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
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
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