Meeting Minutes : Select Board

Town of Pittsford

Select Board Meeting

September 17, 2014

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

Select Board members present: Jane Cornell, David Trombley, Thomas Hooker, W. Joseph Gagnon, and Thomas “Hank” Pelkey. Also present: Susan Markowski, Bonnie Bourne, Dan Dupras, Melanie Clerihew, Helen McKinlay, Erik Pearsons, Clarence Greeno, Trish Lewis, Sara Raabe, Tammy Foley, Robert Foley, Ann Rademacher, John Haverstock and Kelly Giard, Recording Secretary.

AGENDA ADOPTION
J. Haverstock reported that there are 3 items to be added to the agenda. These items are: Trish Lewis will be speaking regarding the Rutland Regional Planning Commission; Approval of the Water & Sewer loan application and the announcement of a retirement of an appointed board member. There is also the addition of Executive Session to include two personnel concerns, which include employee evaluations.

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

MINUTES
The Select Board minutes from the September 3, 2014 meeting were signed, with no corrections.

The Liquor Board minutes from September 3, 2014 meeting were signed, with no corrections.

ORDERS
The orders, in the amount $71,935.51 and $10,881.75 (Payroll) were approved, with the following discussion:

J. Gagnon inquired about the purchase of the basketball hoops for the Recreation Area. J. Haverstock indicated that the Highway Department has installed the hoop stands and the cost was for the physical parts.

J. Gagnon inquired about the expense for Police Department lights and inquired if any of the lights or equipment from the old vehicle could be utilized. J. Haverstock explained that this was part of the approved purchase and the parts that could not be re-used will be sold with the old vehicle.

TOWN MANAGER’S REPORT
J. Haverstock reported on the following:
• The entryway has been evaluated by a glass contractor and ADA compliance the recommendations will be discussed at a future meeting.
• Selectmen Cornell, Hooker and Pelkey attended the Staff Appreciation Picnic on September 5.
• Sullivan & Powers, the external auditors, have been at the Municipal Offices on September 11 and 12 and will be returning on September 18 and 19.
• Beginning with the upcoming November election, the official polling place has been moved to the Lothrop School Gym.
• The new police cruiser has arrived and is being outfitted for operation. The sedan will be sold.
• The Water Department utility vehicle has arrived and is in operation. The old truck was traded in.
• There will be an Unwanted Drug collection event on September 27, from 10 AM – 2 PM at the Diamond Run Mall. Residents are encouraged to dispose of unneeded medications at this collection.
• Pike Industries has notified Shawn Erickson of their intention to begin paving in Pittsford on October 1. T. Pelkey stated that he will be in contact with the Manager of Pike Industries.
• The Fire Department Haunted House will be held on October 17 – 18 and October 24 – 25.
• Thank you to the Fire Department for bringing a fire truck to a birthday party at the Recreation Area and for re-roping the flag pole.
• The Town Manager will be on vacation during the week of September 22.

PUBLIC COMMENT
None presented at this time.

The Select Board recessed at 6:43 PM to conduct a Public Hearing for the Parking Ordinance.

The Select Board reconvened at 6:44 PM.

OLD BUSINESS
School Board’s Request to Use Burditt Funds for Heating System Upgrade:
The Lothrop School Board members were present to discuss their request to use Burditt Funds for a heating system upgrade.

Melanie Clerihew made a presentation and explained the project, as well as the repayment intentions.

T. Pelkey stated that he has met with Mrs. Clerihew to discuss the original intent of the Burditt Fund, as reflected in the bequest.

The heating system upgrade will include a pellet silo, which will hold 30 ton of pellets, which will be drawn by suction to the pellet burner, which will be in the school building. The heating system that is proposed will also be able to be converted to natural gas, in the event that the pipeline comes to Pittsford.

Motion by T. Hooker and seconded by J. Cornell to authorize the School Board to borrow up to $970,000 from the Burditt Fund, repayable via bond in 20 years. T. Pelkey explained that the Will of Mr. Burditt indicates that the School Board and the Select Board both must unanimously vote to approve of use of funds. Motion passed unanimously 5 – 0.

On behalf of the School Board, motion by C. Greeno and seconded by E. Pearsons to proceed with the installation of a new heating system at the Lothrop School, using the Burditt Funds. Motion passed unanimously 5 – 0.

The members of the School Board exited at 7:05 PM.

Update on Veterans Memorial:
T. Pelkey reported that he has received a quote from Vermont Marble for the work to be performed and has spoken with Markowski Excavating (who will transport the blocks from Florence to Proctor or Center Rutland). The proposal from Vermont Marble is $14,276.

D. Trombley stated that Ed Eugair, who has cattle in the field near the marble blocks, has been contacted and would like notice before the blocks are removed so he will be able to move the cattle.

Motion by T. Hooker and seconded by D. Trombley to accept the proposal from Vermont Marble. J. Gagnon inquired where the funding would be coming from. J. Haverstock explained that there is a Memorial Fund and Town Office Maintenance Fund. T. Pelkey indicated that there is also the likelihood of raising the funds to offset the expense. T. Pelkey also explained that the plaques on the inside or the site work are not included in the quote. Motion passed unanimously 5 – 0.

NEW BUSINESS
Remarks About Status of Pittsford First Response (B. Foley):
Robert Foley was present to discuss the status of the Pittsford First Response.

Currently, there are six members. There are two that are taking the EMR class in Brandon.

There is a local contractor that has offered to set up a Home Depot Day to have the Pittsford First Response building painted. Home Depot will supply the material as well as possibly sending some volunteers to perform the work.

A gift has been received from an estate, which has helped; however, there is still the need for additional funding. A copy of the Operating Financials was presented and it states that insurance is a large expense. There are no wages paid.

J. Haverstock stated that the annual allocation from the Town is $10,750, with an additional $1,000 that was added recently. The building is tax exempt. The First Response would like to request that $20,000 be budgeted annually going forward.

The members of the First Response are responsible for their own training transportation and expense.

There was discussion concerning the number of calls and hours per week.

Mr. Foley was invited to return at the time of budget discussions.

Appointment of Town Health Officer:
Motion by T. Hooker and seconded by J. Cornell to re-appoint Bruce Babcock to the position of Town Health Officer, a position which he has held for a number of years. Motion passed unanimously 5 – 0.

Potential Appointment of New Zoning Board of Adjustment Member:
J. Haverstock indicated that Cathy Rider has expressed interest in serving on the Zoning Board of Adjustment. Currently, there are 5 members on a 7 member board. Motion passed unanimously 5 – 0.

Rutland Regional Planning Commission Update:
Trish Lewis, the representative to the RRPC was present to discuss the happenings at the County level.

The Select Board was requested to officially appoint Ms. Lewis to this position. This request was signed with no discussion.

There will be a public forum on September 23 at 6:00 PM at the McClure Library regarding bugs.

Ed Bove has been appointed as the Executive Director of the RRPC.

Ms. Lewis is currently serving on the Executive Finance Committee. There is also an Ad Hoc Committee to oversee the sighting of solar projects and setting parameters for future projects.

Acknowledge Town Clerk’s Responses to Financial Management Questionnaire:
The auditors require a signature from the Select Board Chair to prove review of this information. The document was signed with no discussion.

Water & Sewer Commission Loan Application:
The Water & Sewer Commission has executed a loan application for $15,000 for the preliminary study with regard to utility replacement along Route 7 in the Village. The Select Board agreed with no discussion.

Appointed Board Member Retirement:
J. Haverstock indicated that Don Nickless, the Chairman of the Planning Commission, has expressed desire to retire by the end of 2014. There will be advertisements to seek members to serve on the Planning Commission.

OTHER BUSINESS
None presented at this time.

EXECUTIVE SESSION
T. Pelkey made a motion and seconded by T. Hooker to go into Executive Session for personnel issues and employee evaluations where premature knowledge would be damaging to the Town.

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 7:41 PM.

The Select Board exited Executive Session at 8:02 PM, with no action taken.

The meeting adjourned at 8:02 PM.

The next meeting will be held on October 1, 2014.

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

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W. Joseph Gagnon, Vice Chairman

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Jane Cornell, Selectman

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Thomas Hooker, Selectman

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David Trombley, Selectman