​PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                     Tuesday, March 29, 2016
PRESENT:               Mona Colton, Dave Larkin, Matt Corron, Patty Haskins, Ellen Martin, Don Bass
 
Agenda Modifications: NB #6g - Water in Town Hall Basement; NB #8 – Town Official Appointments; NB #9 – Local Emergency Operations Plan; Other #1 TH Chairs/Tables Info; Other #2 Distribution of Orders
Public Present:  Marylou Scofield – 173 Park Place- Canceled, not necessary
Minutes Approval:  Regular Meeting 3/8/2016
Correspondence:

1. Green Mountain Power – Proposed Rate Integration
2. Trees Incorporated – business flyer
3. VLCT – Business software training flyer
4. 2016 Green Mountain Relay
5. VLCT’s 2015 Annual Report

 
Old Business:

1. VTrans – Speed Limit Request, VT 100 Pittsfield
2. TRORC – notifications re: public facilities reuse project
3. Workers Comp – how to move forward/hiring practice
4. Bridge #11 Bids

 
New Business:

1. Citizen concern – Items for sale on Parmenter Place
2. Herald of Randolph – SB minutes request
3. Vermont Liquor License Renewal – Swiss Farm Market, Original General Store, Vermont Farms Catering
4. Requests to cater malt – Vermont Farms Catering LLC at 57 Tweed River Drive 4/2, 5/20 & 5/21, 5/28 & 5/29
5. Right of Way Bridge Plans – Rt 100 Bridge #126 (in tube)
6. Clerk/Treasurer Report

     a. February Financials
     b. Records Management Policy
     c. Certificate of Authority – credit card application
     d. Workers Comp Audit 3/16/2016
     e. Pittsfield Buy-out properties Audit 3/16/2016
     f. BCBS Health Insurance
     g. Water in Town Hall basement

7. Prepare for Budget Discussion Meeting
    a. Set up Town Hall
    b. Format for meeting
    c. Meeting Management
    d. Materials preparation
    e. Date for Special Town Meeting – Warn for not less than 30 or more than 40 days before meeting
8. Town Official Appointments
9. Local Emergency Operations Plan
Other

1. Town Hall Chairs/Tables Information
2. Distribution of Orders

 
Next Meeting Date:  April 5, 2016, Budget Discussion in Town Hall, 7pm. Regular Meeting 4/12/16, 6 pm
 
Matt motioned to open the meeting; Dave seconded; the meeting was called to order at 6:03 p.m.
 
Agenda Modifications: NB #6g - Water in Town Hall Basement; NB #8 – Town Official Appointments; NB #9 – Local Emergency Operations Plan; Other #1 TH Chairs/Tables Info; Other #2 Distribution of Orders
 
Minutes Approval:  Matt motioned to approve the March 8, 2016 Regular Select Board meeting minutes; Mona seconded; minutes approved.
 
Public Present:     Marylou Scofield was scheduled to attend however it was not necessary. She forwarded a “Mutual Waiver of Rents” for 173 Park Place for the Board to review via e-mail. It will be signed off on at the same time as the Waiver for 113 Park Place.
 
Correspondence:

1. Green Mountain Power – Proposed Rate Integration: Commercial rates will be reduced by 9.8% cumulative over the next 5 years. No action.
2. Trees Incorporated – solicitation: 10% off tree work; Patty will forward to Connie Martin.
3. VLCT – Business software training available. No action.
4. 2016 Green Mountain Relay: Event scheduled for June 11-12, 2016 has been cancelled, lack of participants.
5. VLCT’s 2015 Annual Report: Year-end overview of their Legal, Consulting & Education Services; Advocacy; Information Technology & Communications; Town Fair & Other Events; Finance; and Risk Management Services. No action.

 
Old Business:

1. VTrans – Speed Limit Request, VT 100 Pittsfield: Traffic committee met 3/7/16 and decided not to lower the speed limit through the town. Recommend installing radar speed warning signs if the town wants to. VTrans will add pedestrian warning signs. The Board decided not to take action on pursuing radar speed warning signs at this time as the 2016 Budget has not been approved.
2. TRORC – notifications regarding open space project at Parmenter Place. CDBG funds for this project require federal clearance and TRORC is working on this. RFP for construction may be created however do not sign any contracts or expend any funds. Local flood permit and state stream alteration permit may be required; TRORC does not handle these. Patty forwarded to Matt Murawski, Dubois & King and to Mary Russ of White River Partnership. Mona asked Patty to include Jeff Tucker of DuBois & King when forwarding information regarding this project.
3. Workers Comp – how to move forward/hiring practice. Patty reported VLCT conducted an audit since last Board meeting. VLCT gave her a new “non-employee work agreement” form to use. The form may be used if the job to be performed does not fall under an existing regular job/position in the town. Patty will follow-up with VLCT for a policy for the town to reference.
4. Bridge #11 Bids – Three bids were received for the Tweed River Drive bridge. George recommends Daniels Construction, the lowest bid. Dave is to contact George re: bridge closure and traffic; and clarify wording of bid.

 
New Business:

1. Citizen concern – Items for sale in Town ROW off of Parmenter Place: Board will re-assess if more items appear since there is no Town Ordinance or local law that prohibits this practice.
2. Herald of Randolph – SB minutes request: Board said not to send directly to the paper. Draft minutes are posted on website.
3. Vermont Liquor License Renewals: Mona motioned to approve Swiss Farm Market 2nd Class liquor license; Dave seconded; motion carried. Mona motioned to approve Original General Store 2nd Class liquor license; Matt seconded; motion carried. Matt motioned to approve Vermont Farms Catering 1st Class Restaurant & Bar liquor license; Mona seconded; motion carried.
4. Request to Cater Malt & Vinous Beverages & Spirituous Liquors from Vermont Farms Catering LLC at 57 Tweed River Drive for events on 4/2, 5/20 & 5/21, 5/28 & 5/29. Matt motioned to approve all five events; Mona seconded; motion carried.
5. Right of Way Bridge Plans for Bridge #126 at the junction of Lower Michigan Road and VT Route 100. No action.
6. Clerk/Treasurer Report

        a. February Financials – Board reviewed; Patty clarified Town Clerk Fees is revenue to the town, she does not get the funds.
        b. Records Management Policy: Patty presented a “Records Management Policy” used to determine, through state records retention requirements, what older records can be purged from public records.  This includes correspondence, accounting, appointment, audit, budget, personnel, tax appeal, transitory and other miscellaneous records. Following this policy protects the town. Mona motioned to approve the Records Management Policy effective April 1, 2016; Matt seconded; motion carried.
        c. Certificate of Authority – credit card application. Mona advised the possibility of "loss" may be less with a debit card. Credit cards have a minimum that is not covered if there is fraudulent loss. Patty will contact Mascoma Bank for more information regarding their debit card.
        d. Workers Comp Audit 3/16/2016: See Old Business #3.
        e. Pittsfield Buy-out properties Audit 3/16/2016: TRORC hired outside consultant to verify funds were used properly.
        f. BCBS Health Insurance: Patty asked the Board to sign order to pay invoice due April 1, 2016 to cover her health insurance. Mona did not sign with other orders because she believes the town has an issue with this benefit and the budget has not been approved. There was a lengthy discussion on number of hours worked, type of work, pay rates, benefits, discretion of Board to pay invoices even when budget is not in place, and eligibility for benefits. Patty requested a roll call vote to approve the invoice. Matt voted yes; Mona voted yes based on potential for town to be fined for discrimination as indicated by Patty; Dave was undecided. Invoice was approved for payment.
        g. Water in Town Hall basement: This is an ongoing issue and happens mostly in the spring. Seems to be getting worse. Don mopped it regularly and kept de-humidifier running. Not sure how the water gets in. No action at this time.

7. Prepare for Budget Discussion Meeting
        a. Set up Town Hall: Same as Town Meeting, need podium, set up chairs and tables. Meet 6-6:15 pm.
        b. Format for meeting: Matt will review with George; go through budget by section, this meeting is for questions and suggestions, keep it focused on the task, gather information, decisions will not be made at the meeting.
        c. Meeting Management: George will handle.
        d. Materials preparation: Patty reviewed list of items with Board to have on hand.
        e. Date for Special Town Meeting – Warn for not less than 30 or more than 40 days before meeting. Special Town Meeting is scheduled for Tuesday, May 10, 2016.

8.Town Official Appointments: List reviewed – Dave motioned to re-new positions as listed; Matt seconded; motion carried. Secretary requested $25 additional pay for preparing all the appointment letters. Matt motioned to approved pay; Dave seconded; motion carried.

​9. Local Emergency Operations Plan: Reviewed list of residents that may require assistance. Matt will review the rest of the plan for additions, deletions, changes. 
Other

1. Patty updated table and chair rental information including pricing and contacts for the Town Hall.
2. Orders for Board members to review will be scanned and e-mailed instead of distributing hard copies at the meeting.

 
Future Meeting Dates: Special budget discussion meeting April 5, 2016 @ 7:00 p.m. in the Town Hall; Regular meeting April 12, 2016 @ 6:00 p.m. in the Town Office.
 
Adjournment: Matt motioned to adjourn meeting at 9:02 p.m.; Dave seconded; meeting adjourned.
 
Approved:   April 19, 2016                                                                                          Recorded by:   Tyna Gallagher
 
__________________________                  
Matt Corron
 
__________________________
Mona Colton
 
__________________________
David Larkin

​DATE:                     Tuesday, March 8, 2016
PRESENT:               Mona Colton, Matt Corron, Patty Haskins, Joe Rivers, Don Bass, Vern Haskins, Clairetta Corron,
Dave Larkin
 
Agenda Modifications: NB #5 Procurement Workshops & FEMA Grants
 
Select Board Re-organization:

1. Divide Duties 
   a. Chair – Chair Select Board Meetings
   b. Vice Chair – Chair Select Board Meetings in Chairs absence
   c. Authorize Board Member to write and sign weekly Select Board Orders
   d. Buildings Person
2. Adopt Select Board Rules of Procedure
3. Adopt Conflict of Interest Policy

                               
Minutes Approval:  Regular Meeting 2/23/2016 and Emergency Meeting 2/25/2016
 
Correspondence:

1. VLCT – Delinquent Tax Collectors Workshop
2. Enman-Kesselring Consulting Engineers
3. Staying Connected Northern Appalachians
4. VLCT News
5. Weekly Legislative Report
6. Vermont Walk/Bike Summit

 
Old Business:

1. Spring Select Board Institute
2. Tweed River Open Space
3. Town Highway #15 - update
4. Speed Limit Route 100 in village – update
5. 113 Park Place (Peyton) - update

 
New Business:

1. Authorize S.B. Member to write orders while other members away or unable to serve
2. Authorize S.B. Member to act on behalf of the Select Board in an emergency while other members away or unable to serve
3. 2016 Budget – process for moving forward: Establish budget committee? Budget meetings?
4. Review appointed positions – plan for appointments at next meeting.
5. Procurement Workshops & FEMA Grants

 
Next Meeting Date:
Adjournment:
 
Select Board Re-organization
In the absence of a Select Board chairperson Patty opened the meeting at 6:02 p.m. with the first order of business to re-organize the Select Board by dividing the duties among members. Dave suggested having a 5 member board to spread out duties; he also suggested hiring a clerk to help. Patty distributed copies of the Open Meeting Law to each member. Following some discussion the duties are:

1. Divide Duties
   a. Chair – Chair Select Board Meetings: Matt offered to chair; Mona seconded.
   b. Vice Chair – Chair Select Board Meetings in Chairs absence: Matt nominated Mona; Dave seconded.
   c. Authorize Board Member to write and sign weekly Select Board Orders: Matt nominated Mona; Dave seconded.
   d. Buildings Person: Matt nominated Dave; Mona seconded
2. Adopt Select Board Rules of Procedure: Matt motioned to adopt the Rules of Procedure; Mona seconded; motion carried.
3. Adopt Conflict of Interest Policy: Matt motioned to adopt the Conflict of Interest Policy; Mona seconded; motion carried.

 
Minutes Approval:  Regular Meeting 2/23/2016 and Emergency Meeting 2/25/2016: Matt signed both sets of minutes. Patty verified this was acceptable through VLCT. Wendy can also send a letter stating minutes are a fair and accurate depiction of the meeting to file for the records.
 
Correspondence:

1. VLCT – Delinquent Tax Collectors Workshop: April 26, 2016; Janice receives this information directly.
2. Enman-Kesselring Consulting Engineers: Solicitation for bridge, culverts, etc. consultation, no action.
3. Staying Connected Northern Appalachians: VNRC hosting meeting March 10 in Bethel at 6:30 pm on importance of forest blocks to connect wildlife habitat. No action.
4. VLCT News: March 2016 issue received; no action.
5. Weekly Legislative Report:  VLCT reps follow legislative issues that impact towns and share information and update through this report. Patty suggests board members scan their issue for topics that may need to be addressed.
6. Vermont Walk/Bike Summit: TRORC workshops and speakers at Paramount Theatre April 1 & 2 to discuss importance of paths/access for traveling by foot or bicycle. No action.

 
Old Business:

1. Spring Select Board Institute: March 12th – Matt is attending; materials are available a week after the Institute for a reduced fee and Mona will get the information to review.
2. Tweed River Open Space - Results of the non-binding vote on the gray infrastructure:
   
   Gravel Parking for up to three cars                                  95 Yes                    90 No
   Gravel walkway for pedestrian circulation                      88 Yes                    97 No
   Two sitting stones with views of the river                       116 Yes                  69 No
   Sign commemorating the former residences                 78 Yes                    107 No
   Tropical Storm Irene high water marker                         119 Yes                  66 No
   
   Matt motioned to include the gravel parking lot, two sitting stones and the high water marker in the plan; Dave seconded; motioned carried. Mona will inform DuBois & King.
3. Town Highway #15 – update: Ann and Herb Kuendig letter dated 3/8/16 reviewed. They are still concerned about potential liability with water line under driveway and want town to provide labor and half the cost of gravel to complete their driveway. Matt will follow-up with George on gravel pricing; and with Marylou regarding liability and contract. Table until more information is gathered.
4. Speed Limit Route 100 in village – update: TRORC does not have small speed signs to loan; suggest contacting VTrans District 3 to borrow their speed cart. Table until results of Traffic Meeting are received.
5. 113 Park Place (Peyton) – update: Closing delayed while attorney Frank Urso representing the Water System Association gets affirmative consents from all parcel owners to allow the buyout. Marylou will update town once Frank gives her a time frame.

 
New Business:

1. Authorize S.B. Member to write orders while other members away or unable to serve – Matt motioned he will do orders if Mona is unable and Dave will do orders if both Mona and Matt are unable; Dave seconded; motion carried.
2. Authorize S.B. Member to act on behalf of the Select Board in an emergency while other members away or unable to serve – Matt motioned to allow one member to act on behalf of the Board in an emergency; Mona seconded; motion carried.
3. 2016 Budget – process for moving forward: Establish budget committee? Budget meetings? – Board will have a special budget discussion meeting so that town residents can participate in revising the proposed 2016 budget. Patty consulted VLCT on procedure for operating without a budget. Garrett Baxter responded that towns  technically operate without a budget from January 1st until town meeting; and Select Board can decide what level of spending is allowed until a budget is approved. Matt will contact Rutland County Sheriff to hold off on providing services until budget is resolved. Warning for Budget Vote must be not less than 30 days and no more than 40 days. Special discussion meeting set for April 5, 2016.
4. Review appointed positions – plan for appointments at next meeting. List distributed and reviewed. Members will discuss and make appointments at next meeting.
5. Procurement Workshops & FEMA Grants – VT Dept of Public Safety is hosting half-day workshops to identify and avoid potential violations of Federal procurement requirements as required by FEMA. Matt will forward to Peter Borden to possibly attend 4/27/16 workshop in Mendon.

 
Next Meeting Date: Regular meeting March 29, 2016; special budget discussion meeting April 5, 2016
 
Adjournment: Matt motioned to adjourn meeting at 8:10 p.m.; Mona seconded; meeting adjourned.
 
Approved:      March 29, 2016                                                                       Recorded by: Tyna Gallagher
 
Matt Corron
 
Mona Colton
 
David Larkin