Meeting Minutes : Select Board

Town of Pittsford

Select Board Meeting

January 8, 2014  

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


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


Also present:   Linda Fox, Shawn Erickson, Bruce Edwards, John Haverstock and Kelly Giard, Recording Secretary.






The Select Board minutes from the December 18, 2013 meeting were signed, with no corrections.   






The orders in the amount of $58,690.34 and $9,798.35 (Payroll) were approved, with the following discussion:




J. Gagnon inquired about the charge for $1,420 for a door.  J. Haverstock explained that this was for an overhead door at the Police garage and a price break was received from the local contractor.




J. Gagnon also inquired about the expense for Town Office sidewalk salt.  J. Haverstock explained that Dan Adams had recommended a particular product to extend the life of the cement sidewalk.






J. Haverstock reported on the following:


·         The roof at the Fire Station has been completed and was inspected by the Fire Chief and the Town Manager.  The project was expanded to include additional plywood roof sheathing and the addition of a ridge vent.  The total of the additional work done was approximately $5,600. There will be further discussion of this project in Executive Session.  J. Gagnon expressed concern about the project being completed during harsh winter temperatures.  J. Haverstock explained that the cover tarp had blown off temporarily and some insulation was replaced as a result. However, there is a 50-year warranty on the project.


·         There was a closing on the sale of property that was acquired by the Town at a tax sale two years ago.  The property was in the Shadow Lane area and consisted of 8.3 acres.






None presented at this time.






None presented at this time.












Presentation of Fifth Draft of FY 2014/2015 Budget:


J. Haverstock presented the fifth draft budget for the upcoming fiscal year.  J. Haverstock explained that he has consulted with Denise Mahoney and Chad from Sullivan & Powers regarding the debt service for the sewer system and they have reconciled these accounts for accuracy.  Mark Youngstrom will be making recommendations to the Commission for sewer rates and ways to overcome the continuing deficit.




J. Haverstock reported that currently, the General Fund budget is $1,288,828; Highway Fund $1,128,370; Water (570 – 600 users) $374,100; Sewer (240 users) $315,800.  The General and Highway Fund budgets are level funded with regard to taxation and the Water & Sewer budgets are balanced,




Motion by T, Pelkey and seconded by J. Gagnon to accept the budgets as presented.  Motion passed unanimously 3 – 0.




T. Pelkey wished to thank the Town Manager and staff for completing the budget.




Discussion of Town Meeting Preparations:


J. Haverstock reported that Moderator Jim Carvey will be attending a seminar on February 11 with him with regard to Town Meeting procedures. 




The Town Report is being compiled. 




J. Haverstock discussed the possibility of not mailing future Town Reports to all voting residents, in an effort to reduce waste and to save on printing and postage.  The Vermont League of Cities & Towns has been consulted, and the only requirement is that the audit reports be made available to voters.  The complete Town Report can be made available on-line and copies be available at the Municipal Office.  The topic will be proposed and discussed at Town Meeting. 




Other items to be discussed at Town Meeting include:


·         Formation of a Mosquito District


·         The merger with Fire District #1, which is a legal requirement.  T. Pelkey recommended that the public be made aware of the economic impact with this merger.


·         Selectman Gagnon will present the Highway report; Selectman Hitchcock will present the Water & Sewer report; and Selectman Pelkey will present the General Fund report. 


·         The School District will be making their presentation first this year.


·         Two additional requests have been received for Special Appropriations.  These requests are $1,000 for the VT/NH Upper Valley Red Cross and $100 for the Vermont Rural Fire District Task Force.  Following discussion, the Select Board agreed that the Fire District Task Force should make a written proposal statement for their request.  However, the Red Cross should be invited to a future meeting to make a presentation.






J. Haverstock reported that the General Fund is at 55.24% of budgeted expenses and the Highway Fund is at 71.9% of expenses.  The Highway status is due largely to the paving already done and the box culvert project on Meadow Lake Drive, which is also eligible for a 90% grant reimbursement.  The request for this reimbursement will be submitted in the next few days.






None presented at this time.






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




T. Pelkey made a motion and seconded by J. Gagnon to go into Executive Session for contractual and personnel 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 at 7:04 PM.




J. Haverstock and S. Erickson were invited to stay. 


S. Erickson exited at 7:15PM.




The Select Board exited Executive Session at 7:30PM.




Motion by T. Pelkey and seconded by J. Gagnon to award the Master Skills Rate of Pay to Greg Eastman of the Highway Crew.  Motion passed unanimously 3 – 0.




The meeting adjourned at 7:31 PM.




The next meeting will be held on January 15, 2014.




Respectfully Submitted,






Kelly Giard, Recording Secretary










Allen Hitchcock, Chairman






Thomas “Hank” Pelkey, Vice Chairman






           W. Joseph Gagnon, Selectman






           Jane Cornell, Selectman






               Thomas Hooker, Selectman