Meeting Minutes : Select Board

September 1, 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:  Bruce Paynter, Anita Paynter, Howard Stickney III, John Haverstock and Kelly Giard, Recording Secretary.

Helen McKinlay arrived at 6:57 PM.


The minutes from the August 18, 2010 meeting were signed with no corrections.  The minutes from the August 25, 2010 Special Select Board Meeting and Public Hearing were also signed with no corrections.


The Orders in the amount of $50,076.37 and payroll in the amount of $10,901.64 were signed with the following comments:

J. Haverstock reported that the Constables purchased two flashlights with regard to a previous order.  The Constables also purchased one shirt to replace a shirt that was severely torn.

L. Weeden inquired about the firearms stipend that was paid to another police officer in this batch of orders.  J. Haverstock explained that this is a reimbursement policy that calls for a one-time payment made once the officer makes the one year anniversary and that this stipend helps defray the cost of a firearm and ammo that is used while training at the Police Academy.  A. Hitchcock inquired the longevity of the policy.  The members of the Select Board requested further clarification on this policy.

L. Weeden inquired about the purchase from Allied Auto with regard to the wood chipper.  J. Haverstock will discuss this with S. Erickson and report back at a future meeting.

A. Hitchcock inquired about the purchase related to “fixed assets”.  J. Haverstock indicated that this expense is incurred every year and is audit related.

A. Hitchcock inquired about the expense of over $1,000 for repairs to the police charger.  J. Haverstock indicated that this occurred prior to the past discussion with the Constable.

J. Gagnon inquired about the service to the fire department pumper.  T. Hooker indicated that this is an annual inspection and the company checks all parts of the equipment.  J. Gagnon inquired if the Fire Department members performed any maintenance or repairs.  T. Hooker indicated that the Fire Department does not ask its volunteers to service fire vehicles.


J. Haverstock reported on the following:

  • The portion of water project involving the replacement of the main on Whipple Hollow Road has been completed.  The Florence Pump Station has undergone maintenance and cleaning. The wrong size pump was installed.  A temporary fix is now in place as we await installation of the correct pump.  There was an issue with OMYA pulling too much water due to the dry conditions. This issue has also been addressed.  A. Hitchcock inquired who was responsible for the cost of this pump change.  J. Haverstock indicated that the contractor is responsible.
  • The USDA/Rural Development sewer project funding application has been submitted.
  • The Water Bond in Proctor narrowly passed on August 24.  Pittsford will be monitoring this and keeping residents informed.
  • The Town Garage project is proceeding nicely and is expected to be completed by mid-September.
  • The external audit by Sullivan and Powers is occurring this week,
  • The Highway Department staff has recently installed a culvert on Elm Street.
  • Howard Stickney has nearly completed work on the ballfield drainage project at the Recreation Area.
  • There will be a meeting on September 15 at 7:30 PM to explain and discuss the  AOT’s assertion of the 100’ historic right of way for Route 7.
  • Unwanted medicines can be properly disposed of at the Diamond Run Mall on September 25 from 10:00 AM – 2:00 PM
  • The Town Office and departments will be closed on September 6, 2010 in observance of Labor Day.


None stated at this time.


None stated at this time.


Potential Appointment of Member to Recreation Committee:

J. Haverstock indicated that the Recreation Committee has submitted a letter of recommendation to fill the vacant slot of Kathy Brown, with a term ending of 2012.  The recommendation is Bill Crossmon.  A. Hitchcock indicated that Mr. Crossmon is an excellent choice who has done much for the Town.  Motion by A. Hitchcock and seconded by T. Hooker to appoint Mr. Crossmon.  Motion passed unanimously 5 – 0.

Discussion of Proposal to Add Bay Doors to Highway Garage:

J. Haverstock reported that he had met with L. Weeden, J. Gagnon and S. Erickson at the Highway Garage.  J. Haverstock explained the proposed project and that the project will involve several components and would require several distinct contracts.  L. Weeden indicated that S. Erickson indicated that the new tandem truck, which is on order, will fit into the current facility if the new bay doors are installed, with four feet to spare, including the plow.  There was further discussion.  J. Gagnon inquired if the local contractors could be contacted for bids first.  There was discussion as to the size of the fuel tanks for the highway garage and it may be more economical to have two 275-gallon tanks instead of one 500-gallon tank.  The discussion was such that the bids must be sent out at the same time with no preference given for local contractors.  The Select Board members directed the Town Manager to move forward with this proposed project and scope out bids.


J. Haverstock reported that the advertisement for winter sand bids has been placed and thanked Tom Carrara for his gentle reminder at a previous meeting.


J. Haverstock reported that there are legal issues, contractual issues, and a personnel matter to be discussed thus recommending Executive Session.

T. Pelkey made a motion seconded by T. Hooker to go into Executive Session for the discussion of legal issues where premature knowledge would be damaging to the Town, and contractual issues where the Town’s position may be jeopardized by public disclosure and a personal matter at 6:58 PM.   The motion was unanimously passed. H. McKinlay and J. Haverstock were 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, Contractual and Personnel at 6:58 PM.

Ms. McKinlay exited Executive Session at 7:20 PM.

J. Haverstock exited Executive Session at 7:45 PM.  J. Haverstock returned to Executive Session at 8:02 PM.

The Select Board came out of executive session at 8:06 PM.

Motion by A. Hitchcock and seconded by T. Hooker to increase the salary of the Town Manager by 3%, retroactive to July 1, 2010 and to award the Town Manager one additional week vacation.  Motion passed 3 in favor; 1 opposed (J. Gagnon); and 1 abstained (L. Weeden).

The meeting adjourned at 8:08 PM.

The next regular meeting will be held on September 15, 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