Town of Pittsford, Vermont

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Town of Pittsford
Select Board Minutes
August 17, 2005 

Thomas “Hank” Pelkey opened the meeting at 6:30 p.m.  Select Board members present were:  Thomas “Hank” Pelkey, Joseph Gagnon, Larry Pomainville, Allen Hitchcock, and Dave Markowski.  Also present were Michael Balch, Roy Newton, Helen McKinlay, Nancy Gaudreau,  John Eugair, and Gordon DeLong.  Peg Flory arrived at 6:42 p.m. Meredith Voutas arrived at 6:50 p.m. Odell Johnson arrived at 6:58 p.m.

MINUTES The Select Board minutes of July 6, 2005 were reviewed, discussed and approved.  The Select Board minutes of August 3, 2005 were reviewed discussed and corrections noted.  The Select Board minutes of August 10, 2005 were reviewed, discussed and approved. The Liquor Board minutes of August 3, 2005 were discussed, reviewed and approved. 


The orders of August 17, 2005 were reviewed and discussed.  The Airvac system purchased through a grant for the Fire Department removes the exhaust fumes from inside the station.  The orders were approved. 


§         A meeting is scheduled for tomorrow morning at 10:30 at Depot Hill Bridge with the contractor and engineers to verify the timbers needed to order for the repairs to the bridge.

§         The Furnace Bridge contract for painting was awarded to VT Protective Coatings of Brandon, VT in the amount of $24,450.00.

§         A letter has been sent to Sheriff Steven Bedard to notify the department the Town will no longer be in need of their services effective September 5, 2005.

§         An advertisement has been placed for the Zoning Administrator job vacancy.  The deadline for applications is Friday, August 19th at 2:00 p.m.

§         M. Balch has been in contact with Nancy Robinson regarding contract terms and conditions for the Town operation of the Otter Valley Sewer system.

§         M. Balch noted the VLCT policy statement is in the reading file for Board members review prior to the VLCT Annual Town Fair.

§         A letter has been sent to Mark Simons, Simons Operations to notify him the Town does not plan to renew their contract which will expire December 31, 2005.  Copies of the letter were included in the Board packets.

§         A copy of the current sewer capacity as received from the State was included in the Board packets. Due to the dry summer the Town now has sewer capacity of 8,000 gallons.  No changes have been made at the Sewer Plant to cause the change of capacity.  The quarterly reports are based on both a calendar and financial year. 

§         The Town has received payment from the State for the VT Police Academy sewer allocation in the amount of $12,500. 

§         Delinquent taxes for the Town in total for all years are currently below $47,000.

§         The $15,000 duplication in the fuel bid for verification was an error and should have been listed as $1,500.  No bids were received for the fuel oil portion of the Town fuel bid partly because of the fluctuation in fuel pricing and the Town policy of payment within 30 days.  The bid will be rewritten and attempted again.

§         M. Blucher indicated to M. Balch that to have a hearing on the proposed Zoning Regulations by September 9th while the current Town Plan is still in effect will allow us to readopt the Town Plan from that published date.  The Public Hearing on the Zoning Regulations needs to be published 15 days prior the hearing date and presented to the Select Board at their September 7th meeting.  A. Hitchcock will communicate with Mike Solari regarding the scheduling of the public hearing.

§         M. Balch stated he had spoken with Tim Noonan of the Vermont Labor Relations Board and any additional employees at the Sewer Plant would be eligible to be Union members.

§         Bruce Babcock was planning to attend this evenings meeting to discuss infiltration issues.  M. Balch has instead suggested that the infiltration issues be discussed at a separate meeting with B. Babcock, A. Hitchcock and himself.

§         M. Balch has sent a letter to T. Tennien on behalf of the Select Board accepting his resignation and thanking him for his years of service to the Town.

§         A. Hitchcock asked M. Balch the status of Atty. Jim Carroll’s work on the Sewer Ordinance.  M. Balch has to date had no response from J. Carroll but will contact him before the next meeting.


There were no public comments this evening.

The Select Board recessed as the Select Board and convened as the Sewer Board at 6:45 p.m.  The Select Board reconvened at 6:47 p.m.


Consider Appointment of 5th Member of Planning Commission

The appointment of the fifth member to the Planning Commission will be delayed one month.  This will allow the Planning Commission to move forward with the new draft Zoning Regulations to a public hearing.  The public hearing date will be scheduled by the end of this week.

Review – Highway Department Year End Report

M. Balch presented a copy of the Highway Department year end report for review and discussion.  The Highway Department has done a great job this year and accomplished most of their FY05 work plan. M. Balch will draft a letter to the Highway Department on behalf of the Select Board for the great job done this past year.  Brush near Telemark Ski Club needs to be trimmed back from the sidewalk area as a couple of citizens who walk have made complaints.  The work plan for FY07 will be worked on in a few months.  M. Balch, S. Erickson and the Select Board will take a ride to view roads and proposed projects for the next work plan.


Listers – Town Wide Reappraisal

The Board of Listers has made a decision concerning the selection of a firm to provide a town-wide reappraisal with an effective assessment date of April 1, 2006.  After receiving 3 bids and extensively reviewing references and contents of proposals, the Board of Listers has chosen Cross Country Appraisal Group, LLC, of Concord, NH.  The Board is requesting that the Select Board authorize the expenditure of $87,000 from the reappraisal fund for the acquisition of the above services.  In order to successfully accomplish this endeavor, the contracts must be executed before September 1, 2005.  Since all data entry will be performed at our location, at this time the Listers are also requesting 2 additional PC’s and workstations, one high end for graphics processing and one low end for simple data entry.  At completion of revaluation we foresee the data entry machine being turned over for public display of Listers cards.  Attachments include:  Select Board Concerns, Selection Process, Schedule of Payments, Schedule of Completion and Order to Reappraise.  D. Markowski asked if the new computer program was compatible with the existing program and was told by J. Eugair that the programs were compatible.  A sample data base was given to the Listers to train with this past week.  When questioned regarding the amount of work required the Listers indicated they would have less work because the appraisal would be doing much of their work.  A. Hitchcock asked about the number 1450 at the bottom of the form.  J. Eugair explained 1450 is the number of properties the reappraisal contract is based on.  M. Balch distributed a memo to the Select Board sharing his concerns that the reappraisal plans as presented have no quality control plus a very difficult deadline.  The Board reviewed quality concerns with the Listers.  Allen Hitchcock made a motion to accept the proposal from Cross Country Appraisals subject to J. Eugair and M. Balch working up details regarding the quality control issues and hiring an extra person for a few weeks to assist with the project.  A special meeting will be scheduled to approve and sign the contract with Cross Country Appraisals.  L. Pomainville seconded the motion.  The motion passed unanimously.

Legislative Update - Representative Peg Flory

Representative Flory apologized for not being able to attend the last Select Board meeting.  Financing of the sewer project for the VT Police Academy is being evaluated and a new proposal to go forward will be presented to the Board at a later date from the State of VT.  The State has paid $12,500 for this past years sewer allotment.  P. Flory gave an update on the Route 7 project.  Permits are now in place for segments 3 and 5 of the six segments planned..  The Board requested P. Flory look into a financial commitment from the State for similar to what Brandon has received for the sewer and water work with a 5% cost.  Brandon owns the portion of Route 7 going through the Brandon Village.  Presently Pittsford is looking at a cost of 100% of the water and sewer work due to the State owning the road.  Traffic being rerouted to West Creek Road during the Route 7 upgrade was discussed.  The Town has been denied a State grant to do much needed repairs to the Pittsford section of this road.  P. Flory departed at a7:46 p.m.

Pittsford School Board

M. Voutas and O. Johnson requested the Select Board to consider a request for Burditt funds for various maintenance projects at the Lothrop Elementary School.  Some of the projects have already been done or gone out for bid due to safety reasons or leaks requiring repair.  Money is being requested for air conditioning in the computer lab, repairs to a deteriorated sidewalk, roofing repairs, some foundation repairs to prevent leaking, and an ADA door entry.  The school estimates the repair costs to total between $94,000 and $100,000.  A. Hitchcock made a motion, seconded to allow the school use of Burditt Funds as requested.  The school had a budget surplus from this past year and is hoping the money spent from the surplus will be replaced with Burditt Fund money.  The State will allow the school to spend $23,000 of the surplus budget money.  The Select Board discussed concerns if the projects would go into the principal of the Burditt Fund or be spent from the interest on the account.  The Select Board tabled the motion and requested the school bring back firm figures of the maintenance projects, the surplus and the Burditt Fund to the next meeting for further discussion.  M. Voutas and O. Johnson departed at 8:33 p.m.

Richard Gecha Access Permit

R. Michael Gecha of 6448 Whipple Hollow Road, Florence, VT  05744 requested an Access Permit at lot number 14 located on the right hand side of Brookside Drive.  A. Hitchcock made a motion to approve the permit as presented.  The motion was seconded by L. Poimainville.  The motion passed unanimously.

Ronald & Scott Smith Access Permit

Ronald & Scott Smith request an access permit for lot 9-80 located on the North side of Plains Road.  Shawn Erickson has inspected and approved the permit with the installation of a 24” culvert.  J. Gagnon made a motion, seconded by L. Pomainville to approve the permit as presented.  The motion passed unanimously.

Consider Shim & Overlay of Corn Hill Road & Orchard Drive

Highway Fund had an audited available balance of $320, 577 as of June 30, 2004.  The un-audited June 30. 2005 balance (less outstanding contracts) appears to be substantially the same.  That balance significantly exceeds any need the Town might have for emergency highway repairs.  The recent trend in the cost of oil suggests that paving costs may well continue to increase.  The Town’s contract with D & F Paving for in place paving at $42.85 per ton is very advantageous; a similar price may not be available next year.  In consideration of those points Shawn and Mike propose the Town shim and overlay the northern 5,600 feet of Corn Hill Road (approximately 1,141 tons of paving) at a cost of $49,000.  That section of Corn Hill was last paved in 1995; a repaving now would assure 10 years of service without major work.  Again in consideration of those points Shawn and Mike propose the Town shim and overlay the full length of Orchard Drive 3,840 feet (approximately 711 tons of paving) at a cost of $30,500.  Orchard Drive was last paved (shim only, no overlay) in 1998, and a repaving now would assure 10 plus years of service without major work.  A. Hitchcock made a motion, seconded by L. Pomainville to proceed with the shim and overlay of Corn Hill Road and Orchard Drive.  The motion passed unanimously.

Consider Purchase of Calcium Chloride – Bid

Consider a Purchase Order to Solutions, Franklin, MA for the purchase of 21.6 tons (50 # bags) of calcium chloride.  Barrett does not have any calcium chloride.  Last years price was $405.72 per ton.  Schoenberg Salt quoted $415.00 per ton delivered.  Solutions quoted $350.00 per ton delivered.  D. Markowski made a motion, seconded by L. Pomainville to purchase the 21.6 tons of calcium chloride from Solutions at the price of $350.00 per ton delivered.  The motion passed unanimously.

Proposed Markowski Road Project

M. Balch described the proposed Markowski Road project to rehabilitate 0.5 miles of the road.  The Board is asked to contact M. Balch with any feedback or concerns regarding the project within the next 10 days. 

Fuel Bid Opening

M. Balch noted that 2 bids were received at the August 17, 2005 Fuel Bid Opening.  The two bids were received from Proctor Gas Inc. and Mike’s Fuel’s.  Proctor Gas Inc. bid on propane only in the amount of $1.599 per gallon.  Mike’s Fuel’s letter informed the Town they were unable to bid on fuel based on the payment being made within 30 days of delivery.  With the high fuel pricing their policy is for payment within 10 days of delivery.  No other bids were received for fuel oil.  The fuel bid will be revised to change the payment from within 30 days of delivery to within 10 days of delivery and will be advertised and sent out again to area fuel companies for bids. 


A motion was made by H. Pelkey, seconded by L. Pomainville, to enter Executive Session for the purposes of discussing Personnel.  The motion passed unanimously. In accordance with 1VSA 312(b) where premature general public knowledge would clearly place the Municipality or person involved at a substantial disadvantage, the Board unanimously agreed to go into Executive Session for Personnel.  G. DeLong and M. Balch were invited to stay.  All others were excused.  The Board came out of Executive Session at 9:25 p.m.  No action was taken.

With no further business, the meeting adjourned at 9:30 p.m.

Respectfully submitted:

Thomas “Hank” Pelkey, Chair

Larry Pomainville, Vice-Chair  

Dave Markowski, Selectman 

W. Joseph Gagnon, Selectman 

Allen Hitchcock, Selectman





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