PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                    April 25, 2017
PRESENT:             Matt Corron, Peter Borden, Charles Piso, Patty Haskins, Rebecca Steward, Ed Herson
 
AGENDA
Agenda Modifications: Correspondence #2 Efficiency Vermont; Old Business #8 LEOP Review & Approval; and New Business #6H Claims Cost Detail and #7 Annual Financial Plan – Town Highways
 
Minutes Approval:  Regular Meeting 4/4/17
 
Public Present:
1. Ed Herson - Snowmobiles
 
Correspondence:

1. Richard Amore Downtown Historic Preservation Project
2. Efficiency Vermont

 
Old Business:
1.       Budget Projects
2.       Cost Analysis migration from FairPoint to EC Fiber
3.       Discontinuance TH #15 update
4.       Paving Questions
5.       Robinson Integrated Resource Project Proposed Actions
6.       Parmenter Place Snowmobiles
7.       Buy-out properties update
8.       LEOP Review & Approval
 
New Business:
1.       4-year Maintenance Program Copier
2.       Annual Certification Codes and Standards
3.       Back up for signatories – Select Board Orders
4.       VLCT Vacancy Downtown Board
5.       Request to Cater Malt -  Vermont Farms Catering
6.       Town Clerk Treasurer Report
A.      Pezzetti contract services signatures
B.      Chair & Table Usage/Rental Policy
C.      Proposed Fraud Prevention Policy
D.      Proposed Cash Receipts, Petty Cash and Returned Check Policy
E.       Proposed Accounting, Auditing & Financial Reporting Policy
F.       Parking Ordinance review
G.     Purchasing Policy review
H.      Claims Cost Detail
7.       Annual Financial Plan – Town Highways
 
Next Meeting Date:  May 9, 2017
Adjournment
 
Charlie motioned to open the meeting; Peter seconded; the meeting was called to order at 6:03 p.m.  Charlie presented agenda modifications:  Correspondence #2 Efficiency Vermont; Old Business #8 LEOP Review & Approval; and New Business #6H Claims Cost Detail and #7 Annual Financial Plan – Town Highways. Matt motioned to accept agenda modifications; Peter seconded; all in favor.
 
Minutes Approval: Peter motioned to approve the regular meeting minutes for April 4, 2017; Matt seconded; all in favor.
 
Public Present:

1. Ed Herson shared the research he conducted to find a solution for snowmobilers to access town businesses without using Parmenter Place. He mapped out the area with VAST trails and divided it into quadrants. Two quadrants were unaffected by the trail closure through Joe Desena’s property. The other two quadrants do have access as well – one is just under10 miles to reach town and the other one is just over 7 miles. The temporary trail using Parmenter Place was rescinded in February. The board thanked Ed for the information and encouraged Ed to contact Tim Hunt and Greg Martin to discuss further.

 
Correspondence:

1. Richard Amore memo re: Downtown Vermont and Historic Preservation Conference June 8 in White River Junction sponsored by VT Agency of Commerce and Community Development. No action.
2. Efficiency Vermont –Information on obtaining customized energy report for town buildings. Matt will research further.

 
Old Business:
1.       Budget Projects – Matt will follow-up with Mona to do the painting and wall paper at the Town hall. Charlie motioned to contract with Corey Novotny to re-finish the town office floors; Matt seconded; all in favor. Patty will contact Corey. Charlie motioned to approve window cleaning proposal from contractor in Randolph for $1,280; Peter seconded; all in favor. Matt will contact window cleaner. Matt will contact Efficiency Vermont about the lighting in the Town Hall and possible grants.
2.       Cost Analysis migration from FairPoint to EC Fiber – Betty Warner and Patty provided cost comparison for the board to review. Peter motioned to approve migration to EC Fiber; Matt seconded; all in favor. Patty will start migrating e-mail addresses and estimates this will take 4-6 weeks. She will contact Betty.
3.       Discontinuance TH #15 update – A new property description of the road is needed from the town attorney before Patty can publish the warning. Charlie motioned to have Patty contact Marylou Scofield for new description; Matt seconded; all in favor. Patty will contact Marylou.
4.       Paving Questions – Charlie will contact VTrans to set-up a meeting in May to review issue with water flowing across Route 100 from Upper Michigan Road. Currently this section of Route 100 is scheduled to be re-paved in 2020.
5.       Robinson Integrated Resource Project Proposed Actions – open house to review proposed actions is scheduled for April 26 at 6:30 p.m. at the Rochester School; public comments accepted until May 17, 2017. No action.
6.       Parmenter Place Snowmobiles – See Public Present
7.Buy-out properties update – Matt met with Mike Hildebrand from DuBois & King and Harvey’s to walk and review Tweed River Park/Open Space plans. No poles or ditching per VTrans request at this time. It is up to VTrans to get FEMA approval before the town will consider the right-of-way request. Rebecca asked about the status of planting willow stakes. The board understands this will be done and there is a 25-foot buffer from the edge of the river to leave vegetation untouched. Removal of 113 Park Place underway and Kyle from Casella’s has been keeping the town informed.
8.       LEOP Review & Approval – Board reviewed missing information and updated the plan. Additional appendices will be added to complete the packet. Peter motioned to adopt the LEOP; Matt seconded; all in favor.

New Business:
1.       4-year Maintenance Program Copier – The board would like Patty to obtain a quote on replacing the machine. Maintenance/service is now an additional fee on top of the lease payment. New machines typically include maintenance in the lease payment.
2.       Annual Certification Codes and Standards – Charlie motioned to approve the annual certification for town roads, bridges and culverts; Peter seconded; all in favor.
3.       Back up for signatories – Select Board Orders: Charlie motioned to approve Matt as the third back-up signor when both Charlie and Peter are unavailable; Peter seconded; all in favor.
4.       VLCT Vacancy Downtown Board – no action.
5.       Request to Cater Malt - Vermont Farms Catering – no applications received; no action.
6.       Town Clerk Treasurer Report
A.      Pezzetti contract services signatures – All board members needed to sign the document not just the Chairman. All signed.
B.      Chair & Table Usage/Rental Policy – Board reviewed; Matt will keep calendar for rentals.
C.Proposed Fraud Prevention Policy – PACIF insurance requests if the town has this policy annually. Patty drafted a policy based on VLCT’s recommendations. Charlie motioned to approve the Fraud Prevention Policy; Matt seconded; all in favor.
D.      Proposed Cash Receipts, Petty Cash and Returned Check Policy - PACIF insurance requests if the town has this policy annually. Patty drafted a policy based on VLCT’s recommendations. Peter motioned to approve the Cash Receipts, Petty Cash and Returned Check Policy; Charlie seconded; all in favor.
E.       Proposed Accounting, Auditing & Financial Reporting Policy - PACIF insurance requests if the town has this policy annually. Patty drafted a policy based on VLCT’s recommendations. Matt motioned to approve the Accounting, Auditing & Financial Reporting Policy; Charlie seconded; all in favor.
F.       Parking Ordinance review – Distributed to board members to discuss at the next meeting.
G.     Purchasing Policy review - Distributed to board members to discuss at the next meeting.
H.      Claims Cost Detail – Reviewed most recent PACIF claims cost detail. No action.
7.       Annual Financial Plan – Town Highways: The board reviewed the financial plan for town highways as required by the State annually. Charlie motioned to accept the plan; Peter seconded; all in favor.
 
Next Meeting Date:  May 9, 2017
 
Adjournment:  Peter motioned to adjourn the meeting at 8:01 p.m.; Charlie seconded; all in favor, meeting adjourned.
 
Approved:  May 9, 2017                               Recorded by:  Tyna Gallagher    
 
Charles Piso

Matt Corron
 
Peter Borden

​ PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                    April 4, 2017
PRESENT: Matt Corron, Peter Borden, Charles Piso, Patty Haskins, Robert Mulzac, Betty Warner, Rebecca Steward, Dot Williamson, Jan Carbone, John Carbone, Jack Conboy, Margaret Conboy, Karen Marion, Bruce Shaw, Karen Waterworth, Tim Hunt, Chris Brun, Bill Oren
AGENDA
Agenda Modifications: New Business #5 Lister appointment
 
Minutes Approval:  Regular Meeting 3/21/17
 
Public Present:

1. Betty Warner - EC Fiber
2. Bill Oren – Importance of good communication in responding to lawsuits

 
Correspondence:

1. Central Vermont Council on Aging – March Newsletter
2. VTrans – Guidance for paving
3. VLCT – Municipal Employment Law and Human Resources Workshop
4. VLCT News – April 2017 Issue
5. VLCT Weekly Legislative Report

 
Old Business:
1.LEOP – Peter, Charlie, Patty set date to review and update
2.Village Green Paving update – Water issues and coordination with VTrans
3.Tweed River Open Space – Power poles and snowmobiles
4.Lower Michigan/Parmenter Place Snowmobile Service Trail – update
5.Discontinuance of TH #15 – plan of action
6.Independent Contractor Documentation - Pezzetti
 
New Business:
1.Lister Resignation – Colleen Stevens
2.Vermont Liquor License Renewal – Swiss Farm Market, Original General Store, Vermont Farms Catering, Clear River Tavern
3.Clerk/Treasurer Report
a.First quarter financials
b.Credit Card Use approval – HW Garage Surveillance System
4.Casella – Buyout properties demolition contract
5.Lister Appointment
 
Next Meeting Date:  April 18, 2017 – re-scheduled to April 25, 2017; schedule May meetings
Adjournment
 
Charlie motioned to open the meeting; Peter seconded; the meeting was called to order at 6:03 p.m.  Agenda modified to include:  New Business #5 Lister Appointment. Charlie motioned to keep the meetings to 90-minutes or less; a motion will be needed to extend the meeting an additional 30 minutes; limit attendees speaking time to two minutes; and follow Robert’s Rules of Order to conduct meetings. Matt seconded the motion; all in favor.
 
Minutes Approval: Peter motioned to approve the regular meeting minutes for March 21, 2017; Matt seconded; all in favor.

Public Present: 

1. Betty Warner - EC Fiber: Betty and Patty gathered more information on costs and Betty confirmed that EC Fiber can provide the phone line for the elevator. The Board would like a full written report on making the switch from FairPoint including a cost analysis and any estimates for installing the service. Charlie motioned to table the discussion until a full report is presented; Peter seconded; all in favor.  
2. Bill Oren – Importance of good communication in responding to lawsuits: Bill arrived at 7:05 pm and Charlie invited him to address his concerns to the Board. Bill stated the lack of communication between the town and his attorney regarding the lawsuit could have cost the town more money. They were not kept up-to-date. Bill advised the board to pay more attention to communication or it will cost the town.

 
Correspondence:

1. Central Vermont Council on Aging – March Newsletter, no action.
2. VTrans – Guidance for paving: Memo informing towns to be aware that some asphalt companies are using ground up asphalt shingles in their mix. This type of mix is experiencing pre-mature cracking. Patty will forward memo to George.
3. VLCT – Municipal Employment Law and Human Resources Workshop, no action.
4. VLCT News – April 2017 Issue, no action.
5. VLCT Weekly Legislative Report: Bill 42 has been passed along to the Senate Government Operations Committee. The bill allows voters to authorize selectboards to appoint town clerks and treasurers.

 
Old Business:
1.LEOP – Peter, Charlie, Patty set date to review and update: They will meet April 5th at 10 a.m. to review the Local Emergency Operations Plan.
2.Village Green Paving update – Water issues and coordination with VTrans: Charlie will make an appointment to meet with a representative from Vermont Better Roads to review the situation.
3.Tweed River Open Space – Power poles and snowmobiles: TRORC discussed the power poles and trees with Eric Furs of VTrans. The power poles need to be approved by FEMA and it is VTrans responsibility to submit an application. VTrans is not willing to replace any trees damaged in the process; Tory of TRORC estimates the project would affect 5 trees. Tory recommends sending a letter to VTrans requiring a copy of their written request seeking permission from FEMA for the power poles. Tory also recommends to not sign any contract with VTrans until these items are sorted out. Charlie checked into snowmobile traffic through the park and this activity does not require FEMA approval.
4.Lower Michigan/Parmenter Place Snowmobile Service Trail – update: Charlie spoke with VLCT and the town would need to make a resolution for the trail to use the road and bridge. The town can dis-allow the use of the road for snowmobiles. The resolution is needed for use of the highway bridge and snowmobiles must be 5 feet or more off any plowed surface. Snowmobilers continued to disregard trail closed signs and barriers thus creating a safety issue. The club is to close the metal gate on the bridge that crosses the river. Charlie encouraged the community members to form a committee to seek solutions for an alternative route and work together.
5.Discontinuance of TH #15 – plan of action: Peter motioned for Patty to start the process by drafting the warning in order to hold the hearing and vote at the May 23rd meeting; Charlie seconded; all in favor.
6.Independent Contractor Documentation – Pezzetti: Patty contacted VLCT and they told her the town has covered all the bases and can sign the paperwork. Matt motioned to sign the documents; Peter seconded; all in favor.
 
New Business:
1.Lister Resignation – Colleen Stevens: The board accepted resignation.
2.Vermont Liquor License Renewal – Swiss Farm Market, Original General Store, Vermont Farms Catering, Clear River Tavern: All four businesses submitted renewal applications for their liquor licenses. Charlie motioned to approve Swiss Farm Market license; Matt seconded; all in favor. Charlie motioned to approve Clear River Tavern license; Peter seconded; all in favor. Charlie motioned to approve Original General Store and Vermont Farms Catering; Matt seconded; Peter recused himself from the vote; motion granted.
3.Clerk/Treasurer Report
a.First quarter financials – Patty reviewed and explained the financials; all in order.
b.Credit Card Use approval – HW Garage Surveillance System – Patty requested the board to approve the usage of the credit card to purchase the system. Peter motioned to approve; Charlie seconded; all in favor.
4.Casella – Buyout properties demolition contract: Tory Levite at TRORC reviewed contract and all is in order. Matt motioned to sign the contract; Peter seconded; all in favor. The snowmobile club would like to re-use the shed located at 2335 Route 100 and it is up to the club to work out the details with Casella to move the unit.
5.Lister Appointment: Martha Beyersdorf sent the board a recommendation to appoint David Larkin to the vacant position. Matt motioned to appoint David Larkin to the Lister position; Charlie seconded; all in favor. David has been appointed to fulfill the position until Town Meeting 2018 when the position will be up for a vote.
 
Next Meeting Date:  April 25, 2017; May meetings are scheduled for the 9th and 23rd
 
Adjournment:  Peter motioned to adjourn the meeting at 7:40 p.m.; Charlie seconded; all in favor, meeting adjourned.
 
Approved:  April 25, 2017                                                                Recorded by:  Tyna Gallagher    
 
Charles Piso
 
Matt Corron

Peter Borden