Town of Pittsford Select Board Meeting
November 1, 2006
Select Board meeting convened at 6:02 PM with members Thomas “Hank” Pelkey, Joseph Gagnon, Allen Hitchcock, and David Markowski present. Thomas Hooker was absent. James Carroll and Michael Balch were also present.
T. Hank Pelkey made a motion to go into Executive Session to consider pending Mumley litigation. D. Markowski seconded the motion. The motion was unanimously passed. James Carroll and Michael Balch were asked to stay.
In accordance with 1VSA 312(b) where premature general public knowledge would clearly place the Municipality or person involved at a substantial disadvantage to go into Executive Session for pending Mumley litigation at 6:02 PM. The Board came out of Executive Session at 6:17 PM.
The meeting was recessed at 6:20 PM. The meeting reconvened at 6:30 PM.
Linda Drummond, Sally Eugair, and Thomas Carrara were present at 6:30 PM.
David Lacy and Shawn Erickson arrived at 6:35PM. Randal Adams arrived at 6:55 PM.
The Select Board minutes of October 18, 2006 were reviewed, discussed, and approved.
The orders of November 1, 2006 were reviewed, discussed and approved in the amount of $443,089.98. The Select Board will review the Town’s special appropriations before the next Town Meeting.
TOWN MANAGER’S REPORT
Mike Balch reported on the following:
M. Balch reported that three water meters have been installed in the last week and three more are scheduled during the next week. A request was made that B. Babcock keep track of the time for installing each meter. Discussion was held in regards to the time involved scheduling appointments and how each meter installation could take different lengths of time to install depending upon the conditions of the existing water pipes. Ordering more meters will take only a week or two. The cost estimate to have a vendor install water meters from D & H in the Spring 2003 was $200 to $275 for each water meter and installation.
A report was received from the Listers of all of the properties that have Town water and sewer per the reassessment. Also a list from the Town billing system has been printed. Over time the two reports will be cross checked to see if there are any discrepancies. It will be a time consuming project which will be completed as time permits.
OMYA sent water samples for testing to a lab in Burlington, VT whose analysis came back positive for tall oil. The same water samples were sent to an independent lab in California with specialized equipment to do spectrographic testing and analysis. The lab concluded that there was absolutely no tall oil in any of the samples. OMYA is now trying to find out what triggered a response at the Burlington lab. M. Balch was given a disc with the reports.
The Goodnough District Water Line was repaired by Sunday, October 22. The residents were given all the forms and copies to form a fire district. B. Babcock provided technical assistance.
An abutters list for Goat Farm Road for a ¼ mile section includes David Schneider and Carolyn Devlin; Robert and Katherine Hession; and Norton and Anita Scherzer.
A copy of the letter that was sent to the VT Supreme Court and the VT Environmental Court regarding the Pittsford Post Office location decision was sent to Senator Hull Maynard as he requested.
M. Balch contacted Senator Wendy Wilton on 10/19/06 regarding the OMYA Committee process.
James Carroll will have a written opinion by November 3, 2006 on the Gallipo dispute.
T. Carrara asked for clarification of the lab reports on the OMYA samples. M. Balch explained that the test done in Burlington, VT was a chemical analysis by a private laboratory and the test in California was a spectrographic analysis done by a much more world renowned laboratory with more precise and more definitive results. There was a concern that there was some tall oil in some local wells where it had never been. The water samples were sent out to the lab in California which reported there is no tall oil. There may be something there but not tall oil as the Vermont laboratory reported. The results have been reported to the public in the newspapers and on the radio. All the reports were well below the FDA established limits including the reports from the Vermont laboratory. Copies of the reports have been given to the property owners, the State departments, and the Town of Pittsford.
David Lacy is representing the Lothrop School Board to maintain contact between the Boards.
He reported that enrollment is up 10 students from last year. The Board is investigating making improvements to the playing fields at Lothrop. They are putting together a 5 year capital improvement plan disbursements from the Burditt Fund. Another project they are researching is enclosing the elevator for the Town Hall. Also there is no elevator to get to the basement classrooms and they are looking into options to solve this problem. David Lacy departed at 6:50 PM.
The Select Board recessed as the Select Board and convened as the Water Board at 6:45 PM.
The Select Board reconvened 6:50 PM. The Select Board recessed as the Select Board and convened as the Sewer Board 6:50 PM. The Select Board reconvened at 6:55 PM.
Consider Recording Secretary Applicant
Consider Kelly Giard for the position of Recording Secretary for 2 meetings a month at night for the Planning Commission and as needed meetings for the Zoning Board. Don Nickless, chair of the Planning Commission and Sam Markowski, chair of the Zoning Board were both conferred with before the meeting. The consensus of the Select Board was for M. Balch to hire K. Giard for a probationary period.
Budget review 1st draft FY2008
M. Balch reviewed the capital fund and expenditures. The highway fund has $270,000 with $115,000 allocated for the new truck. Fire Department is accumulating funds. The Town fund has $50,400 and $27,000 in the garage fund if the Water Board is willing to use the money in the fund for the garage. An additional $11,000 is needed for the garage would have to be funded separately. In the Town Fund, there is enough to cover the roof on the Town office building and ADA and entry access to bring up to code. The cruiser reserve fund would have $26,000 by next year.
The payroll worksheet for the Budget FY 2008 shows that out of the total budget of approximately $2 million, 40 % is payroll and benefits. M. Balch reviewed the process of preparing the payroll worksheet with H. McKinlay and L. Drummond because with GASB34 recording has to be done with that attention to detail by department. The Listers use a different criteria in their calculations.
Randal Adams, Recreation Director, thanked the Board for letting him come and present his work plan. The top priority of the Recreation Department will be to keep improving the Recreation Area in an effort to attract residents to visit the facility. The program plan has the same core programs which are staying the same with 6 weeks of Summer Camp, Hunter Safety, Saturday morning youth soccer in the fall, the Pumpkin Party, and other programs listed in the work plan. A new program this year was the showing of a movie in August at the Recreation Area with approximately 40 people attending. R. Adams would like the opportunity to show more movies during the summer and is working on this plan.
R. Adams has been meeting with the other five town representatives since July for the Youth League to reconfigure the age categories for the teams. Last month the representatives voted in favor of the change. This change will help with more instruction for the younger players and more technique training for the older players. Also the recreation fields will be used more nights during the summer. There is a good inventory of supplies to distribute for the increase in teams.
R. Adams reported on the new Kubota with the mowing time cut down by 1/3, fuel savings using diesel, grading work has been done, and J. Pomykala is practicing with the backhoe for projects for next year. The Kubota is in the cold storage building along with the Simplicity mower for the fall. J. Pomykala is very happy with the new equipment and has everything he needs to maintain the Recreation Area. R. Adams left at 7:35 PM.
HighwayDepartment Budget FY 2008
M. Balch reviewed the $150,000 grant for the W. Creek Road which is in the current fiscal year’s budget. The State gave Pittsford the maximum grant amount for a Class II road. There is $58,000 in the current fiscal year budget. The Town will need an additional $150,000 to $170,000 to complete the project. The engineering bid for the project was awarded at the last Board meeting.
Shawn Erickson, Highway Department, proposed a new paving process using rubber chip seal. Discussion was held in regards to the quality of the two different rubber chip seal qualities--10 % or 20%. The 20% holds up the best as other towns have used the 10% which does not seem to last. The rubber chip seal is a maintenance product to be used on fairly good roads which helps the pavement last longer. It is a rubberized overlay which fills in cracks and moves with the road. The traction is supposed to be better. The test of this new paving process using the 20% rubber chip seal would be to resurface Parker Road from the Parker farm to Creed Hill Road, 0.70 miles at an estimated cost of $28,000. Also to resurface the paved portion 0.50 miles, of Creed Hill Road with a ¾” shim without an overlay at an estimated cost of $15,000.
Adams Road needs to be resurfaced all 1.40 miles with an estimated cost for a ½” mi. with a 1” overlay is $98,000. Also 0.20 miles of Mt. View Road needs resurfacing with an estimated cost for ½” shim with a 1” overlay is $14,000.
On the graveling projects, S. Erickson budgeted resurfacing 0.6 mi. of Ager Road with 6” of ¾” minus gravel at an estimated cost of $15, 255 with 5 culverts to be replaced. Also resurfacing 0.6 mi. of Humphery Road with 6” of ¾” minus gravel at an estimated cost of $15, 255.
For the shoulders and roadside maintenance, improvements on the roadsides are planned with stone and obstruction removal to improve line-of-sight and general visibility. Also replace the current roadside mower with an arm mower or contract one month of an arm mower to do roadside mowing. The ditch mower needs replacing. Estimated to contract the roadside mowing would cost about $12,000; the cost of an arm mower would be about $71,000 less the value of the current tractor and mower. Need to keep the brush back each year or it just grows back too fast.
Approximately 80% of the roads were mowed by the contracted roadside mower after the Town crew mowed as much as they could reach. Discussion was held in regards to both options.
On the sidewalks, S. Erickson has concerns in regards to the sidewalks on Arch Street from Lothrop School to the Post Office which are in poor condition. He would like to get some public input for possibly moving the sidewalks back to create a safer sidewalk. D. Markowski suggested considering concrete sidewalks and looking into grants that would be available for village enhancement or urban development. M. Balch commented that we will use the adopted major project’s procedure to facilitate this project which includes designing the sidewalks, sending a letter to all the abutters, having a meeting, and having a site walk to see if people will be comfortable with the changes.
On Kendall Hill Road, 900’ of guard rails would be added where there are posts for approximately $9000.
The concentration of the Highway budget will be on Class III roads as most of the major work on Class II roads has been addressed.
M. Balch stated that on the amounts of the Highway budget and the projects listed on the work plan can be done as presented. M. Balch and S. Erickson have reviewed the projects and agree that the work needs to be done and they are asking the Board for their guidance and blessing on these projects. T. Hank Pelkey thanked S. Erickson for doing the work plan and keeping it within the budget. D. Markowski shared that he has heard of a lot more compliments on the great job the Highway Dept. is doing in keeping the Town roads in good shape especially in the last three years.
T. Carrara commented on the multi-use of Vermont roads. There is a high demand on the roads which were not designed for cyclists, pedestrians, or horses. When the new Route 7 is done then there will be a 40 foot wide road which includes two 12’ lanes and two 8’ paved shoulders. This will create more space for travel and more room to share the road. S. Erickson departed at 7:45 PM.
M. Balch asked if the Board wanted to meet with other department heads to go over their budgets.
There was a tentative extra night to review budgets on November 8, 2006. A. Hitchcock asked to meet with Bruce Babcock to review the water & sewer budgets. If he could come on November 15, 2006, that would be agreeable. M. Balch will talk with B. Babcock.
Report from Sally Eugair—Representative Rutland Regional Planning Commission
Sally Eugair reported on the different workshops, training seminars, and meetings she has attended. She has brought back information on many subjects along with a book Conserving Vermont’s Natural Heritage to share with the Board. Also Mr. Janssen of Rutland Economic Development Corp. (REDC) Business Financing is addressing funding to help new businesses to come into towns and helping with the permitting issues. He would be willing to come to talk to the Board and explain how he could assist the town. S. Eugair attended the MOM’s Municipal training in October. She also attended the Fair Housing Workshop for which the Town will receive a certificate of training for her participation. Any municipality receiving a Community Development Grant would require this certificate of training. Another workshop she attended was the Water, Wastewater and Rural Water Roundtable. Rural Water Associates will do source protection plans for towns free of charge. They also will assist towns with wastewater issues. S. Eugair attended a planning and zoning roundtable and also the REDC annual meeting. The MEG Training which the Planning Commission has been given a grant for will be November 9, 2006 from 6 to 8 PM at the Pittsford Town Office. The Board thanked S. Eugair for sharing all this information.
Consider Terry Mitchell Application for Access/Right of Way Permit
Discussion was held in regards to the application for access/right of way permit for Terry Mitchell on Stevens Road. A. Hitchcock made a motion to approve the application for access/right of way permit for Terry Mitchell. J. Gagnon seconded the motion. The motion was passed unanimously.
Consider NeighborWorks request for letter of support—CDBG
Discussion was held in regards to the NeighborWorks requesting a letter of support to continue the grant or revolving loan fund. When there is a consortium of 10 towns or more it does not have to be repaid.
A. Hitchcock made a motion to send a letter in support of NeighborWorks of Vermont’s application for funds to continue Housing Rehab. D. Markowski seconded the motion. M. Balch will write a letter of support. The motion was passed unanimously.
T. Hank Pelkey made a motion to go into Executive Session for Personnel and Ongoing Criminal Investigation (not related) at 8:10PM. D. Markowski seconded the motion. The motion was 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 and Ongoing Criminal Investigation at 8:10 PM. M. Balch was asked to stay for the session about the Ongoing Criminal Investigation and departed before the session on Personnel. The Board came out of Executive Session at 8:45 PM.
Thomas “Hank” Pelkey made a motion that all employees and other Town officials who are paid hourly must supply the Select Board and the Town Manager with documented daily time reports.
Joseph Gagnon seconded the motion. The motion was passed unanimously 4 to 0.
David Markowski made a motion that the Listers’ secretarial position must revert back to the original 16 hour work week now that the reappraisal is complete. A. Hitchcock seconded the motion. The motion passed unanimously 4 to 0.
Without any further business, the meeting was adjourned at 9:05 PM.
Thomas “Hank” Pelkey, Chair
Allen Hitchcock, Vice-Chair
Dave Markowski, Selectman
W. Joseph Gagnon, Selectman
Thomas Hooker, Selectman - ABSENT