Meeting Minutes : Select Board

October 20, 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:  John Weeden, Shawn Erickson, Terri Cunningham, Ray Beyette, Eugene Patch, Bruce Paynter, Tom Carrara (6:39 PM), John Haverstock, and Kelly Giard, Recording Secretary.

MINUTES

The minutes from the October 6, 2010 meeting were signed with no corrections.

ORDERS

The Orders in the amount of $159,204.02 and payroll in the amount of $9,270.23 were signed with the following comments:

A. Hitchcock inquired about the expense for sewer line repairs.  J. Haverstock indicated that he would research this item and advise at a future meeting.  A. Hitchcock about inquired the expense for air conditioning system work and inquired if that expense was for the Town Office.  J. Haverstock indicated that the expense was for the Town Office.  A. Hitchcock inquired about the expenses for Haunted House.  J. Haverstock indicated that these expenses would be reimbursed.

L. Weeden inquired about the expense to J P Carrara for the cement slab for the Highway Garage, as well as an expense to S D Ireland for the same description.  S. Erickson explained that Carrara poured the concrete and Ireland supplied the foundation barrier.  J. Gagnon inquired if the diesel tank was currently in use.  S. Erickson explained that the electrician has not completed the electrical work.  J. Gagnon expressed the need to have the tank operable ASAP to save a substantial amount of money.

TOWN MANAGER’S REPORT:

J. Haverstock reported on the following:

  • The Water project is nearing completion; the Florence well pump has been adjusted; there will be a contractors meeting on November 16, 2010 to update the status of the construction and metering projects.  A new Water Ordinance is being drafted by Mark Youngstrom.
  • The bids for the proposed Sewer project have been advertised with a pre-bid meeting to be held on October 26, 2010 and a bid opening to be held on November 12, 2010.  The Town awaits funding approval from Rural Development/USDA.  Construction will occur at the Wastewater Treatment Facility in the late fall/winter months and the sewer line replacement in the area of Arch, Pleasant, and Mechanic Streets, and the replacement of the Elm Street Pump Station will occur in the spring/summer.  The projects are funding approval-dependent.
  • The Haunted House will occur on October 22, 23, 29 and 30 from 6 – 9 PM.
  • The Railroad Crossing on Depot Hill Road is complete and the road is open to traffic.
  • The Roller Ski Race will occur on Sunday, October 24, 2010 at 10 AM in East Pittsford.
  • A staff meeting will occur on October 28, 2010 at 9 AM.  All Select Board members are invited to attend.
  • A buyer for the sludge bagger at the Wastewater Treatment Facility has been identified with an anticipated pick-up date of November 4 or 5, 2010.
  • The potential heating project for the Highway Garage has gone out to bid and a pre-bid meeting occurred on October 13, 2010 with 5 interested contractors in attendance.  The bids will be opened on October 21, 2010 at 2:00 PM.
  • There will be a free solid waste electronics recycling event on October 30, 2010 from 9 AM – 1 PM at the recycling facility on 1 Smith Road, Rutland.

A. Hitchcock indicated that there will be automatic controls installed at the Florence Pump Station to activate the pump in the event that the reservoir in Pittsford drops below a specified level.

A. Hitchcock explained that the sewer funding is awaiting approval from the Rural Development/USDA and that the documents were submitted timely, however, the stimulus funding had already been used by other projects.  There was explanation that, in the event that the funding is not available in this fiscal year, other funding avenues would need to be explored.

PUBLIC COMMENT:

T. Carrara inquired if there was any progress on the insulation/energy efficiency project that Dan Adams has been working on.  J. Haverstock indicated that an electrician has reviewed the area and will be submitting a proposal soon.

T. Carrara inquired if the bids for the overhead doors for the Highway Garage have been advertised.  J. Haverstock indicated that the project had been advertised and may require a re-bid as a structural engineer will be reviewing the structure and submitting a report.

Eugene Patch expressed concern that not all public documents are available for public viewing at the Town Clerk’s office and wanted the members of the Select Board to be aware.  Mr. Patch indicated that surveys are the specific documents that he has been looking to review.

T. Carrara inquired the status of a late payment to the U. S. Treasurer’s Office that was made in the orders in the past packet.  J. Haverstock explained that this was for payroll withholding penalty and there have been reviews of procedures to avoid this from happening in the future.  T. Carrara inquired if there was any assistance being offered by the Select Board to the Town Clerk/Treasurer’s office to avoid any further issues.  T. Pelkey explained that these were personnel issues which the Select Board would not discuss publicly.

OLD BUSINESS:

Caverly Timber Sale Status Report:

J. Haverstock indicated that he has spoken with Eric Hansen and there are roughly 1 – 2 weeks (weather dependent) to go on the Town portion of the Caverly property.  Then, the project will move to the school-owned property.

Discussion of Highway Vehicle/Equipment Replacement Schedule:

J. Haverstock indicated that there was a spreadsheet included in the packets for review.

There was much discussion with regard to the current system of accumulating funds for vehicle replacement, which is a very complicated process and difficult to understand or explain.

T. Pelkey indicated that Helen McKinlay should be invited to a future meeting to discuss the proposed process, as well as the current process.

Discussion of Repair and/or Replacement of Highway 550 Truck:

J. Haverstock indicated that there was information included in the packets for review.  There are some very rough quotes included.

S. Erickson indicated that the dump body and the sander that are on the current vehicle are used quite frequently.  Currently, the 550 truck is at G. Stone Motors for an estimate with regard to clutch issues.  S. Erickson indicated that Earle’s Auto has repaired the clutch assembly, however, the issues are not resolved.

T. Carrara inquired if automatic vehicles have been researched for use.  S. Erickson indicated that the next vehicle would be an automatic transmission.

T. Pelkey inquired about the lead time for an appropriate replacement vehicle.  S. Erickson indicated that the dealerships could do a national search for a vehicle and information should be available in the next couple of weeks.

T. Pelkey recommended getting bids for replacement of the vehicle and to fix the current issues.  S. Erickson will work on vehicle specs so the contacted dealerships could do a search for a vehicle within specs.  There will be no repairs made to the current vehicle for 2 weeks, while costs of a replacement are researched.

NEW BUSINESS:

Request for Permission to Use Town Lands by Proctor Snowmobile Association:

Mr. Beyette and Ms. Carrington presented a request to use the stretch of road from the Gorham Bridge to Route 3 for the snowmobile trails.  There was discussion concerning this request and Shawn Erickson indicated that there would be no issues from the Highway Department standpoint, however, landowners would be affected.

A. Hitchcock requested a sketch of the proposed trail area, which Mr. Beyette indicated he would submit for review.

Motion by T. Hooker and seconded by A. Hitchcock to allow the access as indicated by Mr. Beyette and Ms. Carrington.  Motion passed unanimously 5 – 0.

Mr. Beyette and Ms. Carrington exited at 6:53 PM.

Request for Permission to Use Town Lands for Trapping:

John Lapre has submitted a request to use the land in the area of the Florence Pump Station for trapping.

T. Pelkey indicated that there may be a liability issue in the event that a domesticated animal is trapped and a child was to try to release the animal and the animal bit the child (or any human).

A. Hitchcock indicated that Mr. Lapre is a very knowledgeable and responsible trapper and has had extensive training in the sport.

Motion by A. Hitchcock and seconded by J. Gagnon to grant the requested permission.  Motion failed 2 – 3 (Hooker, Pelkey, and Weeden).

OTHER BUSINESS

The Grant documentation for the paving of the Whipple Hollow Road was signed to accept $150,000 in State AOT grant funds for the project.

T. Carrara inquired if the $150,000 covered the entire project.  J. Haverstock explained that the grant will cover approximately half of the project.  J. Haverstock explained that the project was part of the Highway Department’s rotation of paving of roads.

T. Carrara inquired the cost of paving that was done on the Furnace Road.  J. Haverstock indicated that the amount is unknown at this time.

EXECUTIVE SESSION

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

T. Pelkey made a motion and seconded by J. Gagnon to go into Executive Session for a personnel matter and Contractual Issues where premature knowledge would be damaging to the Town, and contractual issues that may be jeopardized by public disclosure at 7:27 PM.   The motion was unanimously passed. J. Haverstock and K. Giard 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 Contractual and Personnel at 7:27 PM.

K. Giard exited Executive Session at 7:37 PM.

The Select Board came out of executive session at 8:15 PM and voted unanimously, 5 – 0, to approve the Recording Secretary’s fee increase effective December 1, 2010.

The meeting adjourned at 8:16 PM.

The next regular meeting will be held on November 3, 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