Town of Pittsford
Town of Pittsford Select Board Meeting
June 3, 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, Susan Schreibman, John Weeden, Linda Weeden, Brian Provin, Helen McKinlay, John Haverstock and Kelly Giard, Recording Secretary
The minutes from the May 20, 2009 meeting were reviewed and signed with no corrections.
The orders of June 3, 2009 in the amount of $320,694.02 and $10,023.82 were approved and signed following discussion as stated below:
J. Gagnon commented on the down payment of the fire truck being noted.
A. Hitchcock inquired the cost of a water line repair. J. Haverstock reported that this was for Blanchard Avenue.
D. Markowski inquired the Otter Creek Engineering invoice. J. Haverstock reported that the invoice was not a detailed invoice.
TOWN MANAGER'S REPORT
J. Haverstock reported on the following:
Brian Provin inquired the possibility of changing the speed limit on Barnard Road from 35 mph to 25 mph. Mr. Provin indicated that he has spoken with J. Haverstock regarding this issue. There was discussion that there are also other roads (e.g. Sugar Hollow Road, Deerfield Acres, Route 3 with speed limit concerns.) J. Haverstock reported that he has referred this to the Constable, as well as Shawn Erickson for their input. The Rutland Regional Planning Commission can also loan traffic counters to gather data. Susan Schreibman, from RRPC, was present and indicated that she will look into the traffic counters. J. Haverstock indicated that he has been in contact with the state AOT regarding the speeding on Route 3 and can write a letter to the State with the stated concerns. J. Gagnon inquired if there has been any increased patrols in the area of Barnard Road. A. Hitchcock indicated interest in being considered for the traffic counters. A. Hitchcock indicated that Route 3 should be considered for reconstruction and paving before the road is considered for a speed modification.
Mr. Provin exited at 6:43 PM.
T. Hooker exited at 6:48 PM.
T. Hooker returned at 7:22 PM.
Execution of Fire Truck Purchase Contract:
J. Haverstock reported that the fire truck down payment of $250,000 was paid last week with the balance due upon delivery. The anticipated delivery date is 280 - 300 days.
Potential Purchase of Utility Pick-Up Truck:
J. Haverstock presented a mileage reimbursement report reflecting the amounts paid to the Highway Crew Members over the past year. A. Hitchcock inquired what the amount was being paid per mile. J. Haverstock reported that .55 per mile is being reimbursed.
T. Hooker expressed that the purchase of a vehicle should include a utility body to secure the items (e.g. chain saws, tools, rock rakes, sign brackets etc.) when going to work on a project and that having such a vehicle would increase efficiency.
There was much discussion regarding the purchase of the vehicle. J. Gagnon stated that the vehicle replacement fund should be reviewed. There was a general feeling that there is a need for a depreciation fund, however, there needs to be some policies set to include caps and administration. There is a substantial amount of money currently in the replacement fund, however, it is not the intention of the Select Board to purchase a vehicle "just to spend money."
Motion by T. Hooker and seconded by D. Markowski to purchase a utility vehicle with a crew cab, with the potential purchase not to exceed $42,500. A. Hitchcock inquired if there is an employee agreement for the use of a personal vehicle. J. Haverstock indicated that there is no such agreement in place. The vote result was 3 - 2 in favor of purchasing a utility vehicle with a crew cab; A. Hitchcock and J. Gagnon dissenting.
Town Office Bids:
Copies of the bids were presented for the members to review and discuss. There were some bidders that did not cover all of the aspects that were requested in the proposal. There was much discussion concerning the bids received.
The bid from Adams Construction included a more significant ADA entryway, which was included as an option in the bid.
Motion by A. Hitchcock and seconded by T. Hooker to accept the bid from Adams Construction, Pittsford, VT., to be awarded by the Town Manager pending confirmation of all construction aspects included. Passed unanimously 5 - 0.
Other Old Business
D. Markowski indicated that he has been in contact with Pike Industries concerning West Creek Road. The tentative date for pavement of this road is June 15.
Consideration of Voter Access Grant Award:
J. Haverstock reported that an award was granted of up to $5,000 toward improved handicap voter access to polling places. The application included pavement of the front parking lot area. Members of the Board reviewed the area. J. Haverstock reported that he has consulted with Shawn Erickson regarding this project and recommended including the pavement of the parking area in the package for paving bids. Motion by J. Gagnon to move ahead with this project. Seconded by D. Markowski. Motion passed 5 - 0.
Western Corridor Planning Update:
Susan Schreibman was present and explained the Western Corridor study that is in process. There was much discussion and comments were noted by Ms. Schreibman to return to the committee that is overseeing this project. There was an updated hand-out that the members were given for review and study. Several Select Board members expressed frustration with the abundance of traffic studies and the lack of progress to address known traffic issues.
Ms. Schreibman exited at 7:07 PM.
Report from the Town Clerk/Town Treasurers' Office:
Helen McKinlay was present to discuss the installation of a door to the vault located in the basement. Ms. McKinlay indicated that there are funds in the Land Record Restoration Fund that could cover this project. D. Markowski indicated that J. Haverstock and H. McKinlay should research the potential vendors for this project as well as a possible bid for this project to include shelving to bring the vault to usable status. J. Haverstock asked for direction in this process. There was discussion regarding the possible price and it was indicated that the amount would exceed the authority of the Town Manager and would need to be brought before the Select Board in the future. J. Haverstock reported that there is approximately $7,000 in the FY2010 budget for installation of a vault door.
H. McKinlay also requested the purchase of Cannon Imageware through Symquest to scan land records. There is funding available and the proposal of $8,030 to include training and set-up. . H. McKinlay indicated that some of the funding could be taken from the balance of the Computer Fund for the current budget year, with the balance coming from the Land Record Restoration Fund. D. Markowski inquired if the program was compatible with existing hardware and systems. H. McKinlay indicated that the new program is compatible and there is plenty of room on the server. Motion by D. Markowski to authorize the Town Clerk to move forward with the purchase of the Imageware through Symquest for the amount of $8,030 for the land record scanning. The motion was seconded by A. Hitchcock. H. McKinlay explained that personnel files, minute books, and dog records could be brought into the new system. Motion passed unanimously 4 - 0. T. Hooker was absent for the vote.
H. McKinlay discussed the fact that (a) property taxes related to the HS122 result in a balance in the Town's favor and (b) the School received a grant for $419,000. D. Markowski recommended that nothing be done until an audit is complete and the actual numbers are presented for setting the tax rate for future years.
J. Gagnon indicated that the replacement vehicle fund should be reviewed. J. Haverstock indicated that he was instructed to look into this and has not finished working on this project. Following further discussion, it was determined that all of the funds should be reviewed at a work session, not at a regular meeting.
A. Hitchcock indicated that he has spoken with Jim Rademacher and it was stated that any funds need to be clearly marked as to their purpose.
T. Hooker made a motion and seconded by D. Markowski to go into Executive Session for Legal, Contractual, and Personnel at 8:07 PM. A. Hitchcock seconded the motion. The motion was unanimously passed. J. Haverstock was invited 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 enter into Executive Session for the purpose of Legal, Contractual, and Personnel at 8:07 PM.
The Select Board came out of executive session at 8:48 PM with a motion by T. Hooker and seconded by D. Markowski to instruct the Town Manager to enter into negotiations with a Town resident to purchase land on which to potentially build a three-bay garage. Motion passed unanimously 5 - 0.
The meeting was adjourned at 8:50 PM.
The next meeting will be held on June 17, 2009.
Kelly Giard, Recording Secretary
Thomas "Hank" Pelkey, Chair
Allen Hitchcock, Vice-Chair
W. Joseph Gagnon, Selectman
David Markowski, Selectman
Thomas Hooker, Selectman