Meeting Minutes : Select Board

Town of Pittsford

Select Board Meeting

November 20, 2013  

The meeting was called to order at 6:30PM by Allen Hitchcock, Chairman.


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


Also present:  Bruce Edwards, Dan Shea, Bonnie Stewart, Ursula Hirschmann, Bob Hooker, Linda Fox, John Haverstock and Kelly Giard, Recording Secretary.






The Select Board minutes from the November 20, 2013 meeting were signed, with no corrections.   






The orders in the amount of $36,648.14 and $9,676.26 (Payroll) were approved with the following discussion:


            J. Cornell inquired about the expenses for multiple purchases of gas at Keith’s occurring on the same day.  J. Haverstock explained that this is the way their invoices read when they are received for payment.


            J. Gagnon inquired about the expense for tax credit refunds.  J. Haverstock explained that when taxes are paid, sometimes the State has different calculations on the taxpayer’s liability, thus resulting in a refund.






J. Haverstock reported on the following:


·         The Water System upgrade is complete with just a few “punch list” items to be completed.  The metering is nearly done as well.  Loan and grant funds are expected to be received in the near future.


·         The VHC Navigator recently met with eligible health insurance recipients plan and will be returning on November 22 to assist employees with the enrollment process.


·         The materials have been delivered for the roof project at the Fire House.  The contractor will begin working on the project in the next couple of weeks.


·         One taxpayer has paid taxes as a result of the advertised tax sale.


·         Moderator Matt Harvey has reported that he will be moving out of


Town following the next Town Meeting, thus leaving a vacant Moderator position.


·         The Town Office will be closed for Thanksgiving on November 28 and 29.






None presented at this time.






VT Gas Pipeline:


Rep. Shaw has reported that the Representatives from VT Gas would like to address the Select Board at a future meeting.  J. Haverstock will extend an invitation to the December 4, 2013 meeting.




Remarks from MacLure Library Trustees re: Financial Support from Town:


Dan Shea was present representing the Board of Trustees of the MacLure Library.  Mr. Shea discussed the activities that occur at the Library on a regular basis.  Bob Hooker, also representing the Board of Trustees of the MacLure Library, discussed volunteer involvement within the Library.  Bonnie Stewart, Librarian, discussed the necessity of additional funding to support after-school programs. 


T. Pelkey agreed with all comments that were presented by the Library representatives.




J. Haverstock reported that the current request for funds is for an additional $10,000 annually and the Library representatives would like the Select Board to consider $12,500 instead.  Bonnie Stewart, Ursula Hirschmann, Dan Shea and Bob Hooker exited at 6:54 PM.




Presentation of Second Draft of FY 2014/2015 Budget:


J. Haverstock explained that the Listers’ request is included in this draft; the General Fund is level-funded; the Highway Fund revenues are approximately $150,000 – $160,000 short funded of the work plan proposals; the Water & Sewer debt loads are pending as Denise Mahoney has been out of the office and will be compiling the information upon her return.




A. Hitchcock inquired how the current tax sale compares to historical sales.  J. Haverstock will check with Helen McKinlay and report at a future meeting.




Authorization to Purchase Clearlane:


This topic was deferred to a future meeting.




Review Sno-Mads Request to Use Town Highways and Right of Ways:


J. Haverstock reported that this is the same request as in years past. 


Motion by T. Hooker and seconded by J. Cornell to authorize the Sno-Mads to use Town road ROW’s as requested.  Motion passed unanimously 5 – 0.




Execution of Documents to Postpone Repayment Sewer Study Loan Funds:


J. Haverstock explained the loan is related to Sewer study work which begun in 2008.  The Board members agreed to postpone the repayment.  The document was signed by Chairman Hitchcock.




Listers’ Errors and Omissions:


The Listers’ presented a request to decrease the value of Parcel #0605 due to the loss of several buildings due to fire on April 7, 2010.  A letter was received from the property owner 10 days following the fire, however, was lost in the “crashing” of the Listers’ computer server.  The proposal was to decrease the value from $402,900 to $379,500 with a net change of $23,400 in favor of the landowner.




Motion by T. Hooker and seconded by T. Pelkey to approve the request as presented.  Motion passed unanimously 5 – 0.




Bowen Construction recently replaced a culvert on Meadow Lake Drive and an additional invoice was received for extra work that was done in the area of the project.  J. Haverstock has requested a meeting to discuss this increase in bid price and will advise in the future.




A. Hitchcock spoke with regard to the Otter Creek Engineering work that was completed with the Water Expansion Project.  There was an amendment that was received for an additional amount requested due to the increase in labor that the Resident Engineer found necessary during the project.  The Water & Sewer Commission approved this amendment at its November 19 meeting.






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




T. Hooker made a motion and seconded by T. Pelkey to go into Executive Session for personnel and legal issues where premature knowledge would be damaging to the Town, and 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 and legal at 7:11PM.  J. Haverstock was invited to stay.




The Select Board exited Executive Session at 7:18PM, with no action taken.


The meeting adjourned at 7:18PM.


The next meeting will be held on December 4, 2013.


Respectfully Submitted,






Kelly Giard, Recording Secretary




Allen Hitchcock, Chairman






Thomas “Hank” Pelkey, Vice Chairman






           W. Joseph Gagnon, Selectman






           Jane Cornell, Selectman






               Thomas Hooker, Selectman