Meeting Minutes : Select Board

Select Board

September 7, 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:  Lucia Suarez, J. Paul Darby, Jr., Dorothy Parkinson, John Hale, Virginia Anderson, Jeff Warfle, Mark Youngstrom, Charles “Butch” Shaw, Tom Carrara, Terry White, and John Haverstock.


The minutes from the August 17, 2011 meeting were signed with no corrections.


The Orders in the amount of $98,912.17 and payroll in the amount of $11,059.04 were signed, with the following comments:

L. Weeden inquired about the expense to Foster Motors for the police cruiser radiator motor.  J. Haverstock explained that two radiator motors needed replacing on the vehicle.  L. Weeden also inquired about the expense to Galls, Inc. for the police holder/glove carrier.  J. Haverstock indicated that he spoke with Helen McKinlay regarding this expense and this was for Brent Garrow to complete the uniform belt.  L. Weeden inquired about the expense for backhoe seat slide and backhoe windowpane.  J. Haverstock will speak with Shawn Erickson to determine if this was in relation to a possible vandalism.

J. Gagnon inquired about the expense for a curb box and supplies.  J. Haverstock indicated that this was for supplies for future use.  J. Gagnon inquired about the expense for an excavator rental.  J. Haverstock indicated that there has been some culvert replacement work on Depot Hill Road.  J. Gagnon inquired about the sludge removal expense and inquired if this was storm-related.  J. Haverstock indicated that Bob Berardo had requested the levels be brought down in anticipation of increased inflow.  J. Gagnon inquired about the expense of soccer uniforms for the Recreation Department.  J. Haverstock explained that these expenses are usually returned through sponsorships and participation fees that are paid.  J. Gagnon inquired about the expense for the fire horn lease.  T. Hooker indicated that this was for the outside horn for the system.


J. Haverstock reported on the following:

  • Completion of the water project was anticipated to occur in October, however, this project has been put on hold due to Tropical Storm Irene recovery.
  • Phase 2 of the sewer project broke ground on the lower end of Arch Street during the week of August 15 and will proceed northward.  Tropical Storm Irene forced Belden Construction to be pulled from this project to assist with more critical roadwork in Mendon.  The hope is that the company will be able to return to this project during the week of September 12.  T. Hooker indicated that having the road closed causes an issue with the fire department access.
  • The “Iron Master” bridge has been rehabilitated and a new membrane has been installed and the paving is complete.  Furnace Road is open to traffic and driveway transition work has been done by the Highway Department.
  • All 4 covered bridges in Town were in contact with swollen waters related to Tropical Storm Irene.  An engineering team from DuBois & King inspected the bridges and the 3 Town-owned bridges have been determined to be sound and able to handle the posted weights for vehicular traffic.  The Fire Department was able to assist the engineers in visiting these bridges through high water.
  • All Town roads were open and passable by Wednesday, August 31, with the exception of the approaches to Cooley, Gorham and Depot Hill bridges.  Residents were encouraged to use caution when driving on dirt roads due to caved-in shoulders.  Work will continue to restore the roads to “pre-storm” condition.
  • Thanks to the Fire Department under the direction of Chief Tom Hooker, Emergency Management Coordinator Odell Johnston, Highway Foreman Shawn Erickson, Water Superintendent Bruce Babcock, Wastewater Treatment Operator Bob Berardo, Select Board Chair Hank Pelkey and many others who handled the storm and its aftermath.  Also a thank you to OMYA for their offer of assistance in dealing with the storm impacts.  Mutual Aid assistance was given to Mendon by Greg Eastman, to Chittenden by Shawn Erickson, and to Rutland City by Bruce Babcock.  The tandem truck was used to haul materials for Mendon and Chittenden.  Officer Brent Garrow spent a number of hours helping in the search of the missing man associated with the Rutland City Water Department.
  • The Town website includes a link for residents seeking state and federal assistance.  J. Haverstock listed a number of sources and resources that are available.
  • The Town’s annual audit is approximately half completed.
  • The Transfer Station operations have been tightened up.  Cash is no longer accepted and a receipt system that has been implemented.
  • There is a vacancy on the Water & Sewer Commission and anyone interested should speak with the Town Manager.
  • Lothrop School will be celebrating the 100th anniversary on Sunday, September 11, 2011 from 2 – 4 at the school.
  • The Bowen-Walker Homegrown and Handmade Harvest Fair will occur on Saturday, October 1, 2011 from 10 AM – 4 PM on the Town Green.
  • The Rutland County Solid Waste District will be conducting a household hazardous waste collection over the weekend at the transfer station in Rutland Town from 8 AM – 4 PM.
  • T. Pelkey also wished to thank the Fire Department for their efforts in assisting with Tropical Storm Irene.
  • L. Weeden wished to thank the Highway Department for their efforts in assisting with Tropical Storm Irene.
  • A. Hitchcock inquired about the effect on the Transfer Station of recent changes in procedures.  J. Haverstock indicated that Operator Rivers has indicated that some residents have been turned away.  A. Hitchcock recommended that there should be a comparison with what is hauled by Casella and is hoping that there is no increase in dumping on the roadsides.
  • L. Weeden indicated that residents with damage need to register with FEMA first before calling 2-1-1.  J. Haverstock encouraged residents to be aware that conmen are also out there posing as FEMA representatives.  T. Hooker added that there should be NO money given initially by residents.


None stated at this time.


Proctor Water Study Update:

Mark Youngstrom from Otter Creek Engineering presented the findings of the Proctor Water Study to the Select Board and a summary of the report was presented to the residents in attendance.

Mr. Youngstrom explained the purpose of the project and explained the findings and recommendations.  A copy of the summary is available for review at the Town Office.

Potential Adoption of Hazard Mitigation Plan:

Motion by A. Hitchcock and seconded by T. Hooker to adopt the Hazard Mitigation Plan as presented.  Motion passed unanimously 5 – 0.

Recission of Road Naming (Hidden Hollow Road):

The road naming occurred at the meeting on August 17, 2011.  J. Haverstock explained the reason for the proposed rescission.  The Board unanimously agreed to recind the name Hidden Hollow Road, however, J. Haverstock reported that Gordon Delong has issued numbers to the area in the event that emergency services are called.


Consider Adoption of Police Policy & Procedures Manual:

J. Haverstock reported that he was approached by Chief Warfle and Officer Jeff Warfle to adopt a policy in view of the establishment of a Police Department.

Jeff Warfle was present and explained the various highlights of the policy.  The policy was written by the Vermont League of Cities and Towns.

T. Pelkey advised that the members of the Select Board review the policy before adoption.  J. Haverstock will make copies available to the members for review and the topic will be discussed at a future meeting.

Highway Access Right of Way Permit Application:

A request was received from Mr. White on Elm Street.  A map was received with the application for review.  The Highway Foreman approved with the stipulation that the grade of the driveway slope be directed away from the Town highway.  Motion by T. Hooker to approve with the conditions as recommended by the Highway Foreman and seconded by J. Gagnon.  Motion passed unanimously 5 – 0.


Jeff Warfle discussed the K-9 funding and to attempt to clarify any misconceptions that may have occurred regarding his prior statement that the K-9 Unit would not cost the Town any money.


J. Haverstock reported that there are Contractual Issues, 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, Contractual and Personnel Issues where premature knowledge would be damaging to the Town that may be jeopardized by public disclosure at 8:06 PM.   The motion was unanimously passed.  Shawn Erickson and J. Haverstock were 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,  Personnel and Legal Issues at 8:06 PM.

Shawn Erickson exited at 8:14 PM

The Select Board exited Executive Session at 8:43 PM, with the following action taken:

  • A. Hitchcock made a motion to award Highway Crew Member, Chad Eugair the Master Skills rate of an additional $1.50 per hour.  Motion seconded by J. Gagnon.  Motion passed 5 – 0.
  • J. Gagnon made a motion to ask the Fire Chief to pay $21,000 from the Denison Fund to satisfy its pledge to pay $28,000 toward the 2008 Fire House renovations done by Naylor & Breen, with the Town forgiving the balance of $7,000.  There was no second to the motion.
  • A. Hitchcock made a motion to ask the Fire Chief to pay $14,000 from the Denison Fund to satisfy its pledge to pay $28,000 toward the 2008 Fire House renovations done by Naylor & Breen, with the Town forgiving the balance of $14,000.  The motion was seconded by T. Pelkey.  The motion failed, with a vote of 2 in favor (Hitchcock and Pelkey); 1 opposed (Gagnon); 1 abstention (Weeden); and 1 recusal (Hooker).

The meeting adjourned at 8:43 PM.

The next regular meeting will be held on September 21, 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