock
  • Markowski Excavating is working on the water project with 8 crews in the field.  Meters continued to be installed and residents are encouraged to call for an appointment.  Pittsford only sells metered water.  There will be meetings with both contractors with regard to payment requests will be held on May 11, 2010.
  • Green-Up Day was a success on May 1, 2010.  Many thanks to Randy Adams, Bob Harnish, Jon & Monica Keith – Keith’s Country Store, and OMYA employees.
  • Staying Connected Wildlife Corridors will be holding a public mapping session on Thursday, May 20, 2010 at 6:30 PM at the Maclure Library.
  • The Town has prevailed in a case at the Supreme Court brought by Bruce Paynter with regard to the Zoning Ordinances.  J. Haverstock indicated that despite winning all the cases brought by Mr. Paynter to date, there has been a substantial amount of legal fees to pay.  Currently, it is believed that just one consolidated case remains to be litigated, which is the case in which involves Mr. Paynter, the Town, and Mr. Hitchcock.

A. Hitchcock inquired whether there was any update on the Food Challenge.  J. Haverstock will contact Robin Rowe for this information and report at the next meeting.

T. Hooker inquired if there was an amount available that was spent with regard to all of the past Paynter vs. Town of Pittsford cases.  J. Haverstock will research this information and report at a future meeting.

A. Hitchcock indicated that the Environmental Court Judges have specifically asked the attendees of the telephone conferences for their comments on the application of the Supreme Court rulings to this case.


T. Carrara inquired about the amount paid by employees for health insurance.  J. Haverstock indicated that roughly 20% of the premium is deducted from their pay.  T. Pelkey explained that this is part of the Union contract, a renewal of which is now being negotiated.

T. Carrara inquired if Bruce Babcock has been contacted with regard to renting his chipper to the town.  J. Haverstock indicated that he was not aware of this and T. Pelkey indicated that this has not been offered to the Town.

T. Carrara indicated that the Zoning Manual indicates that all subdivisions need to go through the hearing process and said that all subdivision applications are not going through this process.  Mr. Carrara was invited to meet with J. Haverstock or Amy Loomis with regard to this topic.


The Board recessed as the Select Board and convened as the Liquor Board at 6:49 PM.

The Board reconvened at 6:52 PM.


Discussion of Town Garage Project:

J. Haverstock reported that the bids were opened on April 23, 2010.  The bids were included in the packets for review.

Following much discussion, T. Hooker made the motion to accept the bid as submitted by Top Dog, Inc and including Options 2 and 3 at a cost not to exceed $40,822.51.  Motion seconded by A. Hitchcock.

T. Carrara inquired how the budgeting would be affected by this decision.  J. Haverstock indicated that there is currently funding budgeted of roughly $32,000 and the balance is available in the General Fund balance and/or Highway Fund balance.

Motion passed unanimously 5 – 0.

Discussion of Highway Garage Fuel Tank:

J. Haverstock reported that there have been five contractors contacted with regard to this project.  The contractors were recommended by Otter Creek Engineering.  A pre-bid site meeting is scheduled for May 11 and the bids are due on May 18.  The information received will be forwarded to the Select Board for review at a future meeting.  J. Haverstock indicated that the tank at the Fire Department is approximately 40-years old.  There was discussion concerning this and there may be an inclusion of this tank in the discussions with the potential contractors.


Budget Status Report:

J. Haverstock reported that General Fund expenses are at 83.5 % of budget and the Highway Fund expenses are at 69.6 % of budget.

Discussion/Approval of Recreation Area Proposed Fee Schedule:

Randy Adams presented the proposed Fee Schedule, as proposed by the Recreation Committee.  The proposed rates are as follows, and affect Non-Residents ONLY:

1 – 25 people – $50

26 – 50 people – $100

51 – 100 people – $150

101 – 200 people – $200

Over 200 people require special event permission

R. Adams indicated that there are alot of out -of -Town groups that have reserved the area for this summer at roughly 50 – 50 split between in-Town and out-of-Town applicants, with a lot of schools making inquiries.  All Saturday dates are filled through the middle of August and there are only a couple of Sunday dates available for this same time frame.

Motion by T. Hooker and seconded by L. Weeden to adopt the proposed rates.  Motion passed unanimously 5 – 0.

R. Adams presented the slate of officers for the Recreation Committee as decided at the Committee level as being Rob Ketcham, Chairman; Kathy Shortsleeves, Vice Chairman.  Motion by L. Weeden and seconded by A. Hitchcock to approve the slate as presented.  Motion passed unanimously 5 – 0.  A letter of interest was received from Bill Crossmon indicating interest in the position that Kathy Brown has resigned.  The Rec. Committee will be holding discussions and information will be forthcoming.

R. Adams requested that Pittsford Day be held on June 26 and asked the Select Board for the same support as in past years, to include a uniformed police officer and a designation of the Recreation Committee as a Town Entity.  Motion by J. Gagnon and seconded by T. Hooker to honor this request.  Motion passed unanimously.

R. Adams explained various programs that will be occurring through the Spring and Summer through the Recreation Department.

J. Gagnon inquired about the status of the repairs to the ball fields.  R. Adams indicated that the bid proposal drafting is in progress and will be going to contractors in the very near future.  There was discussion that a couple of residents have expressed volunteering time and/or equipment to help with these repairs.  R. Adams indicated that these offers will not be included in the bid process, and the residents will be contacted once bid pricing is in.  J. Haverstock indicated that there is information available with regard to applying for funding grants to assist with the cost to repair the field.

T. Carrara inquired if there was a First Aid Tent available at Pittsford Day.  R. Adams indicated that the Pittsford First Response is on grounds and will be able to treat residents as necessary.

R. Adams exited at 7:34 PM

Consideration of Proposal to Regionalize Fuel Bid Process:

J. Haverstock indicated that the Administrator in Proctor has been in contact to propose combining the upcoming fuel bids.  J. Haverstock indicated that there were no strong reasons not to pursue this proposal.

Discussion of Extension of Town Easement to CVPS:

J. Haverstock reported that the proposal is included in the packets for review.

Motion by A. Hitchcock to accept the proposal as presented, with an additional provision that CVPS donate $100 (or more) to the Pittsford Day activities annually.  Motion seconded by T. Hooker.  Motion passed unanimously 5 – 0.

Discussion of AOT Grant Approval:

J. Haverstock reported that a grant was approved for the resurfacing of Whipple Hollow Road, beyond the original 2 miles that was in the work plan for the Highway Department.  The amount of this grant is $152,405.00.  The original amount requested was the typical $175,000.  The State gave the option of rejecting the $152,405 and reapplying in the future.  The Select Board decided to accept this amount of funding to allow the entirety of the road to be resurfaced.


S. Erickson expressed interest in purchasing a truckload of calcium chloride.

[J. Haverstock indicated that in the past, a truckload was split with Chittenden.] This year, Chittenden is not interested in a joint purchase.  S. Erickson indicated that a truckload is 21.6 ton and would cost roughly $8,190.  T. Pelkey inquired if this is only being applied to dirt roads, or if it is being used in the water project.  J. Gagnon inquired if there were other towns interested in this purchase.  J. Haverstock will research these concerns and this purchase was tabled to be discussed at the May 19, 2010 meeting.

T. Hooker indicated that the contractors working on the Plains Road have not been keeping the road graded and there are stones on resident’s lawns and in the drives and that this street is not being kept swept.  J. Haverstock will forward these concerns to the contractors.

T. Carrara inquired when the roads will be repaved with regard to the Water Project.  J. Haverstock explained that the project anticipated completion is mid July.  A. Hitchcock explained the paving funding and that there may be some funding available from the proposed sewer project, depending on the bond vote approval.  There was a “change of mind” at the State level and the water project’s contingency funding can not be used on parts of the proposed sewer project (Arch Street, Mechanic Street, and Pleasant Street), and these streets may remain unpaved for the winter months.  This is still being considered at the Water & Sewer Commission and information will be forwarded in the future.


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 T. Hooker to go into Executive Session for legal issues where premature knowledge would be damaging to the town, and contractual issues that may be jeopardized by public disclosure at 7:50 PM.   The motion was unanimously passed.  J. Haverstock was invited to stay 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 Legal and Contractual at 7:50 PM.

The Select Board came out of executive session at 9:17 PM with no action taken.

The next meeting will be held on May 19, 2010.

Respectfully Submitted,

Kelly Giard, Recording Secretary

Thomas “Hank” Pelkey, Chairman


Allen Hitchcock, Vice Chairman


W. Joseph Gagnon, Selectman


Thomas Hooker, Selectman


Linda Weeden, Selectman