Meeting Minutes : Town of Pittsford – Select Board Meeting Minutes August 03, 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:   Joey Appleton, John Haverstock, Kelly Giard – Recording Secretary.

J. Haverstock indicated that there was a need for Executive Session for 3 personnel issues and 3 legal issues.  Motion by T. Pelkey and seconded by T. Hooker to enter into Executive Session for personnel and legal.  Motion passed unanimously 5 – 0.

Motion by T. Pelkey and seconded by T. Hooker to amend the agenda to add to new business discussion concerning a Homestead Declaration penalty abatement request.  Motion passed unanimously 5 – 0.

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

The orders in the amount $75,926.64 (FY ’16); $56,186.77 (FY ’17) and $15,241.64 (Payroll) were approved, with the following discussion:

D. Trombley inquired about the expense to Marcia Creed for a State tax rebate in the amount of $4,577.  J. Haverstock explained that this was related to a house sale.

J. Haverstock reported on the following:

·      VT Rail will be requesting approval to remove trees on Town land.  There is currently a survey being conducted at the site due to the possible existence of endangered bats.

·      Iowa State University staff was present at the Cooley Bridge conducting weight tests.  A report is expected soon.

·      The Select Board will be holding two Public Hearings on August 17 and September 7 regarding potential adoption of the revised Zoning Ordinance.  The Select Board members are encouraged to bring their copies of the Ordinances for these meetings.  D. Trombley recommended that there be an alternate location available due to the larger than normal attendance at the last hearings.  J. Haverstock will contact the school to confirm availability.

·      There will be a Village sidewalk tour along Route 7 on Friday, August 12 at           1:30 p.m. Select Board members are asked to meet at the Town Office.

·      The Town Manager will be out of the office from 10:00 AM on Thursday, August 4 and return on Monday, August 8.


None presented at this time.


Update on Pittsford Day Planning:

J. Haverstock stated that he has met with Chief Hooker and Randy Adams with regard to Pittsford Day preparations.  The plans are falling into place and volunteers are requested on Friday evening and Sunday morning.

Review of Village Sidewalk Project:

J. Haverstock reported that the retaining wall is complete and backfilled.  Markowski Excavating has ordered the necessary drainage bowl and is waiting for delivery as there is a long lead time.  The granite curbing is expected to be delivered and installed in the next day or two and the concrete is expected to be poured soon thereafter on Pleasant Street.  J. Haverstock will confirm whether the concrete will be ready prior to Pittsford Day.

T. Pelkey reported that he received a phone call from the Resident Engineer, in the absence of the Town Manager, and the retaining wall change required the purchase of 24 additional blocks, totaling $1,200.  T. Pelkey approved this change.

J. Gagnon inquired about the total cost for the additional work to be done.  J. Haverstock stated that between the additional blocks approved by the Board, together with these approved by H. Pelkey will total approximately $7,400.  For the stormwater drainage work, the total should be approximately $20,000.  D. Trombley inquired how such a large expense could be incurred following an engineer’s design.  J. Haverstock stated that the engineer went by the Water Department markings and did not use digital information which may have been available from the recent upgrades.  J. Gagnon stated that he visited the site and that someone failed to search out the digital documents.  H. Pelkey stated that, in his experience in construction, surprises are often found during excavation.


Consider VT Rail Request for Permission to Use Town Lands for Staging Area:

Joey Appleton, an engineer for Engineers Construction, was present to discuss a request for permission to use Town lands for a staging area of approximately 5,000 – 6,000 square feet to rehab railroad bridge 219 in Florence.

Mr. Appleton explained the work to be done and how the staging area would be used.  The project and property is located in Class 2 wetland and there would be approximately 2,000 – 3,000 square feet of land disturbed.
J. Haverstock requested that photos be taken of the area prior to any disturbance.  Mr. Appleton explained that there would be only a temporary disturbance, other than the trees that would be removed.  Mr. Appleton also explained that some of the environmentalists like to see the trees that are felled just left on site to decay.

Mr. Appleton explained that there are several state regulations that need to be adhered to during the project, and that the project cannot proceed without the confirmation of the absence of endangered bats.

Following Mr. Appleton’s presentation, the Select Board agreed by general consensus to approve the request providing the State approval eliminated any Town liability.

Homestead Declaration Penalty Abatement Request:

A request was received from Leon and Barb Ladabouche for a Homestead Declaration penalty abatement request due to the fact that their accountant was ill and unable to fulfill her obligations and timely file their form.  A letter from the accountant was submitted in support.

Motion by T. Pelkey and seconded by T. Hooker to approve the abatement request of $146.  Motion passed unanimously 5 – 0.


None presented at this time.


T. Pelkey made a motion and seconded by D Trombley to go into Executive Session for personnel and legal 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 Legal at 7:09PM., Town Manager Haverstock and Town Clerk Helen McKinlay were invited to remain for Executive Session.

H. McKinlay exited Executive Session at 7:21 PM.

The Select Board exited Executive Session at 7:38 PM.

Motion by T. Pelkey and seconded by J. Cornell to grant Bob Berardo’s request for a wage increase (restoration of a portion of his prior voluntary salary reduction) in the amount of $1.50 per hour, not to exceed $1,560 annually, payable from the Sewer Fund.  Motion passed 3 – 2. (Gagnon and Trombley opposed)

The meeting adjourned at 7:40 PM.

The next regular meeting of the Select Board will be held on August 17, 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