Town of Pittsford
Select Board Meeting
June 18, 2014
The meeting was called to order at 6:30PM by Thomas “Hank” Pelkey, Chairman.
Select Board members present: Thomas Hooker, Allen Hitchcock, Jane Cornell, W. Joseph Gagnon, and Thomas “Hank” Pelkey. Also present: Bruce Edwards, Lee Kahrs, John Haverstock and Kelly Giard, Recording Secretary.
MINUTES
The Select Board minutes from the June 4, 2014 regular meeting were signed, with no corrections.
ORDERS
The orders, in the amount of $99,288.98 and $14,799.54 (Payroll) were approved with the following discussion:
• J. Gagnon inquired about the expense for Kendrick Dam Engineer. J. Haverstock stated that this to be paid from Grant funding.
• J. Gagnon inquired about the expense for the tennis and basketball resurfacing. J. Haverstock reported that there is approximately $6,500 available in various Recreation budget lines and donations and the remaining funds are available in the Mower Replacement fund, if the Select Board wishes to tap that source.
J. Haverstock reported that the fiscal year is ending and the Select Board members may need to visit the Town Office between 4:00 and 6:00 PM on June 26, 2014 to sign year-end orders.
TOWN MANAGER’S REPORT
J. Haverstock reported on the following:
• Several trees will be delivered on Friday, June 20. There will be 6 trees planted at the Recreation Area to hopefully arrest erosion along the bank of the brook.
• There will be a staff meeting on June 26, 2014 at 9:00 AM. All Select Board members are invited to attend.
• Comcast has completed the work at the Highway Garage. The remaining work, at the Fire Station and Town Office, will be completed in the near future.
• The yellow ladder truck is listed on Govdeals.com. In the event that there are no acceptable bids on Govdeals.com, Firetec will be the next site to list the truck.
• The new police cruiser has been ordered.
• The Water Department utility truck has been ordered.
• The Recreation Department will be hosting an Open House and sports equipment swap on June 21, 2014 from 11:00 AM – 3:00 PM. There will also be a baseball tournament for ages 9 – 10; Lions Club bar-b-cue and free swimming.
• The resurfacing of the basketball and tennis courts has been completed.
• Following the conversion of the lighting to high-efficiency LED’s in various Town locations, there is now investigation of converting the streetlights to LED’s. More information to be following.
A. Hitchcock inquired if USDA had been involved and consulted with regard to the tree planting at the Recreation Area. J. Haverstock reported that the VT Youth Conservation Corps had attempted without success to mitigate erosion at this location and that this was the next-best idea. The trees to be planted are swamp white oak and red maple which were believed to be appropriate for the site and purpose.
PUBLIC COMMENT
None presented at this time.
OLD BUSINESS
Continued Discussion of Kendall Hill Road Solar Project:
J. Haverstock provided the Select Board updates regarding the Kendall Hill Road Solar Project. J. Haverstock stated that there are 3 issues to be addressed by the Select Board – 1) Support of the Project; 2) sign a letter of support to the PSB; and 3) waive the 45 day notice requirement. J. Gagnon inquired if it was legal to waive the notice requirement. J. Haverstock reported that it is legal. There was a contract proposal included in the packets for review.
Motion by T. Hooker and seconded by A. Hitchcock to authorize the Town Manager and Chairman Pelkey to sign the letter of support. Motion passed unanimously 5 – 0.
Motion by A. Hitchcock and seconded by T. Hooker to waive the 45 day notice requirement. Motion passed unanimously 5 – 0.
Motion by T. Hooker and seconded by A. Hitchcock to authorize the Town Manager to sign the proposed contract with Green Lantern. Motion passed unanimously 5 – 0.
Public Hearing on Proposed Sewer Ordinance:
The Select Board recessed at 6:51 PM to convene the Public Hearing on the Proposed Sewer Ordinance.
The Select Board reconvened at 6:55 PM.
Motion by A. Hitchcock and seconded by J. Cornell to adopt the Sewer Ordinance with the change to revamp the document every 15 years. Motion passed unanimously 5 – 0.
Continued Discussion of Potential Purchase of Material Spreader Apparatus:
This topic was tabled to a future meeting.
Continued Discussion of Potential Purchase of Used Leaf Vacuum:
This topic was tabled to a future meeting.
Continued Discussion of Potential Purchase of Bale Chopper:
This topic was tabled to a future meeting.
NEW BUSINESS
Application for Access/ROW Permit:
A Right of Way permit request has been received by Dan Adams for property on the west side of Corn Hill.
Highway Foreman Shawn Erickson has reviewed the request and recommended approval with the condition that the grade of the drive remains as is and run-off remains off of the Town highway.
Motion by J. Gagnon and seconded by A. Hitchcock to approve the request as presented, with the conditions. Motion passed unanimously 5 – 0.
Review Paving Bids:
Pike Industries has submitted their bid, within spec and not using RAP. Pike is the current low bidder with a cost of $67.40 per ton with a grand total of the proposed paving projects of $317,521.40. Foreman Erickson has spoken with Pike and is satisfied with its bid proposal. Motion by J. Gagnon and seconded by A. Hitchcock to award the paving bid to Pike Industries at the cost of $67.40 per ton. Motion passed unanimously 5 – 0.
Review Fuel Bids:
J. Haverstock reported that the bid for #2 fuel oil from Mac’s is the low bidder at $0.10 over current rack price. Motion by T. Hooker and seconded by A. Hitchcock to award the #2 fuel bid to Mac’s at $0.10 over current rack price. Motion passed unanimously 5 – 0.
J. Haverstock reported that Proctor Gas is the low bidder at $1.7958/unit/fixed price for propane. Motion by T. Hooker and seconded by J. Cornell to award the bid for propane to Proctor Gas at $1.7958/unit/fixed price. Motion passed unanimously 5 – 0.
J. Haverstock reported that the bid for Ultra-Low Sulfur Diesel (on road) from Mac’s is the low bid at $0.10 over rack. Motion by T. Hooker and seconded by J. Cornell to award the bid for Ultra-Low Sulfur Diesel (on road) to Mac’s at $0.10 over current rack price. Motion passed unanimously 5 – 0.
J. Haverstock reported that the bid for Ultra-Low Sulfur Diesel (off road) from Mac’s is the low bid at $0.10 over rack. Motion by T. Hooker and seconded by A. Hitchcock to award the bid for Ultra-Low Sulfur Diesel (off road) to Mac’s at $0.10 over current rack price. Motion passed unanimously 5 – 0.
OTHER BUSINESS
J. Haverstock reported that VLCT has notified the Town of legislative revisions to the Open Meeting Laws with regard to the timely posting of the meeting agendas and minutes. Motion by A. Hitchcock and seconded by J. Gagnon to designate the Town Office, Keith’s and the Pittsford Post Office as the 3 required Town posting locations. Motion passed unanimously 5 – 0.
J. Haverstock reported that Sullivan & Powers, the external auditors, have submitted a proposal for this year’s auditing services. The amount of the proposal is $23,800. There was discussion about the frequency of bidding for auditing services. Motion by T. Hooker and seconded by J. Cornell to approve the Sullivan & Powers contract in the amount of $23,800. Motion passed unanimously 5 – 0.
This was Selectman Hitchcock’s last Select Board meeting. J. Haverstock read a plaque that was presented to Mr. Hitchcock by Chairman Pelkey.
EXECUTIVE SESSION
T. Pelkey made a motion and seconded by T. Hooker to go into Executive Session for legal and personnel issues, where premature knowledge would be damaging to the Town, and 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 7:13PM.
The Select Board exited Executive Session at 7:25 PM with no action taken.
The meeting adjourned at 7:25 PM.
The next meeting will be held on July 2, 2014.
Respectfully Submitted,
Kelly Giard, Recording Secretary
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Thomas “Hank” Pelkey, Chairman
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Allen Hitchcock, Vice Chairman
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W. Joseph Gagnon, Selectman
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Jane Cornell, Selectman
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Thomas Hooker, Selectman