Meeting Minutes : Select Board

August 4, 2010

The meeting was called to order at 6:30PM by Allen Hitchcock, Vice Chairman.

Select Board members present:  Joseph Gagnon, Thomas Hooker, Linda Weeden, and Allen Hitchcock.   Absent:  Thomas “Hank” Pelkey.  Also present:  Tom Carrara, Anita Paynter, John Haverstock, and Kelly Giard, Recording Secretary.


The minutes from the July 21, 2010 Public Hearing were reviewed and signed with no corrections.   The minutes from the July 21, 2010 Select Board meeting were signed with no corrections.  The minutes from the July 22, 2010 Special Select Board meeting were signed with no corrections.


The orders in the amount of $28,499.33 for FY’10, $44,821.37 for FY’11, and payroll in the amount of $11,599.31 were signed with the following comments:

J. Gagnon inquired about the expense of $200 for Firearms and Ammo Stipend for E. Wilder.   J. Haverstock will research this and advise at a future meeting.

J. Gagnon inquired about the expense of $4,125 expense to Black Bear Tree Service.  J. Haverstock indicated that this was for work performed in conjunction with the Highway Department and the trees were located in the area of the Recreation Area.  S. Erickson looked at these trees and agreed that they should be removed.  S. Erickson received 3 bids, however, the lowest bidder was not able to perform the work, so, the bid was awarded to the second lowest bidder.

J. Gagnon inquired about the multiple charges for fire pager repairs.  T. Hooker explained that there were several pagers that needed repair and separate invoices were issued for each pager and that there were various issues that needed repair.

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


J. Haverstock reported on the following:

  • Chairman Pelkey is ill and all hope for a speedy recovery.
  • The water project is nearly complete.  Temporary paving is being done in the areas of Mechanic, Arch, and Pleasant Streets and the permanent paving will occur when the Sewer Project is completed.  The affected residents have been notified of the Town’s intentions with regard to the paving.  The Whipple Hollow Road water project will be completed by October 1, 2010.  The metering portion is nearly complete.  Shawn Hendee and Bruce Babcock have been trained in the meter reading and Linda Drummond has been trained in the billing.
  • The Sewer project designs and bid packets are expected from Mike Smith.
  • The Town Garage broke ground on August 2, 2010.
  • The Vermont Youth Conservation Corps was in Pittsford the week of July 26.  Some of the projects that were undertaken were in the area of Sugar Hollow Brook at the Recreation Area; Erosion beneath the discharge of the culvert on the south side of Depot Hill Road; and the sampling of sediment depths at the Kendrick Dam.
  • The Summer Newsletters will be delivered to Pittsford residents by the end of the week.
  • The annual audit by Sullivan & Powers will take place during the week of August 30.
  • Ken Upmal has indicated that there will be a Public Hearing with regard to Route 7 Segment 2 obtaining the 100’ Right of Way, to be held on September 15, 2010.  A. Hitchcock inquired if this hearing was for the entire segment 2.  J. Haverstock indicated that this is for the entire segment.


Tom Carrara inquired about the following:

  • The amount of police protection.  A. Hitchcock indicated that there has been no change in the amount of protection that is provided and the officers are scheduled on a monthly basis.  T. Carrara inquired if the officers are paid an “on-call” fee.  J. Haverstock indicated that the officers are paid $30 weekly and this is rotated between the officers.
  • The size of the new garage being a 2 or 3 bay.  J. Haverstock explained that there are 3 bays, with a larger bay in the middle and 2 smaller bays on either side.
  • Where will the chipper be stored?  J. Haverstock indicated that the chipper will be stored at the Transfer Station.


Execution of Resolution Adopting Zoning Ordinance:

This item was tabled until a future meeting.


Budget Status Report:

None presented at this time

Designation of Delegate to VLCT’s Annual Business Meeting:

John Haverstock offered to be the Town Delegate to VLCT’s Annual Business Meeting.  The Board accepted this offer.

Discussion of the Size of Police Cruiser Fleet:

This item was tabled until a future meeting.

Purchase of Clearlane:

J. Haverstock reported that a price has been received from Cargill with regard to the purchase of Clearlane for winter use by the Highway Department.  The price is the same as for the past winter at $74.95 per ton and an estimated 1,000 ton is needed.

Motion by T. Hooker and seconded by L. Weeden to purchase the 1,000 tons of Clearlane at $74.95 per ton.  J. Gagnon inquired if this is a comparable amount to last year’s purchase.  J. Haverstock indicated that this price is the same as last year and that the amount to be purchased is a bit less than last year because there was some left from the previous year.  Motion passed 4 – 0.

Errors & Omissions by the Listers’:

The Listers’ presented the following for consideration:

  • Parcel # 1609 for Lyons Financial Systems to reduce the Equipment Tax from $33,354 to $20,327.  Motion by T. Hooker and seconded by J. Gagnon to approve.  Motion passed unanimously 4 – 0.
  • Parcel # 1544 from Sandra Freedom to Sarah Bennett.  The transfer occurred on June 30, 2009 and the Listers’ received the duplicate copy of the transfer on August 3, 2010.  Motion by J. Gagnon and seconded by T. Hooker.  Motion passed unanimously 4 – 0.
  • Parcel # 1518 for the Town of Pittsford to change the status from taxable to tax exempt on the Grand List.  The amount of this change is $10.80.  Motion by L. Weeden and seconded by T. Hooker to approve.  Motion passed unanimously 4 – 0.
  • Parcel # 1850 for the Town of Proctor School District for the ballfield that is located on Route 3.  Motion by T. Hooker and seconded by L. Weeden to approve.  Motion passed unanimously.
  • The garage has been removed from 181 Plains Road.  A request has been made to lower the assessment to $146,700.  Motion by J. Gagnon and seconded by T. Hooker to lower the assessment.  Motion passed unanimously 4 – 0.


A. Hitchcock reported that there was a notice that has been posted from the Proctor Select Board with regard to the Bond Vote due to their pending water proposals.  There will be informational meetings occurring in the future to discuss this project and the effect on Pittsford residents that obtain their water from the Proctor lines.

J. Gagnon inquired about the status of the fuel tank installations.  J. Haverstock reported that the Town Office tank will be installed on August 5, 2010.  There was much discussion concerning the installation of the tanks at the Fire Station and the Highway Garage.  J. Haverstock reported that S. Erickson indicated that a 1000 gallon tank for the storage of diesel would be adequate.


J. Haverstock reported that there are legal issues and litigation 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, at 7:07 PM.   The motion was unanimously passed.  J. Haverstock was invited to remain for Executive Session.

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 at 7:07 PM.

The Select Board came out of executive session at 7:29 PM with no action taken.

The next regular meeting will be held on August 21, 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