Meeting Minutes : Select Board

MARCH 2, 2011

The meeting was called to order at 6:30PM by John Haverstock, Town Manager.

Select Board members present:  Joseph Gagnon, Thomas “Hank” Pelkey, Allen Hitchcock, Linda Weeden, and Thomas Hooker.

Also present:  Bruce Paynter, Anita Paynter, Matt Harvey (6:43 PM), John Haverstock and Kelly Giard, Recording Secretary



J. Haverstock indicated that the two re-elected incumbents had taken the Oath of Office earlier in the day.


J. Haverstock asked for nominations for the position of Chairman.  T. Hooker nominated T. Pelkey.  Motion seconded by A. Hitchcock.  Passed unanimously 5 – 0.


J. Haverstock asked for nominations for the position of Vice Chairman.  J. Gagnon nominated A. Hitchcock as Vice Chairman.  Seconded by T. Hooker.  Passed unanimously 5 – 0.


J. Haverstock asked for nominations for the position of Recording Clerk.  T. Pelkey nominated Linda Drummond as Recording Clerk.  Seconded by A. Hitchcock.  Passed unanimously 5 – 0.


J. Haverstock asked for nominations for the Official Newspaper.  Motion by A. Hitchcock and to nominate the Brandon/Pittsford Reporter as the official newspaper.  Seconded by J. Gagnon.  Passed unanimously 5 – 0.


The members agreed unanimously to accept the proposed meeting schedule for the coming year.


The members agreed unanimously to make the following appointments, as proposed, with the exception that Wade Mitchell indicated that he would not like re-appointment to the Zoning Board of Adjustment.

  • Animal Control Officers (3): J. Michael Warfle; Lema Carter; vacancy
  • Delinquent Tax Collector: John Haverstock
  • Emergency Management Coordinator: Odell A. D. Johnston, Sr.
  • Enhanced 9-1-1: Gordon DeLong (Coordinator); Rodney Drown
  • Fence Viewers (3): Frank Bovey, Sr.; W. Joseph Gagnon; John C. Fox
  • Fuel Coordinator: John Haverstock
  • Planning Commission: (3 year term):  Patricia Lewis; Donald Nickless
  • Pound Keepers (2): Edward Fox, Frank Bovey, Sr.
  • Town Service Officer: John Haverstock
  • Recreation Committee – 3 year terms (2014): Kathryn Shortsleeves; Jenny Parker
  • Rutland County Solid Waste Representatives: John Weeden. (Alternate – vacant position)
  • Rutland Regional Planning Commission – Patricia Lewis
  • Rutland Regional Transportation Council – Margaret “Peg” Flory;  Alternate: John Haverstock
  • Special Police Officers – Lema Carter, Erik Wilder, Jeffrey Warfle, Brent Garrow
  • Surveyor of Wood – Kenneth Gagnon
  • Town Constable – J. Michael Warfle
  • Tree Warden – Shawn Erickson
  • Tree Warden Assistant – Randal S. Adams
  • Ethics Committee – 3 year terms (2014): Fred Hellmuth; Helen McKinlay; Ronald Smith; David Thompson; Hope Rantanen; (vacant position).  Alternates:  Robert Harnish; Peter Bloodworth.
  • Zoning Administrator – 3 year term (2014):  Amy Loomis
  • Zoning Board of Adjustment – 3 year term (2014):  Richard Conway; Stanley Markowski; James Morale; (vacant position)



The Select Board minutes from the February 16, 2011 meeting were and signed with no corrections.



The orders in the amount of $95,834.75 and payroll in the amount of $10,697.57 were signed with the following discussion:

L. Weeden inquired on the following:

  • The expense to Excel Plumbing & Heating for Lothrop School.  J. Haverstock explained that there were issues when the water meter was installed and the bill will be submitted to Meter & Backflow Services, the meter installation company, for reimbursement.
  • The expense for KME Fire Apparatus.  T. Hooker explained that that was from a minor accident.  The insurance deductible was $500, whereas the bill was only $440.75.
  • The payment to Otter Creek Engineering for the water system upgrade.  J. Haverstock explained that the expense needed to be approved by the Select Board and would be submitted for grant fund reimbursement.
  • The expense for ballasts for the Town Office from Valley Electric.  T. Hooker explained that this was not part of the energy audit.  However, they were requested by Larry McDuff, and are the newer, more efficient ballasts.

J. Gagnon inquired on the following:

  • The expense to Rutland Regional Medical Center for the babysitting course.  J. Haverstock explained that this was a Recreation Department event and the fees would be reimbursed through fees paid by the participants.
  • The expense to Valley Electric for Fire Station exit signs.  T. Hooker indicated that these were replacement signs, and were required by the State.



J. Haverstock reported on the following:

  • There was a monthly progress meeting on February 24, 2011 to discuss the progress of construction at the Wastewater Treatment Facility.  Engineer Mike Smith indicated that Phase I of the 2-phase project is nearly 40% complete.  The bids for Phase II will be sought soon.
  • The bids for the Water Department Office construction were opened on February 15, 2011 and the Water & Sewer Commission held a special meeting on February 22, 2011 and awarded the contract to the low bidder, the McKernon Group, at a project cost of $13,490.
  • There will be a staff meeting on March 10, 2011 at 9:00 AM and all members of the Select Board are invited to attend.
  • The office staff is currently working on a protocol for reporting the dog census, which is an annual requirement.
  • There will be a meeting on the demolition of the Kendrick Dam.  Currently, the Town has no commitment to this project.
  • To follow up on Tom Carrara’s previous concern with regard to the Kendall Hill Road Bridge, the State inspected the bridge in 2010, and will re-inspect in 2012.  The report of the 2010 inspection indicated the bridge to be in satisfactory condition and the cracking that Mr. Carrara indicated was noted in the report.
  • A “thank you” was conveyed to the attendees, moderator, and candidates with regard to the recently held Town Meeting.  The results of the contested races were read.



Bruce Paynter congratulated Allen Hitchcock on his win for re-election.  Mr. Paynter pointed out that there was a discrepancy at the polls when the voting closed and indicated that the candidates were not allowed to watch the counting of notes.  Mr. Paynter indicated that he would be videotaping the event next year.



Town Meeting Review:

Moderator Matt Harvey was present to review the recently-held Town Meeting.  Moderator Harvey indicated that there was concern as to the time taken by the Select Board to make their reports.  However, he feels that this is something that requires time so residents get the proper information.


Moderator Harvey indicated that he would like to include the Town Meeting Guidelines in the Town Report next year, so residents are aware of ground rules prior to the meeting and asked the members of the Select Board for any suggestions.


Moderator Harvey wished to thank the Paynters for their assistance with the audio work.  This was a great help to the residents and folks were able to hear comments as they were made.


T. Pelkey, on behalf of the Select Board, thanked Moderator Harvey for this work on the meeting.

Moderator Harvey indicated that he would like to be more involved with the development and drafting of the School District warning for next year.

Moderator Harvey exited at 6:58 PM.



Appointment(s) to fill Elected Office(s) left unfilled by Election, if needed:

None at this time.



A. Hitchcock reported that he had a resident of Florence indicate that the warning on Depot Hill, for High Water, is down too far and causes a hazard if someone needs to turn around.  J. Haverstock indicated that he would be in contact with Shawn Erickson to see if there is another location that the sign could be placed.


J. Haverstock indicated that there was information in the packets, for future discussion, about the possibility of of machine-operated gates at the Transfer Station entrance. Apparently, some residents are taking advantage of the gate being left open and are dumping at times when the Transfer Station is technically closed.


L. Weeden indicated that a neighbor of hers called to inquire how she could obtain a Town Report.  The resident indicated that her spouse had passed away, and she did not receive a report this year.  J. Haverstock will research the criteria as to how the reports are sent and advise at a future meeting.  Mr. Paynter inquired if there was a requirement to mail the Town Reports.  J. Haverstock indicated that VLCT says that the report has to be “published” and nothing is specific requiring that they be mailed.


L. Weeden indicated that there will be a meeting on March 26, 2011 at the Rutland Library for anyone interested in organizing a 250 anniversary celebration for the Town.  There will be representatives there from the State Tourism division.  L. Weeden recommended that Pittsford hold their event during Columbus Day Weekend as this is very close to the actual date of charter.  J. Haverstock will forward this information to the Pittsford Day Committee, as well as the Recreation Department.


T. Pelkey indicated that a resident had suggested during Town Meeting indicated that the Town should look into outsourcing the duties of the Highway Department.  T. Pelkey made a motion and T. Hooker seconded the motion to appoint Tom Carrara as chairman of a committee to research this possibility.  A. Hitchcock recommended that a member of the Highway crew also serve on the committee.  Motion passed unanimously 5 – 0.



J. Haverstock reported that there is a Personnel Issue to be discussed, recommending Executive Session.

T. Pelkey made a motion and seconded by A. Hitchcock to go into Executive Session for personnel issues where premature knowledge would be damaging to the Town, at 7:10 PM.  The motion was passed unanimously.  J. Haverstock was invited to stay 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 Personnel at 7:10 PM.


The Select Board came out of executive session at 7:31 PM.


No action was taken.


The meeting was adjourned at 7:31 PM.


The next meeting will be held on March 16, 2011.


Respectfully Submitted,




Kelly Giard, Recording Secretary




Thomas “Hank” Pelkey, Chairman



Allen Hitchcock, Vice Chairman



W. Joseph Gagnon, Selectman



Linda Weeden, Selectman



Thomas Hooker, Selectman











2011/ 2012


6:30 p.m. at Pittsford Municipal Building

426 Plains Road

The Select Board meets on the first and

third Wednesday of each month:

March 2, 2011
  16, 2011
April 6, 2011
  20, 2011
May 4, 2011
  18, 2011
June 1, 2011
  15, 2011
July 6, 2011
  20, 2011
August 3, 2011
  17, 2011
September 7, 2011
  21, 2011
October 5, 2011
  19, 2011
November 2, 2011
  16, 2011
December 7, 2011
  21, 2011
January 4, 2012
  18, 2012
February 1, 2012
  15, 2012
March 7, 2012
  21, 2012


This schedule does not include any special meetings that may need to occur during the year.


If you should have any questions regarding schedules or agendas, please contact John Haverstock, Town Manager at 483-6500 Ext. 20.