Meeting Minutes : TOWN OF PITTSFORD SELECT BOARD MINUTES – July 7, 2021 Revised



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

The meeting was called to order at 6:30 PM Chairman Alicia Malay.

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


The minutes of the June 16, 2021 regular meeting were signed with minor corrections.



The orders in the amount of $172,254.03 (FY ’21) and $276,601.21 (FY ‘22) and Payroll in the amount of $28,725.84 were signed, with the following discussion:

J. Gagnon inquired about the expense in the amount of $63,665.00 for the Highway “F550” truck body.  J. Haverstock stated that this was for the new Kenworth truck (with Viking Cives body) and would have the Bookkeeper change the description in her records.

D. Mills inquired about the expense to Black Bear Tree for reservoir tree removal.  J. Haverstock explained that this was to remove seventeen large diameter trees from the area of the auxiliary reservoirs on Plains Road and this is a project that the Water & Sewer Commission put out to bid.

A. Malay inquired the expense for the Parking Area “culvert”. C. Eugair stated that this was actually for the fabric paper for the project and not the culvert. A. Malay inquired about the expense for Rutland County Tax. J. Haverstock explained that this is an annual tax that is paid once the new fiscal year begins, like payments to the Mosquito District and to VLCT for membership dues and insurance coverages. The Rutland County tax is paid for county services such as judicial services.


Town Manager’s Report:

J. Haverstock reported the following:

  • The Neil H. Daniels Company finished work on the jackhammering at the Kendall Hill Road bridge project, focusing on the two areas of concern. The concrete has been poured, however, the plug point work has been postponed due to the rainy weather forecast.
  • There will be an AMTRAK re-opening ceremony in Rutland on July 19, 2021 at 7:30 AM. There will be speeches from dignitaries and a train ride to Castleton with a return bus ride. Members of the Select Board are invited and should RSVP to the Town Manager.
  • Linda Drummond will be off for the month of July and returning to work part-time on August 2.
  • VTrans has granted additional time for the bridge culvert replacement project on Fire Hill Road to allow for a rebid or to explore other options.
  • The Town Manager, Highway Foreman, Zoning Administrator, Fire Chief and Selectman Hooker met at the future Florence Fire substation site to review placement and other ideas for the structure.
  • The Sidewalk Scoping Committee met on June 18 to walk prospective routes, with a follow-up meeting on June 29. There will be a Local Concerns Meeting on August 18, 2021 at 7:30 PM, as part of the regularly scheduled Select Board Meeting.
  • Liz Soulia, the current Zoom host will be resigning her position at the end of July. PEG-TV has also returned after the pandemic.
  • There will be another Pittsford Day Planning Session on July 8, 2021 at 5:00 PM in the Municipal Office Conference Room.
  • VTrans design consultant Carolyn Cota has been asked by Rick Conway to provide an update on plans for the Route 7 & 3 bridge replacement project. J. Haverstock recommends hosting this discussion via Zoom, which he will schedule.

A. Malay inquired if there has been any progress in generating sidewalk study Local Concerns Meeting flyers from the project engineers. J Haverstock stated that this is still needed, and he will follow-up with Dubois & King. A. Malay stated that the Village Farm now hosts Tunesdays and this would be a great place to distribute flyers to residents.

Select Board Comments:

D. Mills stated that he has been utilizing the Depot Hill Road covered bridge due to the construction on Kendall Hill Road and has noticed graffiti on the bridge walls. Motion by T. Hooker and seconded by T. Pelkey to offer a $500 reward for information leading to the arrest and conviction of the perpetrators. Motion passed 5 – 0. Further discussion was deferred to Executive Session.


Public Comment:

None presented at this time.



Update on Federal Funding Through American Rescue Plan Act:
J. Haverstock stated that he and the Town Bookkeeper, Pat Johnson have successfully used the State online portal and have requested the available funding.

Discussion of Highway Department Fleet:
J. Haverstock stated that an email has been included in the packets from Chad with regard to the truck fleet. The Ford 350 is currently 10 years old and has been experiencing some minor issues. J. Gagnon inquired if this truck would remain as a back up truck. C. Eugair stated that having a spare truck last winter was very handy when there was a need for an extra smaller vehicle. C. Eugair stated that the Ford 550 spare truck was due to be replaced 2 years ago. Greg Eastman the used one of the smaller trucks on his plow route last winter and was able to get around easier versus the tandem truck. However, that truck’s body is “weak” and is in need of replacement, which has been priced out at $4,700. The vehicle body can be replaced in house. D. Mills stated that having a 550 would be more versatile than having a 350. The Board consensus was to go out to bid on a 550 truck, with the old 350 being traded in.

Discussion of Southern End of West Creek Road:
C. Eugair explained that the southern end of West Creek Road is deteriorating and he has contacted Garity, which is a reclaiming company. The proposal is to grind the current road surface and leave the material where it lands for approximately $11,000. C. Eugair explained that several culverts on this stretch of road have already been replaced. C. Eugair stated that the total estimated cost to grind this pavement and add gravel is approximately $50,000. C. Eugair stated that there are funds to cover half the cost within the guardrail and winter sand portions of the Highway budget. C. Eugair was instructed to schedule the grinding of the pavement and continue with the project. There was further discussion on the placement of the Fire Hill Road culvert and Rep. Shaw cautioned on the need to have engineering soils studies done and to stay in contact with VTrans. J. Haverstock stated that he has been in communication with Brian Sanderson of VTrans, who stated that it would be permissible to modify the project scope if the Town wishes to deploy the purchased structure in another location.



Set FY 2021-2022 Tax Rates:
Motion by T. Pelkey and seconded by T. Hooker to approve the proposed attached following tax rates for the upcoming Fiscal Year 2021-2022. The motion was passed 5 – 0.



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 7:29PM. Town Manager Haverstock was invited to remain for Executive Session.

The Select Board exited Executive Session at 7:45 PM, with no action taken.

The Select Board adjourned at 7:45 PM.
The next regular meeting of the Select Board will be held on July 21, 2021.


Respectfully Submitted,

Kelly Giard
Recording Secretary
Alicia Malay, Chairman

David Mills, Vice Chairman

Thomas Hooker, Selectman

W. Joseph Gagnon, Selectman

Thomas “Hank” Pelkey, Selectman