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Town of Pittsford
Select Board Minutes 3/


Michael Balch opened the meeting at 6:30 P.M.  The Board members present were: Thomas “Hank” Pelkey, Larry Pomainville, Allen Hitchcock, David Markowski and Joseph Gagnon.  Also present were Michael Balch, Helen McKinlay, Margaret Flory, Don Nickless, Tom Carrara and Paula Bizon Recording Secretary.

 M. Balch opened the nominations.  D. Markowski moved and L. Pomainville seconded to appoint Thomas “Hank” Pelkey as Chairman to the Select Board.  The recording secretary was directed to record the vote.  Thomas “Hank” Pelkey was appointed.  M. Balch turned over the meeting to T. Pelkey.  D. Markowski moved and A. Hitchcock seconded a motion to appoint L. Pomainville as Vice-chairman to the Select Board.  L. Pomainville was appointed.  D. Markowski moved and L. Pomainville seconded a motion to appoint M. Balch as the Recording Clerk.  M. Balch was appointed.  L. Pomainville moved and D. Markowski seconded a motion to appoint the Brandon/Pittsford Reporter and the Rutland Herald as the official newspapers for the Town of Pittsford.  The newspapers were appointed.  D. Markowski moved and L. Pomainville seconded a motion to approve the Selectboard meeting schedule as presented.  The schedule was approved.  L. Pomainville moved and D. Markowski seconded a motion to appoint the following list of appointees:


Delinquent Tax Collector Michael Balch
Health & Environmental Officer Bruce Babcock
Constable J. Michael Warfle
Special Police Officer Lema Carter
Animal Control Officers J. Michael Warfle
  Lema Carter
  Elmer “Doc” Potter
Fuel Coordinator Michael Balch
Tree Warden Shawn Erickson
Pound Keepers Edward Fox
  Frank Bovey, Sr.
Fence Viewers Frank Bovey, Sr.
  W. Joseph Gagnon
  John Fox
Surveyor of Wood & Lumber Linwood Bovey
Fire Warden Raymond Parker
Asst. Fire Warden Edward Keith, Jr.
Town Service Officer Michael Balch
Regional Transportation Council Margaret Flory
  Thomas “Hank” Pelkey
Rutland County Solid Waste District (Alt.) Larry Pomainville
Regional Ambulance Service Representative Betsey Morgan
Emergency Management Coordinator Alan Westin
Planning Commission Dan Adams
Recreation Committee Mark Poljacik
  Scott Kirby
Water Commissioner Robert Sird
Enhanced 9-1-1 Sandy Davis
  Gordon DeLong


Enhanced 9-1-1 (cont.) Rodney Drown
  Alice Hoisington
  Thomas Hooker
  John McKearin


All appointees were approved.  The Board directed H. McKinlay to post all Town openings.  H. Pelkey moved and L. Pomainville seconded a motion to appoint M. Balch as the Assistant Zoning Administrator and as a member on the Route 7 Steering Committee.  M. Balch was appointed.



The corrected minutes of 2/4/04 were reviewed, discussed and approved.  The minutes of 2/18/04 were reviewed and discussed.  A deletion, “L. Pomainville seconded a motion”, needs to be removed under the Pittsford Commons paragraph.  The statement was a duplication.



The orders of 3/3/04 were reviewed, discussed and approved.  The Board will discuss what type of repair work on Town vehicles that will be performed by Town employees.



West Creek Road

 M. Balch presented information on the road repair quote and the amount of work needed to maintain the road.  The grant application will need to be submitted.  The quote for the road was presented to the Board for their review.  M. Balch discussed the amount of work the Town could perform and what would need to be contracted out to subcontractors.  M. Balch suggested that the Board would need to look at bringing in outside contractors to perform major construction projects. This would allow the Town’s highway department to continue with scheduled maintenance.  The Board stated that all major road projects would need to be contracted out.  M. Balch stated that W. Creek Rd. is not ready for spring bid.  M. Balch is proposing that two bids be requested, one for summer and one for spring ’05 bid.  M. Balch requested direction from the Board.  The Board discussed the pros and cons of both methods of bid.  The Board approved to have the invitation to bid on the project with two costs on the project with a Nov ‘04 completion date and a price on a completion date of June ‘05. 


Reading Folder

M. Balch suggested to the Board that there be a reading folder available at the Municipal Buildings for the Board’s review.  The hotter items will be forwarded to the Board.  The Board agreed.



M. Balch informed the Board that the Listers are still working on a revised job description for the position that is open in the Lister’s office.  In the mean time a temporary employee will be hired to help out until a job description is completed. 

IRS 125 (Cafeteria Plan)

M. Balch presented the Board with a description of a benefit available to town employees in the form of a pretax plan.  The Board requested written information on the potential package for the Board’s review. 


IRS 457 (International City Management Plan)

M. Balch presented information to the Board that allows qualified employees to defer their pay into an IRS 457 plan.  There is no cost to the Town.  It does require a check to be sent to the International City Management Plan.  The Board would have to approve of the plan.  The Board tabled the discussion until Executive Session.



P. Flory stated that the Board did a great job on developing and presenting the town budget at Town Meeting.  H. Pelkey thanked D. Nickless on preparing the Board for Town Meeting.  H. Pelkey stated that the format of this year would be followed during the next years meeting. 


P. Flory stated that on March 12th there will be a 9:00 a.m. meeting with the House Transportation Committee the US RT 7 project.  A 9:30 a.m. meeting will follow with the Senate Transportation committee.  The funding is still available for the first two segments of the project.  P. Flory stated that she would be available to set up an appointment with the necessary parties to discuss the GJR sewer allocation situation when the Town comes up for the US RT 7 meeting.  The Board stated that they would be interested in setting up an appointment on March 12th.  The Board will review the information that they have recently received prior to the meeting.  H. Pelkey will contact G. Kupferer to pull the information together and send it to P. Flory prior to the meeting.


P. Flory stated that the House has approved of some legislation on workers compensation costs.  The legislation will hopefully keep costs down.  Once the Senate has acted. P. Flory will forward the information to the Town.


P. Flory stated that approximately the same amount of monies would be available through Act 68 for school costs as last year.  The focus will be on quality of education.


P. Flory stated that H316 is a PILOT program to create standardization on payments.


The Board recessed as the Select Board and went into the Sewer Board meeting at 7:49 P.M.  The Board reconvened the Select Board at 8:14 P.M.  The Board recessed the Select Board and went into Liquor Board 8:14 P.M. The Board reconvened as Select Board at 8:24 P.M.



Town Manager Transition

The Board discussed the outstanding projects and the status of the projects by the Interim Town Manager.  A list of the status and projects will be given to the Board this evening in Executive Session.


Police Report

The Board asked if the police report totals are actually year to date totals.  H. McKinlay stated that this column does represent year to date and will be labeled as such in the future.  The Board noted that the category of “Other” has jumped from 5 to 91 and will need further clarification.


Fire Department Siren

The Board asked the status of the siren and if it has been installed.  D. Nickless stated the siren has been received and is presently at the fire station but to date had not been installed.  The department is still determining when and how the siren will be used.   The Board requested that the Fire department finalize the plans for use of the siren and present to the Board for review.


Town Speed Limit Update

The Board questioned the status of the speed limit in Town.  D. Markowski stated he is planning to meet with members of the School Board to discuss the correspondence and plans to present to the State.  A meeting is scheduled with AOT in April.  Lothrop School is working with the Town on the speed limit resolution.


Arch St. Ordinance

The Board requested an update on the Arch St. ordinance draft.  D. Nickless stated that he is still working on the ordinance and has had some set backs with the State.  The draft ordinance will be sent to a lawyer to finalize.


Water Board Info

The Board directed M. Balch to request Bob Sird reseach the status of all possible Water Board funding grants and low interest loans available to offset the purchase price of the Parker land and other mandated future projects and report back to the Board. 


Wildlife Management Area

The Board discussed the update on the Wildlife Management Area recommendations.  The documentation has been again changed by the State.  A. Hitchcock requested direction from the Board on what the next steps should be from the Town.  The Board’s consensus is to stop all work on the project and let the project take its course through the Environmental Court.    J. Facey will draft a letter to the State that the Town rejects the document and the Town will no longer be active in the discussion. 



Town Office Computer Network

M. Balch stated that the computer system is very fragile. The computers crash frequently and the server is known to go down.  M. Balch presented costs and a system proposal for the Board’s review.  The proposal presented was discussed.  M. Balch recommended that the system be put out to bid based on the specifications presented.  M. Balch requested the Board to authorize him to place the system out to bid and allow him to award the contract. M. Balch presented the costs on setting up a Town web site and maintaining the site.  The Board asked if this project had been allocated in the budget.  M. Balch stated that the allocations had been made in the current budget.  The Board discussed the need for security, data protection and Internet connections.  M. Balch presented a sample of a Town’s web site and the information on the site for the Board’s review.  The Board will discuss the network during Executive Session tonight. 


Physical Job Standards Policy

M. Balch presented information on the Physical Job Standards Policy requirements.  A. Hitchcock moved and J. Gagnon seconded a motion to accept the Physical Job Standards as presented.  The Board discussed the standards and the needs of a new employee to be offered a job dependant on passing a physical examination.  Unanimously passed.


T. Carrara departed at 9:23 P.M.


Purchasing Policy and Practices

M. Balch presented information on Purchasing Policies and Practices for the Board’s review.  The Board discussed the policy and practices information.  The Board discussed the need to put an educational process in place along with the adoption of the policy. 


Audit Update

The Board discussed the need to receive follow-up on some of the audit concerns.  D. Nickless stated that some follow-up from his meeting with the auditors will be forward to the Board and M. Balch.. 



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 go into executive session for Personnel and Contracts at 9:31 P.M.  Don Nickless and Michael Balch were invited to stay.  All others were excused.  The Board came out of executive session at 11:19 P.M.   


A.     Hitchcock moved and D. Markowski seconded a motion for M. Balch to get bids for the proposed computer system and come back to the Board for approval.  Unanimously passed.


H. Pelkey moved and D. Markowski seconded a motion to accept the Purchasing Policy and Procedures as presented.  Unanimously passed.


Without any further business, the Board adjourned at 11:19 P.M.

Respectfully submitted:

Thomas “Hank” Pelkey, Chair

Larry Pomainville, Vice-Chair

Dave Markowski, Selectman

W. Joseph Gagnon, Selectman

Allan Hitchcock, Selectman

Paula Bizon, Recording Secretary     

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