July 7, 2015 Pittsfield Select Board Regular Meeting Minutes

DRAFT - PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES

DATE:                     July 7, 2015
PRESENT:             Matt Corron, Wendy Reese, David Larkin, Patty Haskins, Marylou Scofield, Doug Mianulli,
                               Mark Stugart

Agenda
Agenda Modifications: Correspondence 10, 11, 12; New Business 10; Public Present-Doug Mianulli, Mark Stugart
Minutes Approval:  Regular Meeting 6/16/2015
Public Present: Marylou Scofield, Esq - Town Attorney, Doug Mianulli , Mark Stugart
Correspondence:

1. Riverside Farm Fireworks
2. Death Race Jurisdictional Opinion
3. RSMS11 Training
4. Municipal Planning Grant Announcement
5. Library Use for Tutoring
6. Forsha Rd Illegal Dumping
7. Municipal Park and Ride Grant Program
8. Parking Complaint at FD
9. Library Air conditioner
10. Stagecoach
11. VLCT News – July 2015
12. Land Use Permit re: Brown  

Old Business:

1. FEMA buyout properties easements
2. FEMA buyout properties construction bid opening
3. Town Official Carpool policy
4. Bathroom and Library Door Closers - Update from Dave
5. Town Bridge Inspections
6. ICS Training for New Select Board Chair
7. Select Board Onsite Training

New Business

1. Select Board Conduct  
2. Alarm Test and Inspection
3. Vermont Farms Catering Request to Cater Malt for dates - 7/11, 7/12, 7/31, 8/1, 8/7, 8/8, 8/14, 8/15, 8/21, 8/22, 8/28, 8/29, 9/5, 9/6, 9/11, 9/9, 9/12, 9/18, 9/19, 9/25, 9/26, 10/2, 10/3, 10/9, 10/10, 10/16, 10/17, 10/23, 10/24, 11/6, 11/7
4. Town of Pittsfield Local Hazard Mitigation Plan
5. Set Tax Rate
6. Clerk/Treasurer Report

a.        Quarterly Financials

b.       Town Meeting Time Update

c.        Vault Furnishings

d.       Delinquent Dogs

7.    Select Board Schedule

8.    Attorney Briefing

9.     FEMA Site Visit   
Next Meeting Date:  August 4, 2015

Minutes
Matt motioned to open the meeting; Dave seconded; the meeting was called to order at 6:00 p.m. Agenda modifications were added. Matt motioned to approve the June 16, 2015 Regular Select Board meeting minutes; Wendy seconded.

Public Present:

1.       At the request of the Select Board, Marylou Scofield – Town Attorney is present to review past topics and answer questions to help bring the Board up to speed on some subjects.

a.        Buyout Easements for Parmenter Place green space gives the state oversight of the property to be sure it is in compliance with FEMA restrictions for use of the space. Vermont Housing and Conservation Board is the responsible agency for the oversight. Easements require property descriptions, deeds and public notice. Marylou will forward draft notice to Board members for review and approval.

b.       Tax sale properties – five properties are on the list. Marylou needs to know how the Board wants to proceed. She will forward the list to the Board to review. One parcel is a unique situation involving access to several homes yet none of the home owners own the property. Marylou will look into possible solutions to have the home owners take ownership of the parcel.

c.        FEMA Buyout – The Peyton property is still in process as a reappraisal was submitted to FEMA and they are waiting for a decision.

2.       Doug Mianulli and Mark Stugart are present to submit Liquor License application for The Clear River Tavern. Mark will manage the business, Doug will manage the bar and Taylor Stugart will manage the food & kitchen. Matt made a motion to approve the First Class Liquor License, Dave seconded, motion carried. Matt motioned to approve the Outside Consumption License, Dave seconded, motions carried. The Tavern will re-open as soon as the licenses are issued by the state.

Correspondence

1. Riverside Farm Fireworks – there were no petitions submitted, no action needed.
2. Death Race Jurisdictional Opinion – there were no petitions submitted, no action neede.
3. RSMS11 Training – This is a Road Surface Management System training on July 14, 2015. It is software for keeping inventory. Information will be forwarded to Road Commissioner.
4. Municipal Planning Grant Announcement – Any town interested in applying for a grant must submit by September 30, 2015. Information will be forwarded to Planning Commission.
5. Library Use for Tutoring – Marion Abrams wanted to let the Board know they are providing tutoring to students outside the normal Library hours.
6. Forsha Rd Illegal Dumping – Some home owners in this area are leaving trash because this is where it use to be picked up when the town provided the service.  Now it is considered illegal dumping. Doug Mianulli has offered to assist Dave with trying to find out who is leaving the trash. Wendy will draft a letter to Representative Sandy Haas to explain some of the issues arising from Act 148 and seeking advice from Ms. Haas for solutions.
7. Municipal Park and Ride Grant Program – Annual announcement for grant funding. No action needed.
8. Parking Complaint at FD – Bill Oren expressed his concern with parking at the Fire Department. Some people are ignoring the signs. If any Board members see illegal parking in this area they will stop and speak to the offender.
9. Library Air conditioner – Control Technologies responded to the service call and found a leak in the condenser. In the future Patty will specify the problem is not urgent so the Rutland technician is dispatched in order to save money on the travel charges. Control Technologies will send a service contract estimate for town review. The air handler filter needs to be replaced. Patty requested authorization to purchase one; Board approved.
10. Stagecoach – They are hosting a picnic on Tuesday July 21, 2015 at 6 pm at Gifford Medical Center as a thank you to all their supporters. Pittsfield donates funds annually.
11. VLCT News – July 2015 received, no action needed.
12. Land Use Permit – Steve and Donna Brown of Highwood received amended permit for new well.

Old Business

1. FEMA buyout properties easements – See Public Present #1
2. FEMA buyout properties construction bid opening – Mary Russ of White River Partnership informed the town it is okay to move ahead with awarding the bid.  Matt motioned to accept the bid from Dubois & King, seconded by Wendy, motion carried.
3. Town Official Carpool policy – Board reviewed draft from Patty that states when 2 or more town officials attend meetings they are to carpool and make their own arrangements to do so. Wendy motioned to approve the policy, Dave seconded, motion carried. 
4. Bathroom and Library Door Closers - Update from Dave – Dave has not heard back from Doug Johnstone. Dave has been having internet issues so he will call Doug to follow up on the door closers as well as getting started on the Town Hall project.
5. Town Bridge Inspections – Road Commissioner will check into bridge and culvert grants for Tweed River bridge repairs. May need to put request for funding into next year’s town budget.
6. ICS Training for New Select Board Chair – Matt is waiting to hear back from TRORC on this training.
7. Select Board On-Site Training – Patty has not had any response from Rochester about joining in to share expense. VLCT would be able to hold training in August. Board decided to hold off for now.

 
New Business

1. Select Board Conduct – Need to be sure everything is transparent; no discussion of town business outside of meetings. Encourage citizens expressing concerns to write a letter or send an e-mail to the town office.  
2. Alarm Test and Inspection – Annual inspection and testing of alarm system as required by law. Matt motioned to approve the service, Wendy seconded, motion carried.
3. Requests to Cater Malt & Vinous Beverages & Spirituous Liquors by Vermont Farms Catering  for the following dates have been received: 7/11, 7/12, 7/31, 8/1, 8/7, 8/8, 8/14, 8/15, 8/21, 8/22, 8/28, 8/29, 9/5, 9/6, 9/11, 9/9, 9/12, 9/18, 9/19, 9/25, 9/26, 10/2, 10/3, 10/9, 10/10, 10/16, 10/17, 10/23, 10/24, 11/6, 11/7/15. All events will end by 10:00 p.m. Matt motioned to approve all requests, Dave seconded, motion carried.
4. Town of Pittsfield Local Hazard Mitigation Plan – TRORC has requested non-substantive updates to the plan. The plan is currently under review by FEMA as it is required in order to apply for federal assistance.
5. Set Tax Rate – Patty reviewed worksheet used to calculate the tax rate. Wendy motioned to set the municipal tax rate at 50 cents, Dave seconded, motion carried. Tax bills will mail by July 15, 2015.
6. Clerk/Treasurer Report
1. Quarterly Financials – Reports reviewed. Patty will check into the Refuse expense as it appears to be mis-coded. Auditors are over budget due to the Town Report. In years past Pat Fuster did not charge for her time to prepare. Board would like the Road Commissioner to look into the cost of switching from calcium chloride chips to a liquid spreader. Patty will let George know.
2. Town Meeting Time Update – According to VLCT the time for Town Meeting does not require a town vote however a date change does require a vote. Patty shared feedback she has heard from other town clerks where the towns changed the time and/or the date and they did not experience a significant change in attendance. If there are topics of great interest then more voters attend.
3. Vault Furnishings – Patty is requesting approval to purchase two more roller shelves needed for town record books. The special preservation account has $11,000+ and the cost estimate for two more is $2,150-$2,175.  Patty is also investigating a new mapping system. Matt motioned to approve the expenditure for two more shelving units, Wendy seconded, motion carried.
4. Delinquent Dogs – All dogs in town are now currently registered.

7.       Select Board Schedule – Select Board will now meet August 4, 2015 in addition to August 18, 2015
8.       Attorney Briefing – See Public Present #1
9.       Liquor License, Mark Stugart – See Public Present #2
10.    FEMA Site Visit  - Patty received e-mail stating FEMA will conduct on-site visit Wednesday, July 29, 2015 at 1:30 pm of the buyout properties as part of the normal close-out process. Patty will find out who needs to be present for this on-site visit. Wendy will check her schedule for availability.

Other
1.       Wendy contacted the Sheriff’s Department regarding more detailed report on their invoices. They told her the town can just call them and ask for details on any of log records.

Matt motioned to adjourn the meeting at 8:55 p.m.; Wendy seconded. Meeting adjourned.

Approved:        August 4, 2015                                                                   Recorded by:  Tyna Gallagher


Matt Corron

David Larkin

Wendy Reese