Meeting Minutes : Select Board

Town of Pittsford
Select Board Meeting
January 20, 2016

The meeting was called to order at 6:30PM by Thomas Hooker, Vice Chairman.

Select Board members present: Jane Cornell, W. Joseph Gagnon, Thomas Hooker, and David Trombley. ABSENT: Thomas “Hank” Pelkey . Also present: Mike Warfle, Bill Pratico, John Haverstock, and Kelly Giard – Recording Secretary.

J. Haverstock noted that there is a need for Executive Session for a personnel issue. J. Cornell moved to add this to the agenda. The motion was seconded by D. Trombley. Motion passed unanimously 4 – 0.

J. Haverstock stated that there is a need to amend Old Business to include consideration of moving $35,000 from the General Fund to the Water Fund during FY2014-15. J. Haverstock stated that there is a need to amend New Business to include the re-appointment of the Fire Department Officers. Motion to amend the agenda and approve the amended agenda by D. Trombley and seconded by J. Gagnon. Motion passed unanimously 4 – 0.

The Select Board minutes from the January 6, 2016 were signed, with no corrections.

The orders, in the amount $123,900.03 and $10,360.61 (Payroll) were approved, with the following comments:

J. Gagnon inquired about the expense of $2,467.26 for water meters. J. Haverstock stated that this expense was for replacement meters and parts.

J. Haverstock reported on the following:
Rutland Town has sent along a big THANK YOU in response to the Select Board’s signing the solar siting petition.
There is now an Emergency Management page on the Town’s website introducing Jason Davis as the new Emergency Management Director.
The members of the Select Board, Highway Foreman and the Town Manager will be meeting in the near future to tour the roads that are in need of inclusion in the potential paving bond.
The Purchase Order has been signed for the new loader, which is expected to be delivered in March.
The Water and Sewer bills have been mailed, with a due date of February 4.
The Water and Sewer Commission meeting that was originally scheduled for January 19 has been rescheduled to January 26, due to the Act 46 voting.
The Trustees of Public Funds will be moving forward with legal counsel regarding the Burditt Fund. The retainer provided by the Town has been returned by the attorney and the Trustees will now be covering legal expenses.

None presented at this time.

Review/Discussion/Adoption of Sixth Draft of FY 2016/17 Budgets:
J. Haverstock reported that Chad (the auditor from Sullivan and Powers) and Denise Mahoney have made some minor recommendations, some of which were submitted in a memo that was read to the Select Board.

Currently, the overall tax increase for the combined General Fund and Highway Fund is 6.05% over last year.

The Town Report is expected to go to the printers in the next few days and will include the budgets.

D. Trombley asked for clarification regarding the Police Department budget. J. Haverstock explained that the police wages line includes funding for half of the full-time officer, since the Town’s obligation to fund this position under the COPS program lapses in December, 2016. If the vote on the article is favorable for the police officer position to be reinstated, $37,000 will be added back into the budget, covering January – June, 2017.

The proposed General Fund budget is $1,346,165.00, with the amount of $1,049,620.00 to be raised by taxes; the proposed Highway Fund budget is $1,000,640.00, with the amount of $861,550.00 to be raised by taxes; the proposed Water Fund budget is $350,750.00; the proposed Sewer Fund budget is $326,400.00. The proposedVillage Fund budget is $20,000.00.

Motion by D. Trombley and seconded by J. Cornell to accept the budgets as presented. Motion passed unanimously 4 – 0.
M. Warfle and B. Pratico exited at 6:53 PM.

Continued Discussion of High Priority Highway Projects and Potential Borrowing Logistics:
This item was tabled until the roads are reviewed by the Select Board.

Continued Discussion Regarding Act 46 Consolidation Proposal:
The voters in the school district voted to pass the proposed Act 46 consolidation. The Town Manager will be meeting with the representatives from the School and School Board to determine Town Meeting logistics.

Continued Review of the Wilber Solar Project Proposal:
J. Haverstock indicated that there is a draft letter in the packets for review. However, the developer has indicated availability to attend the February 3, 2016 meeting of the Select Board. The Select Board members tabled this item until the February 3, 2016 meeting.

Consider Transfer from General Fund to Water Fund:
J. Haverstock indicated that he failed to budget for the annual General Fund transfer of $35,000 to the Water Fund in FY2014/15.

The external auditor submitted a statement that was read by J. Haverstock. The Auditor found that there now is a General Fund balance of approximately $135,000, which equates to approximately 10% surplus. In the event of the transfer, the surplus would be approximately $100,000, or a 7% surplus. The auditor recommended making this transfer.

Motion by J Cornell and seconded by D. Trombley to move $35,000 from the General Fund balance to the Water Fund. Motion passed unanimously 4 – 0.

Review and Approve Warning for Town Meeting:
The Select Board received a draft of the Town Meeting Warning. The members of the Select Board reviewed the warning and re-worded Article 7. Motion by J. Cornell and seconded by D. Trombley to approve the Warning, as amended. Motion passed unanimously 4 – 0.

Discuss Preparations for Town Meeting:
J. Haverstock will be meeting with school board representatives regarding preparations for Town Meeting. Moderator Jim Carvey, moderator will be attending a VLCT workshop prior to Town Meeting.

Review and Sign Request for Reimbursement for West Creek Road Reconstruction/Paving:
Motion by J. Cornell and seconded by D. Trombley to sign and submit the forms for reimbursement for the West Creek Road reconstruction and paving. Motion passed unanimously 4 – 0

Review and Act of Certificate of Highway Mileage:
J. Haverstock stated that this is an annual exercise to confirm the highway mileage within the Town. The document was signed by the members of the Select Board.

Appoint the Fire Department Officers for the Year:
The Fire Department proposed Select Board re-appointment of the following officers: Chief: Tom Hooker; Assistant Chief: Butch Shaw; other officers include Captains Tom Shannon and Bill Hemple and Lieutenants Todd Hemple and Shawn Hendee.

Motion by J. Cornell and seconded by D. Trombley to appoint the fire officers as proposed. Motion passed unanimously 3 – 0 – 1 (Hooker abstained).
T. Hooker made a motion and seconded by J. Cornell to go into Executive Session for a personnel matter 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 7:08 PM with J. Haverstock invited to remain.

The Select Board exited Executive Session at 7:15 PM, with no action taken.

The meeting adjourned at 7:15 PM.

The next regular meeting of the Select Board will be held on February 3, 2016.

Respectfully Submitted,

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

Thomas Hooker, Vice Chairman

Jane Cornell, Selectman

W. Joseph Gagnon, Selectman

David Trombley, Selectman