Meeting Minutes : Select Board

December 1, 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, Shawn Erickson, Tom Carrara (6:36 PM), Randy Adams (6:45 PM), John Haverstock, and Kelly Giard, Recording Secretary.


The minutes from the November 17, 2010 meeting were signed with no corrections.


The Orders in the amount of $411,140.32 and payroll in the amount of $9,269.88 were signed with the following comments:

J. Haverstock explained that the expense for the fuel tank valve at the Highway Garage, as questioned at the previous meeting, was also for miscellaneous other parts and labor.  A copy of the invoice was circulated for review.  S. Erickson indicated that three vendors were contacted for prices on this job and the other vendors were extremely busy and Johnson Energy was able to perform the work in a timely manner.

J. Gagnon inquired about the expense of $15,000 to the Hose Company.  T. Hooker explained that this was for a yearly payment to volunteer firefighters to defray their incidental expenses.

L. Weeden inquired about the expense to the State of Vermont for a tax adjustment.  J. Haverstock will research this expense.

A. Hitchcock inquired how a resident would need a tax credit of nearly $6,000.  J. Haverstock will research this with Helen McKinlay.  J. Haverstock reports that the tax revenues are currently at 98% collected.

A. Hitchcock inquired if the items listed as “appropriations” were what was voted upon at Town Meeting.  J. Haverstock confirmed that these were voted on at Town Meeting.


J. Haverstock reported on the following:

  • The water project is nearing completion, with Contractors’ meetings scheduled for December 14.  There have been contingency funds earmarked for some work to be performed on Route 7 in the spring.  The automated controls will be installed at the Florence pump station so this will operate when pre-determined level is reached at the reservoir.
  • A Notice of Award was issued to Neil H. Daniels Company for the proposed Sewer Project.  The Request for Bids for the Elm Street Pump Station and the sewer lines in the area of Arch Street will be sent out in the late winter. The answer from USDA/Rural Development on funding is expected soon.
  • The heating project at the Highway Garage is nearing completion.  The fire-rated room for the burner has been built, Naylor & Breen will be working on the door construction and Overhead Door is ready to install the new doors, once Naylor & Breen is complete with their work.
  • The bids have been sent for the potential purchase of a new 550 truck, with the bid opening to occur on December 3, 2010 at noon.
  • There is an aluminum pick-up truck cap for sale.  This cap was previously used by Doc Potter for his role as Animal Control Officer.  Please contact the Town Manager if there is any interest in purchasing this cap.
  • The receipts for the property taxes are at 98%.
  • Santa will be at the Fire House on Sunday, December 5, 2010 from 1 PM – 3 PM.


Tom Carrara inquired what was being bid on.  J. Haverstock indicated that there are bids being received for the potential purchase of a 550 truck.

T. Carrara inquired of the welfare of Chairman Pelkey.  There was discussion that Chairman Pelkey was just feeling under the weather.


FY 2012 Budget Status Report:

J. Haverstock read the memo that was sent to the members of the Board with regard to the budget preparations aloud.

J. Haverstock explained some of the areas that are unavoidable with regard to increase.  A couple of examples of these increases are in the areas of Legal Fees and employee health insurance.

Discussion of Proposal to Improve Energy Efficiency at Town Offices:

This topic was deferred to Executive Session.


Highway Department Work Plan and Budget Proposal:

S. Erickson explained the proposal for paving projects for the next budget year.  There was much discussion concerning these proposed projects.  S. Erickson explained that once roads are paved, they require maintenance to keep the roads in good condition.

There was a lengthy discussion regarding the paving of Furnace Road.  A part of this discussion was centered around the future of the gravel pit.  J. Haverstock indicated that he recently met with Mr. Steadman from Casella, who indicated that they have missed the deadline to close the gravel pit.  Mr. Steadman indicated that the State had approved a processing plan, which is in effect until December 23, 2010, with a Spring 2011 deadline to plant trees and greenery per the Act 250 permit.  Following much discussion, A. Hitchcock indicated that the State is in charge as to when the permit expires at the gravel pit and not the Select Board.

S. Erickson was asked for a prioritized listing of the proposed roads to be paved.

Recreation Department Work Plan and Budget Proposal:

R. Adams presented the Budget Proposal for the Recreation Department.  Some of the capital expenditures proposed for the future are swim fencing replacement, guard rails along the parking area, a combination basketball court/skating rink, and a new bridge crossing at the Sugar Hollow Brook.

R. Adams explained the general maintenance proposal of diverting some of the funds that are currently being allocated for the mower replacement to increase the lifeguard labor budget (through wage increases and hours of coverage), and a bridge replacement fund.

L. Weeden inquired if the lifeguard costs were off-set by the swim lesson fees that are paid.  R. Adams indicated that these are not off-set through the fees charged.

A. Hitchcock inquired why the income from fees was proposed as being decreased by $3,000.  R. Adams explained that the economy and job losses have affected the attendance at the Day Camps.

J. Haverstock inquired if there could be an increase in fees to the Out-Of-Town users.  There was discussion concerning rates.  R. Adams explained that the residents are charged one rate and the Out-Of-Town users are charged a higher rate.

J. Haverstock indicated that he was recently approached by Joe Pomykala who has used his personal truck at the Recreation Area in the past. This vehicle is no longer owned by Mr. Pomykala and the purchase of a used truck was requested to replace it.  T. Hooker inquired if a trailer could be used behind the Kubota tractor.

J. Gagnon inquired if the erosion project at Sugar Hollow Brook was successful.  J. Haverstock indicated that this was not successful and one recommendation was to have a specified “No Mow Zone” established and young trees planted along the bank.

R. Adams invited the members of the Select Board to the Pittsford Senior Group luncheon to be held on December 16, 2010 at the Police Academy.  R. Adams explained that there are no funds that are utilized from the Recreation budget for organizing senior events.


T. Carrara indicated that a resident had attended the Water & Sewer Commission meeting with concerns over “dirt” in her water.  J. Haverstock explained that a theory had been floated associating such events with occasions that the Florence pump station was activated. However, there has been no confirmation concerning this possibility.  A. Hitchcock indicated that no other similar complaints have been received.


J. Haverstock reported that there are tax appeal issues, Energy Efficiency contracting concerns, and legal issues, thus recommending Executive Session.

T. Hooker made a motion and seconded by J. Gagnon to go into Executive Session for a Lister’s matter and Legal Issues where premature knowledge would be damaging to the town, and contractual issues that may be jeopardized by public disclosure at 7:31 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 tax appeal issues, Energy Efficiency concerns and Legal at 7:31 PM.

The Select Board came out of Executive Session at 8:07 PM with no action taken.


The meeting adjourned at 8:07 PM.

The next regular meeting will be held on December 15, 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