Pittsfield Select Board Special Meeting Minutes
DATE             Dec. 26, 2019
PRESENT      Charles Piso, Matt Corron, Ann Kuendig, Trish Fryer, Marylou Scofield, Herb                     
                         Kuendig
 
AGENDA        PACIF,  Budgeting with Clerk/Treasurer
 
Marylou asked to address the meeting, and asked that the meeting be kept on task.
 
PACIF discussion and over all insurance coverage discussion had to be brought up and decided due to coverage expiring at midnight Dec 31st.
The board discussed and went over the reasons for the initial questioning of and subsequent exploration of other options for insurance providers being used by the town.
The board had heard two presentations from underwriters including PACIF at the previous meeting on the 17th of Dec.
Charles made a motion to accept the PACIF proposal as he could not see a justification for the added expense of the other carrier and also the fact that PACIF had made good on the over payments for the town hall.  Refunding the town $10,500, as well as reevaluating the overall square footage of town owned properties and the resultant valuations.  Motion was seconded by Matt and unanimously voted on, the PACIF policy was accepted by the town, with an option to revisit next year by the board.
 
Discussion of budgeting for 2020 topics included
General Fund
Cemetery Fund
Highway Fund
During the budget discussion several questions came up about the proper allocating grant funds for the sand shed.
Charles started to discuss the reasons for the need to reschedule the previously set budget meetings, and the need to now have Marylou present at these meetings as well.  While this discussion was taking place Ann interjected that this was not on the agenda and asked why “if this was going to be talked about why was the complaint not on the agenda”.  Marylou town counsel advised this was correct.  Charles stated it would be on the agenda for the next meeting which was scheduled for Thursday January 2, 2020 shortly thereafter a motion was made to adjourn the meeting
Charles motioned to adjourn the meeting at 6:23, Matt seconded.
Respectfully submitted by
Charles Piso
 
 Approved: January 7, 2020
 
s/Charles Piso, chair
 
Ann Kuendig
 
s/Matt Corron

PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                    December 17, 2019
 
PRESENT:             Charles Piso , Matt Corron, Ann Kuendig, Trish Fryer, Marylou Scofield, Cindy Bryant, Betty Warner, Amanda Barrett, Sarah Gallagher, Herb Kuendig, Carl Oertel, Ray Colton, Corey Parent
 
AGENDA
Agenda Modifications: Correspondence #6 – Fire Dept. Grant, #7 – DPS Public Safety Grant, #8 – E911-Herb Kuendig; Old Business #5 – Insurance Quotes; New Business #4 – Lister Budget, #5 – Town Hall Advisory Committee Report
 
Minutes Approval: Regular Meeting Minutes December 3, 2019; Budget Meeting Minutes December 4 and 11, 2019
 
Public Present:  Library Board of Trustee Representatives; Larry Smith of VLCT PACIF via telephone; Corey Parent of Hickok and Boardman Ins. Co.
Correspondence:
1.Efficiency Vermont
2.Green Mountain Power Light lease
3.VLCT News
4.Credit Unions of VT
5.Notice of Appeal CV Oil South
6.Fire Dept. Grants
7.DPS Public Safety Grant
8.E911-Herb Kuendig
 
Old Business:
1.Open Space Kiosk
2.Fire Rescue Check
3.S 54 Support document
4.EAP Correspondence Town Counsel
5.Insurance Quotes
 
New Business:
1.Personnel hours benefits changes
2.Request for parking policy change
3.Library Budget
4.Lister Budget
5.Town Hall Advisory Committee Report
 
Adjournment:
 
Meeting Opened, Minutes Approval & Agenda Modifications
Charlie motioned to open the meeting at 6:03 p.m., Matt seconded, meeting opened. All are in favor of the agenda modifications: Correspondence #6 – Fire Dept. Grant, #7 – DPS Public Safety Grant, #8 – E911-Herb Kuendig; Old Business #5 – Insurance Quotes; New Business #4 – Lister Budget, #5 – Town Hall Advisory Committee Report. Charlie motioned to approve the minutes of the Regular Meeting held December 3, 2019; Matt seconded; minutes approved. Charlie motioned to approve the minutes of the Budget Meeting held December 4, 2019; Matt seconded; minutes approved. Minutes for December 11th will be presented for approval at the next regular Select Board meeting.

Correspondence:
1.Efficiency Vermont – Newsletter with current programs, no action.
2.Green Mountain Power Light lease – Notice that GMP will no longer maintain the lights. Trish will contact them for clarification.
3.VLCT News – December issue received.
4.Credit Unions of VT – Information about their services, no action.
5.Notice of Appeal CV Oil South – CV Oil is appealing two items in the Act 250 application, file.
6.Fire Dept. Grants – The department has informed the Select Board they do not have volunteers with time or expertise to participate in a grant writing webinar. PVFR states it is up to the Select Board.
7.DPS Public Safety Grant – Notification of grants in the amount of $4,470 are closing.
8.E911-Herb Kuendig – He was contacted by a woman stating the E-911 address for her property is incorrect and he referred her to Charlie. Charlie has not heard from anyone. Trish asked Herb to forward the information to the office.
 
Old Business:
1.Open Space Kiosk – Topic tabled tonight.
2.Fire Rescue Check – The First Dept. submitted $2,691.05 to apply to the principal of the new fire truck loan.
3.S 54 Support document – There are not commercial hemp or marijuana growers in Pittsfield, no action.
4.EAP Correspondence Town Counsel - Marylou summarized her findings in an e-mail to the board. She recommends using Invest EAP services. It is expensive to have counsel attend meetings. She advises the board to meet with an EAP counselor; and also move forward with sessions for employees. Charlie motioned to go forward with Marylou’s recommendations for EAP sessions with the board and separate sessions with employees, Matt seconded; all in favor; motion carried. The complaint procedure is being followed. Marylou offered mediation and it was not taken. She was then tasked with finding alternatives. Marylou recommends executive session to allow all to speak comfortably and determine how best to handle the complaint. EAP will be pursued prior to the next board meeting where the next step will be determined.
5.Insurance Quotes – Larry Smith of VLCT/PACIF and Vicky gave an overview of their services. They only service municipalities. The new quote is $22, 826 which is down from last year’s cost of $23, 938. The board wants an adjuster to do another appraisal and would like it before the end of the year. Larry will see what he can do. They offer a variety of programs to assist town’s such loss control services with a 50/50 match up to $1,000; scholarships for safety related training; human resource consulting services and law enforcement consulting services. Corey Parent of Hickok and Boardman Insurance Company gave an overview of their services. It is more difficult for them to be competitive quoting towns as small as Pittsfield. Most of their clients are large towns and cities. They offer safety services and consulting as well. There are pluses and minuses for both insurance companies. They base their rate on square footage as long as the buildings are in good repair. Their quote is $29,300. The board will review both quotes and programs.
 
New Business:
1.Personnel hours benefits changes – Trish requests the Assistant Clerk/Treasurer position revert back to an 18-hour per week job as she is in the process of searching for a new assistant. Sarah will continue to handle the treasurer duties as she has been and will help out as needed until a new assistant is hired. Charlie motioned to reinstate the 18-hour per week Assistant Clerk/Treasurer position; Matt seconded; all in favor, motion carried.
2.Request for parking policy change – Tricia Jarecki submitted a petition with signatures to change the Park and Ride to allow overnight parking. Charlie will seek input from the Road Commissioner and research the legality of the requested change. Trish will certify the petition signatures. A letter will be sent to Ms. Jarecki letting her know the board’s action.
3.Library Budget – Cindy reviewed the 2020 budget noting a new line for Interlibrary Loan Courier was added however other lines were adjusted to accommodate this expense. The payroll line for the Librarian will be added to the budget. They requested a Cost of Living Adjustment for the position as well. The board will compare LY actual with 2020 proposal to determine what will be approved. The Library will be notified of the final proposed budget.  
4.Lister Budget – Betty reviewed the 2020 budget noting possible increases in license fees and Lister salaries. They will need to re-bid the appraisal project. NEMRC was the only responder last time. The town needs to do a re-appraisal as the last one was in 2007-2008. Betty informed the board it is getting harder for small towns to maintain the level of expertise needed to perform the Lister duties. Many are hiring outside consultants. Betty and Herb will look into the costs of hiring a consultant. The board will inform the Listers of the final approved budget proposal.
5.Town Hall Advisory Committee Report – Ann presented the report that summarizes the background of the building, approach to determining extent of the building’s problems, findings based on the survey completed by approximately 20% of the townspeople and public forum discussion. The Advisory Committee recommends proceeding with Phase One of a multi-year capital improvement plan to re-open the building as soon as possible. The committee has identified phases of future work needed to maintain and renovate the building. The committee requests the board examine and correct any insurance or town policies that impede the use of the building, and establish a management entity for promotion and management of the building facilities including kitchen and furnishing upgrades. The committee has contracted with Preservation Trust of Vermont to conduct general and structural inspections. This will provide important information for townspeople to make informed decisions at town meeting about the building.
 
Next Meeting Dates:  January 7, 2020 Regular Meeting
 
Adjournment:  Charlie motioned to adjourn the meeting at 8:56 p.m.; Matt seconded; meeting adjourned.                                                                        
 
Approved Date:    7 January, 2020                                                                            Recorded by:   s/Tyna Gallagher
 
s/Charles Piso
 
s/Matt Corron
 
Ann Kuendig

Pittsfield Select Board Special Meeting Minutes
 
DATE: December 11, 2019
Present:  Charlie Piso, Ann Kuendig, Matt Corron, Tricia Fryer
 
Agenda: 2020 Budget
 
Agenda Modifications
            None
                       
Minutes Approval: 
            None
 
Public Present:          
            None
                                                 
Correspondence:
             None
 
Old Business:
1. None
 
New Business:
1.      2020 Budget
The Treasurer and Select Board continued budget discussions around the General Fund.
Charles motioned to ask the Fire Department to submit actuals for 2020 budget from 1/1/19-7/31/19, Ann seconded. 
 
Meeting Opened
            Charles Piso motioned to open the meeting at 5:00pm, seconded by Ann Kuendig
 
Next Meeting Date: December 19, 2019
 
Adjournment: 6:39 by Charles Piso, seconded by Matt Corron
 
Recorded by: Tricia Fryer
 
Approved Date: 7 January, 2020
 
 s/Charles Piso, chair
 
s/Matt Corron
 
Ann Kuendig

PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                    December 3, 2019
 
PRESENT:             Charles Piso , Matt Corron, Ann Kuendig, Trish Fryer, Marylou Scofield,
Martha Beyersdorf, Sarah and Gordon Gray, Ray Colton, Christie Colton, Caleb Hawley, Greg Martin
 
AGENDA
Agenda Modifications: Correspondence #5 – CV Oil Act 250, #6 – National Forest Project Comment Notification, #7 – Preservation Trust; Old Business #6 – Benefits Review, #7 – Liquor License Clear River Inn;  New Business # 4 – Upper Michigan Bid Document, #5 – Auditors Printing Bids
 
Minutes Approval: Regular Meeting Minutes November 5, 2019
Public Present:   PVFR Members, Sarah Gray
Correspondence:
1.Project Happy Holidays
2.VLCT Cannabis Resolution Relating to §54
3.95 Hawk Path
4.Green Mountain Conservation Camps
5.CV Oil Act 250
6.National Forest Project Comment Notification
7.Preservation Trust
 
Old Business:
1.Open Space Sign Kiosk
2.Upper Michigan Road
3.Bids for Liberty Hill Road
4.Zeemont Trash Update
5.Abrams Buyout Update
6.Benefits Review
7.Liquor License Clear River Inn
 
New Business:
1.PVFR 2020 Budget
2.Sarah Gray – Select Board Letter Regarding Colton Enterprises
3.Treasurer Report
4.Upper Michigan Bid Document
5.Auditors Printing Bids
 
Adjournment:
 
Meeting Opened, Minutes Approval & Agenda Modifications
Charlie motioned to open the meeting at 6:05 p.m., Ann seconded, meeting opened. All are in favor of the agenda modifications:  Correspondence #5 – CV Oil Act 250, #6 – National Forest Project Comment Notification, #7 – Preservation Trust; Old Business #6 – Benefits Review, #7 – Liquor License Clear River Inn; New Business # 4 – Upper Michigan Bid Document, #5 – Auditors Printing Bids. Charlie motioned to approve the minutes of the Regular Meeting held November 5, 2019; Ann seconded; minutes approved.
 
Correspondence:
1.Project Happy Holidays – Request for donations. Trish will post.
2.VLCT Cannabis Resolution Relating to §54 – The resolution is asking towns, cities and villages to consider supporting the resolution for municipal authority in a commercial cannabis system by contacting state representatives and senators before the 2020 session.
3.95 Hawk Path – Realtor for the owners, Eugene and Sarah Etzel, asking about zoning as prospective buyer wants to build a garage. Forward inquiry to George to respond in regards to road setbacks.
4.Green Mountain Conservation Camps – Notification of work weekends in May 2020. Trish will post.
5.CV Oil Act 250 – Permit #3W0541-3, Commission decision to not alter conditions 15, 20 and related findings as requested.
6.National Forest Project Comment Notification – White Pine/Oak/Hickory Timber Stand Improvement Project will be open for comments November 22 through December 13, 2019. Trish will post.
7.Preservation Trust – Requesting contributions to help with their work.
                 
Old Business:
1.Open Space Sign Kiosk – Reviewed and tabled. Matt would like to do more research on materials being used for the sign and will report back to the board.
2.Upper Michigan Road – FEMA estimates the replacement box culvert project will cost $234,000. Mosher will provide a local cost estimate for the project. It was a 4-foot culvert and will be increased to an 8-foot culvert. It is located at Dagg Road and Dave Manning’s property
3.Bids for Liberty Hill Road – Bids for this project closed November 19, 2019. Harvey’s was the only bidder at $12,714 which was lower than the town’s estimate. This is for culverts at the top of the road. Charlie motioned to go with George’s recommendation to accept Harvey’s bid; Ann seconded; motion carried.
4.Zeemont Trash Update – David Zeemont responded 11/14/19 stating he believes the issue has been addressed by the contractor and if any issues to contact him.
5.Abrams Buyout Update – The closing is scheduled for January 31, 2020.
6.Benefits Review – The Assistant Clerk/Treasurer position has been split between two people with one working 3 hours a week and the other person working 15 hours. Ann presented that the benefits associated with this position when it was one person at 18 hours per week should be revised. Trish clarified that the position could change in the future and the benefits may need to be reviewed at that time. This was confirmed by the board. Ann motioned to set a threshold of a minimum of 18 hours for the Assistant Clerk/Treasurer position to qualify for paid holiday and sick/personal time benefits; Charlie seconded; Matt was not in favor; motion carried.
7.Liquor License Clear River Inn – The liquor license to sell beer and wine in the lobby of the Clear River Inn had to be re-submitted as it was not filled out properly. New request signed by the board.
 
New Business:
1.PVFR 2020 Budget – There is a slight increase in their operating budget request due to ECFiber costs. They would like to be notified if there are any changes to their budget requests before Town Meeting. Capital budgeting items include warnings for $8,000 for SCBA equipment; $15,000 for extrication equipment; and $5,000 for the truck fund. Trish met with Caleb and Greg separately to review how the budgeting process works.
2.Sarah Gray – Select Board Letter Regarding Colton Enterprises: Sarah received a copy of the Select Board letter from the District 3 Commission and she describes it as a “gut punch”. She questions the timing of the letter and feels the board does not fully understand all the issues. Gordon concurs, believes the business is de-valuing their property and operations at the plant are not following allowed time frames. Charlie responded the board’s letter was in support of
the business as it helps the town economically such as providing jobs for local residents and supporting other local businesses (employees patronize other local establishments). The letter was not intended to voice an opinion one way or another for the Commission. It was to state that Colton Enterprises is an important business to the town and residents. Christie shared some facts from their perspective and change in circumstances in business required them to file with Act 250.
3.Treasurer Report – Trish reviewed all fund reports with the board.
4.Upper Michigan Bid Document – Kricket from TR Fellows submitted a draft bid document for the work at the bottom of the road.  George reviewed the document and it is fine with him. It will go to 8 companies at the end of this week with a due date of December 20, 2019. Bids are to be directed to Kricket. Charlie motioned to approve the bid document with a due date of 12/20/19 to TR Fellows and adjust wording appropriately; Matt seconded; motion carried.
5.Auditors Printing Bids – The auditors would like to go with Spaulding Press for printing the spiral bound Town Report as they have produced the report in the past, they are local and came in with the lowest bid. Charlie motioned to accept the recommendation of the auditors to use Spaulding Press; Matt seconded; motion carried.
 
Next Meeting Dates:  December 17, 2019 Regular Meeting
 
Adjournment:  Charlie motioned to adjourn the meeting at 8:16 p.m.; Ann seconded; meeting adjourned.                                                                         
 
Approved Date:  December 17, 2019                                                                                Recorded by:   s/Tyna Gallagher
 
s/Charles Piso
 
s/Matt Corron
 
s/Ann Kuendig

​Pittsfield Select Board Special Meeting Minutes
 
DATE: December 4, 2019
Present:  Charlie Piso, Ann Kuendig, Matt Corron, Tricia Fryer
 
Agenda: 2020 Budget
 
Agenda Modifications
            None
                       
Minutes Approval: 
            None
 
Public Present:          
            None
                                                 
Correspondence:
             None
 
Old Business:
1. None
 
New Business:
1.      2020 Budget
The Treasurer and Select Board began budget discussions around the General Fund.
 
Meeting Opened
            Charles Piso motioned to open the meeting at 5:00pm, seconded by Ann Kuendig
 
Next Meeting Date: December 11, 2019
 
Adjournment: 7:02 by Charles Piso, seconded by Ann Kuendig
 
                                                                                                Recorded by: s/Tricia Fryer
 
 
Approved Date: December 17, 2019
 
 
s/Charlie Piso
 
s/Matt Corron

s/Ann Kuendig