Meeting Minutes : Select Board

December 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, Mike Warfle,  Helen McKinlay (6:43 PM), John Haverstock, and Kelly Giard – Recording Secretary.


The minutes from the November 16, 2011 meeting were signed, with no corrections.


The Orders in the amount of $1,662,312.64 and payroll in the amount of $13,580.19 were signed, with the following comments:

L. Weeden inquired if the amount of the Firemen’s stipend was an increase over last year.  T. Hooker indicated that there was a lot of coverage required during the Tropical Storm Irene event.  J. Haverstock reported that some of this expense may be FEMA eligible and will be submitted with the rest of the information for the request for reimbursement.

L. Weeden inquired about the expense to Ferguson Waterworks.  J. Haverstock indicated that this expense was for 2 items that were related to the water project on Route 7.  Approximately 5 of the 11 services have been replaced, with the remainder to be replaced in the spring.

L. Weeden inquired about the expense from various vendors for the purchase of winter sand.  J. Haverstock explained that there is a mixture that is used and its components were available from multiple vendors.

L. Weeden inquired about the expense to TC Plumbing and Heating for water main break repair.  J. Haverstock explained that this was a break that occurred during work that was being conducted on Depot Hill Road by the Highway and Water Departments.

L. Weeden inquired about the expense to the Police Academy for Spillman dispatch.  Chief Warfle explained that this is to have someone to train the officers with the usage of the computer system.

J. Gagnon inquired if there were quotes received for the recent purchase of tires.  J. Haverstock read the 3 quotes that were received.


J. Haverstock reported on the following:

  • The final portion of the water project was in the works from November 9 – November 28 and was shut down for the winter season.  The remainder of the project is anticipated to be completed in the spring.
  • Phase I of the sewer project is complete with the digester covers being installed.  Phase II is underway.  Pleasant and Arch Streets have been patch-paved for the winter plowing season.  The Elm Street pump station portion is underway and will continue until approximately December 23, at which time the project will be shut down until spring.  The pump station will come on-line in April.  A sewer project meeting occurred on November 29, with the Fire Chief, Assistant Fire Chief, and Highway Foreman in attendance at a pre-meeting gathering to discuss a paving apron near the Fire Station and Highway Garage.  Letters have been sent to the residents of Arch and Pleasant Street to provide a status report and ask for continued patience until the project is completed next summer.
  • VLCT met with the employees that are currently enrolled in the Town’s health insurance program.  The remaining portions of this discussion were deferred to Executive Session.
  • There will be a staff meeting on December 15, 2011 at 9:00 AM and the members of the Select Board were invited to attend.
  • Interviews for the full-time police officer position will begin on December 8.
  • Shawn Erickson and Linda Drummond have begun compiling the information required for the FEMA reimbursement submission.
  • The Rutland County Solid Waste District has certified the Transfer Station for another 10 years.

L. Weeden inquired if there has been any reimbursement received in relation to the accident that occurred on the corner by the library.  J. Haverstock indicated that the information has been submitted to the insurance carrier for the truck that was involved and a reply is expected soon.

J. Gagnon inquired about the status of the Arch Street paving.  J. Haverstock indicated that the winter patch paving occurred on November 17 to prepare it for winter plowing and maintenance.  The project will begin again in April and the permanent paving will occur in early August, 2012.

A. Hitchcock thanked J. Haverstock for sending the letters to the residents of Arch and Pleasant Streets.


None stated at this time.


Discussion of Police Cruiser Purchase:

Chief Warfle was present to discuss the purchase of the police cruiser.  J. Haverstock reported that the Warnock Company could not produce the vehicle as originally quoted.  Chief Warfle indicated that he sought bids for a similar vehicle from local vendors and Foster Motors in Middlebury is able to have a vehicle ready, with the police package, in 3 days.

Chief Warfle explained that there could be some additional funds received in connection with the Governors’ Highway Safety Grant/Click It or Ticket for the department’s participation in enforcement during the major holiday season.

There was discussion concerning the various equipment that was either currently owned or needed purchasing.

Motion by T. Hooker and seconded by T. Pelkey to rescind the prior action to award  Warnock the sale of a police cruiser.  Motion passed unanimously 5 – 0.

Motion by T. Hooker and seconded by T. Pelkey to award the purchase of a new police cruiser to Foster Motors at a cost not to exceed $26,567.  Motion passed unanimously 5 – 0.  J. Gagnon inquired whether adequate funding was available.  J. Haverstock explained that there is enough available in the Cruiser Replacement Fund.

Adoption of Police Policy Manual:

Chief Warfle explained that the notes and feedback from the Select Board members is incorporated into the copy that was in the packets for review.  There was discussion concerning various portions of the manual.

Motion by A. Hitchcock and seconded by T. Hooker to accept the manual, as amended.  Motion passed unanimously 5 – 0.

Chief Warfle exited at 7:03 PM.

Continued Discussion of Budget Preparations:

J. Haverstock gave an update as to recent communications with the auditors.

Each department will be charged with all of their own expenses (payroll taxes, etc.); the current budget draft has been sent to the auditors for review as to steps taken to eliminate/replace the Equipment Rental Fund; a reduction in expenses at the Wastewater Treatment Facility will be realized due to the fact that the recent sewer upgrades have made the decanting more efficient, thus, less sludge hauling and chemicals will be necessary.

Discussion of Health Insurance Package:

VLCT representatives attended a meeting on December 5 with the employees that are currently enrolled in the Town’s health insurance plans.  The employees expressed concerns about whether the proposed plans were “as good or better” than the current policy, as required by the Union Contract.  A proposal has been forwarded to the Union for review.  The remainder of this discussion was deferred to Executive Session.

Other Old Business:

J. Gagnon inquired if there were any totals with regard to the Tropical Storm Irene fundraisers.  T. Hooker indicated that there was no Select Board involvement in this effort. There was discussion and it was determined that the remainder of this topic be deferred to Executive Session.





Errors and Omissions:

The Listers submitted a request for the following changes:

            Parcel 0697 – changing the property value from $110,900 to $102,800 to reflect a sale transfer from Bruce Paynter to Clarence Greeno of a .29 acre parcel.

            Parcel 0546 – changing the property value from $181,600 to $189,300 to reflect the purchase transfer by Greeno from Paynter of .29 acres.

Motion by T. Pelkey and seconded by J. Gagnon to approve the proposal as presented.  Motion passed unanimously 5 – 0.


Discussion of Town Clerk’s Office:

Helen McKinlay was present to request shelving units for the vaults.  The proposal cost is $9,775 for the upstairs vault and $5,145 for the downstairs vault.  The total for the project is $14,920 and there is funding available in the Land Record Restoration fund to cover these costs.

J. Gagnon inquired if there were any bids received or research done.  H. McKinlay indicated that there was research done and there is only one supplier for these units.  Motion by A. Hitchcock and seconded by T. Hooker to accept the proposal as stated.  Motion passed unanimously 5 – 0.

Discussion of Paving Bids:

J. Haverstock noted that Mike Smith had presented a proposal for paving an “apron” transition in an area near the Fire Station and the Highway Garage from the buildings out to Arch and Pleasant Streets.  The proposal for survey work is $2,000; engineering/design is $2,800; paving by the Belden Company is between $30,000 and $50,000.  Mike Smith recommended the survey and engineering/design work occur in the winter months.  There was discussion concerning the road and the pitch that is involved.

Motion by A. Hitchcock and seconded by L. Weeden to authorize up to $5,000 for the survey and engineering work.  J. Gagnon asserted that this project could be done in-house by the highway crew.  Motion passed 4 – 1 (Gagnon).


None stated at this time.


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

T. Pelkey made a motion and seconded by T. Hooker to go into Executive Session for Personnel and Contractual Issues where premature knowledge would be damaging to the Town that may be jeopardized by public disclosure at 7:23 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 Contractual  Issues at 7:23 PM.  J. Haverstock and H. McKinlay were invited to remain for Executive Session.

H. McKinlay exited Executive Session at 7:45 PM.

The Select Board exited Executive Session at 8:16 PM, with the following action taken:

The Board noted that Tropical Storm Fundraising results would be announced soon.

Motion by A. Hitchcock and seconded by T. Hooker that the Town accept proposed modifications to the two MVP health insurance plans already approved by the Union.

The meeting adjourned at 8:17 PM.

The next regular meeting will be held on December 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