​DRAFT - PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                    April 17, 2018
PRESENT:             Charles Piso,  Ann Kuendig, Sarah Gallagher, Sue Wuerthele
 
AGENDA
 
Agenda Modifications: Correspondence #1 – VLCT Human Resource Workshop; Change New Businees #2 to Old Business #11 Health Officer Report; New Business #8 – Special Town Meeting Prep
 
Minutes Approval: Regular Meeting Minutes April 3, 2018; Special Meeting Minutes April 5, 2018 and April 16, 2018
 
Public Present:                 Sue Wuerthele, Health Officer
 
Correspondence:
1.VLCT Human Resource Workshop
 
Old Business:
1.Line striping
2.Loss control checklist
3.Control Technologies Contract
4.VHCB Management plan
5.Signs update
6.Clerk treasurer transition planning – anticipated executive session
7.Furnace room update
8.Fire house Parking letter update
9.Complete town appointments-Zoning Board of Adjustment
10.Bid Letter/review specs-Pittsfield Volunteer Fire Department
11.Health Officer Report
 
New Business:
1.Driveway Permit application- Alex Czaplicki
2.Health Officer Report – changed to Old Business #11
3.Local Emergency Operating Plan due by May 1
4.Summer Buildings Projects
5.Sample Capitol Planning Document Review
6.Town/neighborhood Yard Sale on the Green-June 2
7.Town Officer Education Conference Report
8.Special Town Meeting Prep
 
Next Meeting Date:  May 1, 2018
Adjournment
 
Meeting Opened, Minutes Approval & Agenda Modifications
Charlie motioned to open the meeting at 6:02 p.m., Ann seconded, meeting opened. All in favor of the agenda modifications:  Correspondence #1 VLCT Human Resource Workshop; New Business #8 Special Town Meeting. Charlie motioned to approve the minutes of the Regular Meeting held April 3, 2018; Ann seconded; minutes approved. Charlie motioned to approve the minutes of the Special Meeting held April 5, 2018; Ann seconded; minutes approved. Charlie motioned to approve the minutes of the Special Meeting held April 16, 2018; Ann seconded; minutes approved.
 
Public Present: Sue Wuerthele, Health Officer – See Old Business #11  

Correspondence
1.VLCT Human Resource Workshop – HR and Employment Law workshop June 5. No action.
 
Old Business:
1.Line striping – Charlie still working on getting information for this project.
2.Loss control checklist – Charlie is waiting for better weather to take photos of items that need to be fixed so he can get the right parts. Will update at a future meeting.
3.Control Technologies Contract – The board opted to approve the contract as they believe the mess in the furnace room was not created by CT. Charlie motioned to approve the contract; Ann seconded; motion carried.
4.VHCB Management plan – Charlie motioned to table this until Matt can be present as he has the arborist information; Ann seconded; motion carried.
5.Signs update – Charlie added the three signs and DOC will send an updated estimate.
6.Clerk treasurer transition planning – anticipated executive session – Charlie is looking into cost and vendor for background check. Charlie motioned to table any further discussions until Matt can be present; Ann seconded; motion carried.
7.Furnace room update – Charlie has reached out to the EC Fiber techs and they have not responded. Apparently outside contractors installed the Library service. Board secretary will send a letter to the CEO of EC Fiber on behalf of the board to try to get a resolution to this situation.
8.Fire house Parking letter update – Letters have been sent to Swiss Farm Market, Original General Store, Casa Bella, CV Oil and Greener Futures LLC asking them to inform their patrons and vendors that parking at the fire house, even for just a few minutes, is prohibited.
9.Complete town appointments-Zoning Board of Adjustment – Jen Howard declined her re-appointment to the Zoning Board of Adjustment. The board will work on finding another appointee. Mona Colton will be invited to fulfill the WRVA representative appointment.
10.Bid Letter/review specs-Pittsfield Volunteer Fire Department – Charlie motioned to table this topic tonight; Ann seconded; motion carried.
11.Health Officer Report - Sue Wuerthele gave a summary of the situation at 4 Leigh Kelly Drive. Sue has not heard back from Frank Sparrow, the property owner, since April 11. As of April 17 the tenants had several feet of water in the basement with electrical wires and switches underwater. The water so deep it flipped the pressure tank over. All the issues at this rental property have been on-going since the fall of 2017. Charlie motioned to authorize Sue to contact Mary Lou Scofield about the Emergency Health Order and how should she proceed with this situation; Ann seconded; motion carried. Charlie motioned to purchase a $100 gift card for Sue for all the extra work she has put in on this situation; Ann seconded; Sarah will take care of ordering the gift card with the town credit card.
 
New Business:
1.Driveway Permit application for Alex Czaplicki – Permit request for 38 Dagg Road reviewed by the board. George has reviewed and signed off on it as the Road Commissioner. Charlie motioned to approve the permit; Ann seconded; motion carried.
2.Health Officer Report – changed to Old Business #11
3.Local Emergency Operating Plan due by May 1 – Charlie and Patty completed the update and Charlie signed off on it.
4.Summer Buildings Projects – Charlie motioned to table this topic until Matt is present as he is working on this project; Ann seconded; motion carried.
5.Sample Capitol Planning Document Review – Charlie motioned to table this topic; Ann seconded; motion carried.
6.Town/neighborhood Yard Sale on the Green-June 2 – Sarah indicated she is in the process of organizing this and currently they are looking at June 9 as the date. Charlie motioned to approve the use of the Green for the town-wide yard sale; Ann seconded; motion carried.
7.Town Officer Education Conference Report – Ann has information to share from this conference on how to improve the Town Report as well as improve communications with townspeople.
8.Special Town Meeting Prep – Charlie and Ann reviewed the Communications Plan and Messaging materials in preparation for the May 16 Special Town Meeting. Ann will refine materials for the newspaper OpEd. The board will meet again Thursday April 19 to review and finalize materials and plan. An informational meeting is planned for Tuesday, May 8 at 6:30 p.m. in the Town Hall.
 
Next Meeting Date:  Regular Meeting scheduled for May 1, 2018 at 6:00 p.m.
 
Adjournment:  Charlie motioned to adjourn the meeting at 7:40 p.m.; Ann seconded; meeting adjourned.                                                                         
 
Approved Date: ___________                                                                 Recorded by: Tyna Gallagher
 
________________________
Charles Piso                       
 
________________________
Ann Kuendig 

​Minutes of the Special Meeting of the Pittsfield Select Board

DATE:  April 19, 2018 – 12 Noon

PRESENT:  Ann Kuendig, Charles Piso (via phone), Sarah Gallagher

Agenda

Agenda Modifications:  None

Charlie called the meeting to order at 12:19 p.m.

Work Session:
• Special Town Meeting.  Information pieces were re-worked and finalized and a distribution schedule was planned.
  
Next Meeting:  Tuesday, May 1, 2018, 6 p.m.

Adjournment:  Ann moved to adjourn at 1:38 p.m., seconded by Charlie.

Recorded by Sarah Gallagher

Approved:

By:

​Minutes of the Special Meeting of the Pittsfield Select Board
Monday, April 16, 2018, 9:00 am.
Pittsfield Town Office

Present:  Ann Kuendig, Charles Piso (via phone), Sarah Gallagher

Agenda

Agenda Modifications:  None

Work Session

1. Clerk/Treasurer Transition Planning – anticipated Executive Session
2. Special Town Meeting

Charlie phoned in and called the meeting to order at 9 a.m. and the Agenda was reviewed with no modifications. 

1. Clerk/Treasurer Transition Planning. Charles moved the Board enter Executive Session under Title 1 § 313(a) of the VT Statutes to discuss salary plans and completing the hiring process for the Town Clerk/Town Treasurer position, Ann seconded and the meeting entered Executive Session at 9:05 a.m. 
The Board exited Executive Session at 9:30 a.m. with the following noted: A salary plan was proposed with three review periods during the transition process. Ann moved and Charlie seconded to authorize the use of the Town’s credit card to pay for a background check.  Salary schedule will be finalized with the full board in attendance at the next meeting. 

2. Special Town Meeting. Discussion of the best and clearest ways to communicate to the taxpayers the Board’s position concerning the purchase of a replacement vehicle for the Pittsfield Volunteer Fire & Rescue ensued.  The desire is to clearly communicate the support of the Board for the eventual purchase of a vehicle to replace the tanker, as well as to be clear about the tax impact of the purchase going forward.  The Board discussed ways to engage and inform voters in support of a good voter turnout on May 16. 

Next Meeting: Tuesday, April 17, 6 p.m.

Adjournment: Motion to adjourn by Charlie, seconded by Ann, and the meeting adjourned at 11:35 a.m.

Recorded by Sarah Gallagher

Approved:     April 17, 2018

By:        Charles Piso
​              Ann Kuendig

 PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                 April 3, 2018
PRESENT:         Charles Piso, Matt Corron, Ann Kuendig via video conference, Patty Haskins, Arline and Jerry Drugonis, Herb Kuendig, George Deblon, Sarah Gallagher
 
AGENDA
 
Agenda Modifications: New Business #13 100 on 100 Relay race; and #14 Fenders for Loader
 
Minutes Approval: Regular Meeting Minutes March 20, 2018
 
Public Present:                   George Deblon
                                                Arline Drugonis
Correspondence:
1.TRORC LEOP Reminder
2.VLCT Newsletter
3.Vermont Humanities catalog
 
Old Business:
1.Line striping
2.Loss control checklist
3.Control Technologies Contract
4.VHCB Management plan
5.Signs update
6.Clerk treasurer transition planning – anticipated executive session
7.Furnace room update
8.Fire house Parking letter update
9.Complete town appointments
10.Library WiFi Policy
11.Bid changes Pittsfield Fire Department
12.Review Town Audit changes
 
New Business:
1.Bid Process Exploration Sand Shed
2.Thank you letter John Prendergast, Peter Borden and others
3.Local Emergency Operating Plan
4.Summer Buildings Projects
5.Liquor licenses Original General Store 2nd class,  Vermont Farms Catering 1st class
6.Clerk/Treasurer Report
7.Road Commissioner/Temporary Help wages
8.Petition for Reconsideration of Articles 11 and 12
9.Certificate of No Appeal or Suit Pending on 2017 Grand List
10.Sample Capital Planning Document
11.Re-designate official newspaper and 3 public places for posting
12.Summer use of The Green/Bandstand
13.100 on 100 Relay Race
14.Fenders for loader
 
Next Meeting Date:  April 17, 2018
Adjournment
 
Meeting Opened, Minutes Approval & Agenda Modifications
Charlie motioned to open the meeting at 6:01 p.m., Matt seconded, meeting opened. All in favor of the agenda modifications:  Old Business #8 Library WiFi Policy; New Business #2 Road Commissioner - Temporary Help Wages, #3 Fire house parking . Charlie motioned to approve the minutes of the Regular Meeting held March 13, 2018; Ann seconded; minutes approved. Charlie recused himself from Fire department business discussions and voting.
 
Public Present:                 George Deblon – See New Business #1, #7 and #14
                                                Arline Drugonis – See New Business #8
Correspondence
1.TRORC LEOP Reminder – The Local Emergency Operating Plan is updated annually and TRORC is reminding members to complete the update. See New Business #3.
2.VLCT Newsletter – April 2018 issue received.
3.Vermont Humanities catalog – Received the Spring 2018 newsletter and workshop catalog.
 
Old Business:
1.Line striping – Charlie motioned to table; Ann seconded; motion carried.
2.Loss control checklist – Charlie spoke with Wade Mazur from loss control and he recommends the Board pursue the high priority items. The items include fixing the loose bolts, fixing or replacing the slide, and address the playground surface material as it needs to be loosened and may need additional material. The board is also looking at installing a barrier such as a section of split rail fence between the parking lot and the playground.
3.Control Technologies Contract - Charlie motioned to table; Matt seconded; motion carried.
4.VHCB Management plan – Patty distributed copies for Board members to review and bring comments to the next board meeting.
5.Signs update – Charlie will add Fire Department No Parking signs and the Playground signs to the order. There are funds available in the budget line to cover the additional signs. He is still waiting for the invoice from the Corrections Department.
6.Clerk treasurer transition planning – anticipated executive session: Executive Session: Charlie motioned the Board enter Executive Session to discuss applicants for the Town Clerk/Town Treasurer position under Title 1 Section 313(a) of the VT Statutes; Matt seconded; the Board entered Executive Session at 6:35 p.m. Charlie motioned the Board exit Executive Session at 6:55 p.m.; Matt seconded; Executive Session ended. The Board decided to continue the discussion at the Special Select Board meeting in Executive Session on April 5, 2018.
7.Furnace room update - Charlie motioned to table; Matt seconded; motion carried.
8.Fire House parking letter update – Board Secretary will draft a letter to be sent to local business regarding parking in the Fire House parking lot. Businesses to include: Swiss Farm Market, CV Oil, Original General Store, Casa Bella and Greener Futures LLC.
9.Complete town appointments – Charlie motioned to appoint Cathy Capetta to the Local Emergency Planning Commission; Matt seconded; motion carried. The WRVA representative position remains unfilled at this time.
10.Library WiFi Policy – Matt motioned to approve the policy outlining the usage of Wi-Fi in the Library; Charlie seconded; motion carried.
11.Bid changes Pittsfield Fire Department – The Board will continue to review the final bid document that was updated by Caleb Hawley and work on the cover letter.
12.Review Town Audit changes – Charlie motioned to add the Fire Department and the Trustees of Public Funds to the town audit for the additional fee quoted by Jeff Bradley; Matt seconded; motion carried.
 
New Business:
1.Bid Process Exploration Sand Shed – Draft reviewed and modified. The bid will be posted on the town website and advertised in the local papers in addition to mailing to several contractors.
2.Thank you letter John Prendergast, Peter Borden and others. Board Secretary will send a Thank You letter on behalf of the board to those that have resigned from their appointed positions.
3.Local Emergency Operating Plan – Patty and Charlie will review April 4th and present at the next board meeting for final approval.
4.Summer Buildings Projects – Matt will review the list of projects and will present priorities for work to be done at the next meeting.
5.Liquor licenses Original General Store 2nd class,  Vermont Farms Catering 1st class – Charlie motioned to approve the 2nd class liquor license renewal for the Original General Store; Matt seconded; motion carried. Charlie motioned to approve the 1st class liquor license renewal for Vermont Farms Catering; Ann seconded; motion carried.
6.Clerk/Treasurer Report – Quarterly financials were reviewed and all in order.
7.Road Commissioner/Temporary Help wages – George has requested to keep his wage at the 2017 level and put his increase towards the Temporary Help wage. Charlie motioned to accept the request from George allowing the 35 cents an hour increase to be added to the Temporary Help hourly wage; Ann seconded; motion carried.
8.Petition for Reconsideration of Articles 11 and 12 – Patty received the petition March 29, 2018 and has certified that it is valid. The vote has to be held within 60 days of receipt of the petition. The Special Town Meeting is tentatively May 15, 2018 at 7:00 p.m. Patty will draft the warning and the board will finalize and sign at a Special Select Board meeting on April 5, 2018.
9.Certificate of No Appeal or Suit Pending on 2017 Grand List – There are no appeals or suits pending. The Board signed the certificate.
10.Sample Capital Planning Document – Patty shared a sample Capital Program and Budget Policy document for the Town of Coventry via e-mail to the Board members on March 19th to use as guideline for developing a policy for Pittsfield. Topic to be explored further at a future meeting.
11.Re-designate official newspaper and 3 public places for posting - Matt motioned to keep the Rutland Herald as the official newspaper and to continue using the three current bulletin boards in town (Town Clerk bulletin board, Town Office Building bulletin board and Swiss Farm Market bulletin board) for posting town business; Charlie seconded; motion carried.
12.Summer use of The Green/Bandstand – Matt was asked about using this space in the summer on Sunday afternoons for music and possibly a farmer’s market. Anyone using town facilities for private functions needs their own liability insurance. Matt will relay this information.
13.100 on 100 Relay Race – Organizers are requesting permission to ride through Pittsfield on Saturday August 18, 2018. Approved by the Board.
14.Fenders for loader – George is requesting approval to purchase hinged rear fenders for the new loader. These will help keep dirt and water from spraying all over the loader and engine compartment. Nortrax sells these for $2,200. Charlie motioned for George to purchase fenders for the loader; Matt seconded; motion carried.
 
Next Meeting Date:  Regular Meeting scheduled for April 17, 2018 at 6:00 p.m.
Adjournment:  Charlie motioned to adjourn the meeting at 8:10 p.m.; Matt seconded; meeting adjourned.                                                                        
Approved:  April 17, 2018
By: Charles Piso                                            Recorded by: Tyna Gallagher
      Ann Kuendig

DRAFT  Minutes of the Pittsfield Select Board Special Meeting, April 5, 2018, 8:30 a.m.

DATE: 5 April 2018

PRESENT:Charles Piso, Matt Corron, Ann Kuendig, Patty Haskins, Sarah Gallagher, George Deblon

AGENDA
Agenda Modifications:  None
Business:
1.  Special Meeting Warning
2.  Sand Shed Bid Process
3.  Clerk/Treasurer Transition Planning – Anticipated Executive Session

Charles called the meeting to order at 8:35 a.m. and  proceeded to Item 2 on the agenda since George was present and needed to get back out to clear roads of downed trees.

2.  Sand Shed Bid Process. The pre-bid meeting will be on April 17 at 9 a.m. at the Town Garage.  Bids will be due on May 1 and opened at the Select Board Meeting on the same date. George and Herb Kuendig will review bids and make a recommendation to the Select Board and the bid will be awarded at the May 15 Select Board meeting. Charles moved  to accept the language of the bid documents and ad  as presented and to proceed with publication, seconded by Ann, passed unanimously.

1. Special Meeting Warning.  Following some discussion, Charlie moved  to approve the Special Town Meeting Warning as corrected, contingent upon the availability of the Moderator on May 16. Seconded by Matt, the motion passed.  Patty will contact George Deblon to confirm his availability.

3. Clerk/Treasurer Transition Planning.  Charles moved the Board enter Executive Session to review applicants for the Town Clerk/Town Treasurer position under Title 1 Section 313(a) of the VT Statutes, Ann seconded, and the Board entered Executive Session at 10:50 a.m. Charlie motioned the Board exit Executive Session at 11:36 a.m., Matt seconded, and the Board exited Executive Session.  Charles moved the Board make an offer, pending the results of a background check, seconded by Ann, motion passed.

Next meeting dates:  Special Meeting on April 12, 2018, at 9 a.m., Regular Meeting on April 17, 2018, at 6 p.m.

Adjournment: Motion to adjourn at 11:42 a.m. by Charles, seconded by Ann.

Approved: April 17, 2018                                                                      Recorded by Sarah Gallagher
By:  Charles Piso
        Ann Kuendig

PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                    March 20, 2018
PRESENT:             Charles Piso, Matt Corron, Ann Kuendig, Patty Haskins, Bill Oren, Dave Colton, 
Caleb Hawley
 
AGENDA
 
Agenda Modifications: Old Business #8 Library Wi-Fi Policy; New Business #2 Road Commissioner -Temporary Help Wages, #3 Fire house parking
 
Minutes Approval: Regular Meeting Minutes March 13, 2018
 
Public Present:                    Bill Oren – Parking in front of firehouse
                                                Dave Colton & Caleb Hawley – Bid Process Exploration
Correspondence
1.Act 250 Amendment application
2.Control Technologies HVAC  price increase
3.Norwich Solar Tech
4.VT Rural Fire Protection Task Force
 
Old Business:
1.Line striping
2.Loss control checklist
3.Control Technologies
4.VHCB Management plan
5.Signs update
6.Clerk/Treasurer transition planning
7.Furnace room update
8.Library Wi-Fi Policy
 
New Business:
1.Bid Process exploration
2.Road Commissioner - Temporary Help Wages
3.Fire house parking
 
Next Meeting Date:  April 3, 2018
Adjournment
 
Agenda Modifications & Minutes Approval:
Charlie motioned to open the meeting at 6:01 p.m., Matt seconded, meeting opened. All in favor of the agenda modifications:  Old Business #8 Library WiFi Policy; New Business #2 Road Commissioner - Temporary Help Wages, #3 Fire house parking . Charlie motioned to approve the minutes of the Regular Meeting held March 13, 2018; Ann seconded; minutes approved. Charlie recused himself from Fire department business discussions and voting.
 
Public Present:                    Bill Oren – Parking in front of firehouse – see New Business #3
                                                Dave Colton & Caleb Hawley – see New Business #1 Bid process exploration

Correspondence:
1.Act 250 Amendment Application – Attorneys representing Joe and Ellen Naser submitted a response to the Commission regarding Riverside Farm application on February 13, 2018. Donna Brown also submitted a response to the Commission on March 1, 2018.
2.Control Technologies HVAC price increase – Hourly rates will be increasing effective 4/1/2018.
3.Norwich Solar Tech – Solicitation, pass along to the Planning Commission.
4.VT Rural Fire Protection Task Force – 2018 Hydrant grant program information received.
 
Old Business:
1.Line striping – Charlie has contacted a possible vendor. He will also contact Peter Borden and Roger or Joyce Stevens to find out who they use for this service. Pursue possible cost savings by grouping all projects together.
2.Loss control checklist – Charlie motioned to table the topic; Matt seconded; tabled.
3.Control Technologies – They are concerned the town thinks they made the mess in the furnace room. Charlie is still waiting to hear back from EC Fiber.
4.VHCB Management plan – Peter forwarded to Patty. It has been distributed to the board for review before the next meeting. Charlie motioned to table the topic; Ann seconded; tabled.
5.Signs update – Still waiting for the invoice from the State.
6.Clerk/Treasurer transition planning – Executive Session: Ann motioned the Board enter Executive Session to review applicants for the Town Clerk/Town Treasurer position under Title 1 Section 313(a) of the VT Statutes; Matt seconded; the Board entered Executive Session at 9:30 p.m. Charlie motioned the Board exit Executive Session at 10:10 p.m.; Matt seconded; Executive Session ended. Charlie motioned to re-open the regular meeting session at 10:10 p.m.; Matt seconded; the regular meeting session resumed. Charlie motioned to run another round of ads and include the VT Standard; Ann seconded; motion carried. Patty will update the ad noting applications will be accepted until the position is filled. She will post with the Mountain Times, The Herald of Randolph and the VT Standard; and update the ad on the town website. Charlie will contact the applicants to start the interview process on March 27, 2018. Board members will review interview materials and formulate questions. Charlie will contact VLCT about background checks on applicants.
7.Furnace room update – see Old Business #3
8.Library Wi-Fi Policy - Charlie motioned to table the topic; Matt seconded; tabled.
 
New Business:
1.Bid Process exploration – This discussion took over 2 hours thus the reason for several items to be tabled. The board reviewed a two page document of items to clarify with Dave and Caleb in order to work on a draft bid letter to accompany the bid document. Charlie recused himself from the discussion. They also compared and updated information in the bid document. Caleb will provide an updated document. Ann motioned to have the town attorney review the draft bid letter; Matt seconded; motion carried. Dates will be set after the attorney approves the bid letter. Ann will contact VLCT to find out what they recommend for the title, registration and insurance of the fire truck.
2.Road Commissioner - Temporary Help Wages - Charlie motioned to table the topic; Matt seconded; tabled.
3.Fire house parking – Bill states vehicles are parked in front of the fire house regularly and it is a liability. He suggests more signs and put in some type of barrier (railroad ties) to block access. Caleb has contacted the State Police to no avail. The town does not have police enforcement. A barrier would impede PVFD personnel. PVFD will discuss at their meeting, will verify signage and will talk to Killington Towing about swinging by fire house when they are in town to tow violators. The board discussed sending a letter to local businesses to inform their patrons not to park at the fire house.
 
Next Meeting Date:  Regular Meeting scheduled for April 3, 2018 at 6:00 p.m.
 
Adjournment:  Charlie motioned to adjourn the meeting at 10:20 p.m.; Ann seconded; meeting adjourned.
 
Approved:  April 3, 2018                                                        Recorded by:  Tyna Gallagher    
 
Charles Piso
Matt Corron
Ann Kuendig

PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                    March 13, 2018
PRESENT:             Charles Piso, Matt Corron, Ann Kuendig, Patty Haskins, Dave Colton, Greg Martin,
Caleb Hawley
 
AGENDA
Agenda Modifications: Correspondence #8 VLCT Govt Accounting & Auditing Symposium, #9 TRORC Parmenter Place, and #10 PR Russell solicitation; Old Business #6 Library WiFi, #7 Health Officer Report – 4 Leigh Kelly Drive, and #8 VHCB Management Plan; New Business #10 Clerk/Treasurer applications, #11 John Prendergast resignation, and #12 Town Audit bid opening.
 
Minutes Approval: Regular Meeting Minutes February 20, 2018; Special Meeting Minutes February 22, 2018
 
Public Present:     Mike Wuerthele – Gaziano barn clean up
                                 Bill Oren – Parking in front of firehouse
 
Correspondence:
1.VLCT NEWS
2.MAC Workshop - Effective Interviewing
3.District 3 Environmental Commission
4.Nct Concept tools
5.Prevent Child Abuse
6.ACTR Annual Report
7.Capstone Community Report
8.VLCT Govt Accounting & Auditing Symposium
9.TRORC Parmenter Place
10.PR Russell solicitation
 
Old Business:
1.Line striping
2.231 Cahill Rd
3.Control Technologies
4.Speed assessment
5.Signs update
6.Library WiFi
7.Health Officer Report – 4 Leigh Kelly Drive
8.VHCB Management Plan
 
New Business:
1.Select Board reorganization
2.Adopt Conflict of Interest Policy
3.Adopt Select Board Rules of Procedure
4.2018 liquor licenses renewal Clear River Tavern, Casa Bella, Swiss Farm Market
5.Parking in front of fire house
6.Gaziano Barn clean up
7.Town official appointments
8.Clerk / Treasurer Report
9.Pumper/tanker purchase - assign dates for open and closing of bid process
10.Clerk/Treasurer applications
11.John Prendergast resignation
12.Town Audit bid opening.

Next Meeting Date:  March 20, 2018
Adjournment
 
Agenda Modifications & Minutes Approval:
Charlie motioned to open the meeting at 6:04 p.m., Matt seconded, meeting opened. All in favor of the agenda modifications: Correspondence #8 VLCT Govt Accounting & Auditing Symposium, #9 TRORC Parmenter Place, and #10 PR Russell solicitation; Old Business #6 Library WiFi, #7 Health Officer Report – 4 Leigh Kelly Drive, and #8 VHCB Management Plan; New Business #10 Clerk/Treasurer applications, #11 John Prendergast resignation, and #12 Town Audit bid opening. Charlie motioned to approve the minutes of the Regular Meeting held February 20, 2018; Matt seconded; minutes approved. Charlie motioned to approve the minutes of the Special Meeting held February 22, 2018; Matt seconded; minutes approved.
 
Public Present:    Mike Wuerthele – Gaziano barn clean up – see New Business #6
                                Bill Oren – Parking in front of firehouse – see New Business #5 Mr. Oren was not present to discuss, topic tabled.
 
Correspondence:
1.VLCT NEWS – March issue received
2.MAC Workshop - Effective Interviewing: VLCT webinar March 15, 2018 from 12 – 1:00 p.m.
3.District 3 Environmental Commission – Notice that final comments re: Riverside Farm application due 3/8/18
4.NCT Concept tools - solicitation
5.Prevent Child Abuse – Fundraising event, $1.00 pinwheels, forward to Library
6.ACTR Annual Report – Stage Coach 2017 annual report
7.Capstone Community Report – 2017 annual report
8.VLCT Govt Accounting & Auditing Symposium on March 27, 2018, all-day training
9.TRORC Parmenter Place – notice informing town the grant is closed as of 2/28/18 for 6 and 11 Parmenter Place and 2335 and 3604 VT Route 100.
10.PR Russell solicitation – vendor of playground supplies
 
Old Business:
1.Line striping – Park & Ride and Town parking spaces need to have lines re-painted. Charlie will contact Joyce or Roger Stevens to find out if they will be re-painting their lines at the Swiss Farm Market. May be able to combine the two jobs at the same time to save money.
2.231 Cahill Rd – The town received an anonymous complaint. Patty filed an Environmental Violation Report to the Agency of Natural Resources to investigate the situation as reported to the town.
3.Control Technologies – They plan to be on-site March 22 or 23. Charlie will talk to them about the problem in the utility room. Charlie will also speak to ECFiber and Betty Warner. Trying to narrow down who cut the hole in the ceiling and removed insulation from the pipe.
4.Speed assessment – VTrans responded to the request: “” The Planning Commission can pursue the signs. Charlie has sign information to share with them.
5.Signs update – The State requires payment up front. Charlie will submit invoice to Patty for payment. It takes 6 weeks from payment to produce the signs.
6.Library WiFi – Becky Donnet moved the town office to its own router. The Library is on a separate router. Patty will contact Becky with specific instructions on password protection, days and times of operation, etc. Patty will draft a simple policy for the board to review and will get more information on programming options for the Library router.
7.Health Officer Report – 4 Leigh Kelly Drive: Sue has spent a great deal of time on this situation, trying to determine what is actually happening as the various parties involved do not share the same story. The Fire Marshal had given the property owner 30 days to comply and it has been 60 days with no enforcement on his part. Charlie motioned to have Sue contact the town attorney to write a stern letter to the Fire Marshal to resolve this situation; Matt seconded; motion carried. The board asked Sue to keep them informed of the situation.
8.VHCB Management Plan – Charlie asked Peter Borden for the document and has not received it yet. He will follow-up with Peter.
 
New Business:
1.Select Board reorganization – Matt motioned for Charlie to continue as Chair; Charlie seconded; motion carried. Matt motioned to continue as Vice-Chair; Charlie seconded; motion carried. Matt motioned to authorize Ann to sign orders; Charlie seconded; motion carried. Charlie motioned to authorize Matt to sign orders in Ann’s absence; Matt seconded; motion carried. Matt motioned to authorize Charlie to sign orders in the event both Ann and Matt are not available; Charlie seconded; motion carried.
2.Adopt Conflict of Interest policy – Matt motioned to adopt the Conflict of Interest Policy; Charlie seconded; motion carried.
3.Adopt Select Board Rules of Procedure - Matt motioned to adopt the Select Board Rules of Procedure; Charlie seconded; motion carried.
4.2018 liquor licenses renewal Clear River Tavern, Casa Bella, Swiss Farm Market: Matt motioned to approve the renewal of the First Class Liquor License and Outside Consumption License for Clear River Tavern; Charlie seconded; motion carried. Matt motioned to approve the renewal of the First Class Liquor License and Outside Consumption License for Casa Bella; Charlie seconded; motion carried. Matt motioned to approve the renewal of the Second Class Liquor License Swiss Farm Market; Charlie seconded; motion carried.
5.Parking in front of fire house - Mr. Oren was not present to discuss, topic tabled.
6.Gaziano Barn clean up – Charlie spoke with Mr. Gaziano and the clean-up was scheduled however with the thaw was too swampy for equipment to access the area. Once the snow melts and the ground dries up the clean-up will commence.
7.Town Official appointments – The Board reviewed the list of appointees and will appoint all incumbents except for Tree Warden, Emergency Management Coordinator and WRVA Rep as they have resigned or declined in advance. Jeremy Rayner will be appointed as Tree Warden; Charles Piso and Herb Kuendig will be appointed as co-coordinators for Emergency Management; and a WRVA Rep will be determined in the near future. Secretary requested additional pay for extra correspondence. Charlie motioned to authorize additional pay; Matt seconded; motion carried. Patty distributed the approved Wage Guidelines effective 3/11/18.
8.Clerk / Treasurer Report – The Board reviewed the January & February financials. All in order.
9.Pumper/tanker purchase - assign dates for open and closing of bid process – Bid letter and specifications will be sent out to three vendors. The goal is to review a draft letter by the next Board meeting with a bid due date of April 17, 2018.  The Fire Department committee consisting of Chief Dave Colton, Assistant Chief Greg Martin and Captain Caleb Hawley will review the bids to be sure all the specs are addressed before the bid is awarded. They plan to award the bid within 24 hours. Patty will contact Mascoma and Northfield for updated loan rates. Caleb will pursue updated leasing information. Charlie will contact VLCT for wording and sample bid letter to help develop the bid package as it is important to include all the key items.  Charlie reminded
the committee they will be responsible for making regular inspections of the work as the pumper/tanker is being built.
10.Clerk/Treasurer applications – 2 applications have been received and there have been some inquiries. The deadline to apply is March 15, 2018 at 5:00 p.m.
11.John Prendergast resignation – He has resigned as the WRVA Representative as he is moving out of Pittsfield.
12.Town Audit bid opening – 3 firms out of 7 submitted bids for the Town Audit. Batchelder Associates from Barre $11,000; Sullivan & Powers from Montpelier $14,000; and Bradley Associates from Essex Junction $5,440. Ann recused herself from the vote as she is a client of Bradley Associates. Charlie motioned to accept the bid of $5,440 from Bradley Associates to conduct the Town Audit; Matt seconded; motion carried. Matt motioned for Ann to contact the State Auditor for information on handling accounting of town funds; Ann seconded; motion carried.
 
Next Meeting Date:  Regular Meeting scheduled for March 20, 2018 at 6:00 p.m.
 
Adjournment:  Matt motioned to adjourn the meeting at 9:15 p.m.; Charlie seconded; meeting adjourned.
 
Approved:  March 20, 2018              Recorded by:  Tyna Gallagher    
 
Charles Piso
 
Matt Corron
 
Ann Kuendig

​PITTSFIELD SELECT BOARD SPECIAL MEETING MINUTES
 
DATE:                          February 22, 2018     
 
PRESENT:        Peter Borden, Charles Piso, Matt Corron, Patty Haskins
 
AGENDA:
Agenda Modifications:  Old Business #3 Town Clerk and Treasurer Job Description; Old Business #4 ECFiber - Library and Town Office
Public Present:  None
Old Business: 
1.      Transition Planning
2.      Town Meeting Preparation
3.      Town Clerk and Treasurer Job Description
4.      ECFiber – Library and Town Office
Next Meeting Date:  March 13, 2018
Adjournment:
 
Charlie motioned to open the meeting at 8:10 am.  Peter seconded.  Meeting opened. 
 
Agenda Modifications:
Agenda modifications added:  Old Business #3 Town Clerk and Treasurer Job Description; Old Business #4 ECFiber - Library and Town Office.  Peter motioned to approve the agenda modifications.  Matt seconded.  Agenda modifications approved. 
 
Old Business:
1.      Transition Planning – The Select Board made some minor modifications to the four page employment application from VLCT.  They also discussed the process for applying for the Town Clerk and Treasurer position, advertising and interviewing.  Charlie will set up Google Docs to use in the hiring process.  The Board discussed the need for a background check.  The first round of advertising will go out the first week in March with an application deadline of 5 pm on March 15, 2018.  Applications will be reviewed on March 20 with the interview period starting March 27, 2018.  Patty will place ads with the 3 local newspapers, post ads locally, post on the website and prepare employment application packets. 
2.      Town Meeting Preparation – The Select Board used the Town Report to review fund balances, revenues and receipts, budgets, budget summary and the anticipated tax rate in preparation for Town Meeting.
3.      Town Clerk and Treasurer Job Description – The Select Board reviewed the job description, discussed prorated holidays and sick/personal days.  Charlie motioned to approve the Town Clerk and Treasurer Job Description with the prorated holidays and sick/personal days.  Peter seconded.  Motion carried.
4.      ECFiber – Library and Town Office – Becky Donnet sent an email to clarify the Library ECFiber connection and municipal data safety.  Peter motioned to approve the library connection.  Seconded by Matt.  Motion carried.
 
Next Meeting Date:  The next regular meetings of the Select Board are scheduled for March 13 and March 20, 2018 at 6 pm at the Town Office.
 
Adjournment:  Peter motioned to adjourn the meeting at 10:30 am.  Seconded by Matt.  Meeting adjourned at 10:30 am.
 
Approved: March 13, 2018                          Recorded by:  Patricia S. Haskins
                                                      
Charles Piso, Chair                                                                                     

Matt Corron

Peter Borden

PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                    February 20, 2018
PRESENT:             Peter Borden, Charles Piso, Matt Corron, Patty Haskins, Jeremy Rayner
 
AGENDA
Agenda Modifications: Old Business #5 EC Fiber-Library & Town Office; Old Business #6 Town Meeting Preparations; Old Business #7 Boulders at 113 Park Place; Old Business #8 Loss Control-Playground; Old Business #9 Route 100 & Village Green water solution; New Business #5 Red Cross Blood Drive
 
Minutes Approval: Regular Meeting Minutes February 6, 2018
 
Public Present:
 
Correspondence:
1.Spring Select Board Institute
2.District 3 Environmental Commission
3.Planning Commission letter
4.VT State Highway Quit Claim
5.Town of Pittsfield perpetual care donations
 
Old Business:
1.VHCB Management plan
2.Waste water system permit
3.Update Control Technologies and sign off contract
4.Clerk /Treasurer position and posting discussion
5.EC Fiber-Library & Town Office
6.Town Meeting Preparations
7.Boulders at 113 Park Place
8.Loss Control-Playground
9.Route 100 & Village Green water solution
 
New Business:
1.Procurement policy discussion - Department Dissemination
2.Richard Luna Stockbridge Surveyor
3.Contracting of arborist for open space
4.Clerk/Treasurer Report
5.Red Cross Blood Drive
 
Next Meeting Date:  To be determined
 
Adjournment:
 
Agenda Modifications & Minutes Approval:
Charlie motioned to open the meeting at 6:05 p.m., Peter seconded, meeting opened. Agenda modifications added: Old Business #5 EC Fiber-Library & Town Office; Old Business #6 Town Meeting Preparations; Old Business #7 Boulders at 113 Park Place; Old Business #8 Loss Control-Playground; Old Business #9 Route 100 & Village Green water solution; and New Business #5 Red Cross Blood Drive. Peter motioned to approve the minutes of the Regular Meeting held February 6, 2018; Charlie seconded; minutes approved.

Correspondence:
1.Spring Select Board Institute – Will be held March 24th and Charlie plans to attend. Needs to register.
2.District 3 Environmental Commission – Riverside Farm submitted responses to Hearing Recess Order #2 regarding the design of the Groom’s Cabin, the design of proposed fence and designation of parking area. Documents to be filed.
3.Planning Commission letter – Request to Agency of Transportation to lower the Village speed limit must come from the Select Board. Suana provided information to include with the request. Secretary will craft letter and forward to Patty for the board to sign and then she will send electronically to Amy Gamble, Traffic Operations Engineer.
4.VT State Highway Quit Claim – Regarding the Open Space trees: State is requiring the town to contract with an insured arborist to warranty the trees. Matt will contact the company that has been caring for the trees.
5.Town of Pittsfield perpetual care donations – The funds will go in as revenue to the cemetery. Henry has provided Patty with the amount for this year along with an estimate for next year.
 
Old Business:
1.VHCB Management plan – Peter had outlined a plan. He will locate the document and share with the board to review and finalize at a future meeting.
2.Waste water system permit – WW3-2762 for 2238 Upper Michigan Road to subdivide property into two parcels. File.
3.Update Control Technologies and sign off contract – Charlie contacted them again to look at damage and clean it up. The board will not sign off on a contract until this is resolved.
4.Clerk /Treasurer position and posting discussion - The Board will have a working meeting at 8:00 a.m. on Thursday February 22, 2018 to review job descriptions, print and electronic ads, application form and holidays.
5.EC Fiber-Library & Town Office – Becky Donnet received a response stating one ONT modem is used however each location has a port. Patty will ask Becky for a translation to be sure this will be secure for the town.
6.Town Meeting Preparations – The Board will have a working meeting at 8 am on Thursday February 22, 2018 to review materials and the town report if it is back from the printer. Peter motioned to allow Charlie to speak to the media on their behalf; Matt seconded; motion carried.
7.Boulders at 113 Park Place – Boulders are still staged. Charlie has been in contact with Casella’s. They have been waiting for the ground to settle. Re-visit this at the end of April/early May. Need to coordinate with George to move tree that is blocking access.
8.Loss Control-Playground – Peter and Charlie have talked to George about the fence. They will work on other items that need to be addressed to be in compliance and eligible for PACIF Grants.
9.Route 100 & Village Green water solution – Re-visit setting up a meeting with AOT engineer to review issues in this area so the state can include solutions in paving plan. Set for May.
 
New Business:
1.Procurement policy discussion - Department Dissemination: The process began in April 2017 and the policy was adopted by the Board in January 2018. Patty will distribute the policy to all departments including highway, cemetery, parks and recreation, fire and rescue, library, planning commission, listers and the health officer.
2.Richard Luna Stockbridge Surveyor – He is working on project researching the Stockbridge line. This means he will need to research the Pittsfield side as well. He is willing to share the information if the board will waive the $2/hour research fee and $1/copy fee. Charlie motioned to waive the fees in exchange for the information; Peter seconded; motion carried.
3.Contracting of arborist for open space – See Correspondence #4
4.Clerk/Treasurer Report – Reviewed new colored ballot system for Town Meeting.
5.Red Cross Blood Drive – DelRae contacted Matt about hosting a blood drive in town. The board is in support of this and Matt will contact DelRae to ahead with scheduling one possibly in May.
 
Next Meeting Date:  Regular Meetings are scheduled for March 13 and 20, 2018 at 6:00 p.m.
 
Adjournment:  Peter motioned to adjourn the meeting at 7:28 p.m.; Charlie seconded; meeting adjourned.
 
Approved:  March 13, 2018                                        Recorded by:  Tyna Gallagher    
 
Charles Piso:     
  
Matt Corron:     

Peter Borden:  

PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                    February 6, 2018
PRESENT:             Peter Borden, Charles Piso, Matt Corron, Patty Haskins, Suana Rubin, Sarah Gallagher, Colleen Wilcox
AGENDA
Agenda Modifications: Old Business #6 – EC Fiber-Library Connection; New Business #8 – Library Trustee Resignation
 
Minutes Approval:  Regular Meeting January 16, 2018; Special Meeting January 25, 2018
 
Public Present:  Planning Commission
 
Correspondence:

1. Vermont Municipal Treasurers Association
2. Norwich Solar Tech
3. Interagency Flooding Seminar
4. TRORC project priorities
5. District 3 Environmental Commission
6. VLCT news

 
Old Business:

1. Certificate of Highway mileage
2. Control Technologies Contract
3. Signs Update
4. Update on TO/TH
5. Request for Proposals for Audit Services
6. EC Fiber-Library Connection

 
New Business:

1. Municipal wastewater Doc reimplementation
2. Municipal Roads Doc MRGP implementation by July 31, 2018
3. Transition update
4. Update town report printing status
5. Select Board statement Town Meeting
6. Clerk/Treasurer Report
7. Speed Limit
8. Library Trustee Resignation

 
Next Meeting Date:  February 20, 2018
 
Agenda Modifications & Minutes Approval:
Charlie motioned to open the meeting at 6:02 p.m., Matt seconded, meeting opened. Agenda modifications added: Old Business #6 –– EC Fiber-Library Connection; New Business # 8 – Library Trustee Resignation. Peter motioned to approve the minutes of the Regular Meeting held January 16, 2018; Charlie seconded; minutes approved. Peter motioned to approve the minutes of the Special Meeting held January 25, 3018; Charlie seconded; minutes approved.

Public Present:  
1.Planning Commission members Suana Rubin, Sarah Gallagher and Colleen Wilcox in attendance. They would like to address the issue of excessive speed through town and are willing to pursue with approval from the Select Board. Town Plans are now updated every 8 years so the commission has time to contact the appropriate agencies, gather traffic study information and speed signs. The Board and the Commission would like the speed through the village reduced to 25 mph. In the recent past the Board marked a map with various speed zones through town. Patty will locate the map and share with the Commission. The Board is in favor of having the Planning Commission take on this task.
 
Correspondence:

1. Vermont Municipal Treasurers Association – Patty shared an example of a job position they were advertising to help the Board. File with Clerk/Treasurer search information.
2. Norwich Solar Tech – solicitation; no action.
3. Interagency Flooding Seminar – Agency of Natural Resources is hosting seminars throughout the state in February to help towns prepare for spring flooding and take proactive measures.
4. TRORC project priorities – The bridge at Lower Michigan Rd and Route 100 is slated for replacement in 2019. Paving Route 100 from Killington to the junction of VT 107 in Stockbridge is slated for 2020.
5. District 3 Environmental Commission – Application 3W0948-3 Riverside Farm second hearing on January 16, 2018 was recessed pending submittal if additional information by the Parties.
6. VLCT News – February issue has been received.

 
Old Business:

1. Certificate of Highway Mileage – Patty and George reviewed the changes that included a tiny section of the Village Green and TH #15. The Board signed off on the document
2. Control Technologies Contract – Annual maintenance agreement received. Charlie is waiting to hear back from CT about the sheetrock and insulation that was damaged in the boiler room. He called them on January 31 and has not heard back. No agreement until the damage is addressed.
3. Signs Update – The Dept. of Corrections is processing the order and the signs should be in before Town Meeting.
4. Update on TO/TH (Town Office/Town Hall) – The winter alarm issue has been resolved by installing a new thermometer. See OB#2 for TO update.
5. Request for Proposals for Audit Services – Patty has found 7 companies to contact for auditing services. The bids are due March 13, 2018.
6. EC Fiber-Library Connection - Becky Donnet has requested EC Fiber to provide her in writing how the connection will be installed, that it is completely separate from the town office connection and guarantee no one can access the town office network while using the library network. Waiting for a response from EC Fiber.

 
New Business:

1. Municipal Wastewater Doc reimplementation – Agency of Natural Resources is asking if municipalities would like to take back the issuance of Wastewater Permits and Potable Water Supply Permits. Charlie motioned that the town does not want to take back the issuance of Wastewater Permits and Potable Water Supply Permits; Matt seconded; motion carried.
2. Municipal Roads Doc MRGP implementation by July 31, 2018 – Agency of Natural Resources has issued a State Standards Compliance Schedule for municipal roads and storm water drainage. Charlie will talk to George to find out the status of meeting the first deadline.
3. Transition update – The first ad for Clerk/Treasurer position is scheduled for February 26, 2018. Patty shared a document with detailed information on “How to Hire Well”. It includes two application examples and the Board will review/note changes so Patty can customize for Pittsfield.
4. Update town report printing status – The report is at the print shop.
5. Select Board statement Town Meeting – Preparations for Town Meeting will be reviewed at the next meeting February 20, 2018. Tabled for tonight.
6. Clerk/Treasurer Report – Patty reviewed the Monthly Balance Sheets and Income & Expense Reports. All in order.
7. Speed Limit – See Public Present
8. Library Trustee Resignation – Karen Butterhof Waterworth has submitted her resignation as a Library Trustee as she no longer lives in Pittsfield.

 
Next Meeting Date:  Regular Meeting February 20, 2018 at 6:00 p.m.
 
Adjournment:  Peter motioned to adjourn the meeting at 7:15 p.m.; Charlie seconded; meeting adjourned.
 
Approved:  February 20, 2018                                      Recorded by:  Tyna Gallagher    
 
Charles Piso:     
 
Matt Corron:     
 
Peter Borden: