DATE:                     April 19, 2016
PRESENT:               Matt Corron, Mona Colton, Patty Haskins, George Deblon, Joyce Stevens, Don Bass, Linda Colton, Ray Colton, Joe Fuster, Greg Russ - WRP
 
Agenda
Agenda Modifications: OB #5 Pittsfield Crafts on the Green; OB #6 Buyout Properties – Phase I Environmental Assessment; OB #7 Tweed River Open Space Loss Control
Minutes Approval:  Regular Meeting 3/29/2016 & 4/12/2016; Special Meeting 4/5/16
Public Present: Greg Russ - White River Partnership
 
Correspondence:

1. Puschel wastewater application

 
Old Business:

1. White River Partnership Culvert and Bridge Assessment
2. LEOP Adoption
3. Bridge #11
4. 2016 Budget
5. Pittsfield Crafts on the Green
6. Buyout Properties – Phase I Environmental Assessment
7. Tweed River Open Space Loss Control

 
New Business:

1. Certificate of Compliance for Town Road and Bridge Standards and Network Inventory

 
Next Meeting Date:  April 26, 2016
Adjournment:
 
Matt motioned to open the meeting; Mona seconded; the meeting was called to order at 5:58 p.m.
 
Minutes Approval: Mona motioned to approve the March 29, 2016 Regular Select Board meeting minutes; Matt seconded; minutes approved. Mona motioned to approve April 5, 2016 Special Meeting Minutes; Matt seconded; minutes approved.  Mona motioned to approve the April 19, 2016 Regular Select Board meeting minutes; Matt seconded; minutes approved.
 
Agenda Modifications: OB #5 Pittsfield Crafts on the Green; OB #6 Buyout Properties – Phase I Environmental Assessment; OB #7 Tweed River Open Space Loss Control
 
Public Present: Greg Russ - White River Partnership (WRP): Mr. Russ explained the WRP Culvert and Bridge Assessment project. It was funded by grants from VT Fish & Wildlife and Fish Passage. WRP assessed 200 plus structures in the Upper White River and Tweed River that create barriers for fish and/or are prone to flooding. The grant requires WRP to share the information with towns. The report helps determine priorities for addressing the barriers. The town of Rochester has corrected some and has others in the process. WRP will help obtain funding. WRP would like to coordinate with the town in the fall to address any structures the town wants to pursue so it can be included in the budget. The data is mapped on the state’s Natural Resources Atlas on-line.
 
Correspondence:

1. Puschel wastewater application: Notification from the Dept. of Environmental Conservation for application to construct 4-bedroom structure on Route 100, Parcel #99.0620-000, Application #WW-3-2533.

 
Old Business:

1. White River Partnership Culvert and Bridge Assessment: see Public Present
2. LEOP Adoption: Matt motioned to adopt the LEOP with changes; Mona seconded; LEOP adopted. Patty will forward to TRORC.
3. Bridge #11: George spoke to VTrans concerning Standards referred to in the bids. Wayne Symonds, Structure Engineer from VTrans confirmed all three bidders are reputable contractors. Mr. Symonds also confirmed this project does not require engineering and he highly recommends the bridge membrane with asphalt overlay. George would like to award to Daniels Construction, the lowest bid. Mona motioned to approve awarding the bid to Daniels changing the phrase from “alternate” to “additional” for the membrane and asphalt; Matt seconded; bid awarded to Daniels Construction providing grant from the state comes through.
4. 2016 Budget: WRVA membership is required by the State and the Pittsfield FAST squad is licensed through WRVA. Mona will research Regional for an alternative for 2017. Sheriff budget canceled; Board Secretary will send formal cancellation letter. Town Office Building Maintenance lowered from $4,000 to $3,000. Town Hall Maintenance budget only the basics for $2,500. Board will research possible grants; investigate issues that need to be addressed and obtain bids; contact Eric Lantiege the town Energy Coordinator for advice on lighting. Discussed wages line by line, taking public comments into consideration. In general keep increases to a minimum; Patty’s research found COLA was 0% for this year so Board opted for 3% merit raises for some positions; concern raised over newly hired personnel getting an increase; questioned using state averages; possible use of interns. Patty provided Board with sample for presenting a budget narrative to voters in the mailing. Mona will fill in the details. Board will complete at April 26, 2016 meeting so materials will be ready to mail April 30, 2016.
5. Pittsfield Crafts on the Green: Event scheduled for May 28th has been canceled due to not meeting minimum of 10 participants.
6. Buyout Properties – Phase I Environmental Assessment: Mona reported Chuck Colton confirms the 1959 Ford used for septic was not removed from the property by Mel Colton Excavating. Matt will contact Kevin Geiger at TRORC with information and to find out the next steps. Matt will also notify Mary Russ – WRP, Matt Murawski and Jeff Tucker of DuBois & King.
7. Tweed River Open Space Loss Control: Matt did not have time to pursue from last week’s meeting. Tabled for a future meeting.

 
New Business:

1. Certificate of Compliance for Town Road and Bridge Standards and Network Inventory:  George has the document to review as it is a new format. Tabled for next meeting.

 
Next Meeting Date:  April 26, 2016
 
Adjournment: Matt motioned to adjourn the meeting at 8:40 p.m.; Mona seconded; motion carried.
 
Approved:         May 3, 2016                                                                                    Recorded by:   Tyna Gallagher
 
__________________________                  
Matt Corron
 
__________________________
Mona Colton
 
__________________________
David Larkin
 

​PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                     April 12, 2016
 
PRESENT:               Matt Corron, Mona Colton, Dave Larkin, Patty Haskins, Don Bass
 
Agenda
Agenda Modifications: NB #3 Buyout Sites/Phase I Environmental Assessment; NB #4 Clerk/Treasurer Report; NB #4a. March Financials; NB #4b. Special Town Meeting Deadlines; NB #4c. Credit Card-Certificate of Authority for Municipalities; NB #5 Town Personnel policy and written benefit package
 
Minutes Approval:  Regular Meeting 3/29/2016 & 4/5/2016
 
Correspondence:

1. Enman Kesselring Consulting Engineers
2. VLCT News
3. R.F. Lunna Associates, P.C. Land Survey
4. Vermont Rural Fire Protection Task Force Grant Program
5. Stagecoach 2015 Annual Report
6. Green Mountain National Forest Monitoring plan proposed changes

 
Old Business:

1. Tweed River Open Space Loss Control
2. LEOP Board Approval and Updates
3. 2016 Pittsfield Budget
4. Bridge #11. Review estimates and Dave/ George site visit follow up
5. Tweed River Open Space Sign

 
New Business:

1. Should the Town Sign up for ECFiber
2. White River Partnership Culvert and Bridge Assessment
3. Buyout Sites/Phase I Environmental Assessment
4. Clerk/Treasurer Report

a.        March Financials
b.       Special Town Meeting Deadlines
c.        Credit Card-Certificate of Authority for Municipalities
5. Town Personnel policy and written benefit package 

Next Meeting Date:  April 19, 2016
Adjournment:
 
Matt motioned to open the meeting; Dave seconded; the meeting was called to order at 6:03 p.m.
 
Minutes Approval: Matt motioned to approve the March 29, 2016 Regular Select Board meeting minutes; Mona has additional changes; Board Secretary did not receive the revisions; minutes will be updated and reviewed at next meeting. April 5, 2016 Special Meeting Minutes not ready for approval; add to April 19, 2016 agenda.
 
Agenda Modifications: NB #3 Buyout Sites/Phase I Environmental Assessment; NB #4 Clerk/Treasurer Report; NB #4a. March Financials; NB #4b. Special Town Meeting Deadlines; NB #4c. Credit Card-Certificate of Authority for Municipalities; NB #5 Town Personnel policy and written benefit package

Correspondence:

1. Enman Kesselring Consulting Engineers – information on services. Mona questioned need to review all mail (junk mail) that comes in, discussion ensued, some items are pertinent to other departments of the town.
2. VLCT News – April 2016 Issue. No action.
3. R.F. Lunna Associates, P.C. Land Survey – conducting a boundary survey of the former Gardner/Baker property on Route 100. Property abuts town land. No action.
4. Vermont Rural Fire Protection Task Force Grant Program – grants of $4,000 with 25% match for dry hydrants and rural water supplies. No action.
5. Stagecoach 2015 Annual Report was received, no action.
6. Green Mountain National Forest Monitoring plan proposed changes are open for comments to improve on the changes are due April 29, 2016. More information can be found on-line.

 
Old Business:

1. Tweed River Open Space Loss Control – VLCT would like an update from town regarding their recommendations from a loss control perspective (health and safety issues). Matt will follow-up with Matt Murawski and Jeff Tucker of DuBois & King.
2. LEOP Board Approval and Updates – Select Board members updated, no additional changes, Patty will forward to TRORC.
3. 2016 Pittsfield Budget – Mona made several calls to WRVA and has not heard back from director yet. The fee is based on per capita so town cannot send a reduced amount. Need to verify if WRVA is required for Pittsfield FAST Squad. Rutland County Sheriff’s contract has been cancelled. Town Office Maintenance may be reduced to $3,000; keep projects at Town Hall to a minimum, only fix lights that are not operable, Mona volunteered to paint railings and sills if Town purchases the paint.
4. Bridge #11. Review estimates and Dave/ George site visit follow up. Dave found bids are not comparable, amount of material required varies; and all three bids have different solutions with no drawings or engineering observations. Dave suggests having the project engineered with estimated cost of $10,000. Fees could be rolled into the grant. Mona will invite George to next meeting to discuss further.
5. Tweed River Open Space Sign – Matt Murawski wants to confirm what type of sign. Matt Corron to follow-up regarding high water marker and town does not want a sign.

 
New Business:

1. Should the Town Sign up for ECFiber – no, not at this time.
2. White River Partnership Culvert and Bridge Assessment – Patty forwarded report to George and Rita Seto at TRORC. Mary Russ would like to discuss with the Board and will attend April 19 meeting. Mona will invite George to attend meeting for this discussion as well.
3. Buyout Sites/Phase I Environmental Assessment – TRORC found old records indicating a 1959 Ford was buried on the property for septic. Harvey’s did not find anything when they cleared out the area. Dave Colton will check their records for any information regarding excavation they performed on the property.  Mona will update board at next meeting.
4. Clerk/Treasurer Report

a.        March Financial Reports  - no questions, no action.
b.       Special Town Meeting Deadlines – Voters must be notified by April 30, 2016. VLCT recommends sending the revised budget before the meeting so residents have time to review. Patty suggests the Board include a narrative of what changed. All materials must be to Patty by April 26, 2016. May 4, 2016 is last day to register as a voter for this meeting.
c.        Credit Card-Certificate of Authority for Municipalities – Mascoma charges $2 per month for a debit card, a limit can be set and changed as needed. Disputed charges require a form and institution will investigate to recoup funds. Citizens Bank verified a debit card gives direct access to the account. If unauthorized funds are taken, a form must be filed and institution will investigate to recoup funds. A credit card allows customer to dispute charge before paying. Patty prefers to have the credit card with a limit of $3,000. This complies with the town’s written policy. The Board signed authorization to open account. Town Clerk and Assistant are the only authorized signatures for purchases.

5. Town Personnel policy and written benefit package – Dave did some research and pulled information on job descriptions. Patty provided a copy of VLCT’s personnel policy information for the board to review. Matt took the information for a future discussion. 
​
Next Meeting Date:  April 19, 2016
 
Adjournment: Matt motioned to adjourn the meeting at 8:10 p.m.; Mona seconded; motion carried.
 
Approved:   April 19, 2016                                                                                          Recorded by:   Tyna Gallagher
 
__________________________                  
Matt Corron
 
__________________________
Mona Colton
 
__________________________
David Larkin
 

​PITTSFIELD SELECT BOARD SPECIAL MEETING MINUTES
 
DATE:                     Tuesday, April 5, 2016
PRESENT:               Mona Colton, Matt Corron, Dave Larkin, Patty Haskins, George Debon – Moderator, and approximately 50 town residents
Agenda:                Special budget discussion moderated by George Deblon
 
Minutes:
George called the meeting to order at 7:00 p.m. Pledge of Allegiance. George reviewed the following key points:

• This is not a “Town Meeting”
• The “Town Meeting” to vote on the budget is Tuesday, May 10, 2016 at 7:00 p.m. in the Town Hall
• Purpose of this meeting is to hear concerns from registered voters
• Concerns and/or questions to be directed at a position not a person
• Reminders on Blood Drive April 6 and Green-Up day May 7
• Went through budget by sections

 
Concerns/Questions/Comments/Suggestions
Ray Colton raised questions and concerns about Town Clerk Fees; refuse budget; tax sales; maintenance projects for Town Hall; Sand Shed maintenance; Town Clerk & Town Treasurer positions, health insurance, hours open and hours worked; Road Foreman wage comparison; additional duties of Town Clerk/Treasurer; Town Officer mileage; numerous comparisons to the Town of Stockbridge.
 
Joyce Stevens raised questions and concerns about photo copy fees; refuse budget; Sheriff budget; Ambulance fee and agreement; Rutland County tax; Stagecoach fee; Town Office building maintenance; maintenance projects for Town Hall; $19,000 budgeted for Town Hall outside wall; insulation project; Parks & Grounds $800 Labor increase; copier lease; large across the board salary increases for all except Select Board; health insurance for Town Clerk; custodial position; diesel; Town Clerk posted hours compared to hours worked; retirement fund; bridge #11; vehicle repair budget lines.
 
Charles Piso, Sue Wuerthele asked about Ambulance fee (WRVA). Greg Martin and Mark Begin commented WRVA may be required. As the past WRVA representative Mona believes it is not required and will look into this further.
 
Andy Hawley raised questions and concerns about the Sheriff budget and duties; advertising; and Town Officer mileage. Cathy Cappeta commented the number of hours in the Sheriff’s contract does not change behavior. Bridgewater’s patrol coverage does change behavior. Nancy Blessing asked about the Sheriff and Labor for Parks and Grounds. Doug Johnstone suggests striking the Sheriff line from the budget. The $5,000 budget line is the same as 2015 budget. Mona has already contacted the Sheriff’s office and canceled contract as the town budget did not pass.
 
Mark Begin and Arline Drugonis also questioned $19,000 voted on last year for Town Hall maintenance, believed to be specific for one wall, being used for insulation project instead. Doug Johnstone explained there is a plan for each wall to avoid the huge cost of replacing the building. The insulation project was done for several reasons and it was necessary; all the items still need to be done. Cathy Cappeta also suggests continuing the plan for maintaining the Town Hall rather than needing to replace it all at once. Wendy Reese shared the Contractor used for the Town Hall insulation project was the lowest bidder using Efficiency Vermont rebates. They were the only contractor who bid on the project qualified for Efficiency Vermont rebates.
 
Don Bass raised questions and concerns about NEMRC fees; health insurance for town employees; recreation fund; liquid chloride; and the chloride spreader. The Board explained the Road Foreman gets health insurance benefit and it has to be extended to any employee working 30 or more hours. Erica Hurd inquired if there are standard health insurance plans to choose from. Yes there are several to choose from, this one was comparable to what the Road Foreman had before Vermont Health Connect was instituted. The Town Clerk declined taking the health plan in the past and this year the clerk decided to accept the benefit.
 
Jessica Fuster raised questions and concerns about large pay increases across the board; health insurance for town employees; and how does the HRA (health reimbursement account) work. Sarah Hunt commented merit wage increases at her place of employment were held at 2%. She also asked about a town organizational chart.
 
Mike Wuerthele commented wage increases need to be looked at in two ways – one is for merit and the other is to be competitive. An annual raise should be looked at separately from an increase to be competitive. Tyler Gugliotta commented the Town clerk has multiple job responsibilities. Our Road Foreman does it all, where Stockbridge has two employees. Jerry Drugonis commented we need to pay these people twice as much for all the work they do. Vern Haskins commented most people do not understand all that goes on in the Town Office, what is required of the position,  how the workload has increased. The Select Board has put in a lot more hours than previous boards.

Sarah Gallagher commented the office has 18 posted hours for the public to come in to do business. Imperative the Clerk has uninterrupted time to accomplish required duties. The door is open. If insurance is offered to 30+ hour employees, then the Clerk is eligible. The Clerk works far beyond minimum hours. Karen Waterworth doubts anyone working for the town is overcompensated for the work they do, otherwise more people would be vying to fill open positions. The town clerk job is far different than a generation, a decade or even a year ago. Don Ziegler suggests the town consider a rate in the middle of the State’s average and median for the Town Clerk/Treasurer. Joyce Stevens suggests scaling back the increases; bring wages up gradually. Matt explained the Board decided to increase wages to be more competitive based on state averages as long as it did not increase the tax rate. The wage increases did not increase the tax rate.
 
Refuse - The only item for 2016 is Solid Waste fee of $6,050 that is set by the Alliance.
WRVA Ambulance fee - same as previous year, board thought it was required. Further research will be done.
Rutland County tax – required, non-negotiable.
Labor and some supply lines – some are higher than previous year actual because these items can fluctuate depending on what needs to be accomplished, weather and other factors. Often times the full amount is not expended.
Office Equipment - In an effort to make expenses more transparent, some items have been split out, instead of one line the items are split into four lines.
Retirement Fund - is required by the state for any employee working 24 hours per week or more. The town puts in a percentage of the employee’s wage and the employee is required to contribute as well.
Organizational chart – Municipal Government is not the typical business pyramid with one person at the top that filters down through the layers. Government is horizontal with officials/departments working together and communicating but no one dictates what the other can or cannot do. Patty shared passage from the Select Board Handbook where it states each elected official’s duties are set by statute. Hours are set by the Clerk and works hours needed to do the job.
Additional Duties – The Town Clerk is the only official with regular office hours. The Select Board needs to communicate with many other groups that work during the day such as other government agencies, VLCT, TRORC, etc. These communications cannot happen at night so it goes through the clerk.
Bridge 11 - The bridge is on Tweed River Drive. The deck needs to be re-surfaced. Three bids were received averaging $91,000. The Road Foreman has submitted a grant where the town would pay 10%. Dave Colton cautioned roads in disrepair present a safety issue and should not be part of a vote. Ron Colton had a similar issue with his bridge 5 years ago and had it repaired for less however it may have had fewer holes than Bridge #11.
Office Hours – Hours are set by the Town Clerk per the statute. Most visitors to the office are attorneys, real estate agents, paralegals and others needing to do research and often times require assistance from the Clerks in locating materials. The door is open when the Clerk is working during non-posted hours.
Assistant Town Clerk/Treasurer – An Assistant is required by statute. A town’s government structure dictates how it has to operate. If there is a Town Manager or Administrator the structure is different. Both Stockbridge and Bethel have part-time assistants. An Assistant is important so someone else needs to know the job. Certain duties need to be separated per the State Auditors to avoid embezzlement with an annual questionnaire to verify the town is following proper procedure. This is designed to protect the town.
 
The Select Board will be meeting weekly on Tuesday for the next few weeks to work on a revised the budget. The meetings are open to the public.
 
Adjournment: Patty motioned to adjourn the meeting at 9:00 p.m.; Matt seconded; meeting adjourned.
 
Approved:  April 19, 2016                                           Recorded by:   Tyna Gallagher
 
__________________________                  
Matt Corron
 
__________________________
Mona Colton
 
__________________________
David Larkin