Meeting Minutes : Select Board

Town of Pittsford
Select Board Meeting
May 4, 2016


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:   Lee Kahrs, Jason Davis, Bill Pratico, Tim Cornell, Tom Swenson, Erik Wilder, Marianne Goulet, Shawn Erickson, Stephan Goulet, Rula Moradi, Ann Rademacher, Kathy Warfle, Chief M. Warfle, Laverne Lesznick, John Haverstock, and Kelly Giard – Recording Secretary.

J. Haverstock indicated that there was a need for Executive Session for personnel, contracts and legal issues.  The legal and contract issues are related to fireworks.  Motion by T. Pelkey and seconded by T. Hooker to enter into Executive Session for personnel, legal and contracts.  Motion passed unanimously 5 – 0.

Motion by T. Pelkey and seconded by T. Hooker to amend the agenda to add to new business a presentation regarding Syrian refugees coming to Rutland; Highway ROW/Access Permit, and Town Plan added to old business.  Motion passed unanimously 5 – 0.


The Select Board minutes from the April 20, 2016 Select Board meeting were signed, with no corrections.


The orders, in the amount $48,445.08 and $12,299.21 (Payroll) were approved, with the following discussion:

D. Trombley inquired about the expense for Highway tree removal.  J. Haverstock explained that there were safety and liability concerns and VLCT recommended having tree work done by an outside contractor.

J. Gagnon inquired about the expense for the Police Durango repair.  Chief Warfle explained that the transmission and air conditioner condenser needed replacing, as did the transmission oil pan (which had rotted) and the windows needed repair as they would not open and close.


J. Haverstock reported on the following:

  • The pre-bid conference regarding the box culvert installation project was held on April 29 with bids due on May 12.  There were 13 attendees.  There has also been a grant received in the amount of $100,000 for an additional box culvert installation on Fire Hill.
  • The Memorial Day flier will be posted around Town in the near future.  This flier was included in the packets for review.
  • Shawn Hendee has finished classes and is now a member of Pittsford First Response.  The Town Manager recommended granting permission to respond to calls as necessary.
  • Pittsford Day will be held on Saturday, August 13.  There have been deposits submitted for the tents; Bob Berardo has been contacted to see if his band is interested in performing; Randy Adams is contacting vendors for the kids’ entertainment.  A planning meeting will be scheduled for the middle of June.
  • The State has confirmed that the water tested in the Town’s water system and in private wells in the area of the Fire Academy has tested negative for PFOA.
  • Ben Lawton from the Brandon Mosquito District will be meeting the Town Manager in Pittsford to discuss the possibility of Pittsford joining the mosquito district.  Information will be forwarded to the Select Board as it becomes available.
  • Mayor Louras from Rutland has invited Rutland County Town Managers and Select Boards to a forum regarding Rutland’s plans to host Syrian Refugees.  This event will be held in Rutland on May 12 at 6:30 at the Public Library.
  • Officer Jeff Warfle and another officer are no longer working with the police department and there is another possibility of an officer being limited due to other work contraints.  Chief Warfle has therefore set appointments for interviewing 3 candidates for part-time positions.  These appointments will be held on May 10 at 9:00 AM.  The Chief, Town Manager, Select Board Chairman and representative from the Vermont State Police will be in attendance.
  • The budget year is at approximately 85% complete.  The General Fund expenses are at 86% and the Highway Fund expenses are at 100%.


None presented at this time.


Discussion of Channing Lane Hearing Logistics:

J. Haverstock reported that the letter has been drafted to the adjoining land owners, the classified advertisement has been drafted and the site visit has been scheduled.

Review Paving Bids and Select Vendor/Contractor and Product Type:

J Haverstock explained that the paving bids were opened on April 18, 2016 at 11:00 AM and the information was included in the packets for review.

Pike Industries bid $54.20/ton for no RAP; $56.20/tons for straight mix with an estimate of 2,070 tons for Corn Hill Road and 279 tons on Fire Hill Road.

Wilk Paving bid $52.30/ton for no RAP; $55.72/ton for straight mix with an estimate of 2,150 tons for Corn Hill Road and 585 tons for Fire Hill Road.

D & F Excavating bid $60.00/ton for straight mix with an estimate of 1,956 tons on Corn Hill Road and 305 tons for Fire Hill.  D & F did not include RAP in their bid.

Motion by J. Gagnon and seconded by T. Hooker to award the paving bid to Wilk Paving for the virgin mix material at the quoted bid price of $55.72/ton.  Motion passed unanimously 5 – 0.

Discuss Town Road Conditions and Funding Options:

J. Haverstock stated that this has been a discussion since the fall.  S. Erickson stated that there are 39 miles of paved road in Town.  The recommendation is to pave 3 –  4 miles per year, which would cost approximately $400,000 per year and returning to the 10 – 12 year repaving cycle.

It was agreed that there will be further discussion concerning the funding of paving and road maintenance at budget time.

Discuss Options Regarding Re-Orientation of Corn Hill/VT Route 3 Intersection:

A letter has been received from VTrans regarding the possibility of re-orientating the intersection of Route 3 and Corn Hill. VTrans recommends cutting brush back to increase visibility.  S. Erickson stated that he has been in contact with VTrans and they will send someone to examine the area.  T. Pelkey recommended moving forward and having the State study the area.

Discuss Potential Work on Class 4 Portion of Hubbardton Road:

S. Erickson recommended making this area more accessible for highway and emergency operations vehicles.  This stretch of road would not be maintained.  However, it would be made passable.  S. Erickson said it would be a good area to place spare material from other projects, such as the upcoming box culvert projects.  The Select Board agreed to doing this.

Discussion of Crack Sealer Costs:

S. Erickson stated that he has contacted a company that does crack sealing and the proposed price is $3,500 per day, which includes flaggers.  S. Erickson stated that this would be a beneficial test of the process on “decent” roads which have recently been resurfaced and have a “few” cracks.

Update on Village Sidewalk Project:

J. Haverstock stated that there was a pre-construction meeting with Markowski Excavating, which is expecting to begin construction on June 6.  They are aware of Pittsford Day, Fire Department egress and school concerns.  The construction is expected to take 90-120 days to complete.

Update on Solar Project on Markowski Property:

J. Haverstock and T. Pelkey have met with the developers of the proposed solar project at the Markowski property.  The developer stated that they have not yet applied to the Public Service Board.  There was discussion about the concerns that were voiced by the  Select Board.  The developer will be present at the May 18 Select Board meeting for further discussion.

Review and Approve Permit for Sale of Fireworks:

J. Haverstock stated that the Town has been asked to issue a fireworks permit to C & C Fireworks.  The permit was drafted and reviewed with the Zoning Administrator.  The draft permit was included in the packets for review.  The Select Board discussed the permit logistics and instructed the Town Manager to emphasize the need to comply with the zoning ordinance.

Discussion of Town Plan E-Mails:

T. Pelkey distributed e-mails that he has received regarding the Planning Commission’s work on the Town Plan.  The members of the Select Board were asked to review the letter for future discussion.


Consider Competing Bids for Pittsford Fireworks Display:

This topic was deferred to Executive Session.

Adoption of National Incident Management System (NIMS):

Jason Davis has been working on the NIMS program and has been attending Roundtable Discussions. J. Haverstock stated that Jason’s work has been thorough and complete.  Motion by J. Cornell and seconded by T. Hooker to adopt the NIMS as presented.  Motion passed unanimously 5 – 0.

Adoption of Local Emergency Operations Plan:

Jason Davis has also been working on updating the Local Emergency Operations Plan, which was reviewed by members of the Select Board.  Mr. Davis stated that this would be forwarded to the Planning Commission once the Select Board approved the document.  Motion by J. Cornell and seconded by T. Hooker to approve the Local Emergency Operations Plan.  Motion passed unanimously 5 – 0.

Presentation of Commendation to Police Officer:

T. Pelkey read a plaque recognizing actions taken by Police Officer Stephane Goulet for saving a life on April 1.  Officer Goulet performed CPR until the arrival of Pittsford First Response and Regional Ambulance.  Chief Warfle presented the plaque and a pin to Officer Goulet.

The Police Officers and guests exited at 6:44 PM.

Presentation on Syrian Refugee Relocation:

Laverne Lesznick was present to discuss the proposal from Rutland City Mayor Louras to relocate 100 Syrian refugees to Rutland.  Ms. Lesznick spoke about her concerns over the costs associated with education, dependence on the welfare program, free housing, etc.  Ms. Lesznick stated that the Mosque, which is located at the Highlander Hotel in Rutland is also inviting Iraqi refugees.  Ms. Lesznick stated that there is concern that this decision was made “behind closed doors” and feels that this is disrespectful to residents.  Ms. Lesznick stated that she has a meeting scheduled with Mayor Louras on May 10 at 1:00 PM and encouraged residents to call her at 483-6565 with any questions or concerns, which will be communicated in confidence and anonymously.

Review Highway Access Permit:

A permit application was received from Sean and Stephanie Kennedy for a Right of Way/Access permit on the south side of Allen Mills Road. S. Erickson approved the application with the stipulation a ditch is dug and a 15” culvert is installed.   Motion by T. Hooker and seconded by J. Cornell to approve the permit, with the conditions set forth.  Motion passed unanimously 5 – 0.


None presented at this time.


T. Pelkey made a motion and seconded by T. Hooker to go into Executive Session for personnel and contracts, where premature knowledge would be damaging to the Town, and may be jeopardized by public disclosure at for Executive Session.

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 Contracts at 7:39PM.  Town Manager Haverstock was invited to remain for Executive Session.

The Select Board exited Executive Session at 7:45 PM.  Motion by D. Trombley and seconded by J. Cornell to award the Pittsford Day fireworks display contract to Northstar Fireworks.  Motion passed unanimously 5 – 0.

The meeting adjourned at 7:47 PM.

The next regular meeting of the Select Board will be held on May 18, 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