Meeting Minutes : Select Board Minutes – 7/3/19

Members Present – Thomas Hooker, Thomas “Hank” Pelkey, David Mills (via phone conference), Alicia Malay and W. Joseph Gagnon. Others Present: 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 (Zoning Board of Adjustment). Motion by T. Pelkey and seconded by A. Malay to enter into Executive Session for Personnel. Motion passed unanimously 5 – 0.

J. Haverstock stated that there was no need to amend the agenda. Motion by T. Pelkey and seconded by A. Malay to accept the agenda as posted. Motion passed unanimously 5 – 0.


The minutes of the June 19, 2019 Select Board Meeting were signed, with no changes.


The orders in the amount of $32,046.42 (FY ’19); $1,155,895.13 (FY ’20) and Payroll in the amount of $32,564.46 were signed, with the following discussion:

J. Gagnon inquired about the expense for Highway Truck 5 radiator. J. Haverstock will research this repair and report at a future meeting. J. Gagnon also inquired about the expense to Otter Creek Engineering for Depot Hill. J. Haverstock explained that this was for design work for the pump station replacement Project.

D. Mills inquired about the expense to Rutland County. J. Haverstock explained that this is for the Town’s share of the annual cost to administer the County Court.

Town Manager’s Report:

J. Haverstock reported the following:

  • The Village Farm Touch-A-Truck event is scheduled for July 20, 2019 from 9 AM – 1 PM. The cider tasting that was originally going to be held at Kamuda’s Market has been cancelled.
  • The second required Public Hearing regarding the Public Assembly Ordinance will be held on July 17, 2019 in conjunction with the Select Board meeting.
  • The Town Manager and the Highway foreman attended a FEMA workshop on June 27, 2019 for the purpose of learning about the process by which to seek reimbursement funding for the April rain event.
  • There was a Pre-Proposal meeting at the Transfer Station with regard to the roof repair and extension. There were no contractors in attendance. Those in attendance were: Town Manager Haverstock, Highway Foreman Chad Eugair, Transfer Station Attendant Wayne Giard, and a representative from Casella Waste. This project will now be advertised in the Rutland Herald to reach a larger audience.
  • The Listers have lodged the Grand List. The Select Board will be able to set the tax rates once needed information has been received from the State.
  • Representatives from OMYA, Casella Construction, Florence Crushed Stone, and VT Rail are invited to OMYA to discuss the Whipple Hollow Road reconstruction project that will be occurring in September and October. This meeting will be held on July 29, 2019 at 9:00 AM.
  • The Town Office and related services will be closed on July 4, 2019 in observance of Independence Day.

D. Mills inquired if there was a deadline for setting the tax rate. J. Haverstock stated that there is a date, however, is unsure of the exact date. J. Haverstock feels that this task should be completed before the end of the month and hopefully at the July 17, 2019 meeting, if not sooner, after which tax bills can be sent out.

Select Board Comments:

None presented at this time.

Public Comment:

None presented at this time.


Continued Discussion Regarding Request for Funding for Chittenden Dam Breach Alert Sirens:

Chairman Hooker stated that he has had residents contact him in favor of the Town making a contribution to this project. J. Gagnon stated that he would like to review any regulations concerning this area before making any decisions.

J. Haverstock reported that Rutland City, Rutland Town, Pittsford and Chittenden have met frequently over the last two years to develop an Emergency Action Plan. Green Mountain Power is responsible for the safety of the dam. The costs now mentioned by Jan Sotirakis are for the installation of the additional sirens that are necessary to reach the residents in the area of greatest potential peril. D. Mills stated that it was his understanding that the Board had decided to make no contribution when the idea was initially proposed. J. Haverstock stated that he would research the minutes to confirm.

T. Hooker stated that if there was a major breach of the dam, there would be no time to react, other than the sirens. T. Hooker recommends that Pittsford make a donation of $2,500. D. Mills recommends that the amount contributed to the project be proportionate to the number of residents in East Pittsford as compared to those in Chittenden. J. Haverstock will contact Ms. Satorakis for this information. J. Gagnon inquired if this was a contribution that would be on-going for maintenance, etc. T. Hooker stated that he believes that this would be a onetime contribution.

This topic was tabled until further information is received.

Continued Discussion Regarding Possible Development of a Town Energy Plan:

J. Haverstock included the information that was presented to the Select Board at its previous meeting from the members of the Planning Commission, as presented by Planning Commission Chairman Winslow. A. Malay inquired if this was something that Pittsford could compose and not submit to the Rutland Regional Planning Commission. Following much discussion, the Select Board would like the Planning Commission to continue working on the project and not be concerned with the RRPC 14 criteria. The document could be inserted into the next Town Plan revision, which is due in seven years.

Consider Staffing Options for Listers’ Office:

J. Haverstock reported that Nicholas Michael has worked for 2 weeks with Lister Donna Wilson, at which time the Grand List was lodged. Mr. Michael has met with State mentors, attended a VISION training in Newport, and is reviewing pending permits, which will require site visits. Mr. Michael has been asked for a report and a plan, identifying any need assistance. T. Hooker inquired if it was possible for Linda Trask to assist with more hours. J. Haverstock stated that her role is administrative. J. Haverstock stated that there were no letters of interest received from residents regarding the vacant Lister positions; however, the advertising will continue.


Update on Preparations for Pittsford Day Celebration:

J. Haverstock reported that the next planning meeting for Pittsford Day Celebration will be held on Thursday, July 11, 2019 at 5:30 PM. Many activities have been secured and donated Silent Auction items are currently being sought.

Review Fuel Bids:

J. Haverstock reported that the fuel bid results were in the packets for review. Motion by J. Gagnon and seconded by A. Malay to award the heating fuel bid to Champlain Valley (current supplier) at a cost of $.10 over the Valero Rack price with a cap of $2.20; on road diesel at a cost of $.10 over Valero Rack price; off road diesel at a cost of $.10 over Valero Rack. Motion passed unanimously 5 – 0.

The propane bids were received with Proctor Gas $1.299; Irving Energy $1.22 with a penalty if less than 95% of the bid amount was used; Suburban Propane $1.24 ($0.30 over Valero Rack). T. Pelkey stated that the Irving Energy stipulation was a disqualifier, to which the other members of the Select Board agreed. Motion by T. Pelkey and seconded by A. Malay to award the propane bid to Suburban Propane. J. Haverstock stated that he contacted Suburban Propane and they confirmed that there were no hidden fees or penalties. Motion passed unanimously 5 – 0.

Review Mowing & Landscaping Bids:

J. Haverstock reported that the two-year Mowing & Landscaping bids were in the packets for review. BK Services (Brad Keith) submitted a bid for $3958 per year and Top Dog submitted a bid for $6380 per year. Motion by J. Gagnon and seconded by A. Malay to award the bid to BK Services (the current supplier). Motion passed unanimously 5 – 0.

Consider Adoption of VTrans New Road and Bridge Standards:

J. Haverstock stated that Pittsford already meets or exceeds the standards. The members of the Select Board signed the document.

Designation of Alternative Authorized Representative Regarding Depot Hill Sewer Project:

J. Haverstock stated that he has been designated by the Water & Sewer Commission as the Authorized Representative for this project and that a secondary signer is required. J. Haverstock stated that Clarence Greeno is the Chairman of the Commission and recommends that he be designated asthe secondary signer. Motion by J. Gagnon and seconded by A. Malay to appoint Clarence Greeno as the secondary signer. Motion passed unanimously 5 – 0.

Review Town of Chittenden’s Notice of Site Inspection of Class IV Roads:

J. Haverstock stated that State statutes require notification to neighboring towns when a town plans to convert Class IV roads to trails. There was no action required on this topic.


T. Pelkey made the motion and seconded by A. Malay 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 7:28 PM. Town Manager Haverstock was invited to remain for Executive Session.

The Select Board exited Executive Session at 8:01 PM, with no action taken.

The meeting was adjourned at 8:01 PM.

The next regular meeting of the Select Board will be held on July 17, 2019.

Respectfully Submitted,

Kelly Giard

Recording Secretary


Thomas Hooker, Chairman


Thomas “Hank” Pelkey, Vice Chairman


Alicia Malay, Selectman


W. Joseph Gagnon, Selectman


David Mills, Selectman