Meeting Minutes : Select Board

June 2, 2010

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

Select Board members present:  Thomas “Hank” Pelkey, Joseph Gagnon, Linda Weeden, and Allen Hitchcock.  Absent:  Thomas Hooker.  Also present:  Helen McKinlay, Anita Paynter, Bob Christian, Tom Carrara, Mark Youngstrom (7:09 PM), John Haverstock, and Kelly Giard, Recording Secretary


The minutes from the May 19, 2010 meeting were reviewed and signed with no corrections.

The Liquor Board minutes from the May 19, 2010 meeting were reviewed and signed with no corrections.


The Orders of $59,145.48 (General Fund) and $10,126.31 (Payroll) were approved and signed following discussion as summarized below:

A. Hitchcock inquired about the payments to Ferguson for Water Dept. and inquired if these were for a repair.  J. Haverstock will research this and advise.

J. Gagnon inquired about the payment for the Recreation Area security service.  J. Haverstock reported that cost was incurred for security monitoring.

L. Weeden inquired about the payment to Initial Ideas for Accountability Tags.  J. Haverstock reported that this was a Fire Dept. charge and Chief Hooker would be able to answer this question at a future meeting.  L. Weeden inquired about the payment to Steve Spensley for the Rec. Dept. Ice Cream Social.  J. Haverstock reported that this is a yearly function that occurs at the Rec. Area.

J. Gagnon inquired about the payment for Fire Department face plates.  J. Haverstock indicated that Chief Hooker would be able to answer this question at a future meeting.  J. Gagnon inquired about the payment for Fire Department insurance.  J. Haverstock indicated that this is for insurance when the Department responds to a call.  J. Gagnon inquired about the payments to Weston & Sampson.  J. Haverstock explained that this was for the pending Sewer project engineering work.


J. Haverstock reported on the following:

  • The Water Project is progressing and the meters continue to be installed.  Any member of the community that has not scheduled the meter installation was encouraged to do so as Pittsford only sells metered water.  The next meetings with the contractors are scheduled for June 8 at 1:00 PM and 2:00 PM and members were invited to attend.
  • There will be a special meeting of the Water & Sewer Commission on June 3, 2010 at 6:30 PM to consider the final sewer project scope, cost and rate-payer impact from Mike Smith from Weston & Sampson.
  • The zoning permit has been submitted for the garage to be constructed on Plains Road.  The hearing of the Zoning Board of Adjustment will be held on June 14, 2010 at 7:00 PM.
  • There was a wildlife mapping event held in conjunction with the Staying Connected project.  Any member of the community is still welcome to participate and the information is available on the Town website.
  • The Vermont Youth Conservation Corps will be in town for the week of July 12, 2010.  The crew will be working on the erosion issues at the Depot Hill culvert and at the Sugar Hollow Brook as it flows through the Rec. Area.  They will be working with the Highway Department on these projects.  A. Hitchcock inquired if the group would be able to work on the Kendrick Dam.  J. Haverstock indicated that there would be more work than the youth would be capable of doing themselves.
  • Information is being sought from the VLCT and the Town of Killington with regard to the cruiser proposal from the Constable.  This will be discussed further at a future meeting.
  • The Vehicle Replacement Fund information will be discussed at the June 16, 2010 meeting.  J. Gagnon inquired when this replacement fund proposal would be effective.  H. McKinlay indicated that this would be considered for inclusion in the next budget process.


T. Carrara indicated that, in his opinion, the Constables in Rutland Town are “crazy drivers” and inquired if there would be strict rules enforced for use of Town police cruisers.  T. Pelkey indicated that there is no comment as there is more information being sought.  J. Haverstock indicated that he has been in communication with Constable Warfle and a policy on cruiser use and high speed chases is not out of the question.


Update on Removal of Underground Storage Tanks:

J. Haverstock indicated that Bill Norland from Otter Creek Engineering has been in contact with D & M, who is the successful bidder and is anticipating the project to begin soon.  J. Gagnon inquired what will happen to the fuel that is currently in the tanks.  J. Haverstock indicated that the Highway tank has been pumped, to the levels that are deemed “safe” (non-sludge) and the others will be pumped as well and a credit will be issued by the supplier.  J. Haverstock reported that the Engineer  recommends  removing the tanks completely rather than abandoning them in the ground.

Purchase of Replacement Fuel Storage Tanks:

J. Haverstock reported that some proposals have been received.  The 1,000 gallon tanks are ranging from $2,500 to $4,000 and the 3,000 gallon tanks are roughly $6,100.

J. Haverstock reported that the basement in the Town Office has space to install the tank(s).  There was discussion that the underground tanks may be “cheaper” as the fuel will not need to be mixed kerosene to avoid freeze-ups in winter.  The topic will be discussed further before any decisions are made.

A. Hitchcock inquired about the accessibility at the Town Office.  J. Haverstock indicated that the tanks would fit through the bulk head door to the basement.

Mr. Christian indicated that a larger tank may result in a cheaper fuel purchase.

Certification of the Section 1511 Americans Recovery and Investment Act:

T. Pelkey indicated that this is for the Water Project from the USDA in the amount of $4.7 million.  Motion by A. Hitchcock and seconded by L. Weeden to instruct the Chairman of the Select Board to sign this certification.  J. Gagnon inquired if this was something that should have been signed previously.  T. Pelkey responded in the negative and read the resolution.  Motion passed unanimously 4 – 0.

Other Old Business:

T. Carrara inquired if the members of the Police Department have to sign in and out on a timesheet.  J. Haverstock explained that a schedule is made up and the hours are submitted for compensation.  J. Haverstock explained how the other employees are compensated.  T. Carrara indicated that all employees should punch a clock.  T. Pelkey indicated that this concern is duly noted.


Budget Status Report:

J. Haverstock reported that the expenses in the General Fund budget are at 89 % and those in the Highway Fund are at 74 %.

Report on Activities of the Water & Sewer Commission:

A. Hitchcock reported that the Water project is on schedule and there have been some issues, which Markowski Excavating has handled and resolved.  A special meeting of the Commission will be held on June 3, 2010 for the consideration of the proposed Sewer project.  A decision was made to not include replacement of the Depot Hill pump station.  Repairs will be made in-house.  The paving of the water project areas which may also see sewer-related work (Arch, Mechanic and Pleasant Streets) will be on hold until Spring, in the event of a positive vote for the Sewer project.  Discussions are continuing with Proctor and this discussion was deferred to Executive Session with Mark Youngstrom.

T. Carrara inquired why there is a “lagoon” on the Charbonneau property on Route 7 South.  There was discussion concerning this area and this will be reviewed and the culverts will be inspected.  Mr. Youngstrom indicated that he has spoken with AOT and there are some culverts that are not functioning and there are also some Class 2 wetlands in this area.

Mr. Christian praised the work of Markowski Excavating with regard to the Route 7 South construction and clean-up.

Schedule a Special Meeting to Consider Authorizing a Bond Vote for Sewer System Upgrades:

There was discussion concerning scheduling a special meeting to approve the necessary documents with regard to the pending Sewer System Upgrade.  Members agreed to conduct a special meeting on Monday, June 7, 2010 at 6:30 PM.

Review of Draft Policies:

H. McKinlay indicated that draft policies are in the packets for review.  These policies are being drafted to include Banking & Investments; Fraud; and Code of Conduct, all at the recommendation of the external Auditors.  The members of the Board were asked to return any comments to Helen by June 16, for discussion at the next Select Board meeting.  There was discussion concerning various parts of the proposed policies and these comments will be discussed further at the June 16 meeting.  T. Pelkey inquired about the topic of personnel.  H. McKinlay indicated that that section was from the existing Union Contract.  J. Gagnon inquired if this was a new policy or a renewal of policies.  H. McKinlay indicated that some information was taken from VLCT, other towns, and existing policies.  A. Hitchcock discussed the wording of “suspended vs. dismissal”.  There was discussion concerning this and this will be discussed further at a future meeting.


T. Carrara inquired about the status of the Rec. Area drainage bids.  J. Haverstock indicated there will be a pre-bid site visit followed by a bid opening.  He noted that bids will be itemized to facilitate in-house work by volunteers.

Mr. Christian discussed the parking of a yellow trailer on Route 7 south at the Quirk Gravel Pit.  T. Pelkey indicated that he is under the impression that this is a subject that is being pursued by the Zoning Administrator and communications are occurring.  J. Haverstock indicated that he will mail a copy of the “Junk Ordinance” to Mr. Christian.  There was discussion concerning this ordinance and a copy will be forwarded to Mr. Christian for his review.


J. Haverstock reported that there are contractual issues, legal issues, and personnel issues thus recommending Executive Session.

A. Hitchcock made a motion and seconded by J. Gagnon to go into Executive Session for legal issues where premature knowledge would be damaging to the Town, contractual issues that may be jeopardized by public disclosure and personnel issues at 7:29 PM.   The motion was unanimously passed.  J. Haverstock and M. Youngstrom were 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 and personnel at 7:29 PM.

Mr. Youngstrom exited Executive Session at 8:04 PM.

The Select Board came out of executive session at 8:34 PM, with no action taken.

The next regular meeting will be held on June 16, 2010.  There will be a Special Meeting of the Select Board on June 7, 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