Meeting Minutes : Select Board – 9/18/19

Members Present – Thomas Hooker, Thomas “Hank” Pelkey, David Mills, Alicia Malay and W. Joseph Gagnon. Others Present: Wayne Giard, Linda Trask, 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 two Personnel matters (Listers’ Office and Recreation Department). Motion by T. Pelkey and seconded by D. Mills 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 D. Mills to accept the agenda as posted. Motion passed unanimously 5 – 0.


The minutes of the September 4, 2019 Select Board Meeting were signed, with minor changes.


The orders in the amount of $165,476.98 and Payroll in the amount of $11.957.69 were signed, with the following discussion:

D. Mills inquired about the expense of $70 to Ray Beane for rear wheels. J. Haverstock stated that this was a part of a bigger repair that was done at Earle’s Truck Repair and read the description on both invoices. J. Gagnon recommends that the truck lug nuts be checked more often to avoid any further issues. J. Haverstock will discuss this with Chad Eugair.

D. Mills inquired about the expense to Central Vermont Truck Repair for the Fire Department. J. Haverstock read the invoice that described the repairs as being a brake service.

J. Gagnon inquired about the “final” sewer bond payment. J. Haverstock explained that this was the last payment of one of the smaller bonds that was outstanding.

Town Manager’s Report:

J. Haverstock reported the following:

  • The new police cruiser truck is in service and is just waiting for the push bar to be installed.
  • The Highway Department 550 truck cab and chassis has been shipped to Viking Cives for the body installation.
  • Markowski Excavating is making progress on Whipple Hollow Road with pre-paving preparation to begin on September 23, 2019 with paving to begin on September 30, 2019 for the Whipple Hollow Road and West Creek Road reconstruction projects.
  • The West Creek Road widening work was performed by the Highway Department staff on September 16, 2019 with the extra material used along Kendall Hill Road. T. Hooker stated his concern of the line of sight in the area of the road widening project. D. Mills inquired if there could be an extension of the pavement where the road was widened so that vehicles do not go off the road onto the gravel and back on to the pavement. The Town Manager and Highway Foreman will meet at the site with Selectmen Hooker and Mills to discuss these concerns with representatives of Omya.
  • LifTech reports that the backhoe is ready, however, they could not find the source of the metal shavings in the hydraulics. Liftech spent 60 hours of labor but the source of the problem was not found. There was discussion whether the warranty will cover this labor as there was no diagnosis. There was also discussion that this equipment may need to be traded sooner than later to avoid future costly repairs.
  • FEMA met with the Town Manager and other member of the staff on September 11 regarding the April 15, 2019 rain storm that caused damage. There is a request to recover $10,000 – $12,000 of expenses incurred during this event.
  • The external audit by Sullivan & Powers began on September 16.
  • The Fall Newsletter is at the printers and will be mailed to residents soon.
  • Satin & Steel will be performing their make-up/rained-out performance on Saturday, September 28 , 2019 from 3:00 PM – 6:00 PM at the Recreation Area. This concert is free to the public and the members of the Village Farm have offered to assist with hosting this event.
  • The Haunted House event is scheduled for October 18, 19, 25 and 26.
  • The Town Facebook page is up and running with Selectman Malay monitoring activity.
  • The 10th Annual Staff Appreciation Picnic will be held on Friday, September 20 from noon – 2:00 PM at the Recreation Area. Members of the Select Board are invited to attend.

Select Board Comments:

Selectman Mills stated that the Rutland Regional Planning Commission Clean Water Advisory Committee has suggested that towns consider testing the water quality of their streams and rivers. Chittenden currently tests their own water in the brooks and streams. This is something that Pittsford may want to include in their upcoming budget process.

Public Comment:

None presented at this time.


Continued Discussion of Furnace Road Safety Concerns:

J. Haverstock reported that he spoke with Chad Eugair and Greg Eastman from the Highway Department with regard to the alleged speed limit sign relocation. The general consensus was to move the sign past the sharp curve and to add a recommended 25 mph sign. Following the implementation of these changes, the Town Manager will communicate with the land owner regarding the possibility of cutting back trees and brush to improve sightlines.

Update on Listers’ Office Staffing:

J. Haverstock reported that he met with Linda Trask and Nicholas Michael of the Listers’ Office regarding the workload in that office. Lisa Wright is on retainer to assist in this office. There is a proposal, which will be discussed in Executive Session, to have another person work with Mr. Michael as a short-term trainer/consultant for 4 – 6 hours per week.

Ms. Trask explained that Mr. Michael will be able to learn some of the computer work, etc. by watching Ms. Wright and will be able to do the transfers and inspections with Ms. Wright. Mr. Michael is willing to take the extra help and support. D. Mills stated that he and A. Malay have had discussions with other towns that have the assessor/lister model. The remaining discussion on this topic was deferred to Executive Session.

Review of Draft Amendment to Burning Ordinance and Consider Setting Pubic Hearing Date(s):

J. Haverstock explained that there was a draft Burning Ordinance in the packets for review. The Select Board will be holding Public Hearings on this topic on October 16, 2019 and November 6, 2019 at their regularly scheduled meeting times.

Review Proposals on Transfer Station Shed Roof Project:

J. Haverstock explained that there were two proposals received with regard to this project with the low bidder being Chuck Charbonneau. W. Giard expressed concern about snow and ice freezing up the compactor, requiring him to go in the compactor to break the ice, which is a safety concern. The shed roof is now leaking into the electric service. J. Haverstock stated that he spoke with Randy Dapron from Casella regarding this topic and the concern for additional weights being sent in the inclement weather months. The quarterly tonnage was discussed. J. Haverstock read the description of the project. D. Mills inquired if there would be any permits required. J. Haverstock stated that he will research this. Motion by D. Mills and seconded by J. Gagnon to award the project to Chuck Charbonneau, barring any permit requirements or concerns. Motion passed unanimously 5 – 0.

W. Giard exited at 7:41 PM.


Authorize Annual Delinquent Tax Sale Process to Proceed:

J. Haverstock explained that this is an annual exercise that involves property owners whose property taxes are over 2 years delinquent, as well as over $1,000. There will be letters sent to the property owners seeking payment. If this is unsuccessful, the property information is forwarded to the Attorney for title work and the end result is a tax sale. Motion by J. Gagnon and seconded by D. Mills to approve moving forward with the process. Motion passed unanimously 5 – 0.

Consider Endorsing RRPC’s Efforts to Approve a VT Route 3 Traffic/Speed Study:

J. Haverstock stated that he was approached by the Rutland Regional Planning Commission regarding a speed and traffic study on Route 3. J. Haverstock started that there have been safety concerns expressed about the stretch where Corn Hill and Route 3 intersect. There have been letters/emails received from residents about the area near the Proctor Town line. The Rutland Regional Planning Commission recommended that a letter be sent to VTrans regarding the study, and to include any correspondence that have been received from residents. Motion by D. Mills and seconded by A. Malay to sign and send the letter. Motion passed unanimously 5 – 0. Selectmen signed the letter.


T. Pelkey made the motion and seconded by D. Mills 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 7:50 PM. Town Manager Haverstock was invited to remain for Executive Session.

The Select Board exited Executive Session at 8:24 PM.

Motion by A. Malay and seconded by D. Mills to retain Donna Wilson as an independent contractor to work a maximum of 6 hours per week to assist Lister Nicholas Michael with training and field work. Motion passed 3 – 2 (Hooker/Pelkey opposed).

The meeting was adjourned at 8:26 PM.

The next regular meeting of the Select Board will be held on October 2, 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