Pittsfield Select Board Regular Meeting Minutes June 20, 2017

PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                    June 20, 2017
PRESENT:             Matt Corron, Peter Borden, Patty Haskins, Marion Abrams, Michael Hildenbrand
AGENDA
Agenda Modifications: Correspondence #4 – FY 2018 Building Communities Grants Programs; New Business #13 – VT Farms Catering Requests
 
Minutes Approval:  Regular Meeting May 23, 2017
 
Public Present: 1. Marion Abrams – EC Fiber
 
Correspondence:
1.       VLCT News
2.       VLCT Risk Management PACIF New Playground inspection
3.       Open Meeting Law Training
4.       FY 2018 Building Communities Grants Programs
 
Old Business:
1.       Basketball Court Paving
2.       Paving Appointment
3.       Matrix Revisit Capital Budget suggestion
4.       Follow up – tree care, tree relocation
5.       Town Purchasing Policy
6.       Draft of Town Parking Ordinance
7.       Park Place Demolition – Casella Follow up
8.       Delinquent Dog Update
9.       Vermont Digital Town Office Copier
10.   Tweed River Open Space Update
11.   Tweed River Open Space Maintenance
12.    T.O. & T. H. Maintenance Project Updates 
New Business:
1.       Town Hall Dehumidifier
2.       Tune up for towns and how we fare
3.       Town Clerk/Treasurer
a.       May Financial Reports
b.      Setting the Municipal Tax Rate
c.       Financial Management Questionnaire
4.       Application Special Event Permit – Cold River Sports
5.       Hazard Mitigation Grant Program
6.       EC Fiber Town Green Request for July 20, 2017
7.       TRORC Sub Grant Addendum
8.       TRORC Grant Closure Notification
9.       TRORC Municipal Roads Grant in Aid Pilot Project
10.     Vermont Agency of Natural Resources – Fire Warden Appointment
11.    Board of Listers Appointment Recommendation
12.    2018 Better Roads Planning Service
​13.    VT Farms Catering requests 

Upcoming Meeting Dates:  Special Meeting June 27, 2017 at 6:30 pm; Regular Meetings: July 18, 2017 at 6:00 pm and August 15, 2017 at 6:00 pm

Adjournment
 
Agenda Modifications: Peter motioned to open the meeting; Matt seconded; the meeting was called to order at 5:58 p.m. Agenda modifications presented:  Correspondence #4 – FY 2018 Building Communities Grants Programs; New Business #13 – VT Farms Catering Requests. Peter motioned to accept agenda modifications; Matt seconded; motion carried. Peter motioned to continue the meeting for another 30 minutes at 7:30 p.m. Matt seconded; motion carried.
 
Minutes Approval: Peter motioned to approve the regular meeting minutes for May 23, 2017; Matt seconded; motion carried.
 
Public Present:

1. Marion Abrams, EC Fiber Representative, requests permission for a celebration to be held on the town green July 20, 2017 starting at 5:30 pm for residents to learn more about EC Fiber and sign-up for the service. Fiber is in place throughout Pittsfield and EC Fiber will be able to start connecting homes that are located off the main run my mid-month. Peter motioned to allow EC Fiber to utilize the green for the celebration; Matt seconded; motion carried.

 
Correspondence:
1.       VLCT News – no action
2.       VLCT Risk Management PACIF New Playground inspection - They offer free inspection of playgrounds from an insurance perspective. Patty will request a site visit.
3.       Open Meeting Law Training – James Barlow offers a 1.5 hour training at no charge. Charlie may be attending a similar training therefore the board will wait to get feedback from Charlie before pursuing this training.
4.       FY 2018 Building Communities Grants Programs – VT Department of Buildings and General Services announcement of three grant programs for construction and capital improvements. Application deadline is July 14, 2017. Erica Hurd has information on the recreational grants to review for the basketball court; Matt Corron will review the entire document for possible grants to restore the Town Hall.
 
Old Business:
1.       Basketball Court Paving – Board reviewed estimates for repairing the basketball court. There is a wide range of prices and proposed improvements. The board would like to hear if Erica is able to obtain a grant award before pursuing further. If no grant funding, then the board would like to get proposal for the full scope of work and present at town meeting for consideration.
2.       Paving Appointment: Tabled for June 27, 2017 special meeting
3.       Matrix Revisit Capital Budget suggestion – Tabled until July meeting
4.       Follow up – tree care, tree relocation: The trees have a two-year warranty. Harvey’s has hired a contractor to water the trees. No word back from VTrans on tree relocation due to bridge project.
5.       Town Purchasing Policy – Tabled until July meeting
6.       Draft of Town Parking Ordinance – Board reviewed draft and made changes. Signs designating “Park & Ride” with hours are needed. Peter motioned to accept and adopt the policy with changes; Matt seconded; motion carried. Patty will post the warning and publish in the newspaper.
7.       Park Place Demolition – Casella Follow up: Tabled for June 27, 2017 special meeting
8.       Delinquent Dog Update – All known dog licenses have been paid. The town office was notified of a residence with two dogs on Cahill Road. These dogs are not licensed. The owners have been notified via mail. Peter motioned to send the letter with $250 fine if dogs are not licensed by July 1, 2017; Matt seconded; motion carried.
 9.       Vermont Digital Town Office Copier – Costs have been reviewed. A new copier with maintenance is $95 a month for 60 month lease. The existing copier has no maintenance included and is $85 per month. If the machine breaks down it will cost time and materials to repair. Peter motioned to lease the new copier; Matt seconded; motion carried.
10.   Tweed River Open Space Update – Michael Hildenbrand, Peter and Patty walked around the space to be sure all items of the contract have been completed. Due to the heavy rain there is some raking and hay needed. Peter will contact Harvey’s tomorrow morning to address this issue. Peter motioned to sign the Certificate of Substantial Completion; Matt seconded; motion carried. Peter motioned to authorize any one of the board members to sign the Certificate of Completion after Harvey’s addresses the erosion; Matt seconded; motion carried.
11.   Tweed River Open Space Maintenance – Patty will contact George to order a sign for the open space. The sign is to include: Emergency Contact 911, No Commercial Use, Open Dawn to Dusk, Carry in-Carry out. Coordinate color of sign to go with High Water Marker. The board would like Connie to mow the area twice a month when the grass is growing. Peter will review how area is to be mowed with Connie. Peter motioned to have the space mowed twice a month and authorized Patty to pursue the sign with George; Matt seconded; motion carried.
12.    T.O. & T. H. Maintenance Project Updates: Patty will contact Corey Novotny to re-finish the Town Office floor per the estimate of $885. Matt will follow through with the Window Cleaning contractor for updated pricing and to obtain independent contractor paperwork. Matt will follow-up with Mona Colton about finishing the painting on the outside of the Town Hall and removal of the wallpaper in the basement. Matt will contact Efficiency Vermont to address lighting in the Town Hall. All items to be re-visited at the July meeting.  

New Business:
1.       Town Hall Dehumidifier – It is not working. Peter motioned to authorize Patty to spend up to $250 at Staples for a replacement if the existing one fails; Matt seconded; motion carried. Matt will review models and give Patty some recommendations.
2.       Tune up for towns and how we fare – The Secretary of State provided a document listing items towns should be doing. Patty reviewed and made notes on her areas of responsibilities. Select Board reviewed their item and all in order. No further action needed.
3.       Town Clerk/Treasurer
          a.       May Financial Reports - Reviewed
          b.      Setting the Municipal Tax Rate - Tabled for June 27, 2017 special meeting
          c.       Financial Management Questionnaire – Board reviewed. Peter motioned to sign; Matt seconded; motion carried.
4.       Application Special Event Permit – Cold River Sports: Tabled for June 27, 2017 special meeting
5.       Hazard Mitigation Grant Program - Tabled for June 27, 2017 special meeting
6.       EC Fiber Town Green Request for July 20, 2017 – See Public Present #1
7.       TRORC Sub Grant Addendum – Demolition of 113 Park Place higher than original price quote. Peter motioned to approve the addendum with the cost adjustment; Matt seconded; motion carried.
8.      TRORC Grant Closure Notification – Tweed River Open Space design phase is final, no action required.
9.     TRORC Municipal Roads Grant in Aid Pilot Project – $4,200 grant with $840 match in cash or in-kind through the VT Department of Environmental Conservation to survey river and stream erosion awarded. Peter motioned to accept the grant; Matt seconded; motion carried.
10.   Vermont Agency of Natural Resources – Fire Warden Appointment: Peter motioned to re-appoint Ray Colton to the 5-year term as Fire Warden; Matt seconded; motion carried.
11.   Board of Listers Appointment Recommendation – Peter motioned to appoint Herb Kuendig to fulfill the vacant Lister position until Town Meeting 2018; Matt seconded; motion carried.
12.   2018 Better Roads Planning Service – Agreement from TRORC to improve roads. Peter motioned to accept the agreement; Matt seconded; motion carried.
13.    VT Farms Catering requests – Tabled for June 27, 2017 special meeting  

Upcoming Meeting Dates:  Special Meeting June 27, 2017 at 6:30 pm; Regular Meetings: July 18, 2017 at 6:00 pm and August 15, 2017 at 6:00 pm
 
Adjournment:  Peter motioned to adjourn the meeting at 8:18 p.m.; Matt seconded; all in favor.
 
Approved:  June 27, 2017                     Recorded by:  Tyna Gallagher    
 
Charles Piso

Matt Corron

Peter Borden