Meeting Minutes : Select Board

Town of Pittsford

Select Board Meeting

May 6. 2015  

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:   Harry McCauley, Trish Lewis, Kevin Blow, David Mills, Steve Shortsleeves, Shawn Erickson, John Haverstock, and Kelly Giard – Recording Secretary.


  1. Pelkey stated that there was a need for Executive Session for 3 Personnel Concerns, to include the Town Manager. Motion by T. Pelkey and seconded by T. Hooker to enter into Executive Session for 3 Personnel Concerns. Motion passed unanimously 5 – 0.


  1. Haverstock indicated that there was a need to amend the agenda to add consideration of an amendment to an agreement for the solar project and a discussion of parking signs to be included in Old Business; sand mix to be included in New Business and a Liquor Board item. Motion by T. Pelkey and seconded by T. Hooker to amend the agenda and accept the agenda as amended. Motion passed unanimously 5 – 0.



The Select Board minutes from the April 15, 2015 Select Board meeting were signed, with no corrections.



The orders, in the amount $76,141.64 and $9,637.58 (Payroll) were approved, with the following discussion:


  1. Gagnon inquired about the expense for Ferguson Waterworks in the amount of $5,371.25 for Florence Line Repair. J. Haverstock will research and advise.


  1. Gagnon also inquired about the expense for Watchguard Video. J. Haverstock advised that this was a purchase that had been previously approved by the Select Board and there is a grant in place to cover the expenses.



  1. Haverstock reported on the following:
  • Randy Adams wrote a Letter to the Editor regarding Green-Up Day.
  • No Parking signs have been posted as per the new Parking Ordinance.
  • Credit and Debit card transactions are now accepted at the Town Clerk’s Office.  Any service fees will be the cardholder’s responsibility.
  • A representative from the Secretary of State’s Office will be at the Municipal Office and the Lothrop Gym to inspect the public polling places for handicap access.  The Town Clerk and the Chair of the Select Board will be meeting with the representative.
  • Green Mountain Power has indicated that 1 week will be needed to convert the street lights to LED.  This project is expected to occur during the month of May.
  • VTrans has reported at the Rutland County Regional Transportation Council that Route 7 segments 1, 3 and 4 are now in the Right of Way process and that the first segment to complete this process will be the first to be constructed….hopefully by 2018.
  • The engineer that has been working on the sidewalk project has indicated that the plans are in compliance with VTrans specifications and that we await approval to go out to bid.
  • Rep. Shaw is in discussion with State officials concerning the potential expansion of the Rowe Gravel Pit.
  • The Memorial Day Celebration line-up was included in the packets for review.  This event will take place on May 25.
  • Due to the dry conditions, there will be no burning of brush and there will be no brush accepted at the Transfer Station until further notice.
  • The Town Manager will be out of the office on May 8 and at a conference on May 14 and 15.



Kevin Blow spoke in favor of the Rowe Gravel Pit operation.  Mr. Blow stated that there was no problem in his mind with noise or dust and it was helpful to have movement in the neighborhood.


Steve Shortsleeves, a Windy Hill resident, inquired when the Highway Department would be finishing the paving project on Windy Hill, as he would like topsoil installed between the lawns and the roads.  Shawn Erickson will check into the situation.



Continued Discussion of Lister Compensation:

There were proposals included in the packets for review.  T. Pelkey has been working with Bob Harnish concerning the agreement and has agreed that the compensation would be based on a percentage of the allocation per month based on numbers of hours worked by each Lister.


Motion by T. Pelkey and seconded by D. Trombley that the Listers remain on an annual stipend of $21,600 with the following changes, effective July 1, 2015:  The Listers will determine portions of the overall annual stipend of $21,600 to be paid out to the Listers each month of the year, depending on the projected work load for each month; and each Lister will be compensated monthly, based on the percentage of the overall monthly stipend, in direct proportion to the percentage of the total hours worked by each Lister during that month.  Motion passed 4 – 0 (Hooker out of the room).


Review Re-Appraisal Bids:

  1. Haverstock reported that the Listers submitted RFP’s to 6 appraisal firms and have received one for consideration, which was from Vision Government Solutions for $109,000. Vision Government Solutions is the firm that supports the current software that is utilized by the Listers’ Office and was recommended by John Eugair.


Motion by D. Trombley and seconded by J. Cornell to award the bid to Vision Government Solutions in the amount of $109,000 for re-appraisal services.  Motion passed unanimously 5 – 0.


Consider Making Additional Appointments to Planning Commission:

  1. Haverstock reported that Kevin Blow and David Mills have expressed interest in serving on the Town’s Planning Commission.


Trish Lewis, Chair of the Planning Commission, was present and stated that the Planning Commission members have discussed the size of the Planning Commission at previous meetings and would like to remain at 5 members and one alternate.  Ms. Lewis has discussed this with the Rutland Regional Planning Commission and they stated that most towns in the same size range as Pittsford have 3 – 5 members.  J. Gagnon stated that if there is interest from residents, they should be allowed to serve.  D. Trombley stated that with the changes to the Zoning Ordinance and the discussions that occur, more members would be beneficial.


Motion by D. Trombley and seconded by J. Gagnon to increase the number of members serving on the Planning Commission from 5 to 7.  Motion passed 4 – 1 (Pelkey).


Motion by T. Hooker and seconded by J. Cornell to elevate Mr. Moradi from Alternate status to full member.  Motion failed 1 – 3.


  1. Trombley stated that Mr. Moradi is new to the community and Mr. Blow and Mr. Mills are life-long residents and should be considered for appointment as full members. Following discussion, Mr. Blow and Mr. Mills read their letters of interest to the Select Board.


Motion by D. Trombley and seconded by J. Gagnon to appoint Mr. Blow and Mr. Mills to the Planning Commission as full members, with Mr. Moradi remaining as Alternate.  Motion passed 3 – 1.


  1. Haverstock will send confirming appointment letters and information on training.


Agreement for Solar Power Agreement:

  1. Haverstock stated that there is information in the packets for review regarding the Carmela Carter property and the solar project which is under the direction of Green Lantern Capital. There will be no effect in the credits received, however, due to there being trees located in wetlands that cannot be removed, the savings will be coming from a similar project in Chester, VT.


Motion by T. Hooker and seconded by J. Cornell to instruct the Town Manager to sign the amended agreement.  Motion passed 4 – 1 (Gagnon).




Installation of Parking Signs:

  1. Trombley stated that he received a call from Chief Warfle regarding the No Parking Signs on Elm and Arch Streets. The specs from the State are very vague. However, Chief Warfle would like the signs to be put up with “Begin No Parking” and “End No Parking” with 3 – 5 signs between each sign on Elm and Arch Streets. Fewer signs will be required on Pleasant and Mechanic Streets.  D. Trombley stated that the regs do specifically state that signs must be posted on both sides of the road.



Review and Approve Local Emergency Operations Plan (LEOP):

  1. Haverstock stated that this is required to be considered for any grant funding. The information was included in the packets for review.


Motion by D. Trombley and seconded by T. Hooker to instruct J. Haverstock to sign and submit the LEOP accordingly.  Motion passed unanimously 5 – 0.


Review Bids for Estate of Lottie Gallipo Parcel Sale and Review Bids for Ritz North Ski Club Parcel Sale:

  1. Haverstock reported that the high bidder for the Gallipo property at $3,450 and the Ritz North Ski Club property at $1,450 was a Rutland resident named Walczuk. Motion by D. Trombley and seconded by J. Cornell to accept the high bidders for both properties and, in the event that there is not a closing, the property will be offered to the next highest bidder in both cases. Motion passed unanimously 5 – 0.


Discuss Policy Regarding Disposal of Materials by Highway Crew:

  1. Haverstock reported that there was a summary of this topic in the packets for review and the most recent situation involved the firewood that was created on Depot Hill Road when the utility poles were installed by GMP. J. Haverstock reported that the good quality logs were sold to the Gagnon Lumber Company and the rest went to Town employees. Traditionally, the landowner is offered first access with road material or wood that is cut.


  1. Trombley stated that he had five residents contact him regarding the firewood being taken to residences (Shawn Erickson’s son; Bruce Babcock; Josh Towne) using Town equipment and being done on Town time. There were five tandem loads taken to Mr. Erickson’s when the roads were posted. D. Trombley recommended that a list be compiled to accommodate neighbors that could use the material.


Action on this topic was tabled.


Sand vs Marble:

  1. Trombley inquired about the mix of sand and marble. S. Erickson stated that there is about a 75% – 25% ratio from Florence Crushed Stone and feels that this is a good mix. T. Hooker stated that residents have complained because of the accumulation of it on their lawns, because it is not easy to clean up.  D. Trombley stated that he has heard compliments of the mixture being used on tar and working good and not so good on the dirt roads as there is no grip.



  1. Haverstock reported that with, 10 months completed, the General Fund expenses are at 81.13% of budget and the Highway expenses are at 96.1% of budget. However, approximately $80,000 in unbudgeted grant funds have been received for the Highway Fund.



The Select Board recessed at 7:42 PM and convened as the Liquor Board.

The Select Board reconvened at 7:46 PM.



  1. Pelkey made a motion and seconded by T. Hooker to go into Executive Session for personnel, 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 at 7:46 PM with the Town Manager and Trish Lewis invited to remain for Executive Session.


Ms. Lewis exited Executive Session at 8:10 PM

The Select Board exited Executive Session at 8:30 PM, with no action taken.

The meeting adjourned at 8:30 PM.

The next regular meeting of the Select Board will be held on May 20, 2015.


Respectfully Submitted,



Kelly Giard, Recording Secretary


Thomas “Hank” Pelkey, Chairman



Thomas Hooker, Vice Chairman



Jane Cornell, Selectman



  1. Joseph Gagnon, Selectman



David Trombley, Selectman