PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                    January 22, 2019
PRESENT:             Charles Piso, Matt Corron, Ann Kuendig, Trish Fryer, Susie Martin, Carl Oertel,
                              George Deblon
 
AGENDA
Agenda Modifications: Old Business 3 & 4; and New Business 2, 3 & 4
 
Minutes Approval: Regular Meeting Minutes January 8, 2019; Special Meeting January 16, 2019
 
Public Present:  Susie Martin, Carl Oertel, George Deblon
 
Correspondence:
1.       Trustees of Public Funds Reports
2.       Dept. of Motor Vehicles-Automated Vehicle Inspection Program
3.       VLCT-Weekly Legislative Report
4.       PACIF Grants
 
Old Business:
1.Highway Mileage
2.Sand Shed Project Management Services Contract
3.Upper Michigan Road
4.Fire Truck Financing
 
New Business:
1.       Historical Society
2.       Appointment of Library Trustee – Amanda Barrett
3.       Town Clerk/Treasurer Report
a.       Financials
b.      Budget
c.       Town Report
4.       Board letter for Town Report
 
Next Meeting Dates:      February 5, 2019
 
Adjournment
Meeting Opened, Minutes Approval & Agenda Modifications
Charlie motioned to open the meeting at 6:04 p.m., Ann seconded, meeting opened. All in favor of the agenda modifications:  Old Business #3 – Upper Michigan Road; #4 – Fire Truck Financing; New Business #2 – Appointment of Library Trustee – Amanda Barrett; New Business #3 – Town Clerk/Treasurer report including financials, budget and town report; and New Business #4 – Board letter for Town Report. Charlie motioned to approve the minutes of the Regular Meeting held January 8, 2019; Matt seconded; minutes approved. Charlie motioned to approve the minutes of the Special Meeting held January 16, 2019; Matt seconded; minutes approved.
 
Correspondence
1.Trustees of Public Funds Reports – Informational for the board; reports submitted for the Town Report.
2.Dept. of Motor Vehicles-Automated Vehicle Inspection Program – Informational notice on emissions inspections and safety inspections. Vehicles must pass these inspections in order to get a valid inspection sticker. No action needed.
3.VLCT-Weekly Legislative Report - Received, no action needed.
4.PACIF Grants – Information on available grants. Trish will distribute to various town departments to review including PVF&R, George, Select Board and Herb Kuendig.

Old Business:
1.Highway Mileage – George reviewed the annual mileage certificate and returned to the board for signatures. The board signed the certificate to be submitted to the state.
2.Sand Shed Project Management Services Contract – Two Rivers Ottauquechee Regional Commission (TRORC) has provided a Scope of Work for Municipal Project Manager after the meeting on January 11 to discuss the Sand Shed project. The fee will be between $21,771 – 26, 076 depending required tasks. Scott Gurley from VTrans was present at the meeting and anticipates the earliest bid to go out next winter for construction in summer 2020. George will follow up with Rita Seto of TRORC for clarification on the timeline chart. Charlie motioned to use TRORC as the project manager for the sand shed project; Matt seconded; motion carried.
3.Upper Michigan Road – Kristin “Kricket” McCusker from T.R.Fellows Engineering will provide recommendations for mitigating the road issues in the spring.
4.Fire Truck Financing – Mascoma presented several options on repayment of the loan. Charlie motion to begin repayments in October and there will be 5 annual payments based on the adjusted amount; Matt seconded; motion carried. Trish will contact Mascoma to generate updated paperwork for the loan.

New Business:
1.       Historical Society – The board reviewed the Town Hall situation with Susie and Carl. The historical society will hold a meeting to discuss packing up materials to be moved to old vault in the Town Office. There are several heavy items and they will likely hire a moving company for assistance. The board would like the Society to set up displays in the lower level meeting room.
2.       Appointment of Library Trustee – Amanda Barrett: Charlie motioned to appoint Amanda Barrett as Library Trustee to finish out Martha Beyersdorf term that expires March 2021; Ann seconded; motion carried.
3.       Town Clerk/Treasurer Report
a.       Financials – all in order. The board approved updating QuickBooks software.
b.      Budget – Finished plugging in missing figures including insurance for the new fire truck. Trish will check into “gap” insurance for the new fire truck. Reviewed the Anticipated Tax Rate chart with warned items. Still missing the School Fund figure and Trish will send the board an updated chart as soon as she receives the number.
c.       Town Report
4.       Board letter for Town Report – Finalized the board’s letter for the town report. A letter will be mailed to voters with the Town Meeting location and information about the Town Hall situation. Secretary will draft a letter for the board.
 
Next Meeting Dates:  February 5, 2019 Regular Meeting

​Adjournment:  Charlie motioned to adjourn the meeting at 8:23 p.m.; Matt seconded; meeting adjourned.                                                                        
 
Approved Date:  February 5, 2019                                                                             Recorded by:   Tyna Gallagher
 
Charlie Piso
 
Matt Corron
 
Ann Kuendig

​Pittsfield Select Board Special Meeting Minutes
 
DATE:  January 16, 2018
Present:  Charlie Piso, Ann Kuendig, Matt Corron, Tricia Fryer
 
Agenda: Budget Discussion
 
Agenda Modifications
                None
                               
Minutes Approval: 
                None
 
Public Present:    
                None
                                                                 
Correspondence:
                 None
 
Old Business:
1. 2019 Budget
 
New Business:
None       
 
Meeting Opened
Charlie motioned to open the meeting at 1:35pm, Matt seconded; meeting opened.
 
New Business:
The Board discussed the Sand shed meeting that was held between them, George and Two Rivers.  They decided to pursue the acceptance of the grant even with construction not starting until possibly 2021.  The Board continued review of the proposed General Fund budget. They discussed the final pieces including the approval of the Fire Dept budget.  It was decided that they needed the 2018 actuals to make the most educated decision they could and an email was drafted by Charles and sent to Caleb and Del’Rae asking for those.  At 4:15 pm on January 16, 2019 Charles motioned to suspend the meeting until the Board receives and reviews the Fire Department actual expenditures from 2018; Ann seconded: motion carried.
 
After reviewing the FD actual expenditures for 2018, Charles motioned to level fund the Fire Department and close the budget discussion at 1:59pm on January 17, 2019; Matt seconded; motion carried.
 
Next Meeting Date:  January 22, 2019
 
Adjournment: 1:59pm 1/17/19 by Charles, seconded by Matt
 
                                                                                                                                Recorded by: Tricia Fryer
 Approved Date:  January 22, 2019
 
Charlie Piso
 
Matt Corron
 
Ann Kuendig

PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                    January 8, 2019
PRESENT:             Charles Piso, Matt Corron, Ann Kuendig, Trish Fryer, Caleb Hawley, Dave Colton,
Katie Stiles, Marsha Hopkins, Peter Borden, Verna Borden
 
AGENDA
Agenda Modifications: Correspondence 5, 6 & 7; and New Business 2 & 3
 
Minutes Approval: Regular Meeting Minutes December 18, 2018; Special Budget Meeting December 26, 2018
 
Public Present:                 Fire Department, Katie Stiles and/or Kevin Lasko
 
Correspondence:
1.       Criterium Study
2.       VT Dept of Taxes
3.       Chittenden EMD
4.       VTRANS-Certificate of Highway Mileage
5.       Cat – 4 Emergency Exercise
6.       Placemaking Workshop sponsored by AARP
7.       Dept. of Environmental Conservation room rental guidelines
 
Old Business:

1. Katie Stiles & Kevin Lasko-Upper Michigan Driveway, The Original General Store
2. Criterium update
3. 2019 Budget Continued

 
New Business:
1.       Fire Department- Budget Presentation
2.       Sue Wuerthele’s Resignation from Auditors
3.       Executive Session
 
Next Meeting Dates:      January 22, 2019 Regular Meeting
 
Adjournment
Meeting Opened, Minutes Approval & Agenda Modifications
Charlie motioned to open the meeting at 6:03 p.m., Ann seconded, meeting opened. All in favor of the agenda modifications: Correspondence #4 – Cat – 4 Emergency Exercise; Correspondence #5 – Placemaking Workshop sponsored by AARP; Correspondence #6 - Dept. of Environmental Conservation room rental guidelines; New Business #2 – Sue Wuerthele’s Resignation from Auditors; and New Business #3 – Executive Session. Charlie motioned to approve the minutes of the Regular Meeting held December 18, 2018; Matt seconded; minutes approved. Charlie motioned to approve the minutes of the Special Budget Meeting held December 26, 2018; Ann seconded; minutes approved.
 
Correspondence
1.       Criterium Study – The results of the engineer’s building inspection indicated the main level of the Town Hall should not be used for public assembly or group gatherings until appropriate upgrades to the floor system have been made. The Select Board has closed the building and anyone with a key to the building will be asked to return their keys with the exception of Matt who oversees buildings. Charlie motioned to warn an article at Town Meeting to form a citizens committee to address the future of the Town Hall; Matt seconded; motion carried.
2.       VT Dept of Taxes – Trish to file.
3.       Chittenden EMD (Emergency Management Department – Requesting Peter Borden to join their discussion on January 9, 2019 regarding a plan for catastrophic failure of Chittenden Reservoir due to his experience with Tropical Storm Irene. Peter has the information.
4.       VTRANS-Certificate of Highway Mileage – Trish will pass along to George for review before the Board can sign it.
5.       Cat – 4 Emergency Exercise – this is the state-wide emergency exercise scheduled for October 2019. Charlie and Herb will review the town’s emergency plan with Trish after Town Meeting to determine the extent of participation.
6.       Placemaking Workshop sponsored by AARP – Workshop is March 13th in White River Junction. Attendees can apply for grants to support local projects. Ann will review the information.
7.       Dept. of Environmental Conservation room rental guidelines – Memo to towns listing guidelines for anyone renting rooms or space for sleeping. Trish will pass along to the Listers.

Old Business:
1.     Katie Stiles & Kevin Lasko-Upper Michigan Driveway, The Original General Store – See the minutes from January 7, 2019 for recommendations from T.R. Fellows Engineering. George did bring in a load of hard pack on 1/7/19 and tapered it from the road into the parking lot as a short-term solution. George will look into grants from Better Back Roads VT to address a long-term solution. The engineer will send the town written recommendations for solutions to be reviewed by the board and George.
2.      Criterium update – See Correspondence #1 and the minutes from January 7, 2019.
3.     2019 Budget Continued – The process moved forward with a review of line items that still needed to be filled in. A preliminary draft of the Town Warning and articles were crafted and Trish updated the Anticipated Tax Rate several times. Additional figures are needed in order to get a better idea of the status. Trish will work on this tomorrow.

New Business:
1.       Fire Department- Budget Presentation – Caleb reviewed the proposed annual operating budget and Capital Plan. Actual expenses for 2018 still need to be submitted. The new fire truck payment will be added as a line item in the operating budget. Discussed SCBA replacements, extrication equipment and future truck replacement for capital funding. Fire department personnel will need to explain their requests at Town Meeting.
2.       Sue Wuerthele’s Resignation from Auditors - On January 5, 2019 Sue submitted a written resignation via e-mail from her position as an auditor, effective as of this year’s Town Meeting.
3.        Executive Session – Charlie motioned to adjourn the regular meeting and enter an executive session at 7:20 p.m. to review Conflict of Interest Policy and discuss personnel topics; Matt seconded; motion carried. Charlie motioned to adjourn the executive session and re-open the regular meeting at 7:43 p.m.; Matt seconded, motion carried. The board secretary will add to the Select Board Tickler the task of developing guidelines for personnel leaving positions to provide their replacements with information on expectations and duties.

Next Meeting Dates:  January 22, 2019 Regular Meeting

Adjournment:  Charlie motioned to adjourn the meeting at 9:13 p.m.; Matt seconded; meeting adjourned.                                                                        
 
Approved Date:  January 22, 2019                                                                                           Recorded by:   Tyna Gallagher
 
Charlie Piso
 
Matt Corron
 
Ann Kuendig

​Pittsfield Select Board Emergency Meeting Minutes
 
DATE:  January 7, 2019
Present:  Charlie Piso, Ann Kuendig, Tricia Fryer, George Deblon
Agenda: Original General Store-Parking Lot
 
Agenda Modifications
                None
                               
Minutes Approval: 
                None
 
Public Present:    
                Peter Borden, Katie Stiles, Kristin "Kricket" McCusker
                                                               
Correspondence:
                 None
 
Old Business:
1. Original General Store
2. Criterium Report
 
New Business:
None       
 
Meeting Opened
                Charlie motioned to open an emergency meeting @9.28am; Ann seconded; meeting opened. Charlie          motioned that the town highway department is authorized to do short term fix and long term fix once the     weather breaks for Spring.
                Charlie motioned to close town hall as a result of the conclusions in the Criterium report.  Ann seconded.
   
Old Business:
1.“Kricket” from T.R Fellows Engineering was brought in to discuss the issue that was brought forward by Katie Stiles and regarding  “ the height of Upper Michigan Rd. and the effect it is having on the back parking lot situation at The Original General Store.”  Other residents, The Hopkins and the Robinsons have raised similar concerns.
“Kricket” advised that for a short term fix George should bring in a load of -1 hard pack and taper it down from the road into the parking lot. The long term solution is to fix the grade of the road and replace the material.
2.  The Criterium report concluded that “The first floor should not be used for public assembly and group gatherings until the floor system is properly reinforced.”
 
Next Meeting Date:  January 8, 2019
 
Adjournment: Charlie motioned to adjourn the meeting at 10:12am; Ann seconded; meeting adjourned.
 
                                                                                                                                Recorded by: Tricia Fryer
 
Approved Date: January 7, 2019
 
Charlie Piso
 
Ann Kuendig