Meeting Minutes : Select Board

July 7, 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:  Kit Hudson, Shawn Erickson, Bruce Paynter, Anita Paynter, John Weeden, Tom Carrara, John Haverstock, and Kelly Giard, Recording Secretary.

MINUTES

The minutes from the June 16, 2010 meeting were reviewed and signed, with no corrections.   The minutes from the Special Select Board meeting of June 21, 2010 meeting were signed with no corrections.

ORDERS

The Orders for June 29, 2010 in the amount of $43,444.25 were signed on 6/29/10.  The orders signed at this meeting were:  FY’10 in the amount of $11,810.67; FY ’11 in the amount of $62,810.97; and payroll in the amount of $11,866.44 were signed with the following comments:

J. Gagnon inquired about the expense of $5,990 for the Florence Well.  A. Hitchcock explained that this was to clean, flush and repair the well, while the well pump station was being upgraded as part of the Water Project.  L. Weeden inquired if this maintenance was payable as part of the project.  J. Haverstock indicated that the Town was paying for this work outside the water project because this was not part of the project, but rather just maintenance.

J. Gagnon inquired about the expense of $5,000 expense to The Bus.  J. Haverstock indicated that this is the annual “contribution” from the Town.

J. Gagnon inquired about the City Tax of $25,461.23.  J. Haverstock reported that this is in support of the Courthouse, etc.

J. Gagnon inquired about the expense of $4,467.78 for tanker repair.  T. Hooker explained the work that was performed on this fire equipment.

TOWN MANAGER’S REPORT:

J. Haverstock reported on the following:

  • The Water Project is nearing completion.  There have been some issues with the meter installations and the paving which were discussed.  There will be a meeting of the contractors on July 13, 2010 at 1:00 PM and 2:00 PM.  The work on Whipple Hollow Road will be delayed and completed no later than October 1, 2010.
  • There will be a bond vote concerning the proposed Sewer project.  The bond amount is $1,970,000.00.  There will be informational meetings held on July 13, 2010 and July 19, 2010 beginning at 6:30 PM at Lothrop Gym.  There will be a townwide mailing to be sent to all residents explaining the project.
  • The permits have been signed and the garage project can begin once the appeal time has passed.
  • The Hilltop Tavern alcohol permit for outside consumption was denied by the State.
  • The Vermont Youth Conservation Commission will be in Pittsford working on two projects.  These projects include the Sugar Hollow Brook erosion and erosion caused by the discharge of a culvert on the south side of Depot Hill Road.
  • The draft Zoning Regulations will be reviewed at the July 21, 2010 meeting.  These regulations were drafted by Amy Loomis, will input from Don Nickless, the Rutland Regional Planning Commission, and Legal Counsel.  Members of the Planning Commission will be present for discussion.
  • The Summer newsletter deadline is July 10, 2010.

Kit Hudson inquired about the effect of the Zoning Regulations. Bruce Paynter indicated that these may be Interim Regulations as they would otherwise require hearings of the Planning Commission and the Select Board.  J. Haverstock reported that the current regulations in effect are dated 1989.

PUBLIC COMMENT:

Bruce Paynter stated that the proposed Zoning Regulations are in conflict with the Town Plan.  The issues concern Rights of Way within the Village.

OLD BUSINESS:

Review of Vehicle/Equipment Replacement Program:

Shawn Erickson had presented his proposal for review.  A. Hitchcock indicated that he would like to see both documents (list of vehicles/equipment and estimated replacement costs) combined so the information is available in one location.  J. Gagnon indicated that the funds should be available when a piece of equipment is due to be replaced and it is unfair to replace “needed or not”.  J. Gagnon also expressed that there should be a “cap” on the fund.

Consideration of New Town Policies:

The Fraud Prevention, Employee Rules of Conduct, Burning Permit Policy, and Investment Policy were presented for consideration.

L. Weeden inquired if the Police employees are “punching a clock” as had been discussed at a prior meeting during Public Comment.  J. Haverstock indicated that he has not spoken with Constable Warfle concerning this topic.  L. Weeden also inquired if a burn permit can be issued at any time of year, or if they are unnecessary if there is adequate snow cover.  T. Pelkey indicated that the auditors are more concerned with the Fire Warden’s Compensation than the details of issuing permits.  There was discussion to rename this policy as “Fire Warden Compensation Policy”.  The Select Board members were in agreement with this suggestion.

Motion by L. Weeden and seconded by A. Hitchcock to accept the Fraud Prevention Policy.  Motion passed 4 – 0.  J. Gagnon abstained.

Motion by J. Gagnon and seconded by T. Hooker to accept the Employee Rules of Conduct.  Motion passed unanimously 5 – 0.

Motion by A. Hitchcock and seconded by L. Weeden to accept the Fire Warden Compensation Policy.  Motion passed 4 – 0.  J. Gagnon abstained.

Motion by T. Hooker and seconded by A. Hitchcock to accept the Investment Policy.  Motion passed unanimously 5 – 0.

J. Gagnon indicated that the burn permit requirements need explaining.

Execution of Maintenance Agreement with State’s Agency of Natural Resources for Railroad Line Repairs:

J. Haverstock indicated that he has had no recent communication with ANR, however, explained the last proposal.  A. Hitchcock inquired if this agreement only covered Depot Hill.  J. Haverstock reported that this is exclusive to the crossing at Depot Hill, in the area of the Transfer Station.  T. Pelkey indicated that if ANR is contemplating this work, that it would be nice for the cooperation is returned.  J. Gagnon inquired if this agreement would involve any work by the members of the Highway Department.  J. Haverstock indicated that he is not anticipating any involvement of the Highway Department.

A. Hitchcock recommended that this topic be tabled until the July 21, 2010 meeting.  Members agreed.

T. Carrara inquired if there has been a light installed at the OMYA crossing.  S. Erickson indicated that this has not been installed.

T. Carrara inquired if there could be more maintenance in the “landing” of the trucks on the other side of the tracks.

NEW BUSINESS:

Budget Status Report:

J. Haverstock reported that General Fund expenses for FY2010 are at 97 % of budget and expenses for FY2010 for the Highway Fund are at 79 % of budget.  A. Hitchcock inquired if there would be “carry-over” from the Highway Fund.  S. Erickson and J. Haverstock explained that some of the previously proposed paving projects were put on hold due to the Water project.

Report on Activities of the Water & Sewer Commission:

A. Hitchcock reported that the meter installations are almost complete, however, there are some service line pipes that have broken and others are in poor condition.  There are some cases that are a hardship to the residents and these situations will be handled and resolved on a case by case basis.  The paving of Arch, Mechanic, and Pleasant Streets are dependent on the passage of the proposed Sewer Bond.  T. Hooker indicated that there have been complaints of excessive dust on these streets.  The responsibility for this was discussed with S. Erickson and these areas will be treated accordingly.

Kit Hudson inquired whether the billing would occur based on usage or units.  A. Hitchcock explained that this is metered watered and will be billed on usage.

Review of Paving Bids:

The bids for paving were opened on June 30, 2010 at 11:00 AM.  The results of this opening were included in the packets for review.

Motion by J. Gagnon and seconded by A. Hitchcock to accept the proposal from Wilk Paving in the amount of $59.98 per ton.  Motion passed unanimously 5 – 0.

S. Erickson exited at 7:28 PM.

T. Pelkey recessed the Select Board at 7:29 PM to hear a dog complaint.

Consideration of Application to Renew Salvage Yard Permit:

J. Haverstock reported that this application was for the R. Brown & Son property.  A. Hitchcock indicated that the permit does not list an area and that the conditions should be reviewed.  The members of the Select Board agreed to table this application until  more information is submitted.

Discussion of Potential Resident Survey:

J. Haverstock explained that Montpelier had hired a consulting firm to conduct a resident satisfaction survey for them in the past, at a cost of roughly $10,000.  There was discussion concerning this exercise and the members of the Select Board tabled the topic.

Set a Tax Rate for FY 2011:

This item was tabled until July 14, 2010.

OTHER BUSINESS

Bruce Paynter inquired if there was a possibility for purchasing microphones for sound clarity for the PEG TV audience.  T. Pelkey indicated that this would be helpful and could be considered in the future.

EXECUTIVE SESSION

J. Haverstock reported that there are Union contractual issues and legal issues to consider thus recommending Executive Session.

T. Hooker 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, and contractual issues that may be jeopardized by public disclosure at 8:03 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 Legal and Contractual at 8:03 PM.

The Select Board came out of executive session at 8:59 PM, with no action taken.

The next regular meeting will be held on July 21, 2010.

Respectfully Submitted,

Kelly Giard, Recording Secretary

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Thomas “Hank” Pelkey, Chairman

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Allen Hitchcock, Vice Chairman

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W. Joseph Gagnon, Selectman

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Thomas Hooker, Selectman

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Linda Weeden, Selectman