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