Meeting Minutes : Select Board

January 4, 2012

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 and Linda Weeden.  Absent: Allen Hitchcock.   Also present: Lucia Suarez, Lee Kahrs, Jane Cornell, John Haverstock, and Kelly Giard – Recording Secretary.



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



The Orders in the amount of $123,482.52 and payroll in the amount of $10,296.01 were signed, with the following comments:


L. Weeden inquired about the expense for a chipper assembly pump.  J. Haverstock indicated that this was a repair was necessary and was not a warranty item.


L. Weeden inquired about the expense to Keith’s Country Store for a gift card.  J. Haverstock indicated that this was for a holiday gift for a part-time employee.


L. Weeden inquired about the expense for a new meter installation.  J. Haverstock reported that this is part of the water project.


J. Gagnon inquired about the expense to Markowski Excavating for water service upgrades.  J. Haverstock indicated that this was funded by the grant.


J. Gagnon inquired about the expense for K-9 training.  J. Haverstock explained that this $32.00 item was for two charges for meals and related miscellaneous charges that occurred when Officer Jeffrey Warfle was at the Police Academy.



J. Haverstock reported on the following:

  • The Dodge Durango has been received.  Currently, the vehicle is being outfitted with the necessary decals and equipment before being put into service.
  • Interviews are on-going for the part-time hours that were previously held by Officer Jeffrey Warfle.
  • There are new e-mail addresses listed on the website for the Town employees.
  • Eligible employees have begun health insurance coverage with MVP Health.



None stated at this time.



Continued Discussion of Budget Preparations:

J. Haverstock presented in the packets for review an updated draft of the budget.  Some highlights include:

  • Balancing of the General Fund and the Water and Sewer budgets.
  • A possible shortfall of $75,000 in the Highway Fund.  There were possible options discussed to avoid a shortfall.


The Select Board members expressed a preference for a slight increase in the taxation after several years of level-funded budgets as opposed to disrupting any planned road maintenance projects.


Conversion of the Equipment Rental Fund:

J. Haverstock explained the conversion of the Equipment Rental Fund.  Chad Hewitt from Sullivan & Powers has been consulted and reviewed the proposal.


Currently, there is approximately $150,000 in cash in the fund.  The proposal is to transfer $125,000 of this amount and to the Highway Capital Reserve Account and the remaining funds to the Water Truck Replacement Fund.


Motion by L. Weeden and seconded by T. Hooker to place $125,000 in the Highway Capitol Reserve Account and the balance in the Water Truck Replacement Fund.  Motion passed unanimously 4 – 0.


Discussion of Highway Truck Bids:

S. Erickson has approached J. Haverstock regarding the purchase of a new truck.  A memo was in the packet for review explaining the previous bid process in late 2009.

Following much discussion, further discussion on this topic was tabled until the February 1, 2012 meeting.



Loan Modification Agreement:

J. Haverstock reported that this was in relation to the sewer project to extend the interim loan’s maturity date until the USDA loan closes. The extension is required due to the winter shutdown.


Motion by T. Hooker and seconded by J. Gagnon to approve.  Motion passed unanimously 4 – 0 and the documents were signed.


Discussion of Access Right of Way:

An application for Access/Right of Way Permit was received from VELCO/Markowski Excavating for property on the West Creek Road 2,000 feet from the intersection with Hollister Quarry Road. A map was received and reviewed with the application.


Motion by J. Gagnon and seconded by T. Hooker to approve the application as presented, with the conditions as stated by Shawn Erickson.  Motion passed unanimously 4 – 0.



J. Haverstock reported that currently the General Fund expenses are at 51.4% of budget; the Highway Fund revenues are at 99% of budget; the Highway Fund expenses are at 69% of budget.



J. Haverstock reported on the Special Appropriations status.  Currently, letters have been received by all of the previous requestors.  There is one that is requesting less funding; one that has requested under a different name; and one that is asking for an increase in funding.



J. Haverstock reported that there are Personnel Issues and Town Report discussions, thus recommending Executive Session.


T. Pelkey made a motion and seconded by J. Gagnon to go into Executive Session for Personnel Issues and Town Report discussions where premature knowledge would be damaging to the Town that may be jeopardized by public disclosure at 7:25 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 Issues and Town Report discussions at 7:25 PM.  J. Haverstock was invited to remain for Executive Session.


The Select Board exited Executive Session at 7:38 PM with the no action taken:

The meeting adjourned at 7:38 PM.

The next regular meeting will be held on January 18, 2012.


Respectfully Submitted,



Kelly Giard, Recording Secretary


Thomas “Hank” Pelkey, Chairman


Allen Hitchcock, Vice Chairman


W. Joseph Gagnon, Selectman


 Thomas Hooker, Selectman


Linda Weeden, Selectman