Meeting Minutes : Select Board

Members Present – Thomas Hooker, Thomas “Hank” Pelkey, Alicia Malay, David Trombley, and W. Joseph Gagnon.
Others Present:  Brent Rakowski, Philip Carter, Barb Lalancette, Sandy Ladd, Shawn Erickson, Jason Davis, Tharon Malay, Ted Gillen, Dave Soulia, John Haverstock – Town Manager and 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 to discuss the Fire Warden (Personnel); Police Department (Contracts).  Motion by T. Pelkey and seconded by D. Trombley to enter into Executive Session.  Motion passed unanimously 5 – 0.

J. Haverstock reported that there was a need to amend the agenda to remove the Discussion of Recreation Fees and to add the Dog Warrant Approval.  Motion by T. Pelkey and seconded by A. Malay to adopt the agenda as amended.  Motion passed unanimously 5 – 0.



The minutes of the April 18, 2018 regular Select Board meeting were signed, with no changes.  The minutes of the April 4, 2018 Liquor Board meeting were signed, with no changes.



The orders in the amount of $79,696.44 and Payroll in the amount of $11,566.45 were signed, with the following discussion:

J. Gagnon inquired about the expense to Otter Creek Engineering for Water & Sewer work on Route 7.  J. Haverstock explained that this was for the $15,000 ($5,000 – sewer and $10,000 – water) design of utility upgrades along Route 7 Segment 2, with the water portion eligible for a planning loan.


Town Manger’s Report:

J. Haverstock reported the following:

  • The Dollar General hearing with the Zoning Board of Adjustment was recessed until May 14, 2018 at 7:00 PM at the Lothrop Gym.
  • Welcome back Chairman Hooker who underwent surgery recently.
  • The meeting to discuss the Burditt Fund vote has been postponed from May 7 to May 14 at 6:30 PM.
  • There will be a staff meeting on Thursday, May 3 at 9:00 AM.  The members of the Select Board are invited to attend.
  • Green Up Day is May 5.  Randy Adams has a list of areas that are in need of volunteers.
  • Volunteers are meeting to discuss the roster of Pittsford residents to be named on the Veteran’s Memoria plaques.
  • There will be a meeting on May 7 of anyone interested in assisting with the Pittsford Pride beautification effort.  They will meet on May 7 at 5:00 PM.
  • There will be a meeting on May 9 at 3:00 PM to begin the Union Negotiations.  The Town’s team of negotiators will meet at 2:15 PM.
  • The Village Center Designation application was submitted on May 1.  There will be a presentation of the application on June 25 at 1:00 PM.  The Town Manager will be discussing with local residents (historians) who may wish to attend.
  • Sullivan & Powers, the Town’s external auditors, will be conducting their annual audit at the Town Offices during Labor Day week.
  • There will be a farewell reception for Mr. and Mrs.  David Barnard on Sunday, May 6 from 2 – 4 PM at the Congregational Church.
  • There will be a Celebration of Life for former Town Manager and Planning Commission Chairman Don Nickless on Sunday, May 6 from 2 – 4 PM at the Rutland Country Club.


Public Comment:

Dave Soulia stated that he was contacted by a resident who is concerned with the discussion of possible zoning changes on the Town Plan Subcommittee’s Agenda.  T.  Hooker and D. Trombley stated that they believed that the subcommittee was only to discuss potential amendments to the Town Plan.  Mr. Malay stated that he will amend the agenda and send again to be reposted.  J. Haverstock recommended that the Subcommittee focus on the Town Plan.  T. Hooker stated that the Subcommittee should attend the Planning Commission meeting with their ideas and they will report back to the Select Board for any amendment approvals.  Ms. Lalancette inquired if the Zoning and Planning Commissions worked together.  J. Haverstock explained that they are two separate entities.  J. Gagnon stated that he originally volunteered to serve on the Subcommittee and was never notified of any meetings.  Mr. Malay stated that they plan to meet on the second Wednesday of each month at 6:30 PM in the Municipal Office Conference Room.

Mr. Soulia exited at 6:55 PM.



Review Local Emergency Operations Plan:
Jason Davis was present to discuss the Local Emergency Operations Plan.  Mr. Davis stated that the LEOP and NIMS Compliance have been updated and he is looking for Select Board approval so the documents can be sent to the Regional Planning Commission for approval.  Motion by D. Trombley and seconded by T. Pelkey to instruct the Town Manager to sign the documents and submit them to the RRPC.  Motion passed unanimously 5 – 0.  A. Malay inquired if there was a listing of the residents who need additional assistance in the event of an emergency.  Mr. Davis stated that there will be information in the Newsletter including his contact information and he will maintain that listing.  Mr. Davis stated that he had met with the Town Manager, Department Heads, Fire Department and First Response representatives to discuss training, classes and shelters.


Continued Discussion of “Lost Truck” Ticket Revenues:
This topic was tabled to Executive Session.



Review Status of Salt Shed Project/Local Concerns Meeting/Public Input (Questions/Comments) Welcome:
J. Haverstock stated that VTrans requires a Local Concerns meeting as part of the funding process.  Mr. Rakowski, an engineer with Otter Creek Engineering, was present to discuss the project.  Mr. Rakowski stated that he recently met with the Town Manager and Highway Foreman Shawn Erickson to discuss the project.  Mr. Rakowski presented handouts explaining the State requirements and the planned location of the structure.  Mr. Rakowski stated that there is an environmental permitting process that will take approximately 4 – 6 months to complete.

D. Trombley inquired if there would be any issues with the location.  Mr. Rakowski stated that they would be looking at the wetlands and archeology.  This is a prefab building, and other towns have similar site situations and have not had any issues.


Discuss VTrans Request for Easements:
J. Haverstock stated that this request for temporary easements is in preparation of work to reconstruct Route 7 Segment 1.  These easements are in the area of intersections of Parker Road and Mountain View Road.  There was discussion regarding the area of these easement requests and the waterline locations, as well as property ownership.

Motion by T. Pelkey and seconded by D. Trombley to authorize the Town Manager to sign the required documentation for this transaction.  Motion passed unanimously 5 – 0.

Mr. Carter and Mr. Rakowski exited at 7:18 PM.


Review and Consider Recreation Area Fees:
This topic was removed from the agenda.


Consider Purchase of Extended Warranty for New Highway Truck:
The new truck has been delivered and the members of the Select Board recessed the meeting to look at the truck.

Sandy Ladd was present to discuss the potential of purchasing an extended warranty and reviewed the various options.  The information was included in the packets for review.  The extended warranty can be purchased within the first year of ownership.  Following discussion, the Select Board tabled this topic until a future meeting.

Mr. Ladd exited at 7:42 PM and was taking the new truck to the Vermont Municipal Show.


Consider Purchase of Sweeper Attachment for Highway Tractor:
Shawn Erickson stated that the current sweeper hooks to the back of the tractor and the operator is always looking backward, which is both uncomfortable and raises a safety concern.  The proposed sweeper would be used for the front of the loader and has a quick coupler attachment.  This sweeper is a 10’ MB with water to minimize dust.  The water tank holds 85 gallons and is also front mounted.  Champlain Valley Equipment in Middlebury submitted a proposal for $15,554.  Purchase funding is available in the Highway Capital Equipment Fund.  D. Trombley  inquired about the width of the sweeper.  S. Erickson explained that the width is 10’, as opposed to the current 8’ 6” sweeper.  The sweeper angles.  J. Gagnon raised cost concerns by noting that, years ago, the Town had purchased a plow that received very little use.  S. Erickson stated that there was no trade-in sought for the plow; however, there was an offer for $5,000 in the past.  S. Erickson recommended that this plow be retrofitted for a tandem frame for the next truck purchase.  J. Gagnon stated that trade-in should be explored.  This topic was tabled.


Review Paving Bids:
J. Haverstock stated that the paving bids were opened on April 26 with 3 bids received.  (D & F – $63.00 per ton for “virgin mix”; Wilk Paving $62.00 per ton for “virgin mix” and $59.33 per ton for the 15% RAP mixture; Pike Industries $63.00 per ton for “virgin mix” and $59.59 per ton for the 15% RAP mixture).  S. Erickson stated that the roads that received the RAP mixture last year are holding up well.

Motion by J. Gagnon and seconded by D. Trombley to accept the bid from Wilk Paving for $59.33 per ton for the 15% RAP.  Motion passed unanimously 5 – 0.  T. Hooker stated that if there was extra paving funding available, that the entryway to the Municipal Office needs attention.


Discussion of Repairs and Maintenance of Grader:
Shawn Erickson stated that the grader has a transmission leak and he has spoken with Gary Stanley, who states the gaskets have dried out and that repairs will be necessary at the shop.  S. Erickson stated that he believes the grader is worth repairing and improving with upgrades.  This was tabled until a proposed cost is obtained.


Consider Whether to Have Highway Crew Do Two Grant Funded Stone Lined Ditching Projects:
There have been two Better Roads grants received stone line ditches for Goat Farm Road and Corn Hill Road to stone line ditches.  The Highway Department staff did a similar project on Depot Hill Road. However, to do this project, an excavator rental would be necessary.  S. Erickson stated that this project would requie approximately one week per project.  The consensus of the Select Board was to move forward with the project “in-house” and rental of the machinery.


Review and Sign Wastewater Project Loan Documents ($7,600 Planning Loan):
J. Haverstock stated that this loan could be rolled into the bigger construction project loan, with a possibility of forgiveness.  The Select Board signed the loan documents, with no discussion.


Approval of Dog Warrant:
J. Haverstock stated that this was an annual exercise authorizing the Police Department to follow up on dogs that are not registered.  The Select Board signed, with no discussion.



T. Pelkey made the motion and seconded by D. Trombley to go into Executive Session for contractual and 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 contractual and personnel at 8:13 PM.  Town Manager Haverstock was invited to remain for Executive Session.

The Select Board exited Executive Session at 8:35 PM, with no action taken.


The meeting was adjourned at 8:35 PM.

The next regular meeting of the Select Board will be held on May 16, 2018.



Respectfully Submitted,


Kelly Giard

Recording Secretary


Thomas Hooker, Chairman


Thomas “Hank” Pelkey, Vice Chairman


Alicia Malay, Selectman


W. Joseph Gagnon, Selectman


David Trombley, Selectman