Meeting Minutes : Select Board

October 6, 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 (6:35 PM), John Haverstock, and Kelly Giard, Recording Secretary.


The minutes from the September 15, 2010 meeting were signed with no corrections.


The Orders in the amount of $556,781.62 and payroll in the amount of $9,171.86 were signed with the following comments:

J. Haverstock reported that Linda Drummond has spoken with representatives from Pyrofax with regard to the charges for removal of the tanks, which payment has been withheld.  J. Haverstock also spoke with representatives from Proctor Gas, who indicated that common practice is not to charge for removal of the tanks when a contract is not renewed.  J. Haverstock recommended continuing withholding payment for the removal of the tanks until further communication can occur.  L. Weeden inquired if other towns in have also experienced similar issues.  J. Haverstock indicated he will communicate with other towns for their feedback.

A. Hitchcock inquired about the payment to VRPA.  J. Haverstock indicated that this is for the New York City trip sponsored by the Recreation Department and that the money will be reimbursed by the attendees of the trip.  J. Gagnon indicated that it would be helpful to see some reimbursement records for activities of this nature.  J. Haverstock will request this information from Randy Adams.

L. Weeden inquired about the payment to the US Treasury.  J. Haverstock indicated that he spoke with Helen McKinlay regarding this charge and this is for a late payroll tax payment that was due in March.  J. Haverstock reported that Ms. McKinlay has stated that there are procedures in place to help prevent this situation from occurring in the future.

L. Weeden inquired about the expense to Earle’s Truck Repair for truck #5 for cam sensors.  J. Haverstock indicated that he will discuss this with Shawn Erickson.  J. Haverstock reported that truck #3 is out of service due to transmission issues.  There will be quotes for the repair of this truck and its possible replacement in the near future.

J. Gagnon indicated that the Constable Fuel should be listed as gasoline and not diesel fuel.

A. Hitchcock inquired where the top soil was used.  J. Haverstock reported that this was for a combination of highway and water department uses and not related to any current water or sewer projects.

J. Gagnon inquired if the new garage is paid in full.  J. Haverstock reported that the garage is paid, with the addition of lights in the garage.  J. Gagnon inquired if the garage is currently being used for vehicle storage.  J. Haverstock reported that the police vehicles are currently being housed in the garage, as well as the Fire Department’s Boo-mobile and Kubota. The tractor for the Recreation Department will also be stored there during winter months.  A. Hitchcock inquired if the truck used by Bruce Babcock will be garaged in the building.  J. Haverstock reported that the sludge bagger will be sold and the water department truck will be housed at the WWTF.  There was discussion as to where the vehicle would be better accommodated.  J. Haverstock will discuss this further with Bruce Babcock.


J. Haverstock reported on the following:

  • There has been a lot of clean-up done by the Highway Department from the recent heavy rains.
  • A squirrel chewed through electrical wires causing the old computer server and the answering system to be damaged at the Town Offices.  J. Haverstock reported that the server was recently replaced by a new server and that the phone system is being repaired.
  • The truck utilized by Bruce Babcock needed towing recently.  There is some speculation that the fuel pump will need replacing.  More information on this situation will be provided, once available.
  • The Water Project contractors meetings will be held on October 12 to approve payments.  There will be a meeting to set the water rates in the future.
  • The Sewer Project request for bids will be advertised on October 12.  The application for funding from the USDA/Rural Development has been submitted.  There will be a pre-bid meeting on October 26, with the final bids due on November 12.
  • The garage is complete.  The Highway Department will be installing an asphalt apron around the building, where there is just loose gravel.  Currently, both police cruisers, the Boo Mobile, and the Kubota tractor are stored in the facility.
  • The Haunted House will be held on October 22, 23, 29 and 30 from 6 PM – 9 PM.
  • The Railroad crossing on Depot Hill is being repaired.  This project is expected to be completed on October 7, however, may be delayed due to the recent heavy rains.
  • A Roller Ski Race will take place on October 24 at 10 AM in the area of the Mountain Top Inn.
  • The Annual Open House at the OMYA quarry in Middlebury will take place on October 16 from 10 AM – 3 PM.  Information can be found at
  • The bidding on the sludge bagging system at the WWTF has completed on
  • Bruce Babcock is working on clearing space to accommodate his truck.
  • The highway garage door project Request for Proposals (RFP) have been sent to heating and plumbing contractors with a pre-bid meeting to be held on October 13 at noon at the garage.
  • The concrete pad has been poured and the columns are in place for the diesel pump.  The pump and the diesel are to be delivered in the near future.
  • The Town Offices and services will be closed on October 11 in observance of Columbus Day.

L. Weeden inquired if there will be additional doors at the highway garage.  J. Haverstock explained the proposed project.

J. Gagnon inquired if there would be a roof over the outside fuel tank to protect from any falling ice/snow.  J. Haverstock indicated that a roof is the general idea and should be constructed.


T. Carrara inquired if the rumor of Pittsford grading roads for West Rutland was true.  J. Haverstock indicated that this is true and not a rumor and is being done as a mutual aid exercise and that the Town is being reimbursed $65 per hour for employee and grader usage.

T. Carrara inquired if there would be a door on the storage area for the truck utilized by Bruce Babcock.  T. Pelkey explained that there is a door to protect the vehicle from wind, and the area is heated.

T. Carrara inquired if the one-ton truck will be replaced.  J. Haverstock indicated that more information is needed; however, the vehicle will need to be repaired due to the winter months approaching.  A. Hitchcock indicated that an estimate will be needed before any decisions are made.  J. Haverstock indicated that the vehicle is a 2001 and is two years overdue for replacement.

J. Gagnon inquired the delivery time for the new tandem truck for the highway department.  J. Haverstock indicated that the vehicle is expected by the end of October.


Caverly Timber Sale Status Report:

J. Haverstock reported that there have been 4 or 5 days of activity on the logging of the Caverly property.  There is an anticipated completion date of one or two more weeks, depending on the weather.

There was discussion as to how to apply the income from this sale.  The general consensus was to apply the funds to the General Fund Revenue.  This information will be relayed to the Town Clerk.


Review of Estimate for Town Garage Security Measures:

J. Haverstock reported that the garage is being utilized and explained the potential security options.  There were proposals presented for discussion.  T. Hooker inquired if the monthly fee is $204, as stated or if this fee was for the year.  L. Weeden inquired if this should be placed for bid and options compared.  J. Haverstock explained that whatever option is chosen, compatibility with the system in the Town offices is essential.  The consensus was to obtain comparison bids.  This matter was deferred to Executive Session due to the sensitivity of the matter.

Consideration of Participation in Federal COPS Grant Program:

J. Haverstock explained that there was information included in the packet for review. This information was submitted by Officer Jeffrey Warfle for Select Board consideration.  There was much discussion regarding this program.  J. Haverstock will speak with Officer Warfle and explore the deadline, which appears to have passed.

T. Pelkey recessed the Select Board at 7:03 PM.

T. Pelkey convened the Liquor Board at 7:03 PM.


The minutes from the September 15, 2010 meeting were signed with no corrections.

T. Pelkey adjourned the Liquor Board at 7:04 PM.

T. Pelkey reconvened the Select Board at 7:04 PM.


T. Carrara inquired if Casella has delivered the winter sand.  J. Haverstock indicated that this is unknown; however, he will contact Shawn Erickson concerning this delivery.


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

T. Hooker made a motion and seconded by A. Hitchcock to go into Executive Session for a Union matter and Contractual Issues where premature knowledge would be damaging to the Town, and contractual issues that may be jeopardized by public disclosure at 7:05 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 at 7:05 PM.

The Select Board came out of executive session at 7:23 PM with no action taken.

The meeting adjourned at 7:23 PM.

The next regular meeting will be held on October 20, 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