Meeting Minutes : Select Board

November 3, 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:  Shawn Erickson, Bruce Paynter, David Soulia, Dave Pearson, Anita Paynter (6:40 PM), John Haverstock, and Kelly Giard, Recording Secretary.


The minutes from the October 20, 2010 meeting were signed with one minor correction.


The Orders in the amount of $4,148,226.49 and payroll in the amount of $9,226.85 were signed, with the following comments:

J. Gagnon inquired about the expense to G. Stone Motors for $1,075.93.  J. Haverstock reported that this was for Bruce Babcock’s truck.  The vehicle had been towed a couple of weeks ago, and it was determined to have starter issues.

L. Weeden inquired about the expense for sewer back-up damages.  J. Haverstock reported that this issue was heard by the Water & Sewer Commission and explained the past history of this property.  J. Haverstock also reported that he has contacted VLCT for potential reimbursement for amounts paid beyond the $500 deductible.

L. Weeden inquired about the expense of $400 for soccer coaches.  J. Haverstock will discuss this with Randy Adams for clarification.

J. Gagnon inquired about the expense of $2,760 to Pyrofax Gas.  J. Haverstock reported that this was for diesel delivered to fill the new tank at the Highway Garage.  J. Haverstock reported that this tank is now operable and he has spoken with the Conway’s and notified them of this and thanked them for their cooperation in assisting the Town with obtaining diesel while the tanks were being switched.


J. Haverstock reported on the following:

  • The Water project is nearing completion; the Florence pump station and well adjustments have occurred; an automated control will be installed at the Florence location to enable the pump station to become active in the event that the Pittsford reservoir levels drop below a certain level; there will be a contractors meeting on November 16, 2010 to update the status of the construction and metering portions of the project.
  • The bids for the proposed Sewer project have been advertised with a pre-bid meeting held on October 26, 2010, with roughly ten contractors attending. The bid opening will be held on November 12, 2010.  A funding decision is awaited from USDA/Rural Development.  Actual construction will occur at the Wastewater Treatment Facility in the late fall/winter months and the line replacement and Elm Street Pump Station replacement are planned for the spring.    A copy of an article about the funding of the Proctor Water Project was included in the packets for review of other possible sources, in the event that USDA/RD returns a negative response.
  • The sludge bagger has been picked-up by the successful bidder located through

A. Hitchcock explained that there is a need to set water rates.  Mark Youngstrom will be attending the next meeting of the Water & Sewer Commission to work on this portion of the project.

L. Weeden inquired if there was any further communication with regard to the Pyrofax propane fuel tank removal.  J. Haverstock indicated that this has not been paid and that there has been no further communications.


None stated at this time.


Caverly Timber Sale Status Report:

J. Haverstock reported that a check has been received for the initial timber from the sale.  Erik Hansen reported that the project on the Town portion is nearly complete, with approximately one day remaining.

Continued Discussion of Highway Vehicle/Equipment Replacement Schedule:

J. Haverstock inquired if there were any further comments about the spreadsheet reflecting the proposed replacement fund.  T. Pelkey explained that this is the same format that is being utilized by the Fire Department with success.

The general consensus was to invite Helen McKinlay and/or Denise Mahoney to the next meeting to discuss the transition to this new schedule.

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

S. Erickson indicated that there are trucks available, however, none with the set-up that the Highway Department requires.  There are cab and chassis are available immediately and a there would be a 60 – 90 day lead time to add the wing/sander attachments as required.

Currently, the 550 truck has been repaired and the issue was a loose pressure plate.  There is no guarantee how long the truck will remain operable.

The Select Board instructed S. Erickson to proceed with the bid/ordering process; however, the vehicle would not be available for this winter season.

L. Weeden inquired how much money was currently available.  J. Haverstock indicated that there is roughly $300,000 in the equipment rental fund, with $180,000 to be paid for the new tandem truck, which is expected soon.

Continued Discussion of Highway Garage Heating Bids and Additional Bay Door Project:

The bids for the proposed Highway Garage heating and door projects were reviewed.

J. Haverstock reported that Labor & Industry was contacted for recommendations and the alternatives to meet code regarding burner safety were discussed.

The Highway Department is able to build a platform for the heating burner, which was one of the recommendations of Labor & Industry.

J. Gagnon inquired about the funding source.  J. Haverstock explained that there is $150,000 in grant funding that is due from the State (for the Whipple Hollow Road paving project, for which the bills have been paid in full).

There was discussion as to the timing of the project.  J. Haverstock indicated that the bid could be awarded on November 4 with work to begin as soon as possible, as there is no heat currently in this building.

Motion by A. Hitchcock and seconded by T. Hooker to award the bids to the low bidder.  (Rousseau – $29,700).  Motion passed unanimously 5 – 0.

Naylor & Breen gave an estimate of $7,500 to perform the demolition and framing work.

The Select Board agreed that the work should proceed as soon as possible.

Review Estimate from Security Firm for Town Garage:

This topic was deferred to Executive Session due to the sensitive nature.

Repair and Paint of the Firehouse Trim:

Bids were reviewed for this project.

J. Gagnon inquired where the funding would come from.  J. Haverstock reported that there is a Firehouse Building Maintenance Fund.

Motion by L. Weeden and seconded by J. Gagnon to award the bid to the McKernon Group in the amount of $5,150.00.  Motion passed 4 – 0 with 1 abstaining (Hooker).


Discussion of Proposed Construction at Wastewater Treatment Facility of Office Space and Storage for Water Superintendent:

T. Pelkey recommended that this be discussed by the Water & Sewer Commission.

T. Pelkey indicated that he would be willing to tour the facility with the Commissioners to explain the project.

Access Permit Denial:

Mr. Soulia applied for an access permit for his property on Oxbow Road so he could obtain a 9-1-1 address.  S. Erickson reported that he visited the property and found reason to deny the permit due to the fact that there is not adequate line of site on the left side due to a hill.  J. Haverstock explained the situation and the stand that CVPS is taking, due to the presence of a utility pole on that hill.

Mr. Soulia inquired if it would be possible to lower the speed limit in the area as there have been accidents in the past in this area.  J. Haverstock indicated that the Rutland Regional Transportation Council will need to perform traffic studies before any speed limit adjustments could be made.  Mr. Soulia indicated that if there was a reduction of the speed limit, the site of view required would also decrease.  There was much discussion with regard to this area and the pole of CVPS’ that is involved.  One suggestion for this area was to lower the knoll to increase the visibility.

T. Pelkey indicated that there was little Town control in this situation and this situation is an unfortunate one.

Mr. Soulia exited at 6:58 PM

Discussion with Pittsford Fire District No. 1:

Mr. Pearson reported that he has been in contact with VLCT with regard to insurance for the Pittsford Fire District No. 1.  Roughly 10% of their revenue is taken up by insurance premiums annually.

Mr. Pearson explained the insurance and that there are no paid staff members, no vehicles, and roughly $250,000 in assets.  The Fire District would like to be included in the umbrella of the Town policy and not treated as a separate municipality.

J. Haverstock indicated that he has spoken VLCT and the indication was that the Fire District cannot be insured through the Town’s policy.  Mr. Pearson indicated that he also spoke with Vicki Abare from VLCT with regard to this proposal.

J. Haverstock inquired if there was a possibility of a separate insurer.  Mr. Pearson indicated that he is willing to research this possibility with J. Haverstock to see what other options are available.

Mr. Pearson would like to have clarification of how and why the Town and Fire District are deemed to be “separate entities”.  J. Haverstock reported that he will obtain this definition and research insurance possibilities.

Mr. Pearson exited at 7:04 PM.


J. Haverstock presented information that was received from Dan Adams with regard to the heat loss project that he has been coordinating.  The audit revealed that the improvements would cost approximately $23,000 and an additional $2,900 in lighting improvements.  There are roughly $3,900 in credits available.  The members would like Mr. Adams to be invited to a future meeting to discuss this project.


J. Haverstock reported that there are personnel issues, legal 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 7:37 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 7:37 PM.

The Select Board came out of executive session at 8:12 PM, with no action taken.

The meeting adjourned at 8:12 PM.

The next regular meeting will be held on November 17, 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