Meeting Minutes : Select Board

September 15, 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, Tom Carrara (6:42 PM), L. Pomainville, Sr. (6:42 PM), Robert White (6:42 PM), Bonnie Stewart (6:57 PM), Butch Shaw (6:59 PM), John Haverstock, and Kelly Giard, Recording Secretary.


The minutes from the September 1, 2010 meeting were signed with no corrections.


The Orders in the amount of $42,591.68 and payroll in the amount of $9,209.21 were signed with the following comments:

J. Haverstock reported that he has spoken with the Constable regarding the ammo stipend and a memo is included in the packets for review.  J. Haverstock reported that a purchase discussed at a prior meeting with regard to the chipper was for safety flagging.

T. Hooker questioned the payment to Pyrofax for the removal of tanks.  J. Haverstock indicated that this was in relation to the new fuel contract.  The Board members directed J. Haverstock to research this and unanimously agreed to sign the orders, holding the payment to Pyrofax of the removal of the tanks (4 X $160).

L. Weeden inquired about the expense related to Otter Valley supplies.  J. Haverstock explained that reimbursement will be forthcoming, per the Town’s agreement with OVUHS.

L. Weeden inquired about the movement of an excavator by Crean.  J. Haverstock explained that this equipment was used for two projects and the charge was for the  movement of the equipment from site to site.

A. Hitchcock inquired about the expense for the installation of a network copier.  J. Haverstock explained that this is to allow the Land Records to be maintained digitally.  There was discussion regarding this equipment and that there are two pieces of the project and this is the second piece.

J. Gagnon inquired if the fuel tank has been delivered to the Highway Garage.  J. Haverstock indicated that this tank has been delivered( primed) and has been painted by the Highway crew.  J. Haverstock indicated that the Highway Crew is working on getting this project finished and operational, however, have been working on various other projects around town.


J. Haverstock reported on the following:

  • The Whipple Hollow Road main replacement has been completed.  The project was finished in time for the planned paving to be completed as scheduled.  The Florence pump station is operational in the event of a need for a back-up system for Pittsford customers.  The metering portion of the project is nearly complete.
  • The Water & Sewer Commission met and the sewer project design engineering is nearly complete.  The bid documents are ready and the application for funding has been submitted to USDA/Rural Development. However, because the “stimulus” funding has been exhausted, Pittsford is waiting for confirmation of funding at the beginning of the next fiscal year from USDA/Rural Development’s annual budget.
  • The Town Garage is complete.  There are some small items that need to be addressed, such as security and fire protection.  However, the contractor is finished with its portion of the project.
  • The Town’s annual audit was completed on September 3.  There is a possibility that an additional day will be needed to review other items.  The external auditing company also audited the Water project documents and accounting.
  • The Annual Haunted House will be happening on October 22 and 23; as well as October 29 and 30 from 6:00 PM – 9:00 PM each night.
  • There will be a staff meeting on September 23, 2010 at 9:00 AM and the members of the Select Board are invited to attend.
  • A water cooler was purchased at a local retailer for use at the Highway Garage.  The current vendor of bottled water has been instructed to discontinue service.
  • A request for proposal will be compiled for the heating issues at the Highway Garage.  T. Pelkey will be reviewing this before any bids are sought.
  • Dan Adams has been in contact with J. Haverstock with regard to the heat loss at the Town Office.  This project is still being reviewed by Mr. Adams, as well as sources for funding.


T. Carrara inquired if the project that Mr. Adams is researching covers all of the Town’s buildings.  J. Haverstock indicated that only the Town Office is being considered.

T. Carrara inquired if the police vehicles would be parked in the new garage.  T. Pelkey indicated that the vehicles would be parked in the garage.


Logging at the Caverly Property:

J. Haverstock indicated that he has spoken with Eric Hansen, the Town Forrester, with regard to the logging at the Caverly property.  T.J. Turner was the successful bidder and would like to proceed with the logging.  J. Haverstock indicated that this will be a two-week project.  J. Haverstock indicated that he will mention to Mr. Hansen and Mr. Turner that the Haunted House will be active and request that the logging operations not interfere.

Anonymous  Complaint:

A. Hitchcock indicated that there was an anonymous complaint received in the packets for the Select Board members to review.  A. Hitchcock indicated that this is a violation of the current policy and that a new policy will be drafted, which he indicated he is working on at this time.  The members of the Select Board indicated that this topic has not been reviewed by all members and should be discussed at a future time.


Review of the Winter Sand Bids:

J. Haverstock indicated that the bids for the winter sand were included in the packets for review.

Motion by A. Hitchcock and seconded by L. Weeden to award this year’s bid to Casella Construction at a cost of $10.45 per yard, delivered to the Transfer Station.  Motion passed unanimously 5 – 0.

Approval of Budget Timeline:

J. Haverstock explained that the proposed Budget Timeline is included in the packets for review.  The Board members agreed to this timeline, subject to changes of dates as future events may require.  T. Pelkey stated that this schedule should be posted for public review.

Request for Approval for a Coin Drop:

J. Haverstock indicated that Jill Blanchard has submitted a request on behalf of the Lothrop PTO to conduct a coin drop on Depot Hill Road on October 2, 2010 from 10:00 AM – 3:00 PM.  Ms. Blanchard had indicated that she has spoken with John Keith and received approval for this to occur near his property.

Motion by J. Gagnon and seconded by T. Hooker to allow the coin drop.  Motion passed unanimously 5 – 0.


Bruce Paynter inquired about the policy that A. Hitchcock is drafting.  A. Hitchcock explained this to Mr. Paynter.  A. Hitchcock indicated that some work has been completed and that a policy needs to be in place because, currently, anonymous complaints are not accepted for discussion or review.


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

T. Pelkey made a motion and seconded by T. Hooker to go into Executive Session for Contractual Issues (2) and Personnel Issue (1) where premature knowledge would be damaging to the Town, and contractual issues that may be jeopardized by public disclosure at 7:04 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  Contractual and Personnel matters at 7:04 PM.

The Select Board came out of executive session at 7:18 PM with no action taken.

The meeting adjourned at 7:18 PM.

The next regular meeting will be held on October 6, 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