Meeting Minutes : Select Board Minutes – 10/21/20

Members Present – Thomas “Hank” Pelkey, Alicia Malay, David Mills, Thomas Hooker and W. Joseph Gagnon. Others Present: Charles “Butch” Shaw (via Zoom), Chad Eugair (via Zoom), Terry Poor (via Zoom), Myra Poor (via Zoom), Lyle Jepsen, Town Manager John Haverstock, Kelly Giard – Recording Secretary.

The meeting was called to order at 6:30 PM by Chairman Pelkey.

J. Haverstock stated that there was a need to enter into Executive Session for Contracts (Highway Department). Motion by T. Pelkey and seconded by T. Hooker to enter into Executive Session for Contracts. Motion passed 5 – 0.

J. Haverstock stated that there a need to amend the agenda to add a Liquor Board item. Motion by T. Pelkey and seconded by T. Hooker to accept the agenda as amended. Motion passed 5 – 0.



The minutes of the October 7, 2020 Regular Select Board meeting were signed, with no corrections.


The orders in the amount of $117,439.90 and Payroll in the amount of $10,253.52 were signed with the following discussion:

J. Gagnon inquired about the expense for the scanner recorder. J. Haverstock explained that this is something that was purchased with grant funds by the Town Clerk’s Office for the land record digitization. J. Gagnon inquired about the expense for the Fire Department doors. J. Haverstock explained that these are fire-rated security doors. T. Hooker stated that these are remote closers.

J. Haverstock reported that he spoke with Chad Eugair regarding the controller for the backhoe and this is a part that sometimes conflicts with the steering wheel and the operator needs to be extra careful; the line striping was discussed and this was a new vendor that had issues with their equipment; a $5,000 grant was received by the Town Clerk to ease the burden of the additional election expenses.

Town Manager’s Report:

J. Haverstock reported the following:

  • The Fire Hill Railroad Crossing is still on the VTRANS schedule, however, there was recently a meeting of the representatives from Florence Crushed Stone, the Town and Vermont Railway. Vermont Rail will do the work to include replacement of a 160’ length of rail and a paving contractor; the Town will supply signage and some trucking. Vermont Rail will be contributing $33,000 and OMYA and Florence Crushed Stone will contribute $15,000 toward paving.
  • The Town Manager has spoken with 2 recommended VTrans bridge contractors, both of whom recommended that the Town contact Nicom Coating to do temporary repairs this fall, with the project to progress in the spring.
  • Otter Creek Engineering reports that water system infrastructure “de-conflicting” work on the reconstruction of Segment 1 of U.S. Route 7 upgrade is complete.
  • FEMA has paid to the Town $9,500 in reimbursement for April 15, 2019 rain storm damage.
  • The asphalt pad for the salt/sand shed project has been constructed.
  • The Town’s application for a State grant for the purchase of a hydroseeder has been approved.
  • The Recreation Department and Tony Freson will be hosting a disc golf tournament at the Rec Area on October 24, 2020.
  • There will be a Pumpkin Party on October 24, 2020 at 10:00 AM sponsored by the Maclure Library and the Town’s Recreation Committee.
  • Jeff Carleton is organizing a Tractor Parade for October 31, 2020 at 1:00 PM beginning at the Pittsford Village Farm. There is information on the Town website and posters in town. The proceeds will benefit the Pittsford Fire Department.
  • The Town Treasurer reports that the property tax receipts are at 67%. The local banks have been contacted in the event that it is necessary to borrow in anticipation of tax income.
  • Linda Trask has returned to the Listers’ Office and Linda Drummond is progressing in her recovery.

Select Board Comments:

None presented at this time.

Public Comment:

Board of Civil Authority Chairman Charles “Butch” Shaw reported that the Town will be voting at the Fire Station on November 3, 2020. The Town Clerk and the Fire Chief will be meeting to discuss the set up. The change in venue has been advertised in the newspaper and on signs in town. The Board of Civil Authority thanks the Fire Department and the Town Highway Department for the use of the facility as the trucks from both structures will need to be moved to accommodate the change. A reminder to the Select Board members that they are also on the Board of Civil Authority and are encouraged to assist with the ballot counting.


None presented at this time.


Remarks Regarding Merger of Rutland Regional Chamber of Commerce and Rutland Economic Development Cooperation:

Lyle Jepsen was present to discuss the merger between the Rutland Regional Chamber of Commerce and the Rutland Economic Development Cooperation. Mr. Jepsen submitted information in the form of a printed powerpoint presentation, which was included in the packets for review. Mr. Jepson encouraged businesses in the region to apply for COVID 19 grants. Mr. Jepsen stated that the RRCC/REDC has distributed 50,000 disposable face masks that were purchased with donations.

Consider Request for Continued Funding for Killington Valley Marketing Initiative:

Mr. Jepsen stated that the past donation for this initiative was $1 per resident. J. Haverstock inquired if the initiative receives any State funding. Mr. Jepsen stated that there is a $30,000 grant that was received. Mr. Jepson presented the budget worksheets for review. The Select Board agreed to consider this request in the context of budget discussions.

Mr. Jepsen exited at 7:08 PM.

Consider Request to Pave Unpaved Portion of Oxbow Road:

Terry and Myra Poor were present via Zoom to request that the 2400’ unpaved stretch of Oxbow Road be paved. Mr. and Mrs. Poor stated that they have spoken with their neighbors who agree. Mr. and Mrs. Poor stated that the dust is an issue with the dirt road and that their lawns have gravel on them from vehicles. Chad Eugair’s cost estimate for the necessary excavation and paving is $195,000, however, a representative from VT Local Roads estimated the project at $270,000. Mr. Eugair stated that he graded the road on October 21, 2020 and applied chloride to assist with the dust issue. Mr. Eugair stated that another option would be to add recycled asphalt (RAP or RAS) to the gravel. J. Haverstock inquired what the construction of the road would require. Mr. Eugair stated that the road would need to be dug down 18”, a layer of paper put down, material brought in to build a new gravel base and then paving. The project will be reviewed and further information will be discussed in the future.

Consider Offer to Purchase Town Owned Parcel #1756 at 13 E Long Trail:

J. Haverstock stated that Dave Flanders has offered to pay $500 for a Town-owned 0.06 acre lot that abuts land already owned by him. Following discussion, there was a motion by D. Mills and seconded by T. Hooker to sell the property for $700. Motion passed 5 – 0.

Review Application for Highway Access/Right of Way Permit:

Brett & Kristina Hudson have submitted a request for Highway Access/Right of Way at the top of Mountain View Road. Chad Eugair explained that this is in the area that the highway trucks turn during plowing and the permit was approved by him following his review. Motion by T. Hooker and seconded by D. Mills to approve the permit. Motion passed 5 – 0.

Consider Adoption of Declaration of Inclusion:

J. Haverstock read the proposed Declaration of Inclusion which was submitted by Town resident Bob Harnish. Motion by J. Gagnon and seconded by T. Hooker to table the mater, pending further information. Motion passed 3 – 2 (Mills and Malay opposed). Mr. Harnish will be invited to address the Board in support of this Declaration.

Review Competing Salt Quotes:

J. Haverstock stated that the State has gotten a quote of $74 per ton from American Rock Salt where the town received a quote from American Rock Salt for $70 per ton. Cargill has quoted $68.50 per ton and Apalachee has quoted $68.50 per ton. Chad Eugair stated that Apalachee is the current vendor and there have been no issues with service. Motion by J. Gagnon and seconded by T. Hooker to accept the quote from Apalachee for $68.50 per ton. Motion passed 5 – 0.

Review Sno-mads’ Request for Snowmobile Access to Town Roads:

J. Haverstock stated that there was no change in the request from prior years. Motion by J. Gagnon and seconded by T. Hooker to approve the request. Motion passed 5 – 0.

The Select Board recessed to the Liquor Board at 7:40 PM.

The Select Board reconvened at 7:44 PM and recessed to Executive Session.


T. Pelkey made the motion and seconded by T. Hooker to go into Executive Session for contracts 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 7:44 PM. Town Manager Haverstock was invited to remain for Executive Session.

The Select Board exited Executive Session at 7:55 PM, with no action taken.

The Select Board meeting was adjourned at 7:58 PM.


The next regular meeting of the Select Board will be held on November 4, 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