Meeting Minutes : Select Board Minutes – 5/6/20

Members Present – Thomas Hooker, Thomas “Hank” Pelkey, David Mills, Alicia Malay and W. Joseph Gagnon. Others Present: Randy Adams, Barbara Noyes-Pulling, Lee Kahrs, Jason Davis, Town Manager John Haverstock, Kelly Giard – Recording Secretary.

The meeting was called to order at 6:30 PM by Town Manager Haverstock. Vice Chair Malay conducted the teleconference meeting.

J. Haverstock stated that there was a need to enter into Executive Session for Personnel (Health Officer candidate). Motion by D. Mills and seconded by T. Hooker to enter into Executive Session. Motion passed 5 – 0.

J. Haverstock stated that there was no need to amend the agenda. Motion by D. Mills and seconded by T. Hooker to accept the agenda as presented. Motion passed 5 – 0.


The minutes of the April 15, 2020 Regular Select Board meeting and the April 15, 2020 Liquor Board meeting were reviewed, with no corrections. Motion by T. Hooker and seconded by D. Mills to accept and authorize Chairman Pelkey to sign the minutes. Motion passed 5 – 0.


The orders in the amount of $24,078.72 and Payroll in the amount of $12,345.02 were signed, with the following discussion:

J. Gagnon inquired about the expense for the new 5500 truck. J. Haverstock stated that the truck body has been delivered. J. Gagnon inquired about the expense for Fire Department jackets. T. Hooker explained that this was for turnout jackets for the firefighters and that the gear that will be replaced has a life expectancy and cannot be safely or legally reused by another department.

Town Manager’s Report:

J. Haverstock reported the following:

  • There was a meeting on April 29, 2020 regarding the Stormwater Mitigation Project to limit the impact on the water infiltration into the lakes and streams. The Country Club has been identified as one of the 10 potential pilot properties in the State that has more than 3 of impervious surfaces. The State engineers will be assessing the property for the project. There will be more information presented in the future.
  • The new highway truck has been received.
  • The village sidewalk and curb project will be going to bid in the near future.
  • The salt and sand shed will be going to bid in the near future.
  • VTrans grants are due on May 15. The structures grant application submitted was for a box culvert on West Creek Road; the Highway grant which will be sought relates to the reconstruction of the southern end of West Creek Road.
  • There have been safety concerns raised about bikers and skateboarders in the Municipal Office Parking Lot. There will be signs posted.
  • The asphalt bid requests have been sent out and are expected to be opened on May 29, 2020.
  • The fuel bid requests have been sent out.
  • The VSO has cancelled all of their series for this year, including the planned event at the Village Farm.
  • Bruce Babcock has announced his retirement date of May 29, 2020.
  • The Water & Sewer Commission will be rebidding the Depot Hill project; there have been areas identified as conflicts on the Route 7 Segment 1, which will be addressed as part of the road reconstruction project, at Town expense; the Route 7 Segment 2 60% design has been submitted; the loan documents have been signed for the $132,000 engineering cost, which will be split between the Water & Sewer Departments.

D. Mills inquired if the Otter Creek Engineering payment for Segment 2 is the last payment due. J. Haverstock stated that as there is additional field work to be completed.

Select Board Comments:

None presented at this time.

Public Comment:

None presented at this time.


Discussion of COVID 19 Coronavirus Response:

Jason Davis indicated that he communicated with the Town Manager initially, then began contacting the Rutland Regional Planning Commission, Vermont Emergency Management, and the Vermont Health Department. The Town has been utilizing Facebook and the Town website well to communicate information as it becomes available. Residents can also call 2-1-1 for information. J. Haverstock stated that he has been in contact with the Pittsford Food Shelf to ensure adequate availability to residents. Mr. Davis stated that he has been in contact with the Police, Fire and First Response to ensure adequate supply of Personal Protective Equipment (PPE). J. Haverstock thanked Mr. Davis for his efforts and the amount of work he has put into this to ensure proper communication to the residents of Pittsford.

Discuss Prospects for Memorial Day and Pittsford Day Events:

J. Haverstock stated that the events are held at the discretion of the town. Motion by T. Hooker and seconded by D. Mills to cancel the events this year. Motion passed 5 – 0.

Preliminary Discussion of Anticipated Repercussions for Municipal Finances Related to COVID 19 Economic Impact:

J, Haverstock stated that many municipalities and states are looking at how the Legislature reacts to the financial impacts of the COVID 19 on municipal budgets. J. Haverstock stated that he will be in contact with VLCT and other towns to see how they are dealing with the anticipated concerns. D. Mills stated that with the oil prices being lower, the paving prices should be lower and recommended that the project list be reviewed.

Review Health Officer Candidate Application:

This was deferred to Executive Session.


Discussion of Recreation Area Operations:

Recreation Director Randy Adams was present to discuss the operations at the Recreation Area due to the COVID 19 impacts. Currently, the disc golf course is available for use, however, social distancing is recommended; the trails are also available for use and the social distancing is recommended. J. Haverstock stated that the Senior Lunches, the bike rodeo, and Trail Run have been cancelled. The basketball and tennis courts will be re-opening soon, with the proper distancing requested.

Discussion of Disc Golf Course Maintenance:

Recreation Director Randy Adams stated that Tony Freson has been volunteering his time in the past, however, is currently asking for 40 hours per summer at $11 an hour to maintain the course. A. Malay inquired about the push mower for the course. Mr. Adams stated that Terry Freson and Terry Poor have been using Mr. Poor’s old mower and a new one will be purchased by the Town. J. Haverstock thanked Mr. Adams for his monitoring and opening of the Recreation Area. Mr. Adams stated that he is constantly in contact with his peers from other Town departments and the State Recreation Department.

Application for Access/ROW Permit:

J. Haverstock stated that an application was received from Craig Ferriera at property located at 711 Markowski Road for an access permit for his property. Chad Eugair has inspected the property and approved the request, subject to conditions that an 18” culvert be installed and the driveway is shaped so water does not run into the roadway. Motion by J. Gagnon and seconded by D. Mills to approve the request with the conditions. Motion passed 5 – 0.

Review and Approve Annual Update to Local Emergency Operations Plan:

Emergency Management Director Jason Davis was present to discuss the Local Emergency Operations Plan updates. These updates are reviewed and submitted to the Select Board on an annual basis for approval. Mr. Davis indicated that he has verified the information that was submitted and made any adjustments to the supporting documents. J. Haverstock stated that he has also reviewed the information that was submitted. Motion by D. Mills and seconded by A. Malay to adopt the Plan as presented with a couple of minor typographical errors. Motion passed 5 – 0.

Consider Approval for Postponed Rutland County Humane Society Coin Drop:

J. Haverstock reported that the Rutland County Humane Society had scheduled a coin drop for May 16. However, with the COVID 19 Stay Home Order, they would like to postpone the event until August 29, 2020. Motion by T. Hooker and seconded by D. Mills to approve the request to postpone. Motion passed 5 – 0.

Discussion of Stormwater Project:

Barbara Pulling-Noyes from the Rutland Regional Planning Commission was present to discuss the possible funding of a study of the water run-off from the school to the fire station/highway garage area on Pleasant Street. Pittsford was awarded a grant from the Clean Water Program. This study is estimated to be $15,000 and the study will include 100% design with the possibility of construction grants available. The current grant is for the design study only. The Town excavator and operator can be rented and there are no matching funds required. A Request for Proposals has been sent to engineering firms. A. Malay inquired how the site was identified and chosen. Ms. Pulling-Noyes stated that this was something that was reviewed by the State in 2012. J. Haverstock explained that there has been a sidewalk and drainage installed in this area since the identification. T. Hooker stated that there is a culvert near the Highway Garage/Fire Station that overflows into the road occasionally. J. Gagnon inquired if there would be any land ownership concerns. Ms. Pulling-Noyes indicated that this is something that would be identified in the study and landowner permission would be obtained if necessary. D. Mills inquired if there would be any storage or filters and who would do any required maintenance. Ms. Pulling-Noyes stated that there was a possibility of this, however, this still needs to be determined.

The Select Board recessed at 7:39 PM.


D. Mills made the motion and seconded by T. Hooker 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 7:39 PM. Town Manager Haverstock was invited to remain for Executive Session.

The Select Board was not able to hold Executive Session due to system malfunctions with the teleconference host.

The Select Board meeting was adjourned at 7:45 PM.

The next regular meeting of the Select Board will be held on May 20, 2020.

Respectfully Submitted,

Kelly Giard

Recording Secretary


Thomas “Hank” Pelkey, Chairman


Alicia Malay, Vice Chairman


Thomas Hooker, Selectman


W. Joseph Gagnon, Selectman


David Mills, Selectman