Town of Pittsford Select Board Meeting
September 17, 2008
Thomas "Hank" Pelkey opened the meeting at 6:30 PM. Select Board members present were: Thomas 'Hank" Pelkey, Allen Hitchcock, Thomas Hooker, Joseph Gagnon and David Markowski. Also present were John Haverstock, Linda Drummond, John and Linda Weeden, and Lee Kahrs.
The Select Board minutes of September 3, 2008 were approved.
The orders of September 17, 2008 were approved in the amounts of $21,121.16 and $317.80.
The order for the US Treasury for $3,112.74 from April 2008 for withholding taxes was approved with discussion to ensure scheduling to pay tax withholding payments on time.
TOWN MANAGER'S REPORT
Pittsford In /On the Air
Pittsford was profiled by Lakes Region Radio in a series of reports and interviews on the "On the Road" radio program broadcast on September 17th on local stations. Notices reminding residents to tune in were posted on the Town's website, at key spots around Town and were also sent to all recipients of the Select Board Highlights.
Sullivan & Powers annual audit took place from September 2 through 5. The firm was not able to finish its work in the four day week following Labor Day and will return for a single day sometime in the next week or two to wrap up its audit.
Water System Study
The Town has received Otter Creek Engineering's draft Water System study, which assesses the system from source to tap, recommends upgrades and points out funding sources for the recommended work. The draft Report was circulated to the members of the Water & Sewer Commission and Bruce Babcock, which heard from the Report's author, Mark Youngstrom, at its September 16 meeting. Chairman Markowski tasked the Commission to review the report to prioritize the several different projects addressed for the next Commission meeting on October 21, 2008.
The Town Manager received the names of State employees involved in mosquito abatement projects from Peg Flory. The Town Manager is investigating the logistics and funding for Pittsford's possible inclusion in regional mosquito abatement efforts next year. For now, the focus is on the BLS District (Brandon, Leicester and Salisbury). J. Haverstock has been in contact with Dr. Ben Lawton, the Chairman of the BLS District, telling him that Pittsford is interested in joining the BLS District.
Blasting at OMYA
Blasting at OMYA's Hogback Quarry in Florence took place on the afternoons of Tuesday and Wednesday, September 16 and 17. The Town Manager observed operations associated with blasting on September 17th. Blasting occurs a couple of times per week.
J. Haverstock and Helen McKinlay agreed to continue the tradition of monthly staff meetings with one on September 18th. Members of the Board are welcome to join the meeting.
Ford Tractor 1994 repairs
S. Erickson reports that the repairs to the 1994 Ford Tractor will be more involved and expensive than was anticipated. Greenwood was fixing the clutch problem for $3,000 to $4,000 when they discovered broken gears in the transmission with the cost now approximately $10,000 to $11,000 to proceed.
The tractor was purchased for $34,000. Discussion was held and D. Markowski would like to conference with S. Erickson about the needed repairs.
Goat Farm Road
S. Erickson has scraped the surface of Goat Farm Road for a smoother surface.
Some work has been on the Florence railroad repairs. Richard Hosking, Rail Project Manager, OT, has stated that the permanent work that needs to be done on the tracks is still scheduled this year. Representative Peg Flory is following up on the scheduling of this work at the Rutland Region Transportation Council meeting this week.
Discontinuance of Road in Chittenden
The Select Boards of Chittenden, Pittsford and Pittsfield will convene a joint meeting on the morning of Saturday, September 27 at 9:00 AM to officially discontinue a long unused trail in Chittenden.
The Fall Town Newsletter is scheduled to go to the printer next week with mailing in early October.
Omya Truck Signage
West Rutland is working with Omya to post signs in their jurisdiction with truck routes. Omya is looking for cooperation from Proctor as well for posting truck route signs.
East Pittsford Cemetery
J. Haverstock has put the East Pittsford Cemetery members in direct contact with Mr. Byrom, Director of Camp Sangamon, with the expectation that the two groups will reach a mutually acceptable agreement for camper/volunteers mowing the cemetery with the possibility of funds for gas expenses from the cemetery association.
The Proctor Fish & Game Club
There will be an event at the Proctor Fish & Game Club on Sunday Sept. 21st and Sat. and Sun. the 27th and 28th. There will be club shooting on the 21st from 10 AM until 3 PM; and on 27th and 28th from 10AM until 5 PM. Discussion was held about the agreement from years past allowing the club to shoot on special occasion Sundays. From memory, Board members recall there was an agreement for a couple of Sundays a year. J. Haverstock will check into the agreement.
There was none.
Continued Discussion of Draft Alcohol/Drug Policy for CDL Operators
VLCT produced a Question & Answer response for the Board to review. Discussion was held. D. Markowski made a motion to adopt the VLCT Alcohol/Drug Policy for CDL operators per VLCT's recommendation. A. Hitchcock seconded the motion. The motion was unanimously carried.
Brown's Salvage Yard
A. Hitchcock inquired about the status of the Brown's Salvage Yard's renewal application. Mr. Brown met with J. Haverstock regarding the vehicles left in front of the fence. The $25.00 application has been paid but the application has not been completed. Amy Loomis and John Haverstock have offered their assistance to finish the application. Discussion was held about maintaining same conditions for the application renewal which previously applied regarding no vehicles or junk to be left in front of the fencing.
Review of Kendall Hill Road Bridge Repair Bids
The bid opening for the Kendall Hill Road Bridge project was held on September 5, 2008 with three bids: The Belden Company, Inc. $173,970.00; Neil H. Daniels, Inc. $175,370.00; T. Buck Construction, Inc. $180,908.00. Aaron Guyette, project engineer from Dubois & King, Inc., reviewed the bids and found an addition error on T. Buck Construction's bid tabulation. A. Guyette recommended to the Board that T. Buck Construction, Inc., low bidder at $170,808.00, be awarded the project.
D. Markowski made a motion to accept T. Buck Construction, Inc. to do the rehabilitation repairs on the Kendall Hill Road Bridge project for $170,800.00. T. Hooker seconded the motion.
The motion was unanimously carried.
Review of West Creek Road Construction Bids
D. Markowski recused himself from the West Creek Road Construction vote. The bid opening for the West Creek Road project was held September 16, 2008 with three bidders. The bids were as follows: The Belden Company, Inc., $256,680.00 lump sum; Markowski Excavating, Inc., $200,673.00; & T. W. Grace Excavating, $348,827.89. The bid information was forwarded to C. Schmelzenbach, project engineer from Infrastructure Engineering. His presented a letter stating that he had reviewed the bids and recommends awarding the contract be awarded to Markowski Excavating, Inc.
Thomas Hooker made a motion to accept the bid from Markowski Excavating for $200,673.00 for the West Creek Road project. A. Hitchcock seconded the motion. Discussion was held regarding the prices for solid rock excavation. All amounts have been reviewed. The motion was unanimously carried with D. Markowski recusing himself.
Consideration of Application for Access/Right of Way Permit - Rob Ketcham
J. Gagnon made a motion to accept the application for access/right of way permit for Rob Ketcham, 398 Barnard Road, with the conditions recommended by Shawn Erickson. T. Hooker seconded the motion. The motion was passed unanimously.
Sullivan & Powers
The Scope of Services from the auditors, Sullivan, Powers & Co., was reviewed and approved by Town Clerk/Treasurer Helen McKinlay. The Board signed the scope of services for Sullivan, Powers & Co. for the FY08 annual audit.
Water & Sewer Commission Review
J. Haverstock stated that the Water & Sewer Commission was reviewing the Water System Preliminary Engineering Study received from Mark Youngstrom, engineer, Otter Creek Engineering.
J. Haverstock reported that the Fire Department's thermal imaging camera had a critical need to be repaired last week. The phone calls made to the Board members resulted in a consensus to authorize the repair of the thermal imaging unit, which is approximately $5,300.00.
Fire House Project
T. Hooker presented an estimate from Naylor & Breen for updating the Fire Station with a handicap accessible bathroom and installing two 12 foot bay doors in the old part of the station for easier access for the trucks into the station which will require brick and block removal. Last year, the Fire Department building maintenance budget was increased to $15,000 from $5,000. After past unsuccessful bid attempts, Naylor & Breen would be able to start the project this fall. The total price for both projects would be $36,298 to $38,000. The amount does not include paint or electric. T. Hooker requested that the $15,000 earmarked for building maintenance be appropriated for the project and the balance of $25,000 would come from the Denison Fund.
D. Markowski made a motion to have Naylor & Breen do the work at the Fire Station needed to install a handicap accessible bathroom and install two 12-foot bay doors in the old part of the station. $15,000 would come from the Fire Department building maintenance budget FY09 and up to $25,000 from the Denison Fund. A. Hitchcock seconded the motion. Discussion was held. T. Hooker recused himself and J. Gagnon abstained. The motion was carried with 3 ayes and no nayes.
T. Hooker made a motion to go into Executive Session at 7:15 PM to discuss matters in Personnel and Legal. D. Markowski seconded the motion. The motion was passed unanimously. J. Haverstock 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 and Legal at 7:15 PM. The Board came out of Executive Session at 7:57 PM.
J. Haverstock recommended that the security system at the Transfer Station be upgraded. Discussion was held. A. Hitchcock made a motion to upgrade the Transfer Station security system. T. Hooker seconded the motion. The motion was unanimously carried.
Without any further business, the meeting was adjourned at 8:10 PM.
Linda Drummond, Recording Clerk
Thomas "Hank" Pelkey, Chair
Allen Hitchcock, Vice-Chair
W. Joseph Gagnon, Selectman
David Markowski, Selectman
Thomas Hooker, Selectman