Meeting Minutes : Select Board

November 17, 2010

The meeting was called to order at 6:30PM by Allen Hitchcock, Vice Chairman.

Select Board members present:  Joseph Gagnon, Thomas Hooker, Linda Weeden, and Allen Hitchcock.   Absent:  Thomas “Hank” Pelkey.  Also present:  Bruce Paynter, Peri Swan, Roberta Scarcello, Marcia McMahon, Pierre Masuy, John Weeden, Tom Carrara, Dan Adams (6:43 PM), Jack Rogers (7:07 PM), John Haverstock, and Kelly Giard, Recording Secretary.


The minutes from the November 3, 2010 meeting were signed with no corrections.


The Orders in the amount of $23,334.09 and payroll in the amount of $9,281.77 were signed with the following comments:

J. Haverstock explained the expense for the soccer coaches, as questioned at the previous meeting, as being for an instructor hired to teach the children fundamental skills.

T. Hooker indicated that the expense of $1,122.84 has been reimbursed to the Town by the Hose Company.

L. Weeden inquired about the expense to Johnson Energy for a Highway Department tank valve.  J. Haverstock explained the valve and its purpose, as was described to him.

L. Weeden inquired about the expense to Price Chopper.  J. Haverstock explained that this is for a small gift for employees for the holidays.


J. Haverstock reported on the following:

  • The water project has another Contractors’ meeting on December 14.  There have been contingency funds earmarked for some work to be performed on Route 7 services in the spring.  A. Hitchcock explained that these were for some services that are fragile and it is hoped that the services are able to withstand the winter weather.
  • Shawn Hendee has successfully passed his Water Operator’s testing and will soon be working on the Sewer Operator’s tests.
  • A bid opening was held on November 12 for the proposed sewer project.  There were 9 bids received and the low bid was $409,000, which was $91,000 below the engineer’s estimate.  The loan and grant funding was explained, as presented to the Water & Sewer Commission at their meeting on November 16.  All funding and grant allocations are Congressional approval-dependent.  A pre-construction meeting is scheduled for November 30.
  • The old heating system has been removed at the Highway Garage.  The new system is currently being installed.  T. Hooker and T. Pelkey met with contractors and inspectors with regard to the setting of the burner system.  The decision was made to place the burner in a fire rated room.  The estimate for the room project is $2,350.  Naylor & Breen will becreating two bay doors at the garage with work beginning at the end of November. The doors are currently on order.
  • The Caverly logging project has shut-down temporarily.  Eric Hansen and J. Haverstock met and toured the project and good results were noted.
  • The budget materials will be distributed on November 19.  Randy Adams and Shawn Erickson will be invited to the Select Board meeting on December 1 for their annual presentations.
  • The packets for the next meeting will be distributed on Monday, November 30, as the Town Offices will be closed on the Friday after Thanksgiving.
  • Linda Drummond was congratulated for her part in the Wellness Program on behalf of the Town.  This award was given by the VLCT at a ceremony recently in Montpelier.


Tom Carrara inquired on the following topics:

The price for the projects at the Highway Garage.  J. Haverstock reported that the estimates total $43,550.

The price for the Sewer Facility projects.  J. Haverstock explained that the $409,000 was for the chlorine contact chamber, the sludge handling system and digester covers.  T. Carrara inquired if there was a different price due to the winter work to be completed.  A. Hitchcock explained that the time was included in the bid packets.  A. Hitchcock explained that the contractor will be ordering the drawings soon and that work can begin after the funding is received.  This step of ordering drawings now will save roughly three weeks time.  J. Haverstock reported that the low-bidder and prospective contractor is Neil H. Daniels Co.

The amount paid for the bagger.  J. Haverstock reported that roughly $2,400 was received and the bagger has been removed.

The status of the Highway Department one-ton truck.  J. Haverstock reported that the vehicle has been repaired and that Shawn Erickson has been instructed to work on specifications for a new vehicle.


Continued Discussion of Highway Vehicle/Equipment Replacement Schedule:

This item was tabled until the auditors are consulted and their information is received.

Discussion of Proposal to Improve Energy Efficiency at Town Offices:

Dan Adams presented a summary of the energy audit that was conducted at the Town Office building.  Mr. Adams explained in great detail the report and noted that the insulation that is currently in the attic has “broken down” for a variety of reasons and would need to be replaced.  Another project would be to replace the light bulbs with energy efficient replacements.

Mr. Adams explained that the savings information that was presented was based on energy 2009 expenses.

J. Haverstock will research the possibility of funding sources for the proposed project.

T. Carrara inquired if the Select Board would be going to bid for this project, as the estimated cost is over $5,000.  The Select Board will discuss this and advise after the December 1 meeting.

Mr. Adams exited at 7:08 PM.

Execution of Agreement Retaining Outside Auditors:

The Select Board signed to retain Sullivan & Powers as the Town’s external auditors.  The original contract has been lost and was re-signed.


Remarks from OMYA:

Pierre Masuy was present to present to the Select Board the happenings over the past several months at OMYA.  Mr. Masuy’s presentation was positive and OMYA hopes to keep lines of communication open with the boards in the Town, as well as its neighbors.

Remarks from Pittsford First Response:

Ms. Swan presented a fiscal report for the past year for the Pittsford First Response.  Ms. Swan explained that there is currently an annual $10,750 appropriation from the Town, of which $2,500 is returned to be held in the Vehicle Replacement Fund.  Ms. Swan indicated that the last vehicle that was purchased by Pittsford First Response did not use such funding was inquiring if these funds could be paid to the First Response now as she has a receipt for the purchase.

Motion by T. Hooker and seconded by L. Weeden to reimburse the Pittsford First Response $5,000, with the stipulation that the money has not already been reimbursed.  Motion passed 4 – 0.

Ms. Swan inquired if the water bill could be reduced as there is rarely any water usage at the facility.  There was discussion regarding this and the water bill will be based on the metered usage, as is the case with all customers.

There was discussion that the replacement fund could be modified to allow use not just from vehicles but also for other expenses.  This change would need to be proposed as an article at Town Meeting.

Ms. Swan inquired if there could be access to the Town’s mailing list to solicit funds from residents.  A. Hitchcock indicated that such appeals could be included in the Town newsletters as they are published four times annually and this inclusion would save the First Response needed funds.  There was discussion as to the various forms of fundraising that the members of Pittsford First Response had in mind.


A. Hitchcock discussed the funding of the sewer project and asked the Board for approval to spend up to $5,000 to have the necessary drawings and materials ordered to begin the process of the project and to issue the Notice of Award to Neil H. Daniels Co.  Motion by J. Gagnon and seconded by T. Hooker to approve.  Motion passed 4 – 0.


J. Haverstock reported that there are Listers’ issues regarding a tax appeal, and other legal issues thus recommending Executive Session.

T. Hooker made a motion and seconded by L. Weeden to go into Executive Session for a Lister’s matter and Legal Issues where premature knowledge would be damaging to the Town at 7:33 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 Lister’s issue and Legal at 7:37 PM.

J. Rogers was invited into Executive Session at 7:41 PM and exited at 7:58 PM.

The Select Board came out of executive session at 8:04 PM with no action taken

The meeting adjourned at 8:04 PM.

The next regular meeting will be held on December 1, 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