Town of Pittsford
Select Board Meeting
Thomas "Hank" Pelkey opened the meeting at 6:30 p.m. Select Board members present were: Allen Hitchcock, Joseph Gagnon, David Markowski, and Thomas Hooker. Also present were Michael Balch, Linda Drummond, Kathleen Ramsay, Tom Carrara, David Rowe, William Bowman, Kathy Brown, Tom Brown, Chad Eugair, Shawn Erickson, Sally Eugair, and Don Nickless. Lisa Connell and Helen McKinlay arrived at 6:45 PM.
The Select Board minutes of May 16, 2007 were reviewed and discussed. The statement in the meeting in regards to M. Balch's contract was changed to read accumulated comp time instead 2 weeks comp time accumulated which was in the Public Comment section. A. Hitchcock stated that he did not agree with the statement that "the Board agreed that he (Michael Balch) could take whatever earned time he has accumulated before he retires." Verification of these statements will be discussed in executive session.
The Select Board minutes of June 6, 2007 were reviewed and discussed. A. Hitchcock stated there was a spelling error.
The orders of June 20, 2007 were reviewed, discussed and approved in the amount of $42,999.20. .
The Marble Valley Bus payment was $4,000 which was the agreed upon match for the participating towns for the year. The Board would like to have Marble Valley Bus give the Town a rider participation report once a year.
M. Balch brought to the Board's attention the new system for counter checks. Whenever there is a counter check, there will be a separate order for the check and why the check was written.
TOWN MANAGER'S REPORT
Mike Balch reported on the following:
Under the Budget Report FY2007 that the Board received to review, M. Balch reported on the Debt Service of $71,918 in the Sewer Fund which was paid but was not on an order which made it difficult to locate. The new counter check orders will alleviate this problem. Under Sewer Fund operations the $147,191 includes the Elm Street repairs of approximately $35,000.
A report on the flow data for the Elm Street and Depot Hill pumping stations was done and a copy was given to A. Hitchcock to review. There is a significant reduction in the flow.
The audit for FY2007 will begin shortly with the accountants coming in July to review accounts with M. Balch and then again the first week in September to begin the audit. M. Balch will sign the order for the FY2007 Town audit to be done by Sullivan, Powers & Co.
The dog investigation report was given to the Board.
M. Balch has rewritten a new handling procedure to include all negotiables for the Transfer Station and a copy of the procedure is in the Board reading file.
Representative Flory is investigating the availability of funding under the Town Highway Bridge Program. She has been in the Town Office doing research on the statutes and the programs available.
The tapes of the May 16, 2007 Board meeting were available and reviewed by some Board members.
A copy of the draft minutes from the June 6, 2007 Select Board meeting has been given to the Listers. On June 6, 2007, the Board voted to request the Board of Listers publishes a "Blue Book" listing all the Town properties and their reappraisals this year due do to the significant number of assessments that have changed.
Recognition Awards - Highway Department Shawn Erickson and Chad Eugair
Thomas "Hank" Pelkey presented the following recognition award and Select Board Resolution to Shawn Erickson:
"The Pittsford Board of Selectmen would like to recognize Shawn Erickson for completing and graduating from the 2006 Management Academy sponsored by the Vermont Local Roads Program at St. Michael's College in Colchester. From January through October 2006, Shawn participated in ten full-day workshops that focused on a variety of management and leadership skills. Some of the topics for the Management Academy included Vermont State Road Law; Supervision; Managing a Culture of Safety; Developing Teamwork; Effective Communication; and other related topics.
In recognition of his noteworthy accomplishment of completing the requirements of the Management Academy, and in recognition of the benefits that the Town of Pittsford derives from this training and education, the Board of Selectmen commends the initiative of Shawn Erickson and hereby presents him with a monetary award from the Selectboard. A certificate was presented to Shawn at the Management Academy's awards reception on November 29. 2006."
Shawn was applauded by those in attendance.
Thomas "Hank" Pelkey presented the following recognition award and Select Board Resolution to Chad Eugair:
"The Pittsford Board of Selectmen would like to present Chad Eugair with a certificate designating him a Vermont Roads Scholar. Chad attended ten day-long workshops sponsored by the Vermont Local Roads Program in order to qualify. The workshops are designed to provide groundwork in road technology and know-how. The Board is pleased that Chad took advantage of this training. What he learned will certainly benefit the Town of Pittsford.
In recognition of his noteworthy accomplishment of completing requirements for the Vermont Roads Scholar designation, and in recognition of the benefits that the Town of Pittsford derives from this training and higher level of skill, the Board of Selectmen commends the initiative of Chad Eugair and hereby present him with a monetary award from the Selectboard and a certificate from Vermont Local Roads."
Chad was applauded by those in attendance. Chad departed at 6:45PM.
Discussion was held in regards to the width of the mowing along Town roads. M. Balch and S. Erickson will measure the mowing width on Adams Road, Fire Hill Road, and any other roads they want to. T. Carrara, D. Nickless, and S. Eugair stated some of the roads are only being cut 3 feet wide.
The Select Board recessed as the Select Board and convened as the Water Board at 6:47PM.
The Select Board reconvened 6:53PM.
The Select Board recessed as the Select Board and convened as the Sewer Board 6:53PM.
The Select Board reconvened at 7:10PM.
Consider Fire Warden Report
William Bowman suggested appointing Linwood Bovey and Dennis Duby Jr. as key persons.
D. Duby works nights and could cover during the day. L. Bovey could help cover the night calls and be an extra person. Key persons are able to write fire burning permits. The Fire Warden can appoint as many key persons as needed. H. McKinlay has been a key person when W. Bowman is away. W. Bowman would like the Board to approve his appointment of other key persons so there would be people available to issue fire permits and review burn sites. The State would cover the liability on appointed key persons just like they do Fire Wardens. The consensus of the Board was for W. Bowman to appoint L. Bovey and D. Duby Jr. as key persons.
W. Bowman discussed options that might be considered for burning in the Village. At this time with the new Burning Ordinance there is no burning in the Village. Also he discussed allowing burning when there is 2" minimum snow coverage with a 200 ft. diameter as per the State allowance. According to the new Burn Ordinance, permits need to be issued even with the snow on the ground. Visiting all burn sites is important to writing a permit. The Board will review the Burn Ordinance to take into consideration W. Bowmanís suggestions. W. Bowman left at 7:20PM.
Consider Paving Bid
There were three bids for the FY2008 Paving Projects with asphalt cost per ton in place:
1. D & F Excav. & Paving, Inc. $57.85/ton
2. Wilk Paving, Inc. $64.50/ton
3. Pike Industries, Inc. $56.90/ton
D. Markowski recused himself from the vote.
S. Erickson stated that D & F Paving had very good asphalt mix and their quality of work was excellent. J. Gagnon made a motion to accept D & F Paving at $57.85/ton for the FY2008 paving projects. T. Hooker seconded the motion. The motion was unanimously carried 4 to 0 with D. Markowski recusing himself.
Consider Kendall Hill Road Bridge Engineering
M. Balch reviewed the two bids received from Dubois & King, Inc. and Stantec Consulting Services Inc. Dubois & King, Inc. gave quantifier limits to a known range of costs with the range $77,403 to $91,953 to include the maximum add-ons of: 1. As-built drawings; and 2. Full deck replacement. Based on lower cost and quantified scenarios, M. Balch recommended Dubois & King, Inc. to the Board for the Kendall Hill Road Bridge Engineering project. Before requesting a grant, the initial engineering work with the conceptual design and cost estimates need to be done.
The engineering money that is spent on the project before applying for the grant can be included in the grant. Discussion was held about the different kinds of grants available and how the grants are applied for and the process of qualifying for the grants.
M. Balch gave the background on overweight permits for the Town of Pittsford. Any load over 80,000# in Vermont, the towns can send to the State a truck design showing the axle load and axle spacing for them to analyze to see if the load is safe to go over a bridge or road. M. Balch has been sending every load design over 80,000# to the State engineer this year requesting their recommendations for safely crossing Kendall Hill Road Bridge before issuing the overweight permits. The permits that the Town is issuing are in compliance with the State rules and regulations.
D. Markowski made a motion to accept Dubois & King, Inc. proposal on engineering of the Kendall Hill Road Bridge project not to exceed $91,953 and based on the Phase 1, 2, & 3 scope of work on their proposal to be completed first and the balance contingent on obtaining a grant.
T. Hooker seconded the motion. The motion was unanimously passed.
Consider Trash Ordinance
D. Nickless reviewed the reason for requesting a Trash Ordinance. The Planning Commission has had several comments from Town residents that there is an issue with some properties in Town accumulating trash and that the trash is a nuisance for neighbors, depresses property values, has a detrimental effect on businesses in town, and denies people the right to enjoy their property. The Vermont League of Cities and Towns' (VLCT) model for Municipal Ordinance of Outdoor Storage of Junk and Junk Vehicles was presented to the Board to review at a previous meeting.
The Planning Commission recommends that the Town of Pittsford adopt this ordinance which would be a good tool to legally address and manage the trash problems in town with civil enforcement which is very simple and would be person to person. The Stateís trash vehicles ordinance follows this model from VLCT exactly. M. Balch and the Board commended the Planning Commission for their work at putting together this ordinance. M. Balch read 24 V.S.A. 2272 which was listed in Section B. #3 for clarification.
A. Hitchcock made a motion to accept the proposed Outdoor Storage of Junk and Junk Vehicles Ordinance as written. T. Hooker seconded the motion. The motion was unanimously carried. Tom and Kathy Brown departed at 7:50PM.
Consider Listers' Compensation
Thomas "Hank" Pelkey reviewed the Listersí services. In FY2005, the amount was $12,000; FY2006, the amount was $26,700 which was increased for the 2005/2006 town-wide reappraisal;
FY2007, the amount was $26,700 to finish the reappraisal; FY2008, the amount was $21,600.
The Board was promised from the Listers' that once the reappraisal was done and with all the equipment that was bought that there would be a savings of about $12,000. The FY2008 of $21,600 does not reflect this savings.
T. H. Pelkey made a motion to place the Listers' compensation to be $416 stipend per month per Lister which totals $14,976 which is a 25% increase over the FY2005 amount of $12,000. D. Markowski seconded the motion. Discussion was held about the motion.
D. Markowski stated that prior to the reappraisal, the Listers' services were $12,000 FY2005. Due to the reappraisal and the extra work the Listers' would be doing, the Board increased the Listers services amount for two years. Now that the town-wide reappraisal is complete and the Town has invested in new and updated equipment to expedite the Listers' time and to make the ongoing process more efficient. D. Markowski stated that the motion brings the Listers' services to a more realistic or justifiable fee. The reason for the increase in the Lister's services was for the reappraisal and that is now done. The Listers' came to the Board prior to the reappraisal and gave the reasoning for the increase to their monetary benefits for doing the reappraisal which was accepted by the Board. The reappraisal is done. During this reappraisal, approximately $38,000 was spent on software, training, and computers through the reappraisal to expedite the new formulas and new process to computerize the reappraisal and the updating of property records. Prior to that, the record keeping was all done by hand. The Listers' assured the Board at the time of the increase request that once the reappraisal was done and the new systems were in place, that it would be less time consuming and there would be less cost to the taxpayers.
Further discussion was held. The agenda for the Board meeting was posted in the Town Office, Pittsford Post Office, Florence Post Office, and Town website.
The motion passed 4 to 0 with A. Hitchcock abstaining.
A. Hitchcock abstained from the vote as he feels that the Board should discuss this issue with the Listers first but does not have a problem with the specific numbers.
Consider Application HS122 State Payment
Helen McKinlay stated that on July 2, 2007, the Town will receive a download from the State of Vermont with the HS 122 property tax first payment of credit transfers (pre-bates) to be applied to property taxes. The July 2, 2007 download will be the largest tax transfer. Weekly downloads will be received by the Town after this date showing corrections made by the Listers and/or the State of Vermont at which time adjustments will be made to the parcel(s) in question. A corrected (revised) tax bill will then be sent to the property owner, different colored paper will be used with each revised tax bill sent. There could be up to five different bills.
As the Town did not vote at Town Meeting on the application of these receipts, the State requires the Select Board to set the policy on application if the item was not on the March 2007 warning.
Options to the Town are to apply credits to the first payment due or pro rata over the three payments. H. McKinlay requested the application be made to the first payment due to make the process the least confusing as possible.
T. H. Pelkey made a motion to apply the first credit received on July 2, 2007 to the first installment due on the property tax bills. A. Hitchcock seconded the motion. The motion was passed unanimously.
The Select Board recessed as the Select Board and convened as the Liquor Board at 8:07 PM.
The Select Board reconvened at 8:08PM.
A. Hitchcock made a motion to go into Executive Session for Personnel. D. Markowski seconded the motion. The motion was passed unanimously.
D. Nickless asked if he could discuss the OMYA Act 250 permit on building a Dewatering Facility for the tailings process which would create a dry by-product. There will a site plan review with the Town. The Select Board and the Planning Commission have the right to have input or comment for the site plan review. It will reduce the need for water which will reduce the demand from the Town's water system. It will be recycling water as well. The Board will have a discussion about the OMYA Act 250 permit.
The Board went into Executive Session at 8:15. M. Balch was 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, the Board unanimously agreed to go into Executive Session for Personnel 8:15 PM. The Board came out of Executive Session at 8:39PM.
No action was taken.
Without any further business, the meeting was adjourned at 8:40PM.
Thomas "Hank" Pelkey, Chair
Allen Hitchcock, Vice-Chair
W. Joseph Gagnon, Selectman
David Markowski, Selectman
Thomas Hooker, Selectman