Meeting Minutes : Select Board

Members Present – Thomas Hooker, Thomas “Hank” Pelkey, Alicia Malay, David Trombley, and W. Joseph Gagnon.
Others Present:  Tammy Hitchcock, John Blankenbaker, Rishi Connelly, Tharon Malay, Barb Lalancette (7:00 PM), 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 to discuss the Fire Warden, Water Department Personnel (Personnel); Police Department (Contracts) and Burditt Fund (Legal).  D. Trombley stated that he would like to discuss the Town Manager (Personnel) in Executive Session.  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.  D. Trombley would like to add the discussion of Highway Department Storm Policy.  Motion by T. Pelkey and seconded by D. Trombley to adopt the agenda as amended.  Motion passed unanimously 5 – 0.



The minutes of the May 2, 2018 regular Select Board meeting were signed, with no changes.



The orders in the amount of $41,021.83 and Payroll in the amount of $12,772.42 were signed, with the following discussion:

J. Gagnon inquired about the expense for T-Shirts.  J. Haverstock stated that these were sponsor-paid shirts for the Recreation Department baseball teams, to be reimbursed by team sponsors.

J. Gagnon inquired about the expense for the generator deposit.  J. Haverstock stated that this was approximately 25% of the total expense for the entire project.


Town Manger’s Report:

J. Haverstock reported the following:

  • The Pittsford Pride Committee met on May 7 and will be meeting again on June 4 to work on ideas for beautifying the Town.
  • Chairman Hooker, Selectman Trombley, the Town Manager, Union Representatives, Shawn Hendee and Chad Eugair recently met to begin negotiations on a new Union Contract.  The group will meet again on May 24, June 4, and June 11 at 2:00 PM.
  • VTrans grant funding was not received for reconstruction of the OMYA approach on Whipple Hollow Road.  A Structures Grant was received for the culvert project on Fire Hill Road near the Florence Crushed Stone driveway.  Another grant application will be submitted next year to complete the project.  There is a possibility of grant funds from the Department of Environmental Conservation for the replacement of small culverts.  Shawn Erickson will be reviewing upcoming projects for application ideas.
  • Brook-Field Service employees were at the Municipal Offices and Highway Garage to complete the generator installations.  There has been an offer received for the generator that was removed from the Highway Garage.  T. Hooker stated that this may be useful at the Haunted House.  This will be discussed further in Executive Session.
  • The Highway Department will be hosting a “Fill the Truck” event on May 23 from 8:00 AM – 1:00 PM in observance of National Highway Week.
  • The grader is currently at Milton CAT for work on the transmission.  The estimate for this work is $14,981.  There will be a proposal forthcoming to upgrade the grader.
  • The Town Manager will be out of the office at the VTCMA meeting in Middlebury on May 17 and 18; vacation days May 21 – 22 and May 25.
  • The Municipal Office and related services will be closed on May 28, in observance of Memorial Day.


Public Comment:

Tharon Malay thanked Selectman Gagnon for attending the last Planning Commission Subcommittee Meeting.  There was discussion concerning the proposed agenda.  The Subcommittee thought that they were not limited to discussion on the Town Plan and they want to move forward and promote small businesses.  The Select Board suggested that the Subcommittee focus first on developing amendments to the Town Plan.  If they wish to do more work later, they should request a further charge from the Select Board.



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


Review and Consider Recreation Area Fees:
This topic was tabled.


Consider Purchase of Sweeper Attachment for Highway Tractor:
J. Haverstock stated that Champlain Valley Equipment is not interested in accepting the Town’s loader snow plow in trade toward the purchase of the sweeper attachment.

Motion by D. Trombley and seconded by T. Hooker to purchase the sweeper attachment with water reservoir kit from Champlain Valley Equipment for the amount of $15,554.  Motion passed 4 – 1 (Gagnon opposed).


Update on Efforts to Sell or Trade Unused Snowplow:
J. Haverstock stated that Shawn Erickson feels that the snow plow can be attached to the next tandem truck that is purchased.  J. Gagnon stated that he believes this will not work due to the angle not being designed for a truck.  This topic was tabled.



Application for Access/Right of Way (H. Mahoney):
A request for Access/Right of Way was received from Mr. Mahoney on Goat Farm Road.  Shawn Erickson has inspected the area and has stated that there is no need for culverts in the area and recommends approval with no conditions.

Motion by J. Gagnon and seconded by T. Pelkey to approve the request as presented and approved by the Highway Foreman.  Motion passed unanimously 5 – 0.


Application for Access/Right of Way (P. Rose):
A request for Access/Right of Way was received from Ms. Rose on Elm Street.  Shawn Erickson has inspected the area and attached the list of conditions, including a  bond requirement.  There was discussion as to the area and the responsibility as this is for sewer service line work.

Motion to approve with the conditions that were attached by the Highway Foreman.  Motion passed unanimously 5 – 0.


Discuss Route 7 Sidewalk/Curb Restoration Grant and Funding and Vote to Request Burditt Trust Funds:
J. Haverstock stated that VTrans discussions continue and it is believed that the school will be installing a flashing crosswalk light.  There have been discussions with Wilk Paving, who initially estimated the project to cost nearly $200,000.  Following more estimating work, Wilk has lowered its quote to approximately $185,000.

The topic was deferred to Executive Session.


Discussion of Highway Storm Policy:
D. Trombley distributed and read a proposed Storm Policy.  The Select Board agreed to research this topic more and to invite Shawn Erickson for further 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 personnel, contractual and legal at 7:19 PM.  Town Manager Haverstock was invited to remain for Executive Session.

The Select Board exited Executive Session at 7:55 PM.


Motion by D. Trombley and seconded by A. Malay to request Burditt Trust Funds in the amount of $50,000 to partially satisfy the local match obligation of the State’s grant for work to restore the sidewalk and curbing along the western edge of Route 7 in Pittsford Village in the vicinity of the Lothrop School between Mechanic Street and the guardrail to the south.  The motion passed unanimously 5 – 0.

The meeting was adjourned at 7:57 PM.


The next regular meeting of the Select Board will be held on June 6, 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