​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: