Meeting Minutes : Select Board

August 17, 2011

The meeting was called to order at 6:30PM by Thomas “Hank” Pelkey, Chairman.

Select Board members present:  Joseph Gagnon, Thomas “Hank” Pelkey, Thomas Hooker, Linda Weeden, and Allen Hitchcock.   Also present:  John Weeden, Lucia Suarez, Dorothy Parkinson, Butch Shaw, Les Rider, Tom Carrara, Margaret “Peg” Flory, E. Butler, Lee Kahrs, John Haverstock, and Kelly Giard,- Recording Secretary.



The minutes from the August 3, 2011 meeting were signed with no corrections.



The Orders in the amount of $19,692.16 (FY’11); $40,571.57 (FY’12) and payroll in the amount of $11,845.69 were signed with the following comments:


FY ’11:

J. Haverstock reported that the grader tire that was in question at the last meeting was found to be the same tire requiring multiple repairs at different times.


J. Gagnon inquired about the purchase of Fire Protective Clothing.  T. Hooker indicated that this was for 4 sets of fire gear.  T. Hooker indicated that the gear that was replaced will be moved on to the younger members of the Department for use.



J. Gagnon inquired about the uniform rentals and the purchase of Police shirts and pants, as well as the purchase of Highway shirts and sweats.  J. Haverstock indicated that he is not sure which officer received the new uniform for the Police Department.  J. Haverstock also indicated that the Highway shirts were included in the rental fees.  However, he will confirm this expense.


L. Weeden indicated that there was an expense for Crystal Rock Bottled Water for the purchase of coffee.  J. Haverstock reported that this is an ongoing benefit to the Staff.



J. Haverstock reported on the following:

  • Phase II of the sewer project has broken ground on the lower end of Arch Street and will proceed northward.  The Elm Street pump station replacement will occur in November, 2011.  The Water & Sewer Commission held a Neighborhood Concerns meeting prior to the construction.  Residents are reminded that the lower end of Arch Street (from the intersection with Pleasant Street to the intersection of Route 7) is closed to thru traffic and residents should be aware of the traffic control measures in the area.
  • The bridge near the gravel pit on Furnace Road has been repaired with a membrane and paving.  Work on the “Iron Master” bridge will occur in the area between August 18 and August 30.  A. Hitchcock inquired when the paving would occur on the remainder of Furnace Road as there are some rough areas in the area of the bridge.  J. Haverstock indicated that this paving would occur in the fall.
  • The Ford F-550 has been sold on with a net price of $15,725.  This amount will be deposited into the new Highway Vehicle Replacement Fund.
  • Steve Maslack is working on drafting a proposal for drafting specifications for bidders with regard to the heat loss at the Municipal Offices, based on the thermal study that was done at the request of Dan Adams.
  • The Listers will be present at the September 7, 2011 meeting to discuss the possible adoption of a Certificate of Occupancy policy.
  • The Proposed Police Policies, developed in consultation with VLCT, is available for Select Board review.  Chief Warfle will be present at the September 7, 2011 meeting to discuss this matter.
  • Hope Rantanen has submitted her resignation from the Water & Sewer Commission.  This vacancy will be posted and any interested resident should contact the Town Manager for information.
  • Zoning Administrator, Amy Loomis, will be on vacation from August 30, 2011 through September 7, 2011.  Additional office hours will be held on August 29, 2011 from 1:30 PM – 4:00 PM; September 8, 2011 from 4:00 PM – 6:00 PM; and September 9, 2011 from 1:30 PM – 3:00 PM.
  • The Town Offices and services will be closed on Monday, September 5, 2011 in observance of Labor Day.


Tom Carrara stated that the work at the Little Brook Bridge took too long.


Mr. Carrara also expressed dissatisfaction about Hope Rantanen, Bob Harnish, and Helen McKinlay serving on the Water & Sewer Commission as he felt this was a “conflict of interest” as they also serve on the Ethics Committee.


D. Parkinson inquired if the Police Department has any further information with regard to their application for a Federal Grant.  J. Haverstock indicated that there has been no information received to date.



Authorization of Town Manager to Execute Sewer Project Documents:

J. Haverstock explained that legal counsel must confirm the authorization of the Town Manager to execute sewer project documents.  Motion by T. Hooker and seconded by A. Hitchcock to authorize the Town Manager to execute these documents.


Discussion of the Denison Fund Repayment:

J. Haverstock indicated that there was information in the packets for review, with regard to the Denison Fund repayment for renovations that occurred at the Fire Station in 2008.


Motion by A. Hitchcock and seconded by L. Weeden to require the Denison Fund to transfer pledged funding for its share of the renovations done to the Fire House in 2008-2009.  T. Hooker recused himself from voting.  Motion passed 3 – 1.


Butch Shaw indicated that the Fire Department membership voted to not use any principal funds from the Denison Funds and recommended that the minutes of the Select Board be researched to determine whether the Town had failed to meet its prior pledge to match grant funds received by the Fire Department.



Adoption of Town’s Revised Hazard Mitigation Plan:

J. Haverstock indicated that he had met with Shawn Erickson and Tom Hooker approximately two years ago with regard to this document, which was submitted to FEMA for their final approval.  The document has finally been approved.  The Rutland Regional Planning Commission has recommended that the Town approve this document.    T. Pelkey inquired if this was warned as a public meeting.  J. Haverstock indicated that it was posted as an Agenda item.  A. Hitchcock indicated that the document should be reviewed before adoption.  J. Haverstock will submit the complete document in the packets for review prior to the next meeting.


Road Name Request:

Gordon DeLong has received a request from Charity Eugair requesting a road name of Hidden Hollow Road, which will link her property with the property of John Eugair.  Motion by A. Hitchcock and seconded by T. Hooker to approve this request.  Motion passed unanimously 5 – 0.


Retention of External Auditors:

J. Haverstock indicated that the external auditors, Sullivan & Powers, have made a proposal to perform the annual audit.  The proposal increased fees of several hundred dollars over past years.  Motion by T. Hooker and seconded by A. Hitchcock to retain Sullivan & Powers as the external auditors.  Motion passed unanimously 5 – 0.  J. Haverstock indicated that the annual audit has been scheduled for Labor Day week.


Appointment of VLCT Delegate:

Motion by T. Pelkey and seconded by T. Hooker to appoint John Haverstock, Town Manager, as the delegate to the VLCT annual meeting to be held in October.  Motion passed unanimously 5 – 0.



J. Haverstock reported that the General Fund expenses are at 99.7 % of budget and the Highway Fund revenues are at 118% of budget and expenses are at 125% of budget.



L. Weeden inquired about the expense for K-9 Certification charges and was under the impression that the K-9 unit would not cost any more to the Town.  J. Haverstock indicated that this a new policy at the Police Academy to charge for meals unbeknownst to him or the Town and has spoken with Jeff Warfle and he had no intent to mislead the Select Board.  J. Haverstock explained that the Departments have the authority to expend up to $1,000 without Town Manager approval and this expense was to be paid from the Police Department’s budget.



J. Haverstock reported that there are Legal Issues and Personnel Issues, thus recommending Executive Session.


T. Pelkey made a motion and seconded by A. Hitchcock to go into Executive Session for Legal and Personnel Issues, where premature knowledge would be damaging to the Town that may be jeopardized by public disclosure at 7:18 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  Personnel and Legal Issues at 7:22 PM.


The Select Board exited Executive Session at 7:27 PM, with no action taken.

The meeting adjourned at 7:27 PM.

The next regular meeting will be held on September 7, 2011.

Respectfully Submitted,



Kelly Giard, Recording Secretary


Thomas “Hank” Pelkey, Chairman


Allen Hitchcock, Vice Chairman


W. Joseph Gagnon, Selectman


Thomas Hooker, Selectman


Linda Weeden, Selectman