Meeting Minutes : Town of Pittsford Select Board Meeting December 7, 2016

Town of Pittsford Select Board Meeting
December 7, 2016


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

Select Board members present:  Jane Cornell, David Trombley, W. Joseph Gagnon, and Thomas “Hank” Pelkey.    ABSENT:  Thomas Hooker.  Also present:  Mary Cohen, Lyle Jepson, Reilly Shannon, Kelly Shannon, Rula Moradi, Mary Lou Moradi, Bill Hemple, John Haverstock, and Kelly Giard – Recording Secretary.

D. Trombley indicated that there was a need for Executive Session for one personnel issue to discuss personal vehicle use for Town business.  Motion by T. Pelkey and seconded by J. Gagnon to enter into Executive Session for personnel.  Motion passed unanimously 4 – 0.

Motion by T. Pelkey and seconded by J. Gagnon to adopt the revised agenda.  Motion passed unanimously 4 – 0.

The Select Board minutes from the November 16, 2016 meeting were signed, with no corrections.

The orders in the amount $113,085.14 and $12,528.33 (Payroll) were approved with the following discussion:

J. Cornell inquired about the expense at Maplefields for fuel.  J. Haverstock explained that Officer Wilder used the Police Department debit card for the purchase.

J. Gagnon inquired about the expense to Proguard.  J. Haverstock explained that the purchase was for a component for the solution that is made by the Highway Department for treating road salt.

J. Gagnon also inquired about the expense to Otter Creek Engineering for water system mapping.  J. Haverstock explained that this is a project that will be receiving some grant funds and the project is to have an accurate inventory of the assets within the system and to precisely locate infrastructure.

D. Trombley inquired about the expense to CLD for the water main.  J. Haverstock explained that this was for engineering work relating to the relocation of the water main that is attached to the bridge in the area of Route 7 and Route 3.

J. Haverstock reported on the following:

·      There is now only one property involved in the upcoming tax sale, which will be held on December 20 at 10:00 AM.

·      The guardrails have been installed in the areas of the two recent box culvert projects.  The information regarding project expenses is being gathered and will be submitted soon in order to receive the remaining VTrans grant funding.

·      The Highway Department has completed work on the Old Hubbardton Road for this year.  There may be more work done in the area in the spring.

·      The Department of Taxes has reviewed the recent Town- wide re-assessment and found the results to be satisfactory.

·      As of December 1, the Accounts Payable function has been transferred from the Town Manager’s office to the Town Clerk’s office.

·      A highway truck slid into the salt shed at the Transfer Station on December 5.  VLCT insurance has been notified and provided with the accident report and photos.  A contractor has been contacted to provide an estimate regarding potential repairs.

·      The Water and Sewer Commission has authorized an evaluation of the Wastewater Treatment Facility’s capacity.  Mark Youngstrom from Otter Creek Engineering and Brooks Newbry from Aeromod will be meeting with Shawn Hendee and the Town Manager to discuss this project.

·      Green Mountain Power has contacted the Public Service Board requesting approval to upgrade the power lines in the area.  Anyone interested in reviewing this information is welcome to stop at the Town Manager’s office.

·      There will be a Staff Meeting on December 15 at 11:30 AM.  This meeting will be a potluck holiday luncheon and members of the Select Board are invited to attend.


None presented at this time.


Review Options to Procure New Police Cruiser:

This topic was tabled.

Consider Request for Contribution Toward Chittenden Dam Warning Siren:

This topic was tabled to a future meeting when all members can be present to discuss whether to include in warning for Town Meeting.

Presentation of Second Draft of FY 2017 – 2018 Municipal Budgets:

J. Haverstock presented the second draft of the FY 2017 – 2018 budget.

“Lost Truck” enforcement is expected to increase ticket revenues, due to better understanding of the State’s ticket processing protocol, from $11,000 to $20,000.   General Fund expense increases include an increase in the Police Cruiser Replacement Fund from $8,000 to $10,000 and an increase to the Fire Department Vehicle Replacement Fund annual appropriation from $62,500 to $75,000.

Currently, the General Fund budget features a tax increase of 6.8% and the Highway Fund features a tax increase of 10.5%.

J. Haverstock stated that other areas of possible expense reduction are the hydrant-related transfer from the General Fund to the Water Fund and a decrease in the proposed increase of the paving budget from $44,000 to $25,000, resulting in a tax increase of 8.4% as opposed to 10.5%.

T. Pelkey stated that the General Fund balance is at $65,000, which is below the recommended carry over amount. T. Pelkey stated that the hydrant related $35,000 transfer should be included in the budget but the FY17-18 budget should be monitored to see whether the Town can afford to make the payment.

The paving bond payoff was discussed.  The funds that are currently being spent on this bond payment will be redirected to the general paving fund in the future.


Remarks from REDC/RRCC Joint Marketing Team:

Mary Cohen and Lyle Jepson presented their joint marketing proposal to improve the regional economy.

A part of the joint marketing proposal is asking local communities to support the project.  T. Pelkey stated that this is long overdue and well needed.  D. Trombley agrees, however, added that, while tourism is good, industry is necessary in the area.  J. Gagnon stated that regulations are discouraging industry and economic growth in the State.

Ms. Cohen and Mr. Jepson exited at 7:25 PM.

Authorization to Town Manager to Bid at Tax Sale:

The Select Board agreed by consensus to appoint the Town Manager as the bidder at the upcoming Tax Sale.  The proper documentation was signed.

Discuss Potential Purchase of Used Grader:

This item was tabled.

Review Act 250 Municipal Impact Questionnaire Regarding Fire Academy Plan to Erect New “Burn” Building:

The Select Board agreed by consensus to have the Town Manager sign the document.

Homestead Declaration Penalty Abatement Request:

A request was received by Paul Lathrop to abate the late penalty in the amount of $124.46 assessed by the State, in reliance upon the recommendation of  Helen McKinlay.

Motion by J. Gagnon and seconded by D. Trombley to abate $124.46.  Motion passed unanimously 4 – 0.

Consider Purchase of New Pick Up Truck for Fire Department:

Assistant Chief Bill Hemple was present to requests the purchase of a utility vehicle for the Fire Department to transport personnel and hose, as well as other small items that may be necessary on a call.  D. Trombley stated that this proposed truck is a crew cab.  Mr. Hemple reported that the members of the department recently voted to contribute $15,000 from revenue received through the Haunted House.  The vehicle that is being sought at the quoted cost of $30,200 is from G. Stone Motors. Mr. Hemple stated that a comparable used vehicle cost is $29,000. Therefore he feels that a new vehicle is the best value.

J. Gagnon inquired if there is adequate funding available in the Fire Department’s Vehicle Replacement Fund.  J. Haverstock stated that there is roughly $200,000 available in that fund.

Motion by J. Cornell and seconded by D. Trombley to purchase the requested vehicle utilizing $15,200 from the Fire Department Vehicle Replacement Fund.  Motion passed unanimously 4 – 0.

Review Sno-mads’ Request for Permission to Use Town Highway ROW’s:

J. Haverstock stated that this is an annual request and the affected roads were listed in the packets.

Motion by J. Gagnon and seconded by J. Cornell to approve as stated.  Motion passed unanimously 4 – 0.


None presented at this time.


T. Pelkey made a motion and seconded by D. Trombley to go into Executive Session for personnel to discuss the use of personal vehicles for Town business, 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 7:42 PM. Town Manager Haverstock was invited to remain for Executive Session.

The Select Board exited Executive Session at 7:52 PM, with no action taken.

The meeting adjourned at 7:52 PM.

The next regular meeting of the Select Board will be held on December 21, 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