Town of Pittsford, Vermont

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Town of Pittsford Select Board
 Emergency Meeting September 25, 2008
Special Meeting  September 29, 2008                                  

Emergency Meeting, September 25, 2008                     

Thomas "Hank" Pelkey opened the meeting at 5:07 PM.  Select Board members present were:   Allen Hitchcock, Joseph Gagnon, and Thomas Hooker. David Markowski was absent.  Alan Cobb, Aric Farrar, Lee Kahrs, Helen McKinlay, Brian Narkewicz, Mike Laurent, Aaron Guyette, Linda Drummond, and John Haverstock were also present.






Consideration of Status/Options for Kendall Hill Road Bridge Repairs

This meeting was called to discuss the possible increase and scope of work regarding unforeseen conditions uncovered by the contractor on the Kendall Hill Road Bridge.  Thomas "Hank" Pelkey asked Aaron Guyette, project engineer, Dubois & King, to give an update on the conditions, a status report of the job, and possible options for the Select Board to consider.

Aaron Guyette reported that unforeseen conditions have arisen that were not detected in the core samples of the decking or from visual inspection of the underside of the bridge.  T. Buck Construction, contractor for the project, has removed all of the pavement from the north side of the bridge and the concrete deck has been exposed.  The north side is likely the worst side of the bridge.  The surface area and depth of concrete repairs needed to address all areas of cracked and delaminated concrete is greater than estimated.  If the repairs were to proceed as planned and all areas identified in need of repair were addressed, the cost of construction would exceed the current contract amount.  The area of greatest concern is the northwest corner of the bridge.  As T. Buck is removing the pavement, it is a coarse, packed gravel which can be removed with compressed air, which is not good.  The previously patched areas are in bad shape.  Discussion was held describing the deterioration of the deck due to water and salt in the concrete.


Moving forward, A. Guyette outlined several options:

Proceed with repairs using current contract quantities starting with areas of greatest concern first and address as many of the concrete repair areas as possible, until contract amount is met.  This would result in the contract amount staying the same.  This project has always been a "band-aid" to extend the life of the bridge deck for 10 years.  This project was to try to extend the life of the concrete until which time that deck replacement can be funded.  A. Guyette talked with Tom Roberts, District Manager from AOT, who distributes the money for grants to the Towns.  There is no guarantee of additional money next year to finish the project as planned.

Expand the scope of the project with a change order to allow for a greater quantity of concrete repairs, therefore increasing the contract price.  Repairs would most likely be expanded to include some area of full depth deck replacement.

Use a change order to limit concrete repairs to the northern half of the bridge deck, eliminating the installation of expansion joints, decreasing the quantity of pavement and increasing the scope of concrete deck repairs. Leave to another time work on the southern lane and hope to get grant funds for it in the future. This would most likely result in an increase to the contract value.


Discussion was held on the different options with estimates for the options.  By Monday, September 29, 2008, more information regarding the concerns on the south side of the bridge where there are 3 or 4 areas that are starting to crumble, along with pricing, would be more definitive for the Board.  T. Buck Construction will take core samples of the south side for testing.  The senior engineer of Dubois & King will be at the site area on Monday as well and could possibly attend a Board meeting Monday night with updated options and information.  A. Guyette will be at the site on Monday.  A. Cobb, T. Buck Construction, expressed his concerns and ideas on the different options.  J. Haverstock will talk with Tom Roberts from AOT on the Structures grant money to assure that any changes would not jeopardize grant funds.  


Safety issues were discussed.


T. H. Pelkey recessed the Board meeting and it will reconvene on Monday, September 29, 2008, at 5:00 PM as a special meeting.


 Special Select Board Meeting, September 29, 2008    


Thomas "Hank" Pelkey reconvened the meeting at 5:00 PM.  Select Board members present were:   Allen Hitchcock, Joseph Gagnon, and Thomas Hooker. David Markowski was absent.  Alan Cobb,  Lee Kahrs,  Brian Narkewicz, Mike Laurent, Robert Durfee, Linda Drummond, and John Haverstock were also present.







Consideration of Status/Options for Kendall Hill Road Bridge Repairs

Town Manager, John Haverstock, reported that he had been to Kendall Hill Road Bridge several times since last Thursday night.  Friday was a "no work" day due to the weather.  J. Haverstock met with AOT Thomas Roberts at the site. Once the Board decides on a plan, it should let T. Roberts know and there will be flexibility with how the Town uses the $166,000 that the Town has for a grant.  He will send the Town any additional papers that would need to be completed.  J. Haverstock also met with Aaron Guyette, DuBois & King, with an update on the project.  J. Haverstock spoke with M. Hedges at Structures grant funding, who recommended working closely with the Rutland Regional Planning Commission and Transportation Council since they will be the ones prioritizing bridges within the district to recommend for funding.  J. Haverstock has been told that VTrans has been at the site to inspect the bridge to rate it for priority.  A rating of one is a bridge that has fallen in the river and eight is a perfectly good bridge.  The Kendall Hill Bridge was a level five before the construction began, however it has been downgraded and to the level four minus.


Robert Durfee, Vice President of DuBois and King, reviewed the bid from T. Buck at $170,808.00 which was based on repairs to the concrete superstructure at 110 square yards surface Class I and 25 square yards surface Class II.  Now that T. Buck has opened the deck, there is more deterioration of the concrete than originally estimated from the core samples taken on the deck.


R. Durfee reviewed the three proposed options for repairs:

Option I is to make repairs to north side of bridge (westbound lane) and repave north side with no repairs to the southside.  Total $170,673.00.

Option II is to remove and patch all deficient areas (westbound and eastbound) and repave deck.  Total $249,489.00.  Life span is approximately 10 to 15 years.

Option III is to place 4" concrete overlay for entire bridge (both lanes) and leave bare concrete deck.  Total $297,524.00.  Deck sealers were discussed.  Time span is approximately 10 to 20 years.  With no asphalt, it would be easier to inspect for deterioration. 

Alan Cobb from T. Buck Contruction reviewed the options with the Board.  The support structure concrete caps are starting to corrode caused by the joints in the deck leaking and also corroding the ends of the steel stringer.  VTrans would really like to see the new joints put back in the deck to protect the pier, the bearings, and the ends of the steel and buy more time until the deck replacement.  The new joints are included in all three options with Option I dealing with only half of the bridge.

Further discussion was held with regard to the options.  The Board asked A. Cobb which option he would recommend and he replied it would be Option III.  The Board asked R. Durfee his opinion of the options and he recommended either Option II or Option III.


Allen Hitchcock made a motion to go into executive session for contracts.  T. Hooker seconded the motion.  The motion was unanimously carried.  Omya representatives were invited to stay with John Haverstock.



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 enter into Executive Session for contracts 5:30 PM.  The Board came out of Executive Session at 5:37 PM.

T. Hooker made a motion to instruct the Town Manager to pursue Option III and expend no more $297,000.00 from a variety of sources available.  A. Hitchcock seconded the motion.

The motion was passed unanimously.

With no future business, the meeting was adjourned at 5:49 PM.

Without any further business, the meeting was adjourned at 5:49PM.

Respectfully submitted:                 


Linda Drummond, Recording Clerk          


Thomas "Hank" Pelkey, Chair

Allen Hitchcock, Vice-Chair

W. Joseph Gagnon, Selectman

David Markowski, Selectman - ABSENT

Thomas Hooker, Selectman


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