Members Present – Thomas “Hank” Pelkey, Thomas Hooker, Jane Cornell, David Trombley.
ABSENT: W. Joseph Gagnon.
Others Present: Barb Lalancette, Shawn Erickson, Linda Drummond, Fred Duplessis, Helen McKinlay, Chuck Charbonneau, Rick Conway, Tharon Malay, Ed Brutkoski, Rishi Connelly, Alicia Malay, Tammy Hitchcock, Betsey Morgan, Ted Gillen, Craig Ferrera, Chad Eugair, John Haverstock – Town Manager, Kelly Giard – Recording Secretary.
The meeting was called to order at 6:30 PM by Chairman Pelkey.
J. Haverstock reported that there was a need for Executive Session for two Personnel issues (Fire Warden, and Highway Department). T. Pelkey stated that he would like to add a Personnel issue (Town Manager discussion). Motion by T. Hooker and seconded by D. Trombley to enter into Executive Session for personnel. Motion passed unanimously 4 – 0.
J. Haverstock reported that there was a need to amend the agenda to Kamuda’s Market request for Second Class Liquor License renewal. Motion passed unanimously 4 – 0.
The minutes of the January 17, 2018 Public Hearing, the February 7, 2018 Public Hearing and the February 7, 2017 regular Select Board meeting were signed, with no changes.
The orders in the amount of $42,701.42 and Payroll in the amount of $11,906.22 were signed, with the following discussion:
J. Haverstock reported that he spoke with Pat Johnson, the Bookkeeper, regarding the concerns that were raised at the last meeting by Selectman Trombley. Ms. Johnson stated that the supplemental orders will be kept to a minimum (in circumstances where penalty charges or pricing is dependent on prompt payment).
Town Manger’s Report:
J. Haverstock reported the following:
- There will be a site meeting at the Fire Hill Road box culvert project site on February 23 with the bids due on March 9. The design of the second box culvert project will be received soon.
- Engineering proposals for the salt/sand shed at the Transfer Station will be due on February 23.
- The Dollar General Hearing with the Zoning Board of Adjustment was recessed until March 12, 2018 at 7:00 PM. The engineers for the project have requested to address the Select Board and possible Town maintenance of the potential sidewalks in the area. The engineers would like to propose that the town maintain the sidewalks.
- There is a vacancy on the Planning Commission and 5 letters of interest have been received and will be reviewed.
- The Proctor Town Manager has invited the Select Boards from West Rutland and Pittsford to a meeting to discuss the OMYA “lost truck” issue. Representatives from VTrans and OMYA will also be in attendance.
- Thank you to OMYA for their generous $500 donation for the Memorial Day flags.
- OMYA has reported that the 2017 sales were the best ever and 2018 is also looking good. There will be a removal by controlled implosion of the Fowler smoke stack in the spring; OMYA has also redirected the truck traffic at their facility to better minimize the amount of dust deposited on Town roads.
- Two State grants have been received for anti-erosion stone-lined ditching projects at Goat Farm Road ($9800) and Corn Hill Road ($7400). The Town will use its labor as its local match obligation.
- The Pittsford Pride Committee will be meeting after Town Meeting Day. This is a committee that is being formed to beautify Pittsford with seasonal displays/decorations.
None presented at this time.
Discussion of Winter Highway Maintenance:
D. Trombley explained that he has been speaking with Selectman Hooker regarding concerns about the road conditions this winter which have impacted the Fire Department responding to calls. D. Trombley stated that the Highway Department does an excellent job in the winter. However, he recommends improvement for longer and more intensive storms, possibly hiring temporary drivers to spell the Highway crew during prolonged weather events for the safety of everyone. Selectman Trombley distributed a proposed policy along these lines.
There was much discussion concerning this topic and safety was a main concern of everyone; the safety for the drivers, the safety for the residents and the safety of the general public. The roads need to be maintained to allow for regular vehicular traffic, as well as the emergency responders who must travel on all roads and at all hours.
This was just the beginning to the discussion, which will continue throughout time and hopefully a solution can be reached and implemented by next winter. J. Haverstock will research what other towns do and report back to the Select Board.
Update on New Town Plan and Review by RRPC:
J. Haverstock reported that the Rutland Regional Planning Commission approved the Town Plan with a vote of 5 – 4. Selectboard members Trombley and Gagnon were present for the meeting. J. Haverstock reported that the State’s Village Center Designation has been lost but that the Town will undergo a new application process.
Discuss Preparations for Town Meeting:
J. Haverstock reported that the Town Report dedication ceremony was held honoring Tom Hooker and Marsha McMahon. Town Meeting will be held on March 5 with balloting on the following day. Chairman Pelkey will present the General Fund; Selectman Gagnon will present the Highway Report. Jim Carvey will serve as Moderator.
Presentation of FY 2016 – 2017 Audit Report:
Fred Duplessis from Sullivan and Powers, the Town’s external auditing firm, was present to discuss the recently completed financial audit.
The Management Discussion and Analysis covers the budgets, funds, and variances for all of the General and Highway Fund line items. The Report of Compliance states Internal Controls were in compliance, with no issues or deficiencies noted. There were recommendations submitted under a separate cover for review. The report stated that the staff was prepared and cooperative with the auditors.
Mr. Duplessis and Helen McKinlay exited at 6:46 PM.
The Select Board recessed at 7:16 PM to convene as the Liquor Board.
The Select Board reconvened at 7:19 PM.
T. Pelkey made the 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 7:19 PM. Town Manager Haverstock and Highway Foreman Erickson were invited to remain for Executive Session.
Shawn Erickson exited Executive Session at 7:40 PM; John Haverstock exited at 7:48 PM; Hank Pelkey exited at 7:54 PM; John Haverstock re-entered at 7:59 PM.
The Select Board exited Executive Session at 8:05 PM, with no action taken.
The meeting was adjourned at 8:05 PM.
The next regular meeting of the Select Board will be held on March 7, 2018.
Thomas “Hank” Pelkey, Chairman
Thomas Hooker, Vice Chairman
Jane Cornell, Selectman
W. Joseph Gagnon, Selectman
David Trombley, Selectman