Meeting Minutes : Select Board

Town of Pittsford

Select Board Meeting

June 5, 2013  

The meeting was called to order at 6:30PM by Thomas “Hank” Pelkey, Chairman.




Select Board members present:  Thomas “Hank” Pelkey, Thomas Hooker, Jane Cornell, and W. Joseph Gagnon.  Absent: Allen Hitchcock.


Also present:  Lucia Suarez, Linda Weeden, John Haverstock and Kelly Giard, Recording Secretary.






The Select Board minutes from the May 15, 2013 meeting were signed, with no corrections.   






The orders in the amount of $107,256.52 and $10,592.18 (Payroll) were approved with the following discussion:




            J. Gagnon inquired about the expense for the pole barn engineer.  J. Haverstock reported that this was to examine the proposed area at the Transfer Station to determine the proposed location relative to the FEMA flood plain.  The State has approved the survey and this is a project that the Highway Department staff can build itself, following the permitting process.




            J. Gagnon inquired about the expense for gravel at the Long Trail area.  J. Haverstock explained that Shawn Erickson decided to rebuild the roadbed and add new material.  There have already been compliments from area residents appreciating the work.




            J. Gagnon inquired about the expense to A-1 for the jet service on the sewer line at Plains Road.  J. Haverstock reported that Bruce Babcock recommended doing this occasionally due to the lack of pitch in the area.






J. Haverstock reported on the following:


  • There have been 18 of the 26 well drilling loans closed.  Approximately $70,000 has been received back from the State funding source.  The remaining residents have been contacted to close their loans, if still interested.  Proctor had notified the out-of-district users that they will need to contact a plumber independently to disconnect from the service. Proctor has now agreed to shut-off at the curb; however, an authorization signature will be required.
  • There will be a Water System Expansion Project pre-construction meeting on June 7 at 10:00 AM with representatives from Champlain Construction, Otter Creek Engineering and the Town.
  • The leaf vacuum which the Town of Pittsford, NY considered selling is no longer available.










Linda Weeden explained that she would like to see the cost of the Transfer Station permit be the equivalent of the price of a punch card ($20 for permit/$20 for the 10-punch card).  J. Haverstock pointed out that the prior policy was even more generous than the current one.   J. Haverstock reported that Earth Waste Systems had indicated that there are no revisions to the proposal that was received. However, they have requested the pull data, which was submitted.  J. Haverstock will request the information from both Earth Waste and Casella’s so that discussion and action can occur in the near future.  Casella’s has also expressed a possibility of a second option that may come forth.






Discussion of Solar Project:


J. Haverstock communicated via memo included in the packet that the pending proposal is nearly identical to that which has been proposed to various other towns.  The project is to construct solar panels, producing under 150 kilowatts.  The proposed location is in the area of the Florence water well.  The Vermont Drinking Water regulators have been contacted to determine if it is allowed to have approximately 1 gallon of hydraulic fluid in the area of a potential water source.  Trish Lewis’ energy committee will also be involved in the project.




Discussion of Chittenden Settlement Hearing:


J. Haverstock reported that there has been an agreement reached with regard to the Green Road in Chittenden.  The three involved towns (Pittsford, Pittsfield and Chittenden) need to execute the settlement agreement.  The details were deferred to Executive Session.






Review Bids on Landscaping Work and Select Contractor :


The bids for landscaping services were presented.  Top Dog, the current contractor, has submitted the only bid at $3,415 per year for the requested 2-year term.  This amount covers 8 – 9 locations.  Motion by T. Hooker and seconded by J. Cornell to accept the bid from Top Dog.  Motion passed unanimously 4 – 0.




Review Fuel Bids and Select Supplier:


The bids for diesel fuel, #2 heating fuel and propane were opened on June 5.  The bid information was distributed to the Select Board members for review.  Motion by J. Gagnon and seconded by T. Hooker to accept the bid for diesel fuel and #2 heating fuel oil from Champlain Valley Plumbing (the current supplier) at a price of $.10 per gallon over Valero Rutland rack price with a cap of $3.30 per gallon for #2 heating oil; and to accept the bid of  Proctor Gas, Inc for propane at a fixed price bid of $1.6998 per gallon for an estimated 3,000 gallons delivered to several locations in Pittsford and Florence.  Motion passed unanimously 4 – 0.




Request for Right of Way Access:


A request has been received from Charles Sumner for property located on Old Hubbardton Road for access/right of way.  Shawn Erickson has evaluated the property and indicated that a 15” culvert needed to be installed and that the slope of the driveway must be away from the Town highway.  Motion by T. Hooker and seconded by J. Cornell to approve with Shawn Erickson’s stipulations.  Motion passed unanimously 4 – 0.






J. Haverstock reported that as of early June, General Fund expenses are at 92.18% of budget and Highway budget expenses are at 95.5% of budget.  There was discussion concerning the apron paving in the area of the Fire Station and the Highway Garage that was done at the time of recent sewer project.  The funding for this project will come from the Highway fund balance.






A request has been received from Denise Mahoney to combine two workman’s compensation accounts within the Recreation Department.  The information was submitted to the Select Board via memo for review and the memo recited the account numbers.  The general consensus of the Select Board was to approve the request.






J. Haverstock reported that there are personnel, contractual and legal issues to be discussed in Executive Session.




T. Pelkey made a motion and seconded by T. Hooker to go into Executive Session for personnel, contractual and legal issues where premature knowledge would be damaging to the Town, and for contractual issues that may be jeopardized by public disclosure at for Executive Session.




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, legal and contractual at 6:57 PM.




The Select Board exited Executive Session at 7:07 PM, with the following action:  T.  Pelkey moved to instruct the Town Manager to initial a minor change to the Murphy v. Chittenden Settlement Agreement, as proposed by legal counsel.  Seconded by T. Hooker. Motion passed unanimously 4-0.




The meeting adjourned at 7:09 PM.




The next meeting will be held on June 19, 2013.




Respectfully Submitted,






Kelly Giard, Recording Secretary






Thomas “Hank” Pelkey, Chairman






Allen Hitchcock, Vice Chairman






           W. Joseph Gagnon, Selectman






           Jane Cornell, Selectman






               Thomas Hooker, Selectman