Town of Pittsford
Town of Pittsford Select Board Meeting
June 17, 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, Anita Paynter, Terry Poor, Randy Adams, Ethan Nordmeyer, Mike Nordmeyer, Susan Nordmeyer, Roberta Ezrathy, Mr. & Mrs. Murphy, Loren Murphy, Brian Provin, Mike Warfle (7:34 PM), Lema Carter (7:34 PM), John Haverstock and Kelly Giard, Recording Secretary
The minutes from the June 3, 2009 meeting were reviewed and signed with no corrections.
The orders of June 17, 2009 in the amount of $50,988.71 and $14,419.75 were approved and signed following discussion as stated below:
A. Hitchcock inquired about the cost for tree marking paint. J. Haverstock reported that this was for the upcoming timber sales.
J. Gagnon inquired the purchases of "Constable Fuel" being at Keith's, as well as the Sunoco Station. J. Haverstock will inquire how the station is chosen.
J. Gagnon inquired the repairs to the ladder truck. T. Hooker explained that some valves were in need of repair.
TOWN MANAGER'S REPORT
J. Haverstock reported on the following:
None presented at this time.
Consideration of Purchasing a Plow Truck:
J. Haverstock indicated that he is working on the Replacement Fund research project that was requested at a previous meeting. This information will be presented at a future meeting for review. The truck to be replaced is in its 12th year of service and the current plan calls for a 10 year service cycle. T. Hooker expressed interest in moving forward to the bid cycle. There was discussion regarding the reasoning of purchasing a tandem truck given the routes driven and the available space in the Town Garage. The general feeling was to get quotes on both tandem and single axle vehicles.
Recreation Department Report:
Randy Adams reported that the Recreation Area is open daily from 10:00 AM - 8:00 PM. There are reservations for over 50 groups at this time; there was a successful Ice Cream Social on Friday with over 300 folks in attendance; the swim lessons will begin on June 22; Day Camp will begin on June 29 with Heather Durkel as the Director. The Memorial Field lost 6 days of use due to the rain. Terry Poor has approached the Recreation Committee expressing interest in established a Disc Golf Course. There was discussion concerning this and some plans were presented for review.
Eagle Scouts Ethan Nordmeyer and Loren Murphy were presented certificates by Chairman Pelkey in appreciation of their projects placed in the Recreation Area. Ethan constructed 10 benches with funds that were donated and Loren constructed a Trail Head Message Center with the trails marked with their respected colors burned into the wood.
FY '09 Budget Status Report:
J. Haverstock reported that the General Fund revenues are at 81% of budget and expenses are at 95% of budget; the Highway Fund revenues are at 146% of budget and revenues are at 132% of budget.
Consideration of Proposed Auditors' Contract:
A proposal was presented by Sullivan & Powers for review. Helen McKinlay recommended to the Board to continue with Sullivan & Powers, however, their rates have increased from roughly $17,800 to $21,000 for this year.
Motion to accept the proposed contract by Sullivan & Powers for the 2008 - 2009 fiscal year made by D. Markowski and seconded by T. Hooker. D. Markowski inquired what the current budget amount was. J. Haverstock reported that the budget is slightly below $21,000. Motion passed 5 - 0.
Water & Sewer Commission Update:
D. Markowski reported that the Commission met with Mark Youngstrom from Otter Creek Engineering concerning the project, which also included input from Bruce Babcock. The Commission authorized the Town Manager to sign for the bid advertisement. The Commission will be meeting more frequently due to the status of bidding.
D. Markowski stated that, due to Federal Regulations, he is forced to resign from the Water & Sewer Commission, as well as the Select Board. This is due to his business's plan to bid on the water project. Mr. Markowski indicated that he would be willing to be reappointed at a later time, in the event his company is not successful in the bid. J. Gagnon inquired if there is anything that the Select board could do to overturn this federal mandate. Mr. Markowski explained that there is nothing that can be done. T. Pelkey stated that the Board accepted the resignation regretfully and there will be a lot of experience that is being lost at this time.
A. Hitchcock reported that there is progress being made on easements and there are verbal agreements, just waiting for the legal documents. A. Hitchcock indicated that there has been tremendous progress by the Water & Sewer Commission made under Mr. Markowski's leadership.
Lawn Care Bids:
There were 4 bids received, which were included in the packets. There was much discussion regarding the bids that were submitted. Brian Provinís (the current contractor) bid was received at $4,000 per year and Top Dog, Inc. was received at an hourly rate - calculating out at roughly $2,500 per year. Mr. Provin expressed concerns about the presentation of Top Dog, Inc. being not stated in a flat rate as he believed was required. J. Haverstock reported that there was no specified format, just a requirement to cover a 2-year period of time. There was discussion that these bids are now public and it would be unfair to go back out to bid. J. Haverstock reported that he has been in contact with the references of Top Dog and received favorable comments. D. Markowski recommended that to avoid future issues, that a form should be drafted for even comparison.
Mr. Provin exited at 7:28 PM.
The Murphys and the Nordmeyers exited at 7:30 PM.
Mr. Poor exited at 7:31 PM.
Motion by T. Pelkey and seconded by D. Markowski to accept the bid from Top Dog, Inc. for the mowing, etc. for a 2-year period. Motion passed 5 - 0.
Florence Crushed Stone:
J. Haverstock received an Act 250 request for support from Florence Crushed Stone. A draft letter was included in the packet for review. There was discussion that nothing should be done until further information is received.
Police Cruiser Repair Request:
Constable Warfle and Officer Carter were present to discuss the Ford Explorer being in need of repair. Currently, the vehicle is at G. Stone Motors in Middlebury for repairs. The current estimate is for $1,499.76 to cover a vacuum switch that was "clicking" - controlling the heat and air conditioning, axle seals and shift linkage. A. Hitchcock inquired how many miles are on the vehicle. Mr. Warfle indicated that there are approximately 99,000 on the vehicle, which is a 2002 vehicle. L. Carter indicated that this is a "temporary fix", doing just the bare minimum to have the vehicle operable. J. Haverstock indicated that he was under the impression that there was a need for repairs totaling $7,000. T. Pelkey inquired how many hours per week the vehicle is being used.
M. Warfle indicated that the Explorer is being used 10% of the time and the Dodge is being used 90%. D. Markowski inquired what the $7,000 would cover. L. Carter indicated that there are transmission issues and the $7,000 would be a "complete" repair of the vehicle. There was discussion that this vehicle is a "back-up" vehicle. T. Hooker inquired how much money was available for repairs. J. Haverstock will look into this.
Motion by D. Markowski to authorize $1,500 to repair vehicle, seconded by A. Hitchcock. Discussion resulted that the Explorer will be used as a back-up vehicle post repair. Passed unanimously 5 - 0.
None stated at this time.
T. Hooker made a motion and seconded by T. Pelkey to go into Executive Session for Legal, Contractual, and Personnel at 7:49 PM. T. Hooker 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 7:49 PM. The Select Board came out of executive session at 8:31PM with a motion by D. Markowski and seconded by T. Hooker to increase the Town Manager's salary by 5% following a satisfactory performance review conducted in Executive Session. Motion passed unanimously 5 - 0.
The meeting was adjourned at 8:33 PM.
The next meeting will be held on July 1, 2009.
Kelly Giard, Recording Secretary
Thomas "Hank" Pelkey, Chair
Allen Hitchcock, Vice-Chair
W. Joseph Gagnon, Selectman
David Markowski, Selectman
Thomas Hooker, Selectman