Town of Pittsford, Vermont

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Town of Pittsford

Town of Pittsford Select Board Meeting
July 1, 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, and Thomas Hooker. 

Also present:  Bruce Paynter, Anita Paynter (6:53 PM), Helen McKinlay, Denise Mahoney, Linda Weeden, John Weeden, John Haverstock and Kelly Giard, Recording Secretary



The minutes from the June 17, 2009 meeting were reviewed and signed with no corrections.  



The orders of July 1, 2009 in the amount of $168,526.54 (for Fiscal Year 2009 - signed June 30, 2009); $100,443.64 (for Fiscal Year 2010 - signed July 1, 2009) and $10,947.81 were approved and signed following discussion as stated below:

A. Hitchcock inquired the amount listed for "Legal Fees".  J. Haverstock reported that this expense was for the Post Office project, prior to retraction of the permits application.

J. Gagnon inquired the amount of $17,984.57 for "fire truck loan".  J. Haverstock reported that this is for a previous purchase and is an annual payment.  T. Hooker confirmed this.



  • J. Haverstock reported on the following:

  • The town siren will be tested again on July 2 at 6:00 PM.
  • The Water project archeological testing was done by the students from UVM. The initial reports are showing little of interest, except for small stone flakes found on Kendall Hill Road. 
  • The easements for the Water Project have been negotiated and it is expected that the bid advertising will be ready for distribution prior to July 15.
  • Smalley Constructors, Inc. is nearing completion of its renovation work at the Highway Garage.
  • The Town Office renovations will begin on July 6, weather permitting, and is expected to last approximately 3 weeks. 
  • West Creek Road is complete and the Agency of Transportation has been notified.
  • Shawn Erickson, Highway Foreman, has ordered the utility vehicle for the Highway Department.  The vehicle ordered was a 2010 model and fell within the cost parameters previously discussed.  The vehicle is expected to be delivered within 60 days.
  • The Town audit by Sullivan & Powers is expected to occur from August 31 through September 4.
  • The Town Offices and related services will observe Independence Day on Friday, July 3 and the Transfer Station will be closed on July 4.


None presented at this time.


Vehicle Replacement Fund:

J. Haverstock presented the results of his research of the Equipment Rental Fund, also known as the vehicle replacement fund.  H. McKinlay and D. Mahoney were present and were able to answer some questions.  A. Hitchcock inquired what specific charges were made to this account.  H. McKinlay explained that there are several types of charges and they are based on the Highway Department timesheets.  T. Pelkey stated that the account should be just for vehicle replacement and not other items.  J. Haverstock indicated that this would be an item that will be discussed with the Auditors.    J. Gagnon inquired where the past practices originated.  H. McKinlay indicated that this was a policy that Mel Adams originated.  There was discussion concerning the information that was presented for the Town of Hartford policy and J. Haverstock was requested to present more information on this particular policy from Hartford.


Junk Ordinance:

A. Hitchcock inquired on the recent Junk Ordinance issue that was discussed in Executive Session.  There was discussion that this particular property is appearing to be tidied up and that there is a possibility of a screening fence being installed. 

A. Hitchcock has reviewed Amy Loomis's memorandum on potential enforcement candidates and inquired if all the properties that had received complaints were included. J. Haverstock indicated that a separate list, compiled by the Constable, was also being reviewed by A. Loomis. There was discussion regarding this topic and it is believed to be a complete report.


FY '09 Budget Status Report:

J. Haverstock reported that the General Fund revenues are at 82% of budget and expenses are at 98%; the Highway Fund revenues are at 146% of budget and revenues are at 145% of budget.  J. Haverstock noted that tax receipts are actually quite good and money related to the HS122 were expected from the State.


Tax Rate:

A special meeting will be held on July 8 at 6:30 PM for the purpose of setting the Town's tax rates.


Consideration of Dog Warrant:

The Select Board is required on a yearly basis to authorize Constable Mike Warfle to carry out Dog Warrants.  Motion by T. Hooker and seconded by J. Gagnon to authorize.  Passed unanimously.


Consideration of Fuel Bids:

The fuel bids were opened at noon on July 1.  The bids were received from Pyrofax Energy for the fuel and propane to be priced at 23 cents above rack pricing and from Gecha Fuels for fuel only to be priced at 25 cents above rack pricing.  Following discussion, the fuel bids will be tabled and reviewed on July 8, 2009.

Consideration of Paving Bids:

J. Haverstock reported that paving bids were received for paving of Field Avenue, Randall Park, Furnace Road and the parking lot at the Town Offices.  Bids were received as follows:  D & F for $61.16 per ton; Whitcomb for $63.89 per ton; Wilk Paving for $61.94 per ton; and Pike Industries for $58.49 per ton.  J. Haverstock reported that Pike Industries is currently the paving contractor.  Motion by J. Gagnon and seconded by A. Hitchcock to accept the paving bid from Pike Industries at $58.49 per ton for the new fiscal year.  Passed unanimously.


Highway Garage Bay Doors:

J. Haverstock reported that there have been no bids received for the Highway Garage bay doors construction project.  J. Haverstock reported that he has had discussions with Smalley Contractors and there is an engineering component to be considered for the building structural integrity.  There was discussion concerning this component and J. Haverstock will contact Smalley Contractors and Naylor & Breen for a design & build estimate.  J. Gagnon inquired if the fuel tanks were an issue.  Discussion confirmed that this were not factor. 



None stated at this time.


T. Pelkey made a motion and seconded by A. Hitchcock to go into Executive Session for Legal, and Contractual issues at 7:09 PM.   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,  and Contractual issues at 7:09  PM.

The Select Board came out of executive session at 7:35PM with no action taken.

The meeting was adjourned at 7:36 PM.

The next meeting will be held on July 15, 2009 with a special meeting on July 8, 2009

Respectfully Submitted,


Kelly Giard, Recording Secretary    


Thomas "Hank" Pelkey, Chair

Allen Hitchcock, Vice-Chair

W. Joseph Gagnon, Selectman

Thomas Hooker, Selectman


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