Town of Pittsford SELECT BOARD – July 6, 2022 – DRAFT
MEMBERS PRESENT: W. Joseph Gagnon, Thomas Hooker, Mark Winslow. ABSENT: Alicia Malay, Chair and David Mills, Vice Chair. OTHERS PRESENT: Helen McKinlay – Town Clerk, Chad Eugair – Highway Foreman, Charles “Butch” Shaw, Brenda Fox-Howard– Town Manager, Kelly Giard – Recording Secretary.
The Select Board was called to order at 6:30 PM by Acting Chair Hooker.
B. Fox-Howard stated that there was a need for Executive Session for Personnel (Management). Motion by M. Winslow and seconded by J. Gagnon to enter into Executive Session. Motion passed 3 – 0.
B. Fox-Howard stated that there was a need to amend the agenda. Motion by M. Winslow and seconded by J. Gagnon to amend the agenda and revised as presented. Motion passed 3 – 0.
MINUTES:
The minutes of the June 15, 2022 regular meeting were signed with no corrections.
ORDERS:
The orders in the amount of $21,619.76 (FY 22) and $64,892.85 (FY 23) and payroll in the amount of $18,141.43 were signed with no discussion.
TOWN MANAGER’S REPORT:
B. Fox-Howard reported on the following highlights:
- The replacement computer server for the Police Department is on backorder.
- Cyber security research continues and hopefully there will be more information presented in the future when a financially suitable solution is located.
- The new Assistant Assessor will begin work during the first week of August.
- There were 2 bids received for the West Creek Road culvert project. There were 3 contractors present at the pre-bid meeting. The site engineer was present at the pre-bid meeting. There are several trees that need removal; however, it is above the ability of the Highway Department staff, therefore, local contractors will be contacted to remove the tree. The bid process will be waived due to the timing of the project.
- West Creek Road has been repeatedly sprayed with calcium chloride to aid with the dust concerns. The price of the product is a concern but necessary.
- Citizens concerns have been received from Elm Street due to roadside parking and illegal dumping. The various ordinances in town are being reviewed and revised.
- The Assessment Grievances have been completed and have been recorded only audio tape. There will be a copy stored in the vault for reference and if a copy is requested, the cost will be $8.00.
- Pittsford may be able to obtain similar permanent signage as Brandon for speed enforcement. The State has been contacted and is willing to help obtain. The pricing and more information will be presented at a future meeting.
- A local road sign needs replacement and following a discussion surrounding whether or not private roads should be replaced by the town; there was concern that if we do not replace missing signage private or other, emergency services will be unable to locate a road and/or property, therefore, proper signage is necessary from a safety perspective. The town agreed to pay for the replacement.
- The Town Manager has been appointed to the VLCT Finance Committee.
- There are speeding concerns inside of the Transfer Station grounds by citizens.
- The Transfer Station employees will be receiving some remedial training.
- The CDBG Grant funding was awarded for the Town Farm property. A separate bank account will be required together with additional audit and tracking.
- G & K Associates billing has been completed. All final billing includes the attendance at the Grievance Hearings.
- The Chair of the Otter Creek Watershed has returned.
- The lighting concerns at Dollar General continue to be a concern. The Zoning Administrator reviewed the documents and presented the lighting concern documents for review to the Town Manager and the Dollar General District Manager.
- The retention pool contractor has begun work to complete the project located next to the Fire Station.
- Otter Creek Engineering has completed the hydrant flushing.
- More quotes are being sought for the heating and cooling concerns at the Municipal Office building; several options are being explored for best efficiency and pricing.
- A resident has discovered a large water leak within their basement water line and the Water Superintendent was advised to take pictures. Shawn Hendee has taken pictures to confirm the leak location and liability.
SELECT BOARD COMMENTS:
Selectman Gagnon commented that the road striping is looking good. Chad Eugair stated that this has remained close to budget.
PUBLIC COMMENT:
Rep. Shaw was present to give an update on the Ethan Allen Express (Amtrak) beginning in Burlington to New York City starting on July 29, 2022. The railroad crossings are gated; however, motorists need to be aware of the speed that the train travels.
OLD BUSINESS
Right of Way Bond Release:
The work has been completed by Robert Brown. Motion by J. Gagnon and seconded by M. Winslow to return the $1,000 bond to Mr. Brown. Motion passed 3 – 0.
New Truck for Highway Approval of Quote:
This was discussed at a previous meeting, however, there was no vote. Motion by M. Winslow and seconded by J. Gagnon to approve the quote for the new truck and to sell the current truck that is being replaced locally. Motion passed 3 – 0.
Fuel Bid Contract Signed – Others Notified:
The fuel bid contracts have been signed and the other bidding companies have been notified.
Contract Signed Emergency Response Renovation:
The contract has been signed for the remodeling at the First Response building and there has been a deposit made for the purchase of the materials.
Contract Signed Chittenden Police Services:
Chittenden Select Board has returned the signed Policing contract for the 2023 Fiscal Year.
Bid Process Completed for West Creek Road Culvert:
Richard Reed & Sons bid $398,648 plus any ledge removal; Markowski Excavating bid $643,086.55 for the culvert project on the West Creek Road. Chad Eugair stated that there is no anticipated ledge to be removed following their previous testing. The Highway Department was able to dig down 15 – 16’ and hit no ledge. T. Hooker inquired if the bids were sealed, which Ms. Fox-Howard stated that they were received sealed. Motion by M. Winslow and seconded by J. Gagnon to award the bid to Richard Reed & Sons with a bid price of $398,648 plus any ledge removal. Motion passed 3 – 0. J. Gagnon inquired the timing of the project. Ms. Fox-Howard stated that the project must be completed before October 1, 2022 due to the grants being extended and the state permitting mandates.
Speed Study Process has been requested:
Ms. Fox-Howard has requested a speed study on Routes 7 & 3. Rep. Shaw explained that there was a study previously and that the Town attended a hearing in Montpelier regarding the decision. The current speed areas are the result of that previous hearing.
Coin Drop (60) Day Notice Request will be in Newsletter:
The request will be published in the Newsletter to make residents aware of the procedure.
NEW BUSINESS
Approve New Municipal Tax Rate:
The Municipal Tax rate for General Fund is 0.3568; Highway Fund Is 0.2821; Local is 0.0023; Village is 0.0318; Municipal within the Village is 0.6730; Homestead is 1.3944; and non-Homestead is 1.5997. the Grand List lodged at approximately $65,000 over last year. Motion by J. Gagnon and seconded by M. Winslow to approve the proposed tax rates as presented. Motion passed 3 -0.
Mower Trimmer No Longer Operational – New One Needed in the future:
Chad Eugair explained that there was an incident with the aged mower that caused the blade/housing to become dislodged and sending gravel through the windshield. Thankfully there was no injury, however, the machine is no longer operational. The motor is cracked and leaking fluid. There is no longer a company in the area that rents this type of equipment. Another option would be to contract with a company that has the equipment with the operator. There was discussion concerning the sharing of machinery with a nearby town and that will be explored by the town manager.
Potential for Renting Equipment to West Rutland:
Ms. Fox-Howard reported that West Rutland has some equipment that is not operational and they would like to rent some equipment from Pittsford. Chad Eugair stated that he would prefer to rent the equipment with the operator. The consensus of the Select Board was to go ahead with the request.
Dust Control Mitigation Solution Quote:
This topic was discussed in the Town Manager Summary.
Town Report Printing or Online Availability:
Ms. Fox-Howard stated that the printing of the Town Report cost is approximately $3,000. There was discussion that this topic would be put on the Town Meeting agenda for discussion.
EXECUTIVE SESSION
M. Winslow made the motion and seconded by J. Gagnon to go into Executive Session for Personnel where premature knowledge could 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 8:10 PM. Town Manager Fox-Howard was invited to attend.
The Select Board exited Executive Session at 8:39 PM with the following action taken:
Motion by T. Hooker and seconded by M. Winslow to grant permission to the Town Clerk to carry-over 10.5 hours of accrued vacation time due to not being able to take during the current fiscal year. Motion passed 3 – 0.
The Select Board adjourned at 8:40 PM.
The next Select Board meeting will be held on July 20, 2022.
Respectfully Submitted,
Kelly Giard
Recording Secretary