Meeting Minutes : Select Board – DRAFT

Town of Pittsford

Select Board Meeting

July 2, 2014



The meeting was called to order at 6:30PM by Thomas “Hank” Pelkey, Chairman.
Select Board members present: Thomas Hooker, Jane Cornell, W. Joseph Gagnon, and Thomas “Hank” Pelkey. Also present: Bruce Edwards, Shawn Erickson, Odell Johnston, David Trombley, Erik Pearsons, John Haverstock and Kelly Giard, Recording Secretary.

The Select Board minutes from the June 18, 2014 regular meeting and the June 18, 2014 Sewer Ordinance Public Hearing were signed, with no corrections.

The orders, in the amount of $31,336.05 (FY ’14); $106,884.39 (FY ’15) and $13,617.06 (Payroll) were approved, with the following discussion:
• J. Gagnon inquired about the expense for Highway undercoating. S. Erickson explained that this expense was for all of the highway trucks.
• J. Gagnon inquired about the expense on the FY 15 orders for “fire work”. J. Haverstock explained that this was for the Firefighters’ Workman’s Compensation insurance.

J. Haverstock reported on the following:
• There were 6 trees planted at the Recreation Area by the highway staff. These trees were planted along the banks of the Sugar Hollow Brook with the hopes of arresting any future erosion in the area.
• There was an Open House at the Recreation Area on June 21 with over 300 folks in attendance. The event was a great success.
• The on-line auction for the 1982 ladder truck was not successful as the reserve price was not met. This topic was deferred to Executive Session.
• The deadline for inclusion in the Summer issue of the newsletter is July 15, 2014. Submissions should be sent to the Town Manager or Assistant Linda Drummond.
• Dave Markowski has communicated that work will begin at the Kendrick Dam in the near future. There will be communication with the highway department, the Recreation Area (as this could affect the swimming area), and the neighbors. The project’s duration could be as little as 3 weeks, if the weather cooperates. There will be an engineer on-site occasionally to monitor progress.
• VTrans has approved the 5 easements needed within the Village for the sidewalk project. The Listers’ have been contacted for a valuation of the easements.
• A letter was included in the packets with regard to the new recycling and composting law that has recently become effective.
• OMYA recently held its Issues Team meeting and the vehicle fleet will be converting to Natural Gas in the fall and will be operated by Casella’s; there has been a 7% increase in sales; the Middlebury Quarry Tour will be held on September 13, 2014; and Pittsford Police officers have begun patrolling the roads in Florence to help with the “lost truck” issue.
• The Municipal Office and related Town activities will be closed on Friday, July 4 in observance of Independence Day.

None presented at this time.

Continued Discussion of Potential Purchase of Material Spreader Apparatus:
Shawn Erickson was present to discuss this proposal and there is a memo included in the packets for the Select Board members to review.

The material spreader would allow the spreading of liquid magnesium chloride on the dirt roads to control dust material at a rate of 1,000 gallons per mile and would allow more environmentally “friendly” use of material as the material would be spread in the liquid form and would adhere to the roads better.

With regard to winter road maintenance, the Clearlane pricing continues to climb and the Highway Department could treat regular salt at $11.45 per ton and could treat 23 – 30 ton per hour. This process would utilize 1 loader, 1 loader operator and 1 spray operator. There is a three-year commitment to Innovative Surface Solutions to purchase the material and the company would provide the equipment. The Town would need to purchase the spray bar and Innovative Surface Solutions owns the tanks.

Motion by J. Gagnon and seconded by T. Hooker to convert to liquid application of magnesium chloride on dirt roads to control dust and to in-house treatment and use of salt as an alternative to Clearlane for winter time treatment of Town roads. Motion passed unanimously 4 – 0.

Continued Discussion of Potential Purchase of Used Leaf Vacuum:
S. Erickson included a memo in the packet for the Select Board members to review with regard to the proposed purchase of a used leaf vacuum, from the Town of Putney.

S. Erickson explained that this would be efficient in the cleaning of ditches and would prevent clogging of culverts. J. Gagnon explained interest in seeing a leaf vacuum in operation prior to committing to purchase one.

The topic was deferred to Executive Session as this could lead to possible negotiations with the current owner.

Continued Discussion of Potential Purchase of Bale Chopper:
S. Erickson included information in the packets for the Select Board members to review with regard to the proposed purchase of a bale chopper.

In his research, S. Erickson found that the average rental of a bale chopper is 10 days per year at $169 per day. The cost of a new bale chopper is approximately $6,500. Therefore, a new bale chopper would “pay for itself” within 4 years. S. Erickson felt that if a bale chopper was owned by the Town, it would be utilized more as projects would not have to be combined to save rental fees.

Motion by T. Hooker and seconded by J. Cornell to purchase a Gousen bale chopper for an amount not to exceed $6,500. Motion passed unanimously 4 – 0.

None presented at this time.

J. Haverstock reported that it will be necessary to set the tax rates soon for the new fiscal year. He will give the information to the Town Clerk/Treasurer to obtain her proposal.

Police Chief Warfle is investigating the possibility of a Parking Ordinance. J. Haverstock will work with the Chief to identify possible locations and to draft a proposed Ordinance. T. Hooker explained that Arch Street is an issue of concern regarding the Fire Department responses from the area.

J. Haverstock reported that the General Fund expenses are at 101.3% of budget and the Highway Department expenses are at 105.6% of budget.

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.

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 Contractual at 7:05PM.

J. Haverstock exited at 7:05 PM.

The Select Board interviewed the 3 candidates for the Select Board vacancy that occurred when Mr. Hitchcock retired.

Dave Trombley went into Executive Session at 7:08 PM and exited at 7:27 PM; Odell Johnston went into Executive Session at 7:27 PM and exited at 7:42 PM; and Erik Pearsons went into Executive Session at 7:42 PM and exited at 7:57 PM.

The Select Board exited Executive Session at 8:15 PM.
T. Pelkey noted that all of the candidates for the Select Board vacancy were well qualified and performed well during their interviews, thus making the choice difficult.

Motion by J .Cornell and seconded by J. Gagnon to appoint David Trombley to fill the Select Board vacancy left by Mr. Hitchcock’s resignation until Town Meeting 2015. Motion passed unanimously 4 – 0.

Motion by T. Hooker and seconded by J. Cornell to appoint Ernie Clerihew to the Water & Sewer Commission, to fill the vacancy left by Allen Hitchcock’s resignation. Motion passed unanimously 4 – 0.

The meeting adjourned at 8:19 PM.

The next meeting will be held on July 16, 2014.

Respectfully Submitted,
Kelly Giard, Recording Secretary
Thomas “Hank” Pelkey, Chairman

W. Joseph Gagnon, Selectman

Jane Cornell, Selectman

Thomas Hooker, Selectman