PITTSFIELD SELECT BOARD TOWN PLAN HEARING MINUTES

DATE:                     August 18, 2015
PRESENT:               Matt Corron, Wendy Reese, David Larkin, Patty Haskins, Suana Bicek, Sharon Flynn
AGENDA:               Hearing for the proposed Town Plan

Minutes
Matt motioned to open the hearing at 6:07 p.m.; Wendy seconded.
The purpose of this evening’s special meeting is to adopt the Town Plan as submitted by the Planning Commission.
Sharon Flynn reviewed the plan and stated it was a very good, comprehensive plan. No other public input.
Suana stated the plan matrix will be used to implement the plan.
Matt motioned to adopt the Town Plan; Wendy seconded; so moved.
Matt motioned to adjourn the meeting at 6:10 p.m.; Dave seconded. Meeting adjourned.

Approved:        9/1/2015                                                                     Recorded by:  Tyna Gallagher                                                                                               
Matt Corron

David Larkin

Wendy Reese

PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES

DATE:                     August 18, 2015
PRESENT:               Matt Corron, Wendy Reese, David Larkin, Patty Haskins, Suana Bicek, Mary Russ, Sharon Flynn
AGENDA
Agenda Modifications: Public Present #2 Suana Bicek; Correspondence #3 VTrans; and #4 VLCT News
Minutes Approval:  Regular Meeting 8/4/2015
Public Present:
1.       Mary Russ, White River Partnership – Proposed park and VHCB

Correspondence:
1.       Opinions – Summer 2015
2.       Riverside Horse Farm, LLC – Act 250 Amendment Application

Old Business:
1.       Proposed Park – next steps
2.       Dubois & King Inc. – contract for Phase 2
3.       High-Tech Plumbing & Heating - Invoice
4.       Local Hazard Mitigation Plan - implementation
5.       Minutes information for Boards and Committees - handout
6.       Illegal Dumping Forsha Road  - follow-up
7.       Town Hall Insulating Project – update
8.       Tax Sale Road parcel – follow up with Scofield

New Business
1.       Traffic/Speed downtown Pittsfield
2.       VLCT – Green Mountain Care Board Decision on 2016 Exchange (VHC) Rates
3.       Draft Minutes requested by Herald of Randolph

Next Meeting Date:  September 1, 2015
Adjournment:

MINUTES
Matt motioned to open the meeting; Wendy seconded; the meeting was called to order at 6:10 p.m. Agenda modifications announced. Matt motioned to approve the August 4, 2015 Regular Select Board meeting minutes; Wendy seconded. Minutes approved.


Public Present:
1.       Mary Russ, White River Partnership – Proposed park and VHCB: See Old Business #1
2.       Suana Bicek – Shawn Jarecki is moving to New York and will be submitting his resignation from the Planning Commission . Suana wanted to alert the Board so they could start thinking about a possible replacement that would be a good fit. Patty will post an ad in town once resignation is received.


Correspondence:
1.       Opinions – Summer 2015 issue from Secretary of State received. No action required.
2.       Riverside Horse Farm, LLC – Has submitted an Act 250 Amendment Application to allow fireworks. The application indicates a maximum of six per year and all events will end by 10:00 p.m. No action required.
3.       VTrans is holding pre-application workshop webinars in September for the Transportation Alternatives grants. The grant applications are due October 16, 2015. No action required.
4.       VLCT News, August/September 2015 issue received. No action required.

Old Business:
1.       Proposed Park – Mary Russ is present to answer questions, address concerns regarding the next steps for the Parmenter Place buyout properties. Dave is not comfortable with the easement. Mary explained FEMA provided 75% of the funds and the balance of 25% was provided by HUD and VHCB. The State allowed VHCB to decide where easements are required in order to provide value to the public. In this case it is public access to the water. Due to the fact ownership of the property could change VHCB wants public access maintained and will check sites annually. The easement will stay in place no matter who owns the property. There is no investment on the town’s end for the construction phase. White River Partnership (WRP) would match the funds. Long-term maintenance is the town’s responsibility. Mary explained the next step is to have a written management plan and then hold a hearing. Mary can help with the plan if the town would like her assistance. Matt inquired about the town of Rochester and how did they obtain input. Mary will contact Larry Strauss.

The Planning Commission submitted a letter to the Board outlining their ideas and suggestions which include:

a.        Do nothing

b.       Do nothing except brush hog twice a year to keep down invasive flora

c.        Shore up banks and brush hog twice a year

d.       Shore up banks and plant low maintenance plantings so brush hogging is not needed

e.       Shore up banks, low maintenance plantings, and add two stands of trees

f.         Shore up banks, low maintenance plantings, two stands of trees, 2-3 parking spaces with historical
sign on flood and dedication to Don Flynn

They also suggested creating a ballot that could be used at Town Meeting to get input on the choices. The board would like to get feedback on the five options presented by the Planning Commission and will determine how to proceed.

Per Mary it is not uncommon to get feedback after preliminary plan is presented. Patty had the map on the town office counter so residents coming in to pay taxes could review it. Many looked at it, liked it, asked questions, maintenance was one issue, neighbor to the property likes having a good line of sight when pulling onto Route 100 so tree placement could be another issue. There is money available for DuBois & King to come up with other ideas.

Dave questions the effectiveness of planting willow sticks to slow erosion. Mary explained these are used for ecological benefits: slows the erosion process and enhances aesthetics. This technique will not protect the property forever. Also some of the berms could be removed to allow water to flood properly.

WRP handles the willow sticks project that come from a farm in South Royalton and are planted in the spring, one per square foot. Approximately 1,000 needed for this project. It is called bio-engineering. The other plants on the plan come from Intervale.

Erosion was discussed at the August 4, 2015 meeting however it may need to be more of a focus, educating and sharing information about the erosion and flood plain benefits the park plan encompasses. Mary will provide written information on the ecological, erosion and flood plain aspects of the park to Patty.  WRP can provide grant funding assistance to the homeowners across from the proposed park property as well.

Chris and Erica Hurd sent an e-mail to the town stating they would like the area to go back to nature.

Matt motioned to approve the VHCB easement; Wendy seconded; motion carried. Patty will contact Marylou Scofield, town attorney, to summarize the notice for the newspaper.

2.       DuBois & King Inc. – Construction Proposal for Phase 2 of the Buyout Sites Project is a lump sum fee of $12,500 based on the scope of work included in the Town’s RFP for the project. Matt motioned to award DuBois & King the Construction Phase of the project; Wendy seconded; motion carried.

3.       High-Tech Plumbing & Heating – Invoice for consulting on Town Office HVAC has not been paid as previous Board wanted a written report. No report has been received. Matt motioned to approve the invoice; Wendy seconded; Patty will process invoice for payment.

4.       Local Hazard Mitigation Plan – Implementation of the 5-year plan adopted August 4, 2015 needs to begin. Patty distributed the copies of the matrix that outlines the hazards, mitigation process, prioritization and time frame for the Board to review. Items will need to be distributed to appropriate Local Leadership and will be discussed at the next Select Board meeting.

5.       Minutes information for Boards and Committees – Patty provided a handout with information from V.S.A. and VL CT on the Open Meeting Law. This information will be distributed to all committees.

6.       Illegal Dumping Forsha Road – Dave reported the temporary sign was installed and so far no one has left trash in this area.

7.       Town Hall Insulating Project – Dave’s estimate is $13,715 and Bill Leimgruber submitted an estimate of $12,302. Dave stated there is a large disparity between his estimates and Doug Johnstone’s. Dave also contacted Denis Veilleux and Charlie Howard; no response yet. Matt contacted Doug Johnstone and he is not interested in big jobs like this however he suggested contacting Denis Veilleux, Corey Novotny and Ed Sanborn. Wendy suggested checking the list of authorized contractors on the Efficiency Vermont (EV) website to get quotes on the EV recommendations from 2009 report. Dave will check into this.

8.       Tax Sale Road parcel – Patty contacted Marylou on checking into the options on what to do with this property. The Board reminded Dave again that no one on the Board contacts the town attorney without Board approval. This item was assigned to Patty at the August 4, 2015 meeting. Patty will ask Marylou if there are easements.
 
New Business
1.       Traffic/Speed downtown Pittsfield - Patty suggests the Board contact VTrans to find out how the road widening project will affect the road through the Village; and ask VTrans about ‘traffic calming’ options to slow down traffic through the village. Matt will contact VTrans.

2.       VLCT – Green Mountain Care Board Decision on 2016 Exchange (Vermont Health Connect) Rates – There will be an increase January 2016 however it will be slightly less than original proposed increase.

3.       Draft Minutes requested by Herald of Randolph – Wendy will submit a synopsis of key items discussed at the meeting. She is already providing this information to The Mountain Times.

Next Meeting Date:  September 1, 2015

Adjournment: Matt motioned to adjourn the meeting at 8:16 p.m.; Wendy seconded. Meeting adjourned.

Approved:            9/1/2015                                                          Recorded by:  Tyna Gallagher

Matt Corron

David Larkin

Wendy Reese

 

PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES

DATE:                     August 4, 2015
PRESENT:               Matt Corron, Wendy Reese, David Larkin, Patty Haskins, Linda & Ray Colton, Martha Beyersdorf, Nancy Wisner, Jen & Charlie Howard, Lisa Unwin, Vern Haskins, Randy Wood, Ed Lindsay, Joyce Stevens, Colby Shaw, Joanne Mills, Dot Williamson, Carolynn Stockwell, Carl Oertel, Mary Lee Stevens, Bruce Shaw, Karen Marion, Jessica Fuster, Joseph & Donna Rivers, Chris & Erica Hurd, Suana Bicek, Bill Leimgruber, Mary Russ, Kevin Geiger, John Steele, Marsha Hopkins

AGENDA
Agenda Modifications: Public Present; Correspondence #11
Minutes Approval: ​Regular Meeting 7/7/2015

Public Present:
A. ​Mary Russ WRP, Kevin Geiger TRORC, John Steele Dubois & King – Proposed Pittsfield Tweed River Park; B. Bill Leimgruber – Proposed Park; C. Suana Bicek – Village Designation; D. Marsha Hopkins – Work Trucks

Correspondence:
1. Municipal Highway Grant Application
2. Mascoma Savings Bank Letter
3. TRORC Thank You
4. Last Mile Ride 2015
5. VLCT Town Fair 2015
6. Tyler Wren Thank You Letter
7. VNH of Vermont and New Hampshire
8. VTrans Roadmap
9. M.A. Bean Associates
10. TRORC Regional Plan
11. National Forest Service

Old Business:
1. FEMA buyout properties easements
2. Illegal Dumping Sign
3. Fireworks
4. Park Project Contract
5. Buyout Property Design and Grant Information
6. Town Hall Construction

New Business
1. Town of Pittsfield Local Hazard Mitigation Plan
2. Tax Sale Properties
3. Vermont Department of Environmental Conservation Fees
4. Town Hall Insulating Project
5. Planning Commission Recognition
6. Town wide Communication
7. Clerk/Treasurer Report
                a. July Financials
                b. CV Oil Pre-buy
                c. FEMA Site Visit July 29

Next Meeting Date: ​August 18, 2015
Adjournment

MINUTES
Matt motioned to open the meeting; Wendy seconded; the meeting was called to order at 6:05 p.m. Agenda modifications announced. Matt motioned to approve the July 7, 2015 Regular Select Board meeting minutes; Wendy seconded. Minutes approved.

Public Present – A. Mary Russ of White River Partnership, Kevin Geiger of TRORC, and John Steele of DuBois & King are present to give an overview and answer questions about the buyout property process and proposed Pittsfield Tweed River Park. Mary gave PowerPoint presentation from beginning to current status of the proposed park for the Parmenter Place properties. Handouts, maps and contact information were available for anyone in attendance. Floor was opened to discussion, questions and answers.

Q. Are all properties graded and seeded?
A. No, not yet.

Q. Are all properties slated to be parks?
A. No.

Q. Who maintains?
A. The town would be responsible for the maintenance and associated costs. No pavement or concrete is allowed, only gravel. Mary has resources for funding/stewardship for some maintenance of parks however does not include mowing.

Q. Why is river access necessary, it is very shallow, can’t swim or boat in it?
A. Other activities such as fishing, an area for people to enjoy being near the water, wading in it, skipping rocks, etc.

Q. What about erosions of the river banks?
A. FEMA does not allow ‘heavy armor’ erosion control however WRP is recommending riparian plantings to help stabilize the banks.

Q. The town has lost tax revenue from these properties and worried about cost and burden to the town residents, what else can be done with the properties?
A. Kevin stated the town does not have to own the property. It can be owned by a conservation type group; or it could be leased out for grazing; there are other options.

Q. Can we just reinforce the banks and not have tables, paths, etc.?
A. Yes, the use of willow branches will help firm up the banks; removal of some of the berms can also help alleviate erosion in other areas along the river.

Q. Can you keep just as a conservation property and not have public access (parking)?
A. Yes however you cannot block access.

Q. Resident living across from proposed park has river bank erosion; what happens if other side is reinforced and her property is not?
A. WRP works on issues like this; if there are man-made berms these would be removed and this would help the other side of the river.

Q. How come Desena was able to put his covered bridge back up when it caused some of the flooding issues?
A. Kevin stated it was a good question but a different discussion.

Q. VTrans will be using a portion of the proposed park area when the bridge is replaced. What happens with all the damage that will occur?
A. VTrans is aware and will fix any damage that occurs during the bridge replacement process.

Q. What about the road widening proposed for 2017/2018?
A. That is up to VTrans.

Q. Resident has not heard one thing in favor of the proposed park; gravel has to be maintained; what does the park do for the town?
A. Having a watershed has the potential for economic development value with the ongoing paddling trail that is underway. There’s no “bottom” amount for the grant; you can do just a sign, or just a picnic table, depends on what the town wants to do.

Q. There are other locations nearby with river access, so not much need to access here. Does the grant allow just bank improvement?  Nothing else is required?
A. Yes you can just do bank improvement if that’s what the town wants to do.

Q. Currently the area looks dreadful as one drives into town. It needs to be mowed and what else can be done to make it look better?
A. John from DuBois & King addressed group: The park is a community decision and Pittsfield is 180 degrees from other towns in the region. Other towns in the region see it as an opportunity for economic development and the areas are part of community. There is no such option as “no maintenance” however the proposal is “low maintenance” requiring mowing, periodic maintenance of paths and street trees. The trees can soften the looks of a parking area and he recommends sycamores.

Q. Can trees cause an issue if the river floods again?
A. Pluses and minuses to trees – good for stabilization and can help with water flow. Established trees can help slow down the water. Trees can also block water flow if hung up on structures (bridges).

Q. Is this a dog park?
A. No.

Q. What is considered “natural”?
A. There are FEMA guidelines that give specifics on what can and cannot be done with these properties.

Q. Now that we’ve discussed, what happens next?
A. It is up to the town to decide what to do.

Q. How did other towns address water access liability?
A. Vermont law protects entities when there’s no fee for access. The town also contacted insurance carrier and there is no extra fee to include the proposed park; it is the same as having the “green” and the recreational area.

Q. The river is only ankle deep in places, how can there be a “paddle trail”?
A. The trail is not just for paddling, it encompasses all the other reasons one wants to access a park/green space.

The discussion wrapped up with Suana stating the proposed parking area is off Parmenter; access off Route 100 is not allowed. We can move forward with just bank stabilization and hold the money until the town makes a final decision. Kevin left the group with the question to answer: “Do you want to do anything?” Whatever is decided has to meet the grant agreement and permitting process. The funds are to be spent before the end of 2016. The discussion ended at 7:00 p.m.

 B. Bill Leimgruber of 17 Lower Michigan Road has major concerns about proposed park. He lives across Route 100 from proposed park and several concerns have already been voiced during discussion. Other items of concern: noise, trash, mischief, ADA compliance, traffic and pedestrians entering and/or crossing Route 100. Bill stated the “park” across Lower Michigan Rd along river is not used much however there’s dog waste. This is private property, not town owned. Question of mowing raised again, thought at Town Meeting property was to be mowed twice a year. Suana stated park was not discussed at Town Meeting; the hearing was a year and half ago. River bank needs stabilization, eliminate berms and add trees for noise/sound barrier. Bill asked what is the next step? The Planning Commission is meeting the week of August 10, 2015 and will work on three options starting with minimal and layering on options to present to Select Board on August 18, 2015. Then town can meet again or wait until Town Meeting to put up for vote.

C. Suana representing the Planning Commission is requesting the Select Board to approve the renewal of the Village Designation for Pittsfield. Can the Village speed limit be reduced to 25 mph? Patty stated that the Select Board has pursued this previously and was told no state highways are posted at 25 mph. She suggested looking at how the town of Danville slows traffic with a median that also indicates one has arrived at the town. Matt motioned to approve the renewal of the Village Designation for Pittsfield; Wendy seconded the motion; renewal approved.

 D. Marsha Hopkins has trucks coming in to do tree work on her property on Upper Michigan Road and will also check with George to be sure there’s no conflict with his planned work in that area.

Correspondence:
1. Municipal Highway Grant Application – Applications for bridge work will be due either in January or February 2016. George will pursue funding for Bridge 11.
2. Mascoma Savings Bank Letter – Newsletter received, no action required.
3. TRORC Thank You – Received for annual contribution, no action required.
4. Last Mile Ride 2015 – Event will be held August 15, 2015 and the route goes through Pittsfield. No action required.
5. VLCT Town Fair 2015 – Announcement of October 8, 2015 sessions received, no action required at this time.
6. Tyler Wren Thank You Letter – Organizer of Farm to Fork Fondo event appreciates the town support for this event, no action required.
7. VNH of Vermont and New Hampshire – Visiting Nurse of VT & NH are seeking affiliation with DMHC to increase benefits to the surrounding area. They will keep towns informed of the progress. No action required.
8. VTrans Roadmap – Provides any changes that were reported on the Annual Mileage Certificate; also announced the sunset of Ancient Roads Acts 179 and 158 as of July 1, 2015. No action required.
9. M.A. Bean Associates - Information received on bridge services; pass along to George.
10. TRORC Regional Plan – Hearing for the Regional Plan is scheduled for August 27, 2015 at 6:30 p.m. at the Bethel Town Hall. The Plan is on file in the Pittsfield Town Office. No action required.
11. National Forest Service – Chris Mattrick and Jay Strand from Rochester District Office would like to inform Board of large project that is in the planning stages. Patty will let them know dates of future meetings so they can get on the agenda.

Old Business:
1. FEMA buyout properties easements – Board reviewed VHCB notice for easement that has to be published in the newspaper. Dave is not in agreement and it disgusts him. Purpose of easement is to ensure public access. Matt will contact Mary Russ for clarification.

2. Illegal Dumping Sign – Lisa Unwin and Ed Lindsay have put flyers on houses in their neighborhood to inform them of new trash pick-up process. Wendy contacted State Rep. Sandy Haas and they recognize there’s an issue with this and not much they can do at this point in time. Patty prepared a temporary sign for Lisa & Ed to post in the area where this is happening. The sign states “Illegal Dumping is Punishable” with details. They will monitor to see if the sign helps and a more permanent one may be posted in the future. Dave suggests someone from the town should drive around on Tuesday to pick-up any leftover trash, take to the transfer station and the town pay for it. Joyce suggests Jon Benson set-up his truck one day a week in town for people to pay and drop trash; Patty has looked into this option and there are strict regulations. Wendy wants curbside pick-up for trash. Action: Implement temporary sign and monitor effectiveness.

3. Fireworks – Marylou Scofield, town attorney reviewed materials and informed town they cannot overrule state.

4. Park Project Contract – Select Board decided to table the DuBois & King contract for now pending decision on what the townspeople want for the park.

5. Buyout Property Design and Grant Information – See Public Present A. for specifics on this topic.

6. Town Hall Construction – Patty provided a copy of Doug Johnstone’s January 2014 proposal for the first wall and a copy of the Energy Audit conducted on the building in 2009 for Board to review. Dave did not speak directly Doug, only e-mailed. Doug released his workers for this project when he did not hear from the town with a definitive start date. Dave was under the impression Doug would begin the work in September and thus felt he had time to contact Doug.

The Board discussed at length responsibilities, expectations, and the importance of fulfilling roles as accepted when taking the oath of the Select Board. Dave believes he is fulfilling his role by showing up for meetings and meeting people for chair and/or table rentals.
Matt suggested getting quotes to do the work both as originally proposed and per the 2009 energy audit focusing more on the basement and attic. Action: Dave states he will do an estimate on just the wall and get two to three quotes by the next Board meeting on August 18, 2015. Matt will contact Doug Johnstone regarding the job.

New Business
1. Town of Pittsfield Local Hazard Mitigation Plan – Adoption of the 2015 plan passed by the Board and Resolution was signed. Action: Return signed Resolution to TRORC.

2. Tax Sale Properties – The sale is scheduled for September 2, 2015. The ‘roadway’ property in question at the last meeting is not in the sale. Marylou is asking if the Board wants her to conduct further research on this issue. The Board would like Marylou to conduct further research and Patty will follow-up with Marylou.

3. Vermont Department of Environmental Conservation Fees – Released their new and increased fees that took effect July 1, 2015 in regards to watersheds. Action: Keep on file in the Town Office.

4. Town Hall Insulating Project – See Old Business #6

5. Planning Commission Recognition – Matt read aloud a letter of appreciation from the Select Board to the Planning Commission for all their diligent work on the Town Plan.

6. Town wide Communication – Jen Howard in attendance to discuss ideas for better Town wide communication. Information is posted in three locations however many do not read. Former resident use to do an e-mail newsletter that worked well for those on the internet. Wendy suggested neighbors could share information with non-computer neighbors. Other ideas: use sign board on the Green more; set-up a telephone tree; check with The Mountain Times for free announcements. Jen was also concerned the Planning Commission minutes are not detailed enough. Action: Patty will send out a format to each town commission to use as a guideline.

7. Clerk/Treasurer Report
                a. July Financials – No issues. No action required.
                b. CV Oil Pre-buy – History of usage provided. Board reviewed. Amounts for each category were set so Patty could place                           order.
                c. FEMA Site Visit July 29 – Patty met with FEMA representatives. They walked the properties and verified
                    demolitions had taken place.

 Next Meeting Date: ​August 18, 2015 - The Select Board will conduct the Hearing for the proposed Town Plan followed immediately by the regular meeting of the Select Board.

Matt motioned to adjourn the meeting at 9:15 p.m.; Wendy seconded. Meeting adjourned.

Approved:           8/18/2015                                                                  Recorded by:  Tyna Gallagher                                                                                                           
Matt Corron

David Larkin

Wendy Reese

 

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

PITTSFIELD SELECT BOARD REGULAR MEETING

DATE:                     June 16, 2015
PRESENT:               Matt Corron, Wendy Reese, Patty Haskins, Dave Larkin, Bill Oren, Suana Bicek

Agenda
Agenda Modifications:  Old Business #3 & 4; New Business #11, 12 & 13
Minutes Approval:  Regular Meeting 6/2/2015
Public Present:  Bill Oren – Fireworks & Death Race; Pittsfield Planning Commission
Correspondence:
1.       VLCT News – June 2015
2.       VLCT 2015 Legislative wrap up

Old Business:
1.       Bathroom and Library Door Closers – update from Dave
2.       Appointments – WRVA Representative
3.       Doug Johnstone re: Town Hall
4.       Sheriff Dept. contract

New Business:
1.       FEMA buyout properties construction bid opening
2.       FEMA buyout properties easements
3.       Invite town attorney to future meeting
4.       Renewal of Village Center Designation
5.       Town Bridge Inspections
6.       911 Dispatch Center Options
7.       ICS training for new Select Board Chair
8.       Chuck Colton New Driveway Construction
9.       Vermont Farms Catering Request to Cater Malt for dates - 7/3, 7/4, 7/17, 7/18, 7/31, 8/1, 8/7, 8/8
10.    Clerk/Treasurer Report
   a.        Cash Handling/Deposit Procedure
   b.       Payment Procedure
   c.        Financial Management Questionnaire
11.    Select Board on-site training
12.    Act 250 Jurisdictional Opinion re: 2015 Death Race
13.   Tables & Chairs at Town Hall

Other
1.       Scheduling of Town Meeting
2.       Dog License update

Next Meeting Date:  July 7, 2015

Adjournment:      Adjourned 8:52 pm

Minutes
Matt motioned to open the meeting; Wendy seconded; the meeting was called to order at 6:07 p.m. Agenda modifications were added. Matt motioned to approve the June 2, 2015 Regular Select Board meeting minutes; Wendy seconded.

Public Present:  Bill Oren to share concerns about fireworks and the Death Race; Suana Bicek representing Planning Commission re: Updated Town Plan.

1.       Bill Oren – Concerned over fireworks at Riverside that woke him up recently. He has contacted District 3 Environmental Commission as he believes this is not allowable per Act 250. Patty informed Mr. Oren that the Fire Department issues fireworks permits, not the town. Mr. Oren is waiting for Jurisdictional Opinion (JO) on this issue and if fireworks are not allowed he wants the town to pull the permit for the July 4th 2015 event otherwise he will hold the town liable.

2.       Bill Oren – Mr. Oren has filed an appeal with District 3 Environmental Commission regarding their Jurisdictional Opinion allowing the Death Race to bus participants to Riverside at 2:00 a.m. on June 26, 2015. He is concerned over the noise this may cause. He also believes Riverside is following criteria outlined in their Act 250 Permit. Mr. Oren also believes residents in proximity of Trailside and Riverside are unaware of the bussing plan. The Select Board will review the JO closely.

3.       Suana Bicek – Pittsfield Planning Commission hearing on the proposed revisions to the Town Plan is scheduled for July 14, 2015 at 6:30 p.m. at the Town Office. In order to maintain the Village Designation the plan has to be approved and submitted by September 28, 2015.


Correspondence:
1.       VLCT News – June 2015 – no action required. Each Select Board should be receiving their own copy.
2.       VLCT 2015 Legislative Wrap-up received – no action required.

Old Business:
1.       Dave has e-mailed Doug Johnstone regarding door closers for the bathroom and library. No response yet.
2.       Pittsfield First Response shared the need for a representative on the White River Valley Ambulance Board. Jonathan Prendergast has agreed to volunteer. Matt motioned to appoint Jonathan Prendergast as the town’s representative on WRVA board; Wendy seconded.
3.       Doug Johnstone e-mailed Dave asking if he can start the Town Hall project at the end of July. Dave will follow up with Doug to get a copy of the project quote, plan and general liability certificate for review at the next Select Board meeting.
4.       Wendy would like a copy of the Sheriff’s contract so she knows what is covered when processing invoices. She would also like to have more timely and detailed reports; and communication from the Sheriff’s Dept. especially if they are investigating complaints like theft/burglaries. Is there a way to alert town residents of any possible threats? Wendy will review contract and then contact the Sheriff’s Dept. to review questions and concerns.

New Business
1.       Town has received bid from DuBois & King for FEMA buyout properties construction at Parmenter Place. Requests for bids went out to three parties and are due June 18, 2015. Planning Commission and Select Board will review bids after the BCA meeting on June 24, 2015.
2.       Received FEMA buyout properties easements for town attorney Marylou Scofield. Work to be completed by December 31, 2015.
3.       Wendy motioned to invite town attorney,  Marylou Scofield, to the next Select Board meeting to bring the current board up to speed on various items that require legal assistance. Matt seconded the motion. Patty will contact Marylou.
4.       Renewal of Village Center Designation has been received and will be forwarded to Planning Commission.
5.       VTrans completed inspections of Town bridges and are all okay except for Bridge #11, Tweed River Drive. The deck needs rehabilitation. Matt will touch base with George to find out what this entails.
6.       The state is holding an informational meeting on June 25, 2015 at 6:00 p.m. at the Vermont Fire Academy to discuss 911 Dispatch Center Options. There are four options for towns to choose from:  (1 )choose to utilize one of the two remaining dispatch centers (Rockingham or Williston); (2) contract with a local PSAP; (3) set-up own dispatching using one of the discontinued Rutland or Derby facilities; or (4) set-up own dispatch facility. Matt motioned to select option #1; Wendy seconded. Matt will contact them with the town’s selection.
7.       Matt will attend ICS training for the town. This is a requirement as part of the Town’s LEOP.
8.       George has reviewed and approved the specs for the New Driveway Construction application for Chuck and Stephanie Colton on Upper Michigan Road. Matt motioned to approved permit; Wendy seconded.
9.     Requests to Cater Malt & Vinous Beverages & Spirituous Liquors from Vermont Farms Catering for the following dates were approved by the Select Board. Matt motioned to approve; Wendy seconded. Dates - 7/3/15, 7/4/15, 7/17/15, 7/18/15, 7/31/15, 8/1/15, 8/7/15 and 8/8/15 and all events will end by 10:00 p.m.  

10.    Clerk/Treasurer Report
a.        Cash Handling/Deposit Procedure – Patty shared recommended procedure from the School Board audit. The School Board approved procedure. Matt motioned to approve; Dave seconded.

b.       Payment Procedure – This is also a recommended procedure from the School Board audit and was approved by the School Board. Matt motioned to approve; Dave seconded.

c.        Annual Financial Management Questionnaire from State of Vermont Auditor of Accounts was completed by Patty and reviewed with Board. The key is separation of duties to reduce/eliminate possibility of mismanagement of funds. Matt signed off on questionnaire.

d.       Patty asked the Board to consider a car-pooling policy for town officers attending conferences/workshops to reduce expenses to the town.  She will work on a draft.

11.    VLCT offers Select Board training shortly after Town Meeting. Patty inquired about on-site training because the Town has a completely new Select Board and only one member was in office at the time of the annual training. The cost $415 and they can tailor the program to cover any topics the Board would like. Patty will e-mail other surrounding towns to find out if any are interested in sharing this training and costs.

12.    Act 250 Jurisdictional Opinion re: 2015 Death Race was received from District 3 Environmental Commission. The Death Race as described is not a material change to what has been permitted. This is the JO Mr. Bill Oren is appealing.

13.   Dave reports that several tables and chairs at the Town Hall are getting beat up and may need to start replacing some of the items. Should there be a rental fee? Dave will look into pricing for rentals.  Becky Ruben returned borrowed items and noted the corner of one table was breaking. She told Dave to keep the $25 deposit. Dave will let Becky know she can donate the $25 towards a replacement fund otherwise her deposit will be returned. There are approximately 10 tables and 120-130 chairs.

Other
1.       Wendy asked why Town Meeting is held during the day versus at night when possibly more townspeople could attend. What is required to make this type of change? Patty will check into this further. 

2.       Patty updated the Board on dog licenses. One of the outstanding parties has since licensed their dogs. The other outstanding party has not and has been sent a certified/return receipt letter with notice of $250 fine if they do not comply within 21 days.

Matt motioned to adjourn the meeting at 8:52 p.m.; Wendy seconded. Meeting adjourned.

Approved:     July 7, 2105                                                                        Recorded by:   Tyna Gallagher


Matt Corron
David Larkin
Wendy Reese

PITTSFIELD SELECT BOARD REGULAR MEETING

DATE:                     June 2, 2015
PRESENT:               Matt Corron, Wendy Reese, Patty Haskins, Dave Larkin

Agenda
Meeting called to order by Clerk/Treasurer in absence of Select Board Chair
Appointment – Chair Pro Tem: Matt Corron
Agenda Modifications:  None
Minutes Approval:  Regular Meeting 5/5/2015
Public Present:  Wendy Reese

Correspondence:
1.       VLCT News – May 2015
2.       TRORC Kevin Geiger – tree planting
3.       TRORC Kevin Geiger – contracts and procurement for construction grants plus Davis Bacon
4.       TRORC Rita Seto – TAC Meeting Notes
5.       State of Vermont Jon Kaplan – 2015 VTrans Bicycle and Pedestrian Program
6.       Forest Service Holly Knox – Proposed Trail Activities
7.       Brook Field Service - information
8.       VLCT – Governmental Accounting and Auditing Symposium
9.       Project Review Sheet – Steven and Donna Brown replacement well

Old Business:
1.       Town of Pittsfield Vermont Civil Ordinance – Variable Rate Pricing By Volume or Weight for Municipal Solid Waste Collection
2.       Bathroom and Library Door Closers – update from Dave
3.       Appointments – WRVA Representative, Select Board member

New Business
1.       Oaths of Office – new Select Board Members
2.       Board Re-organization
   a.        Chair – create agenda, comply w/ open meeting law, run meetings
   b.       Select Board Orders – write and approve payments
   c.        Buildings – oversee town buildings
3.       Conflict of Interest Policy – signature needed
4.       Select Board Rules of Procedure – signature needed
5.       Issue Keys
6.       Application for Special Event Permit – Neshobe River Co LLC
7.       Set Meeting Dates
   a.        Town Plan – Select Board Hearing and Adoption
   b.       July and August Select Board Meetings
8.       Unlicensed Dog List – further action
9.       Clerk/Treasurer Report
   a.        May Financials
   b.       Highway, General Fund and Cemetery Orders
   c.        Office Closure
   d.       Town Credit Card

Next Meeting Date:  June 16, 2015
Adjournment:      Adjourned 7:42 pm

Minutes
The Clerk/Treasurer called the meeting to order in absence of a Select Board Chair at 6:03 p.m.

Dave motioned to have Matt chair the meeting pro tem; Matt seconded; motion carried. There are no agenda modifications. Matt motioned to approve the May 5, 2015 Regular Select Board meeting minutes; Dave seconded.

Public Present:  Wendy Reese is observing meeting to determine if she is interested in filling open position.

Correspondence:
1.       VLCT News – May 2015 – no action required
2.       TRORC Kevin Geiger – received e-mail stating Parmenter Place does not require further environmental clearance for tree planting as long as excavation is shallow and there are no contracts in place to perform the work. Use of volunteers is acceptable.
3.       TRORC Kevin Geiger – e-mail regarding Parmenter Place. Site has FEMA clearance for the buyout however HUD clearance is also needed. TRORC is working on this. He also explains what is required for contracts and procurement for construction grants plus Davis Bacon wage rate reporting. TRORC will get back to the planning commission with next steps.
4.       TRORC Rita Seto – Received minutes from last TAC Meeting. No action required.
5.       State of Vermont Jon Kaplan – 2015 VTrans Bicycle and Pedestrian Program: Soliciting for new bicycle and pedestrian projects to improve access and safety for bicyclists and/or pedestrians through planning, design and construction of infrastructure projects. No action taken.
6.       US Forest Service, Rochester and Middlebury Ranger Districts, Holly Knox a District Recreation Program Manager forwarded Scoping Letter and associated maps detailing Fat Bike Proposed Trail Activities utilizing 37 miles of existing trails. Comments are due by June 19, 2015. No action taken.
7.       Brook Field Service – information on generator sales and service. No action taken.
8.       VLCT – Governmental Accounting and Auditing Symposium will be held June 16, 2015. No one attending.
9.       Steven and Donna Brown who live in Our World submitted an Act 250 Project Review Sheet #EC543 for a replacement well.

Old Business:
1.       Town of Pittsfield Vermont Civil Ordinance – Variable Rate Pricing By Volume or Weight for Municipal Solid Waste Collection. Haulers of refuse need to comply with the ordinance that is included at the end of the minutes. The Board agreed to adopt the ordinance and signed the document. Town clerk will warn the ordinance as required.
2.       Bathroom and Library Door Closers – Dave has not been able to attend to these so he will contact Doug Johnstone to see Patty for details.
3.       WRVA Representative and a third Select Board member are needed. Patty will ask First Response team to bring up the need for a WRVA rep at their next meeting. Someone in this group may be interested or may know someone who would be willing to represent the town at the WRVA monthly meetings.  The Select Board position until next Town Meeting is of interest to Wendy.  Dave motioned to appoint Wendy Reese to the vacant Select Board position; Matt seconded the motion; motion carried and Wendy accepted.

New Business
1.       Patty administered the Select Board Oath of Office to Wendy Reese.
2.       Board Re-organization occurred after a brief discussion about responsibilities for each category.
   a.        Chair – create agenda, comply w/ open meeting law, run meetings. Dave motioned to have Matt chair the board; Matt     seconded the motion; motion carried.
  b.       Select Board Orders – write and approve payments. Dave motioned that Wendy has permission to sign orders on behalf of the board; Matt seconded the motion; motion carried.
  c.        Buildings – oversee town buildings. Dave will continue in this capacity.
3.       Conflict of Interest Policy was circulated and signed by the new Select Board.
4.       Select Board Rules of Procedure was circulated and signed by the new Select Board.
5.       Wendy was issued key to access her Select Board mail slot.
6.       Neshobe River Co LLC, doing business as Foley Brothers Brewing, submitted an application for Special Event Permit on July 12, 2015 at Riverside Farm from 11 am to 5 pm. Matt motioned to approve permit; Wendy seconded; motion carried.
7.       Set Meeting Dates
  a.        Town Plan – The Planning Commission will have Public Hearing on July 14, 2015 to adopt the Town Plan. It is recommended the Select Board attend.
  b.       Matt motioned to set July 7 as Select Board Meeting; Wendy seconded motion; motion carried. Wendy motioned to set August 18 at 6:00 p.m. as the Select Board Hearing for the Town Plan with the regular board meeting to follow; Matt seconded the motion; motion carried.
8.       Unlicensed Dog List – Two dog owners have not licensed their dogs. They are Sean O’Keefe and Timothy Kevin. This is in violation of the State Statute requiring licenses to prove the animal has a valid rabies vaccination. Late notices were sent. May 30th was the cut-off to comply before further action would be taken including fines. Wendy motioned to send the letters; Matt seconded the motion; motion carried. Town Clerk’s office will send certified/return receipt letters.
9.       Clerk/Treasurer Report
  a.        May Financials were reviewed and there were no questions of note.
  b.       Highway, General Fund and Cemetery Orders need to be processed. Patty will review these with Wendy after the meeting.
  c.        Office Closure – the office will be closed July 21, 22 and 23, 2015. Notice will be posted.
  d.       Town Credit Card – Patty has not been able to secure a credit card yet and will continue to pursue.

The next meeting is June 16, 2015.
Matt motioned to adjourn the meeting at 7:42 pm and Dave seconded. Meeting adjourned.

Approved:     June 16, 2015                                                Recorded by:    Tyna Gallagher

Matt Corron

David Larkin

Wendy Reese

DATE:              April 21, 2015
PRESENT:        Jerry Drugonis, David Larkin, Patty Haskins, Matt Corron, Martha Beyersdorf, Buffy Stevens, Dot Williamson, Jan and John Carbone

AGENDA
Agenda Modifications:  Change Old Business 8 to New Business 8; New Business 5, 6, 7, 8, 9

Minutes Approval:  Regular Meeting 4/7/2015

Public Present:  Board of Listers

Correspondence:
1.     EC Fiber – update from Marion Abrams
2.     Opinions – March/April 2015
3.     Long Trail Century Ride – Info on June 27 ride
4.     Town of Rochester – US Forest Service Application
5.     Blow & Cote, Inc. -  brochure
6.     TRORC News – April 2015
7.     Chittenden Access/Evacuation Routes – request to work with Pittsfield
8.     VLCT – Delinquent Tax Collectors Workshop
9.     TRORC – Culvert Sizes and VT ANR Permits

Old Business:
1.     White River Alliance Solid Waste District – Review and signatures
2.     Solid Waste/Recycling
3.     Bathroom and Library door closers – Update
4.     Draft credit card policy
5.     Construction Contracts Seminar – Update
6.     Local Emergency Operations Plan – Review and Update
7.     Appointments – WRVA representative, Select Board member (post vacancy notice)

New Business
1.     Town Wide Reappraisal
2.     Use of Town Roads Impact Fees
3.     Town Handbooks – 2 Select Board, 1 Delinquent Tax Collector, 1 Town Officers Handbook
4.     Playground Portable Toilet Rental
5.     Buyout site – tree planting event
6.     Bandstand stairs
7.     First Class Liquor License & Outside Consumption Permit – Joyy Productions
8.     Requests to Cater Malt – Occasions Catering
a.     Riverside Farm – 7/24
b.    Riverside Farm – 7/25
c.     1669 Route 100 – 8/22
9.     Mascoma Savings Bank – change from Collateralization to Insured Cash Sweep

Next Meeting Date:  May 5, 2015

Minutes
Jerry motioned to open the meeting at 6:05 p.m.; David seconded. Agenda modifications added. Jerry motioned to approve the April 7, 2015 Regular Select Board Meeting Minutes; David seconded.

Public Present
1.     Martha Beyersdorf and Buffy Stevens present to address reappraisal questions posed by David Larkin. See New Business #1.

Correspondence
1.     EC Fiber update e-mail was passed along by Marion Abrams. It is important to note almost all the funding for the network has been provided by grants and individuals. There is no charge to a property owner to have the network go past their property.
2.     Opinions newsletter March/April 2015 received and David took it.
3.     The Long Trail Century Ride will go through Pittsfield June 27, 2015. Benefits Vermont Adaptive.
4.     Town of Rochester – US Forest Service Conditional Use Application regarding proposed stream restoration project along the West Branch of the White River. It is the section up and down from the CCC camp on Route 73 and needed to repair damage from Tropical Storm Irene.
5.     Blow & Cote, Inc. - informational brochure on their buildings and bridge services. No action.
6.     TRORC News for April 2015 received via e-mail. Copy given to Matt Corron to review
7.     E-mail from Jan Sotirakis, Emergency Management Director from Chittenden is requesting to work with Pittsfield to map out access/egress routes for one of their hazard mitigation strategies. She will contact Peter Borden, Dave Colton and George Deblon to set up a meeting.
8.     VLCT – Delinquent Tax Collectors Workshop is May 20, 2015 at the Three Stallion Inn. Janice Stumpf will be attending.
9.     E-mail from TRORC providing web link to help answer questions on the new VT ANR Permits and Culvert Sizes. Some roads may require a culvert size larger than what the Town Codes and Standards require. Be sure to consult your town’s River Engineer. George has a copy.


Old Business
1.     White River Alliance Solid Waste District ordinance still needs Dave’s signature; Jerry has signed. Dave was to call and review document after April 7, 2015 meeting but did not get to it. Patty did call Chet about the enforcement wording and was told it came directly from the state. Dave is questioning who can enforce it. Jerry stated the town could contact the Sheriff if needed. Tabled until next meeting so Dave can review and call Chet. Patty provided Dave with another copy.
2.     Solid Waste/Recycling – Dot, Jan and John are present to discuss their concerns about trash collection. Want to take to the Rutland facility on Gleason Road as they do not go towards Royalton location. The town is a member of Royalton however the manager said they get people from outside their membership as does the Rutland facility. David has concerns about the Town relying so much on Benson for the Town's obligations to comply with Act 148; wants to look at the bigger picture; possible town transfer station; believes town needs to take more action; and concerned about enforcement of proper disposal. Jerry suggests David bring a proposal to the meeting and proceed from there. For now property owners will be responsible for arranging trash removal with a hauler of their choice. This topic was discussed at Town Meeting. A mailing will go out to all property owners informing them of the changes for trash removal. Patty will draft a document for review.
3.     Bathroom and Library door closers update – David has not taken care of yet. He will check the adjustments on the Library doors and needs to contact Doug Johnstone for the bathroom closers.
4.     Patty provided a Credit Card Policy draft for review. Jerry motioned to approve the policy; David seconded. Patty will finalize and look for a vendor to provide a card.
5.     Construction Contracts Seminar update – David attended and has concerns specifically the work slated for the Town Hall. Jerry reviewed the history of the project and the town uses local contractors whenever possible. Doug provides a quote outlining the details of the project. Select Board reviews quote and approves once any questions are clarified. Doug does quality work and within/under budget. The project was presented at Town Meeting and approved by the voters. In light of the information presented at the seminar, David feels there should be a construction contract for the work to be performed on the Town Hall.
6.     LEOP review and update is due May 1, 2015. Need to appoint a new Town Hall Shelter Manager. Patty will contact Keith Mills to ask if he is willing to take the appointment. Jerry will take the ICS (Incident Commander System) training that is required.
7.     Select Board vacancy needs to be posted as per statutory requirements. It will be posted with a deadline of May 5, 2015 to submit interest in the position. Matt Corron is interested. Jerry made a motion to appoint Matt as the Alternate Representative to TRORC; David seconded. Matt will attend the next meeting scheduled for April 22, 2015. WRVA representative still needs to be appointed and neither Jerry nor David had any suggestions. Patty will post this position as well.

New Business

1. Town Wide Reappraisal subject was raised by David Larkin. Martha and Buffy are in attendance on behalf of the Listers. David is inquiring about a town wide reappraisal as there may be inequities in assessed values.  Martha consulted the District Advisor at Property Valuation and Review (PVR) and was informed every 10 years is appropriate for a reappraisal. The last one for Pittsfield was 2008/2009. She said Pittsfield is 16.8% over fair market value and a new land schedule may need to happen first. The project has to go out to bid, then interviews and a contract. Timing is dependent on when contractor can start which may be a year lead time. It could take 2 to 3 years before there would be an effect. There’s no immediate fix. They could start the process this summer and will look into it further.

2.     Use of Town Roads Impact Fees brought up by David stating there was an event last year that utilized town roads for commercial purposes. Roads were congested and the people on the road were unpleasant. David talked to others who took issue with the event however cannot remember name of event. He is suggesting charging a fee to use town roads in this manner. Jerry is not sure the town can restrict the use of roads and suggests David contact VLCT to find out.

3.     Patty is requesting approval to purchase updated Town Handbooks – 2 Select Board, 1 Delinquent Tax Collector, 1 Town Officers Handbook. Jerry motioned to approve purchase; David seconded; Patty will order handbooks.

4.     Patty is requesting approval to have Playground Portable Toilet Rental installed. Jerry motioned to approve; David seconded; Patty will order.

5.     Suana’s e-mails seeking Select Board input on tree planting event at Buyout site. Possible involve some school groups. Jerry suggests Patty contact George about it.

6.     Bandstand stairs are removable and when the steps are down the light bulbs get broken. This usually requires an electrician to remove from the sockets. Jerry suggests pulling up the steps and keep in place with a chain and padlock. Patty will pass along this information.

7.     First Class Liquor License & Outside Consumption Permit – Joyy Productions (Clear River Tavern) submitted for approval. Select Board approved and signed.
8.     Occasions Catering – Requests to Cater Malt & Vinous Beverages & Spirituous Liquors for the following dates were approved by the Select Board: 7/24/15, 7/25/15 and 8/22/15. Jerry motioned to approve and David seconded. All events will end by 10:00 p.m.

9.     Patty explained FDIC insures up to $250,000 in the Bank, then they add collateralization to increase the amount of funds covered. Mascoma Savings Bank has a new program called Insured Cash Sweep for insuring funds by farming out the funds to other banks. David motioned to make the change to this program for insuring funds; Jerry seconded. Patty will move forward with the process.

Next meeting is Tuesday, May 5, 2015.

Jerry motioned to adjourn the meeting at 8:00 p.m. and David seconded. Meeting adjourned.

Approved:  May 5, 2015                                                            Recorded by:   Tyna Gallagher, Secretary

Jerry Drugonis, Chair

David Larkin

DATE:              April 7, 2015
PRESENT:        Jerry Drugonis, David Larkin, Patty Haskins, Matt Corron, Sheriff Benard, Jen Barker

AGENDA
Agenda Modifications:  None
Minutes Approval:  Regular Meeting 3/24/2015
Public Present: 

1. Sheriff Benard - Contract

 Correspondence:

1. Vermont Rural Fire Protection Task Force – Grant Program
2. VLCT – Effective Property Tax Appeals Workshop
3. Vermont Tennis Court – Surfacing         
4. Velco – Public Meetings
5. Timberline Events – 2015 Green Mountain Relay
6. VLCT News – April 2015
7. White River Partnership/TRORC – Upper White Resilience Meeting
8. Rutland County Women’s Shelter – Spring 2015 Newsletter
9. Stagecoach – Thank you for support
10. Original General Store/Hopkins - emails

 Old Business:

1. 2015 Appointments – WRVA Representative, Lister, Select Board member
2. Universal Recycling Act 148
   a.  White River Alliance Solid Waste District – Review and Sign Ordinance
   b.  Communicate with land owners – town wide mailing
   c.  Communicate with Park & Cemetery Commissioner – waste containers

   3.    Solid Waste/Recycling
New Business:

1. Clerk/Treasurer Report
   a. Financials
   b. Town Credit Card
   
2. Vermont Farms Catering – Requests to Cater Malt 
   a. 57 Tweed River Drive 5/29 & 5/30
   b. 57 Tweed River Drive 6/5 & 6/6 
   c. 57 Tweed River Drive 6/26 & 6/27
   

  3.  Annual Financial Plan – Town Highways
  4. TRORC – Public Facilities Grant
  5.  Select Board Pay
  6. Lister Pay Scale
  7.  VLCT Municipal Construction Contracts Seminar – April 9

 Next Meeting Date:  April 21, 2015

Minutes
David motioned to open the meeting at 5:58 p.m.; Jerry seconded. No agenda modifications added. Jerry motioned to approve the March 24, 2015 Regular Select Board Meeting Minutes; David seconded.

Public Present
1.     Sheriff Benard was present to review the new contract for services. Jerry told the Sheriff he was pleased with last year’s service, liked how the patrol worked in the area, they provided good reports and enforcement. Sheriff Benard commented they are service based and likely to follow through a case to completion whereas the State Police may get pulled to address another case. Hours of patrol will be random at the discretion of the Sheriff’s department not to exceed $5,000. Jerry made a motion to accept the new contract; seconded by David. Contract signed by both parties.

Correspondence
1.     Vermont Rural Fire Protection Task Force – Grant Program – This replaces the Dry Hydrant Grant Program. It offers expanded options with three staggered deadlines for the application process. Patty will forward to Dave Colton, Fire Chief.

2.     VLCT – Effective Property Tax Appeals Workshop – There are four officers from town attending the May 12th session in Montpelier.

3.     Vermont Tennis Court – Provide surfacing and re-surfacing services. Patty will pass along the information to Erica Hurd

4.     Velco is hosting public meetings April 15th and May 8th on Long Range Transmission Plans. No action required.


5.Timberline Events – 2015 Green Mountain Relay – received a notice the event has been canceled for this year due to lack of interest.
6.     April 2015 VLCT News received and David will take to review.

7.     White River Partnership/TRORC – Upper White Resilience Meeting will be held April 9th from
6-8 p.m. in Rochester. They will share what they learned at the 2015 Leahy Center Environmental Summit.

8.     Rutland County Women’s Shelter – Spring 2015 Newsletter received. The town makes an annual contribution to this organization.

9.     Stagecoach – Thank you for support. The town makes an annual contribution to this organization.

10.  Original General Store/Hopkins – emails between Marsha Hopkins and Kevin Lasko were copied to the town to keep Select Board apprised of ongoing issues. Delivery truck used Hopkins driveway to turn around and Marsha messaged the store to let them know this is not acceptable. Kevin contacted the company to let them know the neighbor’s driveway cannot be used to turn around. Kevin also informed Marsha they would be installing motion sensitive cameras in the back parking lot and Upper Michigan Road in front of the Hopkins driveway to better manage the situation. Marsha has asked that the cameras not view her property.

Old Business
1.     2015 Appointments – WRVA Representative, Lister, Select Board member. Dennis O’Brien is interested in the Lister position. Jerry motioned to approve Dennis O’Brien to fill the open position; David seconded; motion carried. Board members will think about possible appointees for the WRVA representative and have tabled until next meeting. Matt Corron is present at tonight’s meeting because he is interested in the position. Jerry remarked that there is another candidate that Peter Borden has suggested but Jerry has not spoken to the other candidate yet. Matt will need to become a registered voter in the town before an appointment can be made. Select Board appointment to be discussed further at the next meeting.

2.     Universal Recycling Act 148

a.     White River Alliance Solid Waste District – Review and Sign Ordinance – David would like to read through the request before making a decision. Tabled until the next meeting.

b.    Communicate with land owners – town wide mailing. Patty has been handing information to residents that stop in the town office. It will be important to get the information out to all home/property owners and a mailing will be the best alternative. The main concern is making sure everyone knows this service will no longer be handled through the town with Jon Benson. Each home/property owner is responsible for arranging trash disposal.

c.     Communicate with Park & Cemetery Commissioner – waste containers. Secretary will send a letter informing commissioner that the town will no longer provide trash receptacles in public areas.

3.     Solid Waste/Recycling – tabled until next meeting.

New Business

1. Clerk/Treasurer Report
   a. Financials for the month of March and the quarter were reviewed.
   b. Town Credit Card – Patty is requesting a town credit card because more and more businesses are requiring one for purchases and transactions. Currently she uses her personal credit card. The Board has asked Patty to put together some guidelines for use of a town credit card and present the information at the next meeting.
2. Vermont Farms Catering – Requests to Cater Malt & Vinous Beverages & Spirituous Liquors from Vermont Farms Catering for the following dates were approved by the Select Board. Jerry motioned to approve and David seconded. All events will end by 10:00 p.m.
   a. 57 Tweed River Drive 5/29/15 & 5/30/15
   b. 57 Tweed River Drive 6/5/15 & 6/6/15
   c. 57 Tweed River Drive 6/26/15 & 6/27/15

3.     Annual Financial Plan for Town Highways was reviewed between the Road Commissioner and VTrans. All in order. VTrans will help look for a grant for the new guardrail needed on Upper Michigan Road.

4.     TRORC – Public Facilities Grant – this is the construction grant for Parmenter properties open space. The application was approved.

5.     Select Board Pay – David stated he is spending a lot of time on Select Board activities and is not being compensated fairly for a part-time position. David does not agree with the rates in the VLCT 2014 Vermont Municipal Compensation Report on compensation. Jerry responded the position is not a part-time job nor is it a money maker; in addition David questions town expenses yet he wants a raise; even if he agrees with David the rate cannot be changed at this time. Patty informed David the rates are determined when the Board works on the budget for the next year.

6.     Lister Pay Scale – Patty consulted Martha Beyersdorf about the current Lister pay. As the Chairperson Martha was satisfied with the current rates and she will review again at budget time.

7.     VLCT Municipal Construction Contracts Seminar – April 9, 2015. David would like to attend the seminar as he feels it is important for the town. He is concerned there’s no contract for the Town Hall repair and that it did not go out to bid. Jerry approved David attending the seminar if he wants to go.

Next meeting is Tuesday, April 21, 2015.

Jerry motioned to adjourn the meeting at 7:50 p.m. as he had an urgent telephone conference to attend at 8:00 p.m.  Meeting adjourned.

Approved:        April 21, 2015                                                            Recorded by:  Tyna Gallagher, Secretary

Jerry Drugonis, Chair

David Larkin

DATE:              March 24, 2015
PRESENT:        Jerry Drugonis, David Larkin, Patty Haskins, Janice Stumpf, Gary Stumpf, Peter Borden Verna Borden, Tyler Wren, Marion Abrams, Kris Sperber

AGENDA
Agenda Modifications: Public Present #4 Kris Sperber – School District Loan;
Old Business #2 Sheriff Contract

Minutes Approval:  Regular Meeting 3/10/2015

Public Present: 
1.     Tyler Wren – Farm to Fork Fondo
2.     Marion Abrams – EC Fiber
3.     Janice Stumpf – Delinquent Tax
4.     Kris Sperber – School District Loan

Correspondence:
1.     Colton, Stephanie and Charles ID #01-1275-000 – Permit WW-3-2405
2.     Colton, Stephanie and Charles ID #01-1275-000 – Project Review Sheet WW-3-2405
3.     Katie Stiles/Marsha Hopkins – Original General Store parking
4.     State of Vermont – Property Inspectors
5.     VLCT News – March 2015
6.     U.S. Forest Service – Open Houses

Old Business:
1.     2015 Appointments
2.     Sheriff Contract

New Business:
1.     Vermont Farms Catering – Request to Cater Malt
2.     Vermont Farms Catering – 2015 Liquor License Renewal
3.     Standard Mileage Rate for 2015 – 57.5 cents per mile
4.     TRORC – Local Emergency Operations Plan
5.     TRORC – Regional Plan Amendments
6.     Pittsfield School District Loan - options

Next Meeting Date:  April 7, 2015

Minutes
Jerry motioned to open the meeting at 6:11 p.m.; David seconded. Agenda modifications added. Jerry motioned to approve the March 10, 2015 Regular Select Board Meeting Minutes; David seconded.

Public Present
1.     Tyler Wren – Farm to Fork Fondo event scheduled for July 12, 2015. This is a community event for all types of bicycle riders that have stops along the way at local stores and farms. It is a fundraiser and a fun event, not a race. Limited to 500 participants. It is being staged at Riverside Farm and goes north towards Rochester. Tyler will contact State Police regarding traffic control at busy intersections. More detailed information is on file at town office.

2.     Marion Abrams – EC Fiber will be holding an informational meeting at the Roger Clark Memorial Library on April 2, 2015. Jerry motioned to appoint Marion as the ECFiber Delegate; David seconded; motion carried. Jerry motioned to appoint Peter Border as the ECFiber Alternate Delegate; David seconded; motion carried. Pittsfield is one of 24 member towns and each town should be represented at meetings of ECFiber’s Governing Board.

3.     Janice Stumpf – Delinquent Tax Collector presented the Board with a Policy for Collection of Delinquent Taxes that she would like to include with mailing to tax payers. She asked the Select Board for joint approval of the policy. David motioned to accept the policy; Jerry seconded; motion carried.

4.     Kris Sperber – School Board Director is requesting the town to loan funds to School Board fund to pay School District bills. The other option is to take out a Tax Anticipation Note (TAN) through the bank and pay associated fees and interest. Patty conducted an analysis of town finances and could loan up to $200,000 to the School Board. If the Town needed the funds re-paid before
taxes are collected, the School Board could then take out a TAN to re-pay the town. Jerry motioned to approve the loan to the School Board; David seconded; motion carried. A promissory note was signed by the Select Board. David is on the record expressing his consternation over the School District bill issues presented by Kris Sperber, School Board Director.

Correspondence
1.     VT Environmental Conservation issued Wastewater System and Potable Water Supply Permit: Colton, Stephanie and Charles ID #01-1275-000 – Permit WW-3-2405.

2.     VT Environmental Conservation Project Review for Wastewater System and Potable Water Supply Permit: Colton, Stephanie and Charles ID #01-1275-000 – Permit WW-3-2405.

3.     Parking issue at Original General Store on March 14, 2015 was resolved between the parties involved. Katie Stiles initiated an e-mail conversation to alert Marsha Hopkins that the guests were directed to move their vehicles. Katie also asked Marsha to call whenever she notices a problem. Katie plans to put up the signs as outlined in the permit however she is waiting for the snow to melt so the signs can be installed permanently and properly. No action required.

4.     Information from State of Vermont on Property Inspectors seminar for proposed rules of practice scheduled for 3/17/15 was forwarded to the Listers.

5.     March 2015 VLCT News received and David will take to review.

6.     U.S. Forest Service will be holding Open Houses to address concerns about future sustainability of national forest road systems. March 30 at 6 p.m. at Bromley Mountain Ski Resort and April 1, 2015 at Grand Summit Hotel at Mount Snow Ski Resort. No action required.

Old Business
1.     Reviewed the four Town Officer appointed positions that are now optional. David motioned to eliminate the appointments of Weigher of Coal, Inspector of Lumber, Fence Viewers and Pound Keeper. Jerry Drugonis seconded the motion and the motion was carried unanimously.  

2.     Jerry has called the Sheriff’s department three times to go over the contract and has not had a returned call. He will continue to pursue.

New Business
1.     Request to Cater Malt & Vinous Beverages & Spirituous Liquors from Vermont Farms Catering for events on March 30 and 31, 2015 were approved via e-mail by the Select Board.

2.     Request to approve Vermont Farms Catering – 2015 Liquor License Renewal received. Jerry motioned to approve the renewal; David seconded; motion carried.

3.     Patty requests Board to approve increasing the standard mileage rate for 2015 to 57.5 cents per mile. Jerry motioned to approve the new mileage rate; David seconded; motion carried.

4.     TRORC requesting updates for the town’s Local Emergency Operations Plan (LEOP). Peter and Patty are meeting next week to review materials and provide updates for the Select Board at the next meeting.

5.     TRORC forwarded a copy of the Regional Plan Amendments that will be kept on file at the Town Office.

6.     Pittsfield School District Loan – options were discussed under #4 of Public Present.

Next meeting is Tuesday, April 7, 2015.

Jerry motioned to adjourn the meeting at 8:02 p.m. David seconded the motion. Meeting adjourned.

Approved:   April 7, 2015                                     Recorded by:  Tyna Gallagher, Secretary


Jerry Drugonis, Chair

David Larkin