Meeting Minutes : Select Board

October 5, 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:  Tom Carrara, Dorothy Parkinson, Jack Rogers, Bob Harnish, Mike Warfle, Jeff Warfle, and John Haverstock.



The minutes from the September 21, 2011 meeting were signed with no corrections.



The Orders in the amount of $237,387.51 and payroll in the amount of $11,879.93            were signed, with the following comments:


A. Hitchcock inquired about the usage of crushed stone.  J. Haverstock reported that most of it went to Fire Hill, and the remaining to Sugar Hollow Road, Hollister Quarry Road and some in East Pittsford.  The uses were mainly Tropical Storm Irene-related and are subject to FEMA reimbursement.


J. Gagnon inquired about the expense for the sewer line maintenance on Plains Road.  J. Haverstock indicated that this is an on-going issue and there is a possibility of the issue being resolved through funds that may be available through the Sewer Project.   J. Haverstock indicated that this maintenance is performed on a quarterly basis.


A. Hitchcock inquired about the engineering expense for Kendrick Dam.  J. Haverstock indicated that this is a partial payment for the sediment analysis work. The expense is a subject to reimbursement through grant funding.



J. Haverstock reported on the following:

  • Phase II Sewer contractor, the Belden Company, had left the project site due to Tropical Storm Irene to help with other more urgent projects.  The contractor has now returned to the site and has 2 crews on Arch Street.  Mike Smith has been contacted with regard to the month-long absence and the effects on the project schedule.  This information will be forthcoming.
  • The Fall newsletter has gone out.  A “thank you” is due to Linda Drummond and all who assisted in getting this put together.
  • The Town Manager was out with FEMA representatives looking at storm damage.  Information was given for the submission of bills for reimbursement and this will be compiled in the coming weeks and submitted.
  • There will be a variety of fundraising events occurring in the month of October to assist Tropical Storm Irene victims.  The Fire Department is donating a portion of the Haunted House revenue (October 21 – 22; 28 – 29).  There will be a variety of events occurring on October 8 through Town.  T. Hooker indicated that over $27,000 has been raised as of the time of the meeting.
  • The Town Clerk/Treasurer’s Office and the Town Managers office will be closed on October 6 to allow employees to attend Town Fair activities in Killington.  Peg Flory will be recognized as Vermont’s Legislator of the Year at the event.
  • The Town Offices and services will be closed on October 10 in observance of Columbus Day.
  • On October 4, 2011, Amy Loomis, Zoning Administrator submitted her letter of resignation, effective October 27.  The position has been posted on the Town and VLCT websites.  Anyone interested should contact the Town Manager for consideration.
  • The Town has received a refund of $180 of unused insurance for the Ford F-550 truck that was sold.
  • A large bull moose has been seen in Pittsford and a bald eagle was sited in the area of the Depot Hill bridge.



Dorothy Parkinson asked for clarification of the status of the Denison Fund repayment to the General Fund.  T. Pelkey indicated that the Fire Department has agreed to repay $25,000 to the General Fund, which was pledged at the time of the original project commitment.  Tom Carrara inquired when this would occur.  T. Pelkey referred this to Helen McKinlay.


T. Carrara inquired about the status of the shooting range at the Police Academy.  T. Pelkey indicated that this should be discussed with the Police Academy officials.


Residents inquired about the variety of events that will be taking place this weekend for the Storm Irene victims.  T. Hooker explained the events and locations.


T. Carrara inquired about the cost of the paving work and bridge repair that was done on Furnace Road.  J. Haverstock reported that the expense was $190,046.78.  There was discussion concerning this expense.   The expense detail will be discussed with Mr. Carrara at a future time.



Update on COPS Grant Application:

Chief Warfle indicated that a COPS grant award in the amount of $212,742 had been awarded to Pittsford.  The Select Board members were given copies of this information in their packets for review.  There were 8 Vermont towns that received this grant funding.  The Grant-funded full-time officer position must be posted in the Town Office for 5 days.  J. Haverstock explained further steps with regard to the implementation of the grant.  These steps will be forthcoming in the next few days.


Chief Warfle asked that the Select Board adopt an ordinance dealing with monetary penalties for those possessing a small amount of marijuana. Chief Warfle indicated that this would generate revenue for the Town and would lessen the load in the courtroom and the State’s Attorney’s Office.  T. Pelkey asked for a sample ordinance.  Chief Warfle indicated that he can supply one for review.

Chief Warfle inquired about some comments that were submitted by members of the Select Board with regard to the Police Policy Manual that is being reviewed and revised.  Chief Warfle would like to review the changes at the meeting of October 19, 2011.


Discussion of Size, Composition of Police Cruiser Fleet:

Chief Warfle inquired what types of vehicles would be used in the upcoming winter months.  The pricing information on the proposed purchase of a 4WD vehicle was included in the packets for review.  Chief Warfle explained that the New Jersey vendor that is being considered installs the lights, etc. and the Town would only have to place decals and lights.
T. Pelkey explained that in the past, there were multiple vehicles in the fleet, and with the implementation of a full-time officer and approximately 4 part-time officers, an additional vehicle may be necessary.  T. Hooker indicated that an SUV is needed in the wintertime.


Motion by T. Hooker to purchase a 4-wheel drive vehicle and keeping the current police cruiser for the police department.  Motion seconded by T. Pelkey.  L. Weeden expressed concern that when the COPS grant was discussed, there was an understanding that there would be no additional cost and there was only one vehicle at the time.  T. Pelkey indicated that there should be an additional vehicle for when there are multiple officers on duty.  Chief Warfle indicated that two vehicles would be utilized when necessary.  One example would be for the Haunted House coverage where one vehicle could assist in the parking and the other vehicle could be patrolling the Town.  The members of the board agreed that there needs to be regulations in place for the use of the vehicles, and these should be included in the manual that is being drafted.


J. Gagnon inquired if there would be a considerable amount of time that 2 vehicles would be used simultaneously with the implementation of the full-time officer.  Chief Warfle explained that one vehicle could be utilized, if absolutely necessary.  Chief Warfle indicated that the current vehicle could have problems in the winter months and the SUV would be a better vehicle for inclement weather.


D. Parkinson inquired what would happen if the current vehicle were to break-down without a back-up vehicle and believes that the Police Department deserves the support that the Fire Department gets from the taxpayers.


A. Hitchcock explained, that with the additional officer, more miles would be logged.


J. Haverstock asked the Select Board to specify which features should be present in a purchased 4WD vehicle.


T. Carrara inquired if there would be three bids sought for the purchase of the vehicle.  T. Pelkey indicated that the bid process would be followed in this purchase.


L. Weeden inquired how long the current bids are valid.  Chief Warfle indicated that these bids are valid for 30 days.


Motion carried on a vote of 4 – 1 (Gagnon opposed).



Discussion of Certificates of Occupancy:

The Listers have discussed Certificates of Occupancy with the Town Manager.


Jack Rogers explained the proposal and presented written documentation to the Select Board members.


T. Pelkey requested a copy of the City of Rutland ordinance for review and tabled this topic to a future meeting.


Approval of Errors & Omissions:

There was one error and omission presented by the Listers.

It requested that the error and omissions approved by the Select Board on September 21, 2011 regarding Parcel 1153 (Wolfe) be corrected by changing the new valuation to $62,100.00.


Motion by T. Hooker and seconded by A. Hitchcock to accept the errors & omissions, as presented by the Listers.  Motion passed unanimously 5 – 0.


Discussion of the Possible Refinancing of the Bond Debt:

J. Haverstock indicated that the Treasurer’s Office is working on an application for the refinancing of older sewer bonds to lower the interest rates.  This would save the Town tens of thousands of dollars over time.


These documents are not currently available for review and there is a possibility of a special meeting next to discuss this topic before the October 14 deadline.


Application for Right of Way Access Permit:

An application for Right of Way Access has been received from Linda and Bill Drummond and Laura Lang for property located at 3224 US Route 7 and the access would be from Randall Park.


Motion by J. Gagnon and seconded by T. Hooker to approve the application with the conditions set-forth by the Highway Foreman.  Motion passed unanimously 5 – 0.



None presented at this time.



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


T. Hooker 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 7:32 PM.   The motion was unanimously passed.


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 7:32 PM.


J. Haverstock, Atty. Jack Facey, Atty. Gary Kupferer, Senator Margaret “Peg” Flory, Jack McCamley and Jane Patch were invited to remain for Executive Session.  Senator Flory exited at 8:02 PM; Atty. Facey, Atty. Kupferer, J. McCamley, and Jane Patch exited at 8:21 PM.


The Select Board exited Executive Session at 8:31 PM, with no action taken.


The meeting adjourned at 8:31 PM.


The next regular meeting will be held on October 22, 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