Town of Pittsford, Vermont

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Town of Pittsford Select Board Meeting
July 15, 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 (6:40 PM), Dan Adams (6:43 PM), Helen McKinlay, Eric Hanson, Linda Weeden, John Weeden, John Haverstock and Kelly Giard, Recording Secretary



The minutes from the Ju1y 1, 2009 meeting and the July 10, 2009 Special Meeting were reviewed and signed with no corrections.  



The orders of July 15, 2009 in the amount of $45,319 (for Fiscal Year 2009); $6,067.80 (for Fiscal Year 2010) and $12,398.96 were approved and signed following discussion as stated below:

A. Hitchcock inquired about the amount paid for "window repair".  J. Haverstock reported that a rock came through the side window of the tractor while in use and the highway crew has fixed this so this will not occur in the future. 

J. Gagnon inquired about the amount of $1,024.47 the repair of the Constables' Explorer.   J. Haverstock reported that this is for the interim repair that was discussed at a past meeting.  J. Gagnon inquired about the cost of vehicle inspection for the Constable's Charger and inquired about if this was something that could be done locally at a lower cost.  J. Haverstock will mention this to Constable Warfle.  J. Gagnon also inquired about the cost of advertising for bids and the variance of the pricing.  J. Haverstock reported that the bids for fuel, paving and mowing bids were of different sizes. 



J. Haverstock reported on the following:

  • The Water Project bids will be going out next week with an anticipated bid opening date of August 24, 2009.
  • Shawn Hendee will begin work with the Water and Sewer Departments on August 10, 2009.
  • Smalley Construction is nearly done with the project at the Highway Garage.  The Highway Crew has done a portion of the work (i.e. demolition and painting), thus, keeping the costs down.
  • The roofing project at the Town Office began on July 6.  Dan Adams will present his findings to the Select Board tonight.
  • The Newsletter will be going to press soon and will be mailed in the first week of August.
  • Shawn Erickson and J. Haverstock met with two representatives from the Committee that oversees the Transportation Enhancement Grants, and which awarded $175,000 awarded for Arch Street sidewalks.  This was deemed a "good project", however, some design engineering and the adequacy of budgeting for the retaining wall will need to be considered.  The principal of Lothrop has been contacted regarding this project.
  • The Swimming Area at the Recreational Area was closed for one day prior to the July 4 weekend due to a positive testing result.  This situation has been resolved and the area was reopened prior to the Holiday weekend.  The staff was commended for their prompt attention to this matter.
  • Pittsford Day is scheduled for July 18 from Noon to 5 PM.
  • VTRANS rail division contacted the Town Manager regarding replacement of the rail below the Transfer Station on Depot Hill Road.
  • The water fountain in the Town Office has been repaired and operable.
  • A. Hitchcock inquired about the time implications of the Arch Street project.  J. Haverstock reported that there is a 3 year "guarantee."
  • T. Pelkey commented on the color of the roof and thanked all involved in choosing the color.



Linda Weeden inquired about the status of the fuel bid.  T. Pelkey stated that Pyrofax Energy was chosen as the lowest bidder and thanked her for her input.  Ms. Weeden also inquired about the status of the vehicle replacement funds.  T. Pelkey explained that this is still under discussion and research.



Vehicle Replacement Fund:

J. Haverstock reported that he has spoken with Allyn Ricker, the Highway Foreman for the Town of Hartford, VT and included the information in the current packets.  Helen McKinlay is currently working with J. Haverstock regarding accounting process modifications to be made.  A. Hitchcock indicated that each fund needs to be clearly defined. 


Revision of the Tax Rate:

J. Haverstock reported that the Listers' had not included some tax exemptions in the original Grand List.  A. Hitchcock inquired what property was not included.  H. McKinlay indicated that one of the properties was the Proctor School fields on Route 3.  The variance is roughly $75,000.  Another revised Grand List was lodged.  Computational errors also required that new tax rates be adopted.


Motion by J. Gagnon and seconded by T. Hooker to rescind the order of July 10, 2009 setting tax rates in which $150,000 of the General Fund balance was given back to the taxpayers and tax rates of $1.7296 for Residential; $1.7705 for Residential/Village; $1.7642 for Non- Residential/Commercial; and $1.8051 for Non Residential Commercial/Village were set.  Passed unanimously 4 - 0.


Motion by J. Gagnon and seconded by T. Hooker to accept Option 3 of the new, corrected worksheet (to give $150,000 of the General Fund balance back to the taxpayers) setting the tax rates at $1.7565 (residential); $1.7976 (residential/village); $1.8207 (non-residential/commercial); and $1.8618 (non-residential/commercial/village).  Passed unanimously 4 - 0.

Town Office Roofing Project Update:

Dan Adams from Adams Construction was present to discuss the current roofing project.  Mr. Adams reported that the roof was not properly vented and was causing the plywood to lift, causing to water leakage.  Mr. Adams presented estimates and documentation. 

Change Order #1 indicated that there was water seepage noted and 2 sheets of plywood needed replacing.  An option of 36" barrier was not included in the original work order.  An 8" metal drip edge was installed for a total of $452.  (Mr. Adams discounted this price from $600). 

Change Order #2 indicated that there were not enough fasteners used to tie the sheathing to the rafters and that many nails missed the rafters and that attic ventilation was an issue.  (Change Order #2 also ties with Change Order #3).  J. Haverstock inquired if this problem could have also caused some of the internal leaks in the main building.  Mr. Adams presented pictures for review and discussion.  T. Hooker stated that the Town is tax exempt and could pass on materials' tax savings to the contractor.  The information is available from Helen McKinlay.

Change Order #3 described a ridge vent to be installed in the attic. The existing ridge vent was not adequate. 

Motion by A. Hitchcock and seconded by T. Hooker to accept Change Orders 1 - 3.  Passed unanimously 4 - 0.

Mr. Adams exited at 7:03 PM



FY '09 Budget Status Report:

J. Haverstock reported that the General Fund revenues are at 82% of budget and expenses are at 99% of budget; the Highway Fund revenues are at 146% of budget and revenues are at 145% of budget.


Town Timber Sale:

Eric Hansen was present to discuss the upcoming Timber Sales.  The Plains Road volumes and maps were presented for review.  Randy Adams and CVPS have been notified to be aware of this project.  Mr. Hansen explained the location and where the landings would be located.  Sno-Mads indicated that they have no funds available for the landing on Plains Road, however, they did indicate that they may have some funds for gravel to assist in construction of a parking area.  J. Gagnon inquired about the location of the horse corral.  Mr. Hansen indicated that there would be no interference.  J. Gagnon inquired if the trails would be upset.  Mr. Hansen indicated that this is an anticipated winter project.  There will be some educational signage installed and the locations were discussed.  This would give the public some reasons as to why this is being done.  This will also be included in the next Newsletter.

The volumes of the sale in Chittenden are still in the works and should be available soon.  A map will be presented when this is completed.  The sensitivity of the sugarbush was discussed and the Parkers would want to be putting up taps and lines after the winter.  A. Hitchcock inquired if there was any ATV damage.  Mr. Hansen indicated that he has found some ATV tracks along with fresh saw dust, indicating some wood-cutting on the Hoffman sale site.  The installation of signage may be necessary if ATV damage becomes more evident.  Mr. Hansen exited at 7:19 PM.

Water & Sewer Commission Update:

A. Hitchcock reported that the bids will be going out and the easements have been negotiated.  The smoke testing is weather-dependent, and the weather is not currently cooperating.  An engineer will be at the July 21, 2009 meeting to discuss the covers that are being requested by Bob Berardo.  J. Haverstock reported that the funding was approved on July 14, 2009 in Washington, DC in the amount of $2.115 million in grants and $2.6 million in low interest loans.  A call was received from Senator Bernie Sanders' office to confirm this.     



None stated at this time.



T. Pelkey made a motion and seconded by A. Hitchcock to go into Executive Session for Personnel at 7:23 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 Personnel at 7:23  PM.

The Select Board came out of executive session at 8:00 PM with no action taken.

The meeting was adjourned at 8:00 PM.  The next meeting will be held on August 5 2009.

The next meeting will be held on July 15, 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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