Town of Pittsford
Pittsford Select Board Meeting
March 18, 2009
The meeting was called to order at 6:30PM by Thomas "Hank" Pelkey, Chairman.
Select board members present: Joseph Gagnon, Thomas "Hank" Pelkey, Allen Hitchcock, David Markowski, and Thomas Hooker.
Also present: Bruce Paynter, Linda Drummond, Linda Weeden, John Weeden, Jack Rogers, Matt Harvey, Lee Kahrs, Shawn Erickson, Jamie Stewart, Tom Carrara, Anita Paynter (6:53 PM), John Haverstock and Kelly Giard, Recording Secretary
The Select Board revised minutes from the February 18, 2009 meeting were signed. The minutes from the March 4, 2009 meeting were signed with clarification that Peg Flory did not receive enough votes for the position of Grand Juror.
The orders of March 18, 2009 in the amount of $38,036.03 and $8,674.14 were approved and signed following discussion as stated below:
A. Hitchcock inquired about the electric charges as stated. J. Haverstock indicated that all of the bills had been consolidated on the report that was included for review.
J. Gagnon inquired about the identical expenses incurred at Foley Services for uniform rentals. J. Haverstock stated that the cost was listed twice, however, it is for 2 weeks of uniform rentals. J. Gagnon stated that he was glad to see the bobcat light was installed for the cost of $144.86.
TOWN MANAGER'S REPORT
J. Haverstock reported on the following:
There will be a staff meeting on March 26, 2009 at 9:00 AM and members of the Select Board were invited to attend. Following the staff meeting, there will be a meeting of the Safety and Wellness Committee. The VLCT risk management report from the Transfer Station will be discussed at the Safety and Wellness Committee.
Rutland Regional Transportation Council and the Vermont Agency of Transportation have provided initial feedback concerning funding of the southern end of the West Creek Road and prospects appear favorable. The report was provided by Tom Roberts from AOT indicated that this section is in"very poor"condition.
OMYA has announced their plans to award 4 $2,500.00 scholarships to graduating high school seniors from Rutland and Addison Counties. The senior must be studying collegiate sciences or engineering. Contact and deadline information was supplied.
Doug Zorzi from AOT has provided updates regarding the borings taken and weather delays. The intent is to have the information provided this summer regarding possible compensation for the Town property affected.
The Fire Department Officers have been re-appointed as follows:
Chief - Thomas Hooker
Assistant Chief - Charles H. "Butch" Shaw
Captain - William Hemple
Captain - Thomas Shannon
Lieutenant - Bernard McMahan
Lieutenant - Todd Hemple
A light pole has been erected in the area of the Transfer Station to improve illumination in the area. Security signage has also been posted.
Lothrop School lunchroom was temporarily closed by order of Bruce Babcock, Town Health Officer, while repairs to the crumbling sewer line that was running from the kitchen's sink and garbage disposal were repaired.
Bob Harnish reported that there will be a fundraising Flap Jack Fundraising Breakfast to benefit the Mentor Connector Program. This will be held at Applebee's on March 21 from 8 AM - 10 AM.
The next issue of the newsletter deadline is April 1, 2009. Items should be given to Linda Drummond prior to this deadline.
S. Erickson reports that the town grader is a 1983 CAT 140. The hours in March 2004 were 7178 and in March 2009 were 8744. Average yearly usage is 313 hours.
S. Erickson is aware of Mr. Carrara's concerns regarding the River Road to Chittenden. Mr. Erickson indicated that currently, the Highway Department is preserving the paved roads and not paving any new roads.
The Dufresne - Henry Water Study is available for review in the Town Offices.
The Kamuda's expense previously questioned at the March 4, 2009 meeting was for refreshments at the Town Report dedication.
T. Carrara expressed concerns regarding the River Road being rough and in need of attention. T. Carrara also expressed concerns regarding a rumor of Mrs. Rogers being interested in the position of Lister. Mr. Carrara expressed his opinion that this would be considered nepotism and Mr. Carrara is against this appointment.
Matt Harvey, Town Moderator was present to review the recent Town Meeting. There was discussion regarding various items that could be handled differently in the future. Mr. Harvey has spoken with residents in the Town and was given some ideas that were discussed. Mr. Harvey also discussed some items that were reviewed at the recent seminar he attended. T. Pelkey suggested that the Town Report be reviewed prior to reviewing the General Fund, the Highway Fund, and then the Village Fund. This may avoid "wandering" and keep attendees focused.
Mr. Harvey exited at 6:51 PM.
Bridge Condition Survey:
S. Erickson reviewed the Bridge StatecCondition Survey as follows:
Bridge 00006 is on the East Pittsford Road, near Meadowlake Drive
Bridge 00012 is the Kendall Hill Road bridge that was recently under construction
Bridge 00013 is on the Furnace Road and has had the paint removed and repainted.
Bridge 00029 is on the Sangamon Road near the power dam
Bridge 00031 is the Cooley Bridge on Elm Street
Bridge 00033 is on the Depot Road and is showing corrosion on the beams
Bridge 0011P is on the Furnace Road, before Rowe's Pit.
S. Erickson inquired why there was no report for the Gorham Bridge. There is a possibility that the report is sent to Proctor. J. Gagnon inquired if there was any repair work that could be done with the current staff. S. Erickson stated that there may be some cement work that may be able to be done, however, there will need to be some assessments done. T. Carrara inquired about the "cracking" of the piers on the Kendall Hill Bridge. There was discussion that this was in the engineer's analysis and not in the State report.
Rutland Economic Development Corporation: Jamie Stewart, Executive Director of Rutland Economic Development Corporation (REDC), was present to speak on the goals of REDC's services in Rutland's communities and to explain the services that are available. J. Haverstock explained that the Planning Commission has recently released the draft Town Plan and suggested that Mr. Stewart be in contact with Don Nickless, Planning Commission Chairman.
Mr. Stewart exited at 7:08 PM
FY '09 Budget Review: J. Haverstock reported that the General Fund is at 72.6 % of revenue and 76.28% of expenses. The Highway Fund is "on target"; however, the budget is over on winter sand and "going over" on clearlane.
Proposed Renovation of Highway Garage: S. Erickson explained the proposed renovation project at the Highway Garage. S. Erickson stated that there are some portions of the project that the highway staff can accomplish to reduce some of the costs. Some of these portions will be some demolition, providing "cheap" sink and cabinets, as well as some of the painting. A proposal was received from Naylor and Breen, which was received with no obligation to contract with Naylor and Breen. T. Pelkey indicated that he has reviewed the project and explained the situation to the members of the Board. One concern is that the fumes from grinding or similar work tend to migrate to the upper corner, which is the break room/office/work space. There is ventilation in the building and the system works well, however, ventilation is still an issue.
There was discussion that there have been numerous paving projects in front of the Highway Garage which has built up the pavement which is now to the bottom of the door at the Highway Garage, as well as the Fire Station. S. Erickson also indicated that there is also crown in the road.
Motion by D. Markowski to proceed with the bidding process not to exceed $20,000 for the proposed Highway Garage renovation project. Motion seconded by T. Hooker. J. Haverstock inquired if the project should be advertised or given to Naylor and Breen. The Board advised to advertise a Request for Bid. The scope of bid will be presented to any interested parties. The motion was passed unanimously.
A. Hitchcock made a motion to obtain a study and bid for the larger, costlier remaining needed improvements at the Highway Garage. Motion seconded by J. Gagnon. Passed unanimously.
Request for Bids for Renovations to the Town Offices: J. Haverstock reported that S. Erickson recently repaired some floorboards in the Town Clerk's Office. J. Haverstock expressed that the floorboards posed a safety issue. A draft request for bids for renovation to the Town Office was included in the packet for review. A. Hitchcock inquired if there was still a gap in the flooring in the entrance. There was discussion concerning the entrance issue as to how the foundation is supporting the flooring. J. Haverstock will proceed with a Request for Bids and advise at a future meeting.
Water & Sewer Commission Report: D. Markowski provided an update to the Water and Sewer meeting of March 17, 2009 with Mark Youngstrom from Otter Creek Engineering. There will be a Bond Vote on May 12, 2009 with informational meetings to be held on April 28, 2009 and May 11, 2009 for residents to ask questions and receive some information on the proposed project. Mr. Youngstrom will be present at the meetings to assist with any questions. A. Hitchcock, D. Markowski and Mark Youngstrom will be attending a Stimulus Meeting on Friday, March 20, 2009. Pittsford does qualify for Stimulus Assistance, however, Mr. Youngstrom provided some other options that may be more economical. D. Markowski explained that there is a 40-year repayment available for the Rural Development funding and the State/Stimulus funding options is a 20-year repayment. The Rural Development assistance can be paid in advance with no penalty. The water project, that will include interconnection of Pittsford and Florence systems, Route 7 South pressure and volume improvements, enlarging some of the existing piping and water meter placement - with remote read meters. A. Hitchcock indicated that there is 60% of the water, once treated, is not accounted for. The cost of this project is roughly $4.4 million.
D. Markowski explained that the sewer infiltration study will continue in early April. The project to repair the sewer infiltration could be roughly $2.2 million.
There will be a special meeting of the Water and Sewer Commission on April 7, 2009 to review the funding options for the water system upgrades. A. Hitchcock stated that these are modest improvements with long-range financial benefits. J. Gagnon inquired how the costs would be absorbed. A. Hitchcock indicated that this has not been decided, however would be based on the funding options. J. Gagnon inquired if this information would be available for the informational meetings and if the impact to the users would also be available. A. Hitchcock indicated that this information would be available, depending on the funding options that are chosen.
L. Weeden inquired why the Stimulus option is more expensive. D. Markowski explained the grant vs. loan and one is necessary to have the other. The timeframe is also a factor. D. Markowski explained that the interest rate and "penalty" are factors in the choices that were presented to the Commission. D. Markowski also explained that Route 7 South from the Route 3 junction is operating on a temporary permit.
J. Gagnon inquired how the water upgrade would affect the proposed Route 7 project. D. Markowski explained that the State may need to acquire more Right of Way, however, the water project will not require any more Rights of Way. Mark Youngstrom has been in contact with the State and the water project is within the current Right of Way.
The meeting will be held potentially at the Town Hall, however, the dates, times and location will be in the Town Spring Newsletter as well as posted around Town and on the Town website.
The Board of Selectmen recessed to convene as the Liquor Board at 7:46 PM.
The Board of Selectmen reconvened at 7:53 PM.
T. Pelkey made a motion to go into Executive Session for Legal, Contractual, and Personnel at 7:53PM. T. Hooker seconded the motion. The motion was unanimously passed. J. Haverstock was asked to attend along with Lister Jack Rogers and separately Constable Mike Warfle, Special Police Officer Lema Carter and Erik Wilder were invited to attend.
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 the purpose of Legal, Contractual, and Personnel at 7:55 PM.
The Select Board came out of executive session at 8:57 PM.
No action was taken.
The meeting was adjourned at 8:57 PM.
The next meeting will be held on April 1, 2009.
Kelly Giard, Recording Secretary
Thomas "Hank" Pelkey, Chair
Allen Hitchcock, Vice-Chair
W. Joseph Gagnon, Selectman
David Markowski, Selectman
Thomas Hooker, Selectman