Members Present – Thomas “Hank” Pelkey, Thomas Hooker, Jane Cornell, David Trombley and W. Joseph Gagnon.
Others Present: Jack Bowen, Barb Lalancette, Bruce Pyle, Ted Gillen, David Mills, David Soulia, Trish Lewis, Wayne Giard, Peggy Rawlings, Tharon Malay, Alicia Malay, Dave Bowen, Rishi Connelly, Lars Lund, Bill Bowman, Mark Pape, Thomas Markowski, Baird Morgan, Betsy Morgan, Chuck Charbonneau, Randy Adams, Richard Amore, John Haverstock – Town Manager, Kelly Giard – Recording Secretary.
The meeting was called to order at 6:30 PM by Chairman Hooker.
J. Haverstock reported that there was a need for Executive Session for 4 Personnel issues (fire warden, Transfer Station, Recording Secretary and Selectman Cornell). Motion by T. Pelkey and seconded by D. Trombley to enter into Executive Session for personnel. Motion passed unanimously 5 – 0.
J. Haverstock reported that there was a need to amend the agenda to add 3 requests for Liquor License renewals.
D. Trombley stated that he felt that the appointments to the Planning Commission and other committees should be tabled until the Select Board run-off election is held. There has been communication between the VLCT and the Secretary of State’s office concerning this issue, which stated that controversial matters should be taken up following the election. T. Pelkey and J. Cornell disagree with the option to table the items. Motion by T. Hooker and seconded by T. Pelkey to deny the request to table the pending appointments. Motion passed 3 – 1 – 1 (Trombley opposed; Gagnon abstaining).
The minutes of the March 7, 2018 regular Select Board meeting were signed, with no changes. The minutes of the March 7, 2018 Liquor Board meeting were signed, with no changes.
The orders in the amount of $31,138.08 and Payroll in the amount of $12,782.21 were signed with the following discussion:
T. Hooker inquired about the expense for Recreation Department tractor repairs. J. Haverstock reported that this was the tractor that would be traded or part of a transaction to be considered later in the Agenda. R. Adams reported that this was annual maintenance that needed to be done before the trade.
D. Trombley inquired where the Florence Crushed Stone gravel was used. J. Haverstock will check into this and report at a future meeting. T. Pelkey stated that he believed that this was used on Elm Street.
J. Gagnon inquired about the expense for a pre-employment physical. J. Haverstock reported that this was for Wayne Giard, the new Transfer Station Attendant.
Town Manger’s Report:
J. Haverstock reported the following:
- The Dollar General Hearing with the Zoning Board of Adjustment was recessed until March 26, 2018 at 5:30 PM for a site visit and at 7:00 PM at the Lothrop Gym for the hearing.
- Planning has begun on the Annual Pittsford Day festivities, which will be held on August 18, in conjunction with the Fire Department’s 70th anniversary celebration.
- The polls will be open on March 27, 2018 from 7:00 AM – 7:00 PM for the Select Board run-off election between Sue Markowski and Alicia Malay.
- The 3rd Annual Pittsford Trail Run will be held on April 28 at the Recreation Area. Participants are encouraged to register early. The 1K will begin at 9:00 AM and the 5 K will begin at 9:30 AM. Check in will begin at 8:00 AM.
- Youth baseball, softball, t-ball, and little league signups have begun, with a deadline of March 30.
- Dave Pearson, the Chairman of the Water and Sewer Commission has relocated to Hinesburg, thus, there is a vacancy on that board. The position is posted for interested residents to submit letters of interest prior to March 30.
- The Town Manager will be out of the office for at least part of March 23.
Bruce Pyle was present to discuss the activities of the Village Farm Working Group. Mr. Pyle reported that the group held community meetings over the winter and feel that this would be a great place for an agricultural hub and a community garden. The group is seeking donations of tools, materials and member participation.
Consider Making Appointment(s) to Vacancy and Alternate Position on Town Planning Commission:
T. Pelkey reported that there were 5 letters of interest for the vacancy on the Town Planning Commission. There was one resident that attended the meetings regularly. Motion by T. Pelkey and seconded by J. Cornell to Appoint Ted Gillen to the Town Planning Commission. D. Trombley asked that the residents that expressed interest be introduced to the Select Board. The residents that showed interest and which were present were Thomas Markowski, Ted Gillen, Tharon Malay and Mark Pape. Trish Lewis stated that she has heard the Select Board expressing interest in retaining local youth in the area but she is seeing the same decisions being made time and again and she proposed that all Town boards be comprised of a variety of young/old; male/female; native residents and folks that have relocated. Motion passed 3 – 1- 1(David Trombley opposed and J. Gagnon abstaining). Motion by D. Trombley and seconded by J. Gagnon to appoint Thomas Markowski as an Alternate to the Planning Commission. Motion passed 4 – 1 (Cornell opposed).
Consider Making Appointments to a Committee to Work with Town Planning Commission on Potential Amendments to Town Plan:
T. Pelkey stated that Ernie Clerihew, Rishi Connelly, Tammy Hitchcock and Tharon Malay expressed interest in serving on a committee to work with the Planning Commission on potential amendments to the Town Plan. D. Trombley stated that J. Gagnon had originally volunteered. J. Gagnon stated that he had not heard of any meetings and was more than willing to attend any meetings to assist with this project. J. Haverstock stated that he has researched this committee possibility and the State’s Open Meeting Law applies. J. Haverstock has information that he will forward to this committee and will help get the committee started. Ms. Connelly asked for clarification on the Open Meeting Law. T. Hooker stated that the committee must hold public meetings in a public place. Ms. Lewis requested clarification about the intended role of this committee. T. Pelkey explained that this was a sub-committee of the Planning Commission. Ms. Lewis explained that she does not know these people, however she feels it is great to have new people active in the process. Motion passed 3 – 1 – 1(Trombley opposed and Gagnon abstaining).
D. Soulia and D. Mills exited at 7:37 PM; T. Lewis exited at 7:42 PM.
Review Water & Sewer Commission’s Plans to Replace and Consolidate Depot Hill Road Sewer Pump Stations and to Install Aeration Instrumentation at Wastewater Treatment Facility and to Investigate Funding Options:
J. Haverstock stated that Select Board signatures on Loan Prioritization documentation are needed and gave a summary of recent Commission decisions to move forward with these projects. Motion by D. Trombley and seconded by T. Hooker to sign the documentation. Motion passed unanimously 5 – 0.
Review Contractor Bids on Fire Hill Box Culvert Installation Project:
J. Haverstock reported that the box culvert bids were opened on March 9. The contractors bidding on the project were: G & N Excavation ($55,000); Jack Bowen Excavating ($35,211); Ricard Reed & Son ($52,500); and Griffin & Griffin Excavating ($57,550). J. Haverstock stated that Mr. Bowen was the contractor for the 2013 Meadowlake Drive box culvert installation. Following discussion concerning the bids, motion by J. Gagnon and seconded by D. Trombley to award the bid to Jack Bowen Excavating. Motion passed unanimously 5 – 0.
Review Recommendation from Committee Charged with Evaluating Proposals from Engineering Firms Regarding Salt Shed Construction Project:
J. Haverstock read a memo that was included in the packets for review regarding the meeting of the committee established by the Select Board, which evaluated the proposals from engineering firms for the salt shed project. There were 5 engineering firms that submitted proposals (Otter Creek Engineering, Marble Valley Engineering, DuBois & King, DeWolfe Engineering and Holden Engineering). After reviewing the engineering firms the committee recommends Otter Creek Engineering. Motion by D. Trombley and seconded by J. Cornell to award the contract to Otter Creek Engineering. Motion passed unanimously 5 – 0.
Remarks from State Regarding Benefits of “Village Center” Designation and the Process to Obtain such Designation Once Again:
Richard Amore was present to give a presentation on the benefits of becoming a Designated “Village Center”. Mr. Amore stated that there are currently 140 municipalities that are involved in this program and Pittsford was a participant until the Town Plan expired. Mr. Amore indicated that he is willing to assist in the application process. Mr. Amore stated that this designation renewal is every 5 years, however, there is currently legislation to extend this to the 8 year renewal with a 4 year update, which would be in line with the current Town Plan renewal timetable.
Mr. Amore exited at 7:20 PM.
Review Vendor Bids on the Purchase of a New Recreation Area Tractor Mower:
J. Haverstock stated that information was included in the packets with regard to the proposed purchase of a new tractor for use at the Recreation Area. R. Adams stated that the current tractor is 11 years old with over 3000 hours. The bidding vendors stated that the machine is in very good shape, however it is beginning to show some signs of wear. There were 3 bids sought and 2 responded. Champlain Valley Equipment (Middlebury) bid $11,000 with trade in; Town Line Equipment bid $13,048 with trade in. J. Haverstock stated that there is approximately $24,000 in the mower replacement fund. D. Trombley inquired if the tractors that were bid were comparable. R. Adams stated that they were the same machine. D. Trombley inquired if the backhoe would be retained. R. Adams stated that this was included with the trade and a replacement was not needed because it was seldom used. J. Gagnon inquired if John Deere was researched. R. Adams stated that they have had very good luck with the Kubota. Motion by J. Cornell and seconded by D. Trombley to purchase the tractor from Champlain Valley Equipment, with the trade in. Motion passed unanimously 5 – 0.
The Select Board recessed at 7:59 PM to convene as the Liquor Board.
The Select Board reconvened at 8:03 PM.
Chairman Hooker exited at 8:03 PM.
T. Pelkey made the motion and seconded by T. Hooker 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 8:07 PM. Town Manager Haverstock and Kelly Giard were invited to remain for Executive Session.
Kelly Giard exited Executive Session at 8:16 PM; Wayne Giard entered Executive Session at 8:17 PM and exited at 8:27 PM; Lars Lund and Bill Bowman enter Executive Session at 8:30 PM and exited at 8:57 PM.
The Select Board exited Executive Session at 9:00 PM, with no action taken.
The meeting was adjourned at 9:00 PM.
The next regular meeting of the Select Board will be held on April 4, 2018.
Thomas Hooker, Chairman
Thomas “Hank” Pelkey, Vice Chairman
Jane Cornell, Selectman
W. Joseph Gagnon, Selectman
David Trombley, Selectman