Meeting Minutes : Select Board Minutes – 05/01/19 – DRAFT

Select Board Meeting Minutes – DRAFT

May 01, 2019

Members Present – Thomas Hooker, Thomas “Hank” Pelkey, Alicia Malay, David Mills and W. Joseph Gagnon. Others Present: Mike Warfle, Tim Rice, Town Manager John Haverstock, 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 to enter into Executive Session for Personnel concerns (Planning Commission) and Legal concerns regarding the Highway truck bids. Motion by D. Mills and seconded by T. Pelkey to enter into Executive Session for Personnel and Legal. Motion passed unanimously 5 – 0.
J. Haverstock stated that there was no need to amend the agenda. Motion by D. Mills and seconded by A. Malay to accept the agenda as posted. Motion passed unanimously 5 – 0.

Minutes:
The minutes of the April 17, 2019 Select Board Meeting minutes were signed with no changes.

Orders:
The orders in the amount of $43,675.82 and Payroll in the amount of $11,496.48 were signed with the following discussion:

J. Gagnon inquired about the expense for Town Clerk Record Host. J. Haverstock explained that this is an electronic site used to access land records on line. J. Gagnon also inquired about the expense for gravel on West Creek Road and Goat Farm Road. J. Haverstock explained that these were storm related and will be passed on to FEMA in the event that VT is declared eligible for funding. J. Gagnon also inquired about the expense for Fire Station renovation. T. Hooker explained that this was for the SCBA room.

D. Mills inquired about the expense for highway salt. J. Haverstock stated that this was probably the last purchase for this fiscal year. D. Mills also inquired about the expense for Thunder Towing for the Ford F550. J. Haverstock stated that this vehicle would not shift out of first gear. D. Mills inquired about the expense for Highway generator service. J. Haverstock explained that this generator was previously located at the Municipal Office and was relocated to the Highway Department to replace their aging generator and this expense was related to retrofitting.

J. Haverstock followed up on a previous question regarding VRPA. An email was read from Randy Adams, Recreation Director regarding the benefits of membership in this organization.

Town Manger’s Report:

J. Haverstock reported the following:

  • On site meetings were held on April 22 with Highway Foreman Chad Eugair, the Town Manager and 7 potential bidders.
  • The Pittsford First Response has been granted consent from the former landowners to join in with the Town government. The next step will to have a guided tour of the facility. J. Haverstock will arrange this tour.
  • There will be an organizational meeting for Pittsford Day planning on May 2 at 5:00 PM.
  • There were 128 participants at the recent Trail Run, despite poor weather.
  • Green Up Day will be held on May 4, 2019. There will be a dumpster at the Municipal Office parking lot. There will also be snacks and drinks served thanks to Omya and Keith’s Country Store.
  • The amended Zoning Ordinance has been posted on the Town website as of May 1, 2019. J. Haverstock has also directed that all other paper copies be destroyed and replaced with the new version. The maps will be presented to the Select Board for signatures once they are received from the RRPC.

Public Comment:
None presented at this time.

OLD BUSINESS
Review and Discuss Draft Event Ordinance and Permit Form:
The Select Board members reviewed the draft Event Ordinance. There was discussion about the text and the monetary amounts and penalties. This proposed permitting process is not intended to be restrictive to landowners’ rights. Rather, it is being considered so that the Town and emergency services personnel are aware of events which may result in an influx of traffic and people in town. There will be further discussion on this topic at the next meeting.

Update on Village Route 7 Sidewalk Project:
J. Haverstock stated that the next meeting of the OVUU board will be held on May 15, when both Pittsford representatives are expected to be present. Ted Gillen has the information to review and comment on a draft letter to the OVUU Board. Following discussion, Chairman Hooker and Selectman Malay agreed to attend this OVUU meeting, with Vice Chair Pelkey running the Select Board meeting.

NEW BUSINESS
Review Paving Bids:
J. Haverstock stated that the paving bids have been opened and the results were included in the packet for review. Tim Rice from Wilk Paving contacted the Town Manager and stated that it is his belief that D & F was not a State-certified contractor. There was a memo in the packet stating that there was no State Certification required.

J. Haverstock has spoken with Shawn Erickson, former Highway Foreman, who stated that D & F has done good work in the past, as has Wilk Paving. J. Haverstock has checked with Brian Nolan from the Town of Addison as a D&F reference. The Town does have recourse if D & F fails with their performance.

D & F quoted a virgin mix at $63.00 per ton. Motion by D. Mills and seconded by J. Gagnon to accept the bid from D & F for $63.00 per ton for virgin mix. Motion passed unanimously 5 – 0.

T. Rice exited at 6:51 PM.

Consider Adding “Select Board Member Remarks” as a Permanent Agenda Item:
J. Haverstock stated that other towns include this as part of the topic under their administrative portion of the meeting. The Select Board unanimously agreed to include this item as part of future agendas.

Consider Authorizing of Town Manager to Co-Sign VTrans Permit Application for Von Turkovich Parcel’s Act 250 Process:
Motion by T. Pelkey and seconded by D. Mills to authorize the Town Manager to Co-Sign the VTrans Permit application for the Von Turkovich Parcel Act 250 process. Motion passed unanimously 5 – 0.

Consider Request for New Police Cruiser:
Police Chief Warfle was present to request the replacement of the 2015 Ford cruiser. The cruiser currently has a bad #5 cylinder and will be needing other major work to keep the vehicle in service.

Rutland Dodge has quoted prices for a Durango at $33,000 with a $5,000 discount and a truck at $28,790 with a $12,250 discount. The trade of the Ford would be $9,000. The delivery time of the truck is 10 weeks. Chief Warfle explained that a truck would be very beneficial to the department as the officers often pick up items in his personal vehicles, which could cause issues.

Chief Warfle stated that OMYA has offered a $5,000 donation to outfit a new cruiser, which would be used to upgrade the radio and other equipment will be transferred to the new vehicle. The decals on the new vehicle will not be the same as those on the other vehicle and will be more visible.

Following discussion, a motion was made by D. Mills and seconded by A. Malay to purchase the truck, as recommended by the Police Chief. Motion passed unanimously 5 – 0.

The Select Board adjourned at 7:33 PM.

EXECUTIVE SESSION
D. Mills made the motion and seconded by T. Pelkey 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 legal at 7:33PM. Town Manager Haverstock was invited to remain for Executive Session.

The Select Board exited Executive Session at 8:05 PM with the following action taken: Motion by T. Pelkey and seconded by A. Malay to reconsider the April 17 decision to purchase a Ford F550 truck cab and chassis due to recent disclosure that the truck would not be delivered until February 2020 and to instead purchase the cab and chassis quoted by Cody Chevrolet for a Silverado MD for $48,349.88 (which can be delivered in approximately four months). D. Mills stated that the Chevrolet was a larger and heavier truck than the Ford F550 with a better warranty. Motion passed unanimously 5 – 0.

The meeting was adjourned at 8:08 PM.

The next regular meeting of the Select Board will be held on May 15, 2019.

Respectfully Submitted,

Kelly Giard
Recording Secretary

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Thomas Hooker, Chairman

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Thomas “Hank” Pelkey, Vice Chairman

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Alicia Malay, Selectman

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W. Joseph Gagnon, Selectman

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David Mills, Selectman