Pittsford Select Board
May 15. 2013
The meeting was called to order at 6:30PM by Thomas “Hank” Pelkey, Chairman.
Select Board members present: Thomas “Hank” Pelkey, Jane Cornell, W. Joseph Gagnon, and Allen Hitchcock. Absent: Thomas Hooker.
Also present: David Flanders, Michelle Flanders, Shawn Erickson, John Haverstock and Kelly Giard, Recording Secretary.
Thomas “Hank” Pelkey, Chairman, called the meeting to order at 6:30 PM.
The Select Board minutes from the May 1, 2013 meeting were signed, with no corrections.
The orders in the amount of $1,313,671.82 and $9,658.81 (Payroll) were approved, with the following discussion:
A. Hitchcock inquired about the sludge removal costs. J. Haverstock reported that one expense was for the Wastewater Treatment Facility and the other expense was for the clarifier.
A. Hitchcock also inquired about the expense for police equipment. J. Haverstock reported that a black patrol ready bag and accessory tool belt were purchased.
J. Gagnon inquired about the expense for MXUS. J. Haverstock explained that the expense was for antennas for water meters for the expansion project installation of over 40 customers.
TOWN MANAGER’S REPORT
J. Haverstock reported on the following:
- There have been 17 of the 26 well drilling loans closed.
- The water expansion project featured a pre-bid meeting on May 7 – with a walking tour of the property. The bids will be opened on May 14. This topic is on the agenda for further discussion and bid award.
- The box culvert project featured a pre-bid meeting on April 26 with a bid opening on May 8. This topic is on the agenda for further discussion and award.
- The paving project bids were opened on May 10. This topic is on the agenda for further discussion and bid award.
- The bids for the purchase of the McPhee tax sale property were opened on May 10. This topic is on the agenda for further discussion and bid award.
- The Maple Museum will be hosting an Open House from Friday through Sunday, May 17 – May 20.
- The property located at 264 Plains Road has been transferred to the VT Housing Finance Administration, which plans on razing the property in the near future.
- A proposal is expected in the near future with regard to the Fire Station. A roofing contractor has assessed the roof and will be submitting a proposal to include the replacement of the current roof, as well as temporary repair measures.
- The Town Manager will be out of the office on May 16 and May 17 to attend a Town Manager’s Conference.
- The Town Manager will be out of the office from May 28 through May 31 on vacation.
- The Town Office and Town services will be closed on May 27 in observance of Memorial Day.
None presented at this time.
Review of Transfer Station Operations:
J. Haverstock indicated that the final details with regard to the Earth Waste Systems proposal for the transfer station operations are expected for review at the June 5 meeting. A. Hitchcock inquired about the length of the current proposal. J. Haverstock indicated that the term featured in the EWS proposal is for 5 years.
Review Bids on Meadow Lake Road Culvert Replacement Project and Select Contractor :
J. Haverstock reported that the bids were opened on May 8 with regard to the Meadow Lake Road box culvert project. The low bid was reviewed by VTRANS and the references were contacted. Shawn Erickson and J. Haverstock both recommend that the bid be awarded to the low bidder, Jack Bowen Excavating.
Motion by J. Gagnon and seconded by A. Hitchcock to award the bid to Jack Bowen Excavating with the bid price of $20,520. Motion passed unanimously 4 – 0.
Review Paving Bids and Select Contractor:
J. Haverstock reported that the paving bids were opened on May 10 with regard to the paving project season. S. Erickson explained that the low bidder, Pike Industries, submitted a bid that included the use of RAP in violation of the Town’s express instructions. S. Erickson explained dissatisfaction with RAP and the consequences of its use.
Motion by J. Gagnon and seconded by A. Hitchcock to accept the paving bid from Wilk Paving, Inc in the amount of $68.71 per ton. Motion passed unanimously 4 – 0.
Review Bids to Purchase McPhee Tax Sale Property:
J. Haverstock reported that the bids were opened on May 10, and advertised via a process that was explained by J. Haverstock.
Motion by A. Hitchcock and seconded by J. Cornell to accept the bid from Raymond Page, of Vermont Survey Consultants, LLC, in the amount of $3,700.
Mr. Flanders expressed concern that the high bidder does not own property in Town and that Mr. Flanders is an abutting property owner. J. Haverstock indicated that the advertisements outlined no prohibition against out-of-town bidders. Mrs. Flanders expressed concern about the area wells and indicated that she and her husband had bid on the property to preserve the wells.
J. Gagnon reclused himself as he owns land behind the subject property.
Motion passed unanimously 3 – 0 – 1 (Gagnon).
J. Haverstock indicated that the Flanders would be contacted, as they were the second highest bidder, in the event the closing with Mr. Page does not occur.
Mr. and Mrs. Flanders exited at 6:55 PM.
Review Bids on Water System Expansion Project and Select Contractor:
J. Haverstock reported that the water system expansion bids were opened on May 14. There were 7 bids received, which were reviewed by Mark Youngstrom. The lowest bidder was Champlain Construction of Middlebury, with a bid of $208,546.03.
Motion by J. Gagnon and seconded by J. Cornell to accept the bid from Champlain Construction of Middlebury, in the amount of $208,546.03. Motion passed unanimously 3 – 0 – 1 (Pelkey). Chairman Pelkey recused himself from this discussion and vote.
Shawn Erickson has located a used leaf vacuum for sale. Information is included in the packet for review. S. Erickson explained some uses, to include cleaning of roadsides to save material while grading; save man hours and labor; and to keep roadsides and culverts clear from leaves and debris. The propellers and “skin” will need to be replaced in the future, which will cost approximately $1,500. The Highway Department staff can construct a box to collect the debris.
Motion by A. Hitchcock and seconded by J. Cornell to check with the Town of Pittsford, NY on availability of the unit and to authorize the Town Manager to offer up to $6,500 for the item. Motion passed unanimously 4 – 0.
J. Haverstock reported that there is a Police Department personnel issue and a legal issue with regard to the Vermont Fire Academy sewer allocation to be discussed in Executive Session.
T. Pelkey made a motion and seconded by A. Hitchcock to go into Executive Session for personnel and legal issues, where premature knowledge would be damaging to the Town and that may be jeopardized by public disclosure.
In accordance with 1 VSA 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 at 7:09 PM.
The Select Board exited Executive Session at 7:21 PM.
The meeting adjourned at 7:21 PM.
The next meeting will be held on June 5, 2013.
Kelly Giard, Recording Secretary
Thomas “Hank” Pelkey, Chairman
Allen Hitchcock, Vice Chairman
W. Joseph Gagnon, Selectman
Jane Cornell, Selectman
Thomas Hooker, Selectman