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

​ DRAFT - PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                    November 5, 2019
 
PRESENT:             Charles Piso , Matt Corron, Ann Kuendig, Trish Fryer, Marylou Scofield
 
AGENDA
Agenda Modifications: Correspondence #8 – EC Fiber, #9 - Marylou Scofield – Town Attorney, #10 – Bridge Inspection, #11 – Peter Borden, Original General Store re: Upper Michigan Road; Old Business #7 – Sand Shed, #8 Dog Letter.
 
Minutes Approval: Regular Meeting Minutes October 15, 2019
Public Present:   
Correspondence:
1.Auditors – Call for Select Board Letter for Town Report
2.Secretary of State Transparency Tour
3.VSAA Report
4.VNA Connect Newsletter
5.Ordinance Enforcement Training VLCT
6.Constable T-Shirt
7.National Resource Board ACT 250 CV Oil
8.EC Fiber
9.Marylou Scofield – Town Attorney
10.Bridge Inspection
11.Peter Borden, Original General Store re: Upper Michigan Road
 
Old Business:
1.Fiscal Snap Shot
2.Open Space Sign (Approval of Kiosk)
3.911 Commissioner
4.Abram’s Buyout
5.Colton Letter
6.Insurance Renewal
7.Sand Shed
8.Dog Letter
 
New Business:
1.Health Care/HRA Renewal
2.Treasurer Report
 
Adjournment:
 
Meeting Opened, Minutes Approval & Agenda Modifications
Charlie motioned to open the meeting at 6:01 p.m., Matt seconded, meeting opened. All are in favor of the agenda modifications: Correspondence #8 – EC Fiber, #9 - Marylou Scofield – Town Attorney, #10 – Bridge Inspection, #11 – Peter Borden, Original General Store re: Upper Michigan Road; Old Business #7 – Sand Shed, #8 Dog Letter. Charlie motioned to approve the minutes of the Regular Meeting held October 15, 2019; Ann seconded; minutes approved.
 
Correspondence:
1.Auditors – Call for Select Board Letter for Town Report – Requesting report by December 6th .
2.Secretary of State Transparency Tour – Jim Condos 5th Biennial Tour notice with dates and locations on file at the Town Office. The tour provides training and facilitates discussions on VT          
Transparency Laws, Vermont Public Records Act and Open Meeting Law.
3.VSAA Report – Vermont Ski Areas Newsletter with updates about member resorts. No action.
4.VNA Connect Newsletter – Received, no action.
5.Ordinance Enforcement Training VLCT – Whit Montgomery of the Killington Police Department would like to make a presentation to the board about regionalizing the department. Constables need enforcement training as long it is voted in by the town. The board would like to hear Whit’s ideas at a future meeting.
6.Constable T-Shirt – Doug Mianulli thanked the town for providing the Constable t-shirt as it helped to identify him at a recent home visit where the occupants did not know him.
7.National Resource Board ACT 250 CV Oil – Land Use Permit has been received and authorizes permittees to demolish a barn, and to construct and operate a propane storage and dispensing facility.
8.EC Fiber – Invitation to attend their Annual Meeting on November 12th at 7 pm in Oak Hall at the Vermont Law School.
9.Marylou Scofield – Town Attorney: Charlie contact Marylou to possibly act as a mediator for Ann and Trish to resolve differences. This is not part of Marylou’s role as the town attorney however she will have an overview of resources that are available and may be of help. Marylou contacted VLCT for input and they suggested she attend some of the board meetings which she plans to do. Marylou reported the buyout for the Abrams property is moving ahead and TRORC has confirmed there is no duplication of benefits. Marylou will review the pertinent sections of the buyout document to make sure the town does not have any urgent tasks to address in the process.
10.Bridge Inspection – The Agency of Transportation will conduct an inspection of the Route 100 bridge on November 13th at 2 pm. Winterset is to remediate the Tweed River Open Space and will replace any trees that do not survive.
11.Peter Borden, Original General Store re: Upper Michigan Road – Peter contacted the town via e-mail Nov. 4th inquiring about the timeline for making changes to Upper Michigan Road. Kricket from TR Fellows was not able to attend tonight’s meeting however she did forward the plan which was distributed at the meeting. George is not available until next week to review the plan and create a bid package. Trish will invite Kricket to the next Select Board meeting and she will also inform Peter Borden.

Old Business:
1.Fiscal Snap Shot – Charlie and Sue (Wuerthele) were unaware of a fee for this service. The fee is not to exceed $630 which includes two to three hours on site plus travel time of approximately two hours. Trish will ask for references and Charlie will check with Sue about references for the service before the board makes a decision on whether to proceed or not.
2.Open Space Sign (Approval of Kiosk) – The White River Partnership has informed the town it would be a 2-post sign versus a single post sign because it is larger than they expected. Trish will ask for the dimensions and wording so the board can make a final decision.
3.911 Commissioner – Charlie does have a possibility and will follow up before bringing the name forward at a meeting.
4.Abram’s Buyout – See Correspondence #9 Marylou Scofield
5.Colton Letter – Charlie shared the draft and noted suggested changes for their letter of support. He will update and forward revised draft to Ann and Matt for a final review before sending to District 3 Environmental Commission.
6.Insurance Renewal – Trish verified the board wants her to fill out the multitude of spreadsheets to get an alternative insurance carrier quote now that PACIF is refunding overcharges and providing a complete reassessment. The board would like Trish to proceed with obtaining an alternative quote.
7.Sand Shed – Ann and George reviewed the bid contract with geotechnical addendum from TRORC for Dubois & King and recommend going forward with it. The addendum gives the town the right of refusal for extra geotechnical inspections. Charlie motioned to sign the contract; Ann seconded; motion carried. The signed contract goes to Pete Fellows at TRORC.
8.Dog Letter – It was determined that no decision was made to send a letter at the September 3rd meeting. The dog at Sal and Maggie’s house continues to bark incessantly and at all of hours of the day and night. The board needs written complaints to proceed.
 
New Business:
1.Health Care/HRA Renewal – MVP has an increase of $67.98 per month per member. The BC/BS comparable plan has a much higher cost. MVP’s HRA renewal also has a promotion waiving their fee. Charlie motioned to approve the continuance of MVP Health Insurance for town employees and the HRA component; Matt seconded; motion carried.
2.Treasurer Report – Trish reviewed the reports with the board. The first payment for the new fire truck has been processed. The board would like an update from the Fire Department’s truck committee to make sure they are satisfied with the truck and if there are any outstanding issues. The Board Secretary will send an invitation to the committee for the next meeting.
 
Next Meeting Dates:  November 26, 2019 Regular Meeting
 
Adjournment:  Charlie motioned to adjourn the meeting at 7:42 p.m.; Matt seconded; meeting adjourned.                                                                        
 
Approved Date:  December 3, 2019                                                                         Recorded by:  s/ Tyna Gallagher
 
s/Charles Piso
 
s/Matt Corron
 
s/Ann Kuendig

PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                    October 15, 2019
 
PRESENT:             Charles Piso , Matt Corron, Ann Kuendig, Trish Fryer
 
AGENDA
Agenda Modifications: Correspondence #3 – VTrans Better Back Roads VT; Old Business #4 – Town Seal; New Business #6 – Library Personnel; #7 – Building Safety
Minutes Approval: Regular Meeting Minutes October 1, 2019
Public Present:   
Correspondence:
1.TRORC-Changes to Regional Plan
2.Skye Forest-Love is Everywhere in Vermont Initiative
3.VTrans Back Roads VT Program
Old Business:
1.Highway Notifications of work if Impacts are significant – Follow up
2.Upper Michigan Rd. Update
3.CAT4 Exercise
4.Town Seal
New Business:
1.Crash Plan Computer Security
2.Benefits Review
3.Town Report 2019
4.Treasurer Financial Report
5.Executive Session 1V.S.A§ 313
6.Library Personnel
7.Building Safety
Adjournment:
 
Meeting Opened, Minutes Approval & Agenda Modifications
Charlie motioned to open the meeting at 6:00 p.m., Matt seconded, meeting opened. All are in favor of the agenda modifications: Correspondence #3 – VTrans Better Back Roads VT; Old Business #4 – Town Seal; New Business #6 – Library Personnel; #7 – Building Safety. Matt motioned to approve the minutes of the Regular Meeting held October 1, 2019; Ann seconded; minutes approved.
 
Correspondence:
1.TRORC-Changes to Regional Plan – Comments from 9/25/19 Draft require another meeting scheduled for October 30, 2019 at 6:30 pm at the Thompson Senior Center in Woodstock. Sarah will start the process for updating the town plan that is due in 2023.
2.Skye Forest-Love is Everywhere in Vermont Initiative – Requesting all 251 towns in Vermont to participate on Valentine’s Day 2020 by posting hearts around the community to demonstrate love conquers hate. Information forwarded to the Library.
3.VTrans Back Roads VT Program – Grant information with applications due 11/22/19. Materials forwarded to George.
 
Old Business:
1.Highway Notifications of work if impacts are significant – Follow up: Approved letter to George requesting updates on Thursdays for the following week so Trish can post on the website.
2.Upper Michigan Rd. Update – George met with Kricket to do the improved ditch project which is complete. Charlie and/or Ann plan to check on it during the upcoming rainstorm. Keith Hopkins would like to know when the rest of the road work will be done. Charlie to contact George to find out what it will take to do the road this fall.
3.CAT4 Exercise – This the statewide emergency preparedness exercise based on Tropical Storm Irene that was a category 4 hurricane. The practice is October 23 from 8:00 a.m. to 4:00 p.m. with about 70 people from outside of Pittsfield participating. The story line is a response to a category 4 hurricane hitting the region with simulations and searches conducted along the Tweed River. The Town Office will be the emergency center and the town shelters will be activated. The State will provide feedback on the town’s shelters. Trish will post on the website so residents are aware.
4.Town Seal – Charlie motioned to table this topic for further discussion; Matt seconded; motion carried.
 
New Business:
1.Crash Plan Computer Security – Becky Donnet recommends the town use a back-up service to the cloud for $10 a month in addition to the current back-up procedure. Charlie motioned to utilize this service; Matt seconded; motion carried.
2.Benefits Review – discussed in Executive Session
3.Town Report 2019 – The timeline for the 2019 Town Report has been distributed and the board will proceed as normal in terms of handling donation requests.
4.Treasurer Financial Report – Trish does not have all the back statements yet so she will wait until the next meeting to review the financials.
5.Executive Session 1V.S.A§ 313: Charlie adjourned the regular meeting at 7:07 p.m. for the board to enter an Executive Session; Matt seconded; motion carried. Charlie motioned for the board to exit the Executive Session at 8:08 p.m. and re-open the regular board meeting; Ann seconded; motion carried. Matt motioned to re-organize boards duties where he will take on reviewing and signing orders, and Ann take on buildings; and Charlie continues as the chair; Matt feels Ann is doing more with buildings and he feels it would be best for him to do the orders; Charlie seconded; Ann is not in agreement as she would like to continue with orders and in light of a complaint believes this is a punitive move. Benefit review to continue upon further research.
6.Library Personnel – The board has been asked how a library trustee can be paid for time worked to cover when the librarian needs time off during hours of operation. The wording of Article 12 indicates one salary for one person in the position, not for multiple people.It does not authorize dividing the funds out to various people to cover for the librarian. Charlie motioned to send a letter to the Library Trustees informing them of this decision and recommend the trustees cover on a voluntary basis as they did prior to hiring a librarian; Ann seconded; motion carried.
7.Building Safety – Maya the librarian is inquiring about evacuation plan for the library and other safety questions. Charlie will seek advice from the Department of Fire Safety on October 23rd during the Cat4 Exercise.
 
Next Meeting Dates:  November 5, 2019 Regular Meeting
 
Adjournment:  Charlie motioned to adjourn the meeting at 8:12 p.m.; Matt seconded; meeting adjourned.                                                                        
 
Approved Date:      November 5, 2019                                                                          Recorded by:   s/Tyna Gallagher
 
s/Charles Piso
 
s/Matt Corron
 
s/Ann Kuendig

​PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                    October 1, 2019
 
PRESENT:             Charles Piso , Matt Corron, Ann Kuendig, Trish Fryer, Peter Borden, Katie Stiles, Kricket McCusker of TR Fellows
AGENDA
Agenda Modifications: Correspondence #5 – Fair Labor Standards Act Change; Old Business #11 – Fence Payment; New Business #4 – Alan Greene cross drain on Hawk Run; #5 – Liquor License – Clear River Inn; #6 – Executive Session
 
Minutes Approval: Regular Meeting Minutes September 17, 2019
 
Public Present:  Kricket McCusker, Peter Borden
 
Correspondence:
1.Peter Borden: Upper Michigan Rd
2.NPO Litigation
3.Vermont Transportation Alternatives Fall 2019 Application Guide
4.United States Geological Survey (USGS); request for meeting space
5.Fair Labor Standards Act Change
 
Old Business:
1.FEMA Update
2.Policy Approval (Affidavit Form)
3.Update Upper Michigan Rd. Plan from Kricket
4.VT Alerts
5.Colton Letter Approval
6.Reimbursement from FEMA update
7.Key for Town Hall
8.Insurance Renewal
9.Town Logo
10.Auditors Job Description: Review
11.Fence Payment
 
New Business:
1.Highway Notifications of Work if Impacts are significant
2.Dates for Fiscal Snapshot with Mike Gilbar
3.Polling Place Accessibility Survey
4.Alan Greene cross drain on Hawk Run
5.Liquor License – Clear River Inn
6.Executive Session
 
Adjournment:
 
Meeting Opened, Minutes Approval & Agenda Modifications
Charlie motioned to open the meeting at 6:04 p.m., Ann seconded, meeting opened. All are in favor of the agenda modifications: Correspondence #5 – Fair Labor Standards Act Change; Old Business #11 – Fence Payment; New Business #4 – Alan Greene cross drain on Hawk Run; #5 – Liquor License – Clear River Inn; #6 – Executive Session. Charlie motioned to approve the minutes of the Regular Meeting held September 17, 2019; Ann seconded; minutes approved.
  
Correspondence:
1.Peter Borden: Upper Michigan Rd – see Old Business #4 for status related to Peter’s correspondence
2.NPO Litigation – National Prescription Opiate organization soliciting for cities and towns to voluntarily join their class action. No further action.
3.Vermont Transportation Alternatives Fall 2019 Application Guide – Notice of upcoming workshops and application guide. Deadline is 11/22/19. Materials forwarded to George.
4.United States Geological Survey (USGS); request for meeting space – Request to use the Town Office meeting area in lower level for their meeting on Wednesday, October 30th from 9 am to noon. Board approved request.
5.Fair Labor Standards Act Change – Notice from VLCT regarding changes to the act. No action.
 
Old Business:
1.FEMA Update – FEMA will fund a temporary repair for culvert #33 now and a permanent repair in the spring of 2020. NCRS is filing paperwork for Tweed River “cut out” issue near Tweed River Drive to pursue repair of this area. Ann found that Pittsfield is not listed as part of the river corridor on the Emergency Relief Assistance Fund (ERAF) website. The town has been assured they are part of the river corridor. Charlie will follow up on this.
2.Policy Approval (Affidavit Form) – Charlie spoke with the VLCT legal department regarding Complaint Procedure documentation and there are two options: a. Statement from citizen, or b. Use an affidavit form. VLCT legal will look at form Charlie has and would like to use as an example for others to use.
3.Update Upper Michigan Rd. Plan from Kricket – Kricket of TR Fellows reviewed the survey by Richard Luna and possible plan to address the road issue by the Original General Store. It would be a significant expense to lower the road to the extent Peter Borden and Katie Stiles would like. A poor sub-base causes the muddy and is not unusual for many roads in VT. Improving the sub-base in the muddy section will lower the height of the road 2-3 inches. Whether the road is lowered a few inches or a foot or more water is going to run downhill. Improving catch basin above the store may help as long as the drainage all the through is open. Charlie motioned to have Kricket talk to George about digging out the ditch, line with large stones and lower the drain; Ann seconded; motion carried. Kricket can meet with George to review if needed. Peter believes the board has not given this issue a timely response. The board has been addressing this topic regularly since it was brought to their attention. Due to the significant town wide damage from the April storm it was not given top priority however work did continue throughout the months. No decision made on addressing the muddy section.
4. VT Alerts – Peter Borden was concerned with the timing of the dry hydrant repair on Tweed River Road due to a large event scheduled at Riverside. Repair was completed before event however the board would like the town office to be notified of upcoming repairs for better communications to the townspeople. The town can use the VT Alert center for road closures. Charlie motioned to ask George to notify the Town Clerk’s office on Thursdays about upcoming road work for the following week so it can be posted on the website; Ann seconded; motion carried. A letter will be sent to George asking him to implement this process.
5.Colton Letter Approval – Charlie will forward the letter to Garrett at VLCT legal to make sure it is okay. Charlie will forward letter to other board members for review.
6.Reimbursement from FEMA update – Trish is trying to get all the paperwork in for reimbursement for completion in December 2019 versus February 2020.
7.Key for Town Hall – New locks are needed for the building. Charlie motioned to change out the deadbolt locks; Ann seconded; motion carried. 
8.Insurance Renewal – Trish has reached out for quotes. There are only two other companies that provided this type of insurance besides PACIF. Trish has filed a notice with VLCT for an alternative carrier. The president from PACIF called the town office and spoke with Charlie regarding the over charges and will reimburse the town $10,150. If the town stays with PACIF they will have an adjuster do an on-site re-assessment for the true value.
9.Town Logo – Clarifying the town is seeking a design for a seal not a logo. Ann will take a photo of the seal on the town truck and forward to Erica.
10.Auditors Job Description: Review – The auditors contacted the select board stating they did not have authority to audit the library and fire department funds. Charlie contacted VLCT legal and the town auditors do have oversight of any funds that go through the Town Clerk/Treasurer. Charlie motioned to contact auditors with this information; Ann seconded; motion carried.
11.Fence Payment – Trish will use the balance of the Wray Park Beautification money market account to go towards the $270.90 fence invoice. The remaining balance will come from the regular Parks fund account.
 
New Business:
1.Highway Notifications of Work if Impacts are significant – See Old Business #4
2.Dates for Fiscal Snapshot with Mike Gilbar – Trish will check with the auditors to meet October 29th.
3.Polling Place Accessibility Survey – Disability Rights Vermont ensures compliance with ADA and they have suggestions that Trish will forward to the select board members to review.
4.Alan Greene cross drain on Hawk Run – The blockage is caused by debris from Mr. Greene’s property and it is the responsibility of the landowner to clear it.
5.Liquor License – Clear River Inn – Application for a Second Class Liquor License to sell beer and wine in the lobby of the Inn. Charlie motioned to approve the license; Matt seconded; motion carried.
6.Executive Session - Executive session V.S.A § 313: Charlie adjourned the regular meeting at 8:18 p.m. for the board to enter an Executive Session; Matt seconded; motion carried. Charlie motioned for the board to exit the Executive Session at 8:40 p.m.; Matt seconded; motion carried. The session was informational therefore no motion for action to be made. Charlie motioned to adjourn the regular Board Meeting at 8:41 p.m.; Matt seconded, motion carried.
 
Next Meeting Dates:  October 15, 2019 Regular Meeting
 
Adjournment:  Charlie motioned to adjourn the meeting at 8:41 p.m.; Matt seconded; meeting adjourned.                                                                        
 
Approved Date:                                                                                Recorded by:   s/Tyna Gallagher
 
s/Charles Piso
 
s/Matt Corron
 
s/Ann Kuendig

​PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:                    September 17, 2019
 
PRESENT:             Charles Piso , Matt Corron, Ann Kuendig, Trish Fryer, George DebLon
AGENDA
Agenda Modifications: Correspondence #4 – PACIF Board of Director Nominations; Old Business #5 –Colton Support Letter; #6 – Liberty Hill Project; New Business #6 – Rivers and Roads Training; and #7 – Equipment Request
Minutes Approval: Regular Meeting Minutes September 3, 2019
Public Present:  
Correspondence:
1.Tweed River Bridge B9
2.Notice of Public Hearing on Regional Plan
3.Rural Fire Protection –Thank you
4.PACIF Board of Director Nominations
 
Old Business:
1.Town Hall Insurance Survey Update
2.FEMA Update
3.E911 Commissioner
4.Accepting and Enacting Complaint Procedure
5.Colton Support Letter
6.Liberty Hill Project
 
New Business:
1.Hydraulic Study
2.Propane Tank removal from Town Hall
3.Tweed River Bridge B9
4.Town Seal
5.Clerk/Treasurer Report
6.Rivers and Roads Training
7.Equipment Request
 
Adjournment:
 
Meeting Opened, Minutes Approval & Agenda Modifications
Charlie motioned to open the meeting at 6:00 p.m., Ann seconded, meeting opened. All are in favor of the agenda modifications:  Correspondence #4 – PACIF Board of Director Nominations; Old Business #5 –Colton Support Letter; #6 – Liberty Hill Project; New Business #6 – Rivers and Roads Training; and #7 – Equipment Request. Charlie motioned to approve the minutes of the Regular Meeting held September 3, 2019; Ann seconded; minutes approved.
 
Correspondence:
1.Tweed River Bridge B9 – Parmenter bridge: NRCS approved 150 feet of rip rap on the Route 100 side along the Tweed River Open Space. Slated for the spring of 2020. There is no cost to the town. NRCS will have a design plan to present to the board for final approval.
2.Notice of Public Hearing on Regional Plan – TRORC is updating the Regional Plan and there is a meeting scheduled for September 25 at 6:30 p.m. at the Thompson Senior Center in Woodstock.
3.Rural Fire Protection –Thank you: Received a thank you for the town’s donation.
4.PACIF Board of Director Nominations – Currently there is a board vacancy. Nominations can be submitted to the Select Board.
 
Old Business:
1.Town Hall Insurance Survey Update – Trish contacted PACIF about the discrepancy and requested a refund for the error. PACIF will only go back this year and last year to refund $1,746 and $1,698 respectively. PACIF visits properties every 5 years. The revised policy has been received and Trish will review it closely. Ann suggests seeking quotes from other carriers. Charlie motioned to send a letter to PACIF indicating the town’s disappointment in the decision to only refund 2 years and request they go back to when the error occurred; Ann seconded; motion carried. Ann will write a draft to share with the board members.
2.FEMA Update – a.) FEMA considers the river bank along Tweed River Drive as unimproved and unprotected therefore they will not fix it. If the road washes out completely then FEMA would possibly fix it. Mike Lapointe of NRCS will be in Pittsfield on Friday September 20th at 10 a.m. to do an inspection as it may be similar to Parmenter Bridge B9. b.) 50 feet of rip rap along the cemetery river bank will be covered however damage from April 15th storm will not be covered. The property line goes across the river and a lot of property has been lost and could be considered infrastructure. May need a survey and need to find out if there are any mitigation rules that would apply. c.) The culvert by Manning is not covered because it was put in due to the repair/replacement of town road culvert #33. Drainage was added that was non-existent prior to the storm. Culvert #33 will fail again unless an armored box is installed per ANR. George will look into grants for this. d.) The dry hydrant at the bottom of Tweed River Drive is covered and will be repaired including armor around the strainer basket and replacement of iron pipe. e.) A cross drain for culvert #39 at Gokey Rd and Liberty Hill has been added to the list for inspection.
3.E911 Commissioner – Charlie has someone in mind and will reach out to them.
4.Accepting and Enacting Complaint Procedure – Ann is concerned there is no control for complainant to keep the information confidential, need some type of form. Charlie has an affidavit form that could be re-written for this purpose and will send to members for review. Ann suggests adding to the last paragraph of A. “any town official”. This is a requirement from the State for elected town officials, employees and appointees. Charlie motioned to approve the procedure with changes and include in the Town Report; Ann seconded; motion carried.
5.Colton Support Letter – Charlie will draft a letter of support for Colton Enterprises to send to the Act 250 Commission. Colton Enterprises is a valuable business to the town and an asset to the community and the state as they are 1 of 3 businesses certified to treat ash borer infestation. Board members will review draft before letter is submitted.
6.Liberty Hill Project – George asked to move forward with the Better Roads VT grant of $16,020 for replacing a culvert, ditching and ledge work on left side of the road. The work needs to be completed by June 30, 2020. The original estimate for the work is $20,025 and the difference could come out of the highway budget. Charlie motioned for George to bid the Liberty Hill project now; Matt seconded; motion carried.
 
New Business:
1.Hydraulic Study – ANR’s study at culvert #33 on Upper Michigan Road – George to pursue grant funding.
2.Propane Tank removal from Town Hall – CV Oil removed the tank and credited the town for remaining propane. The tank was used for the stoves in the basement.
3.Tweed River Bridge B9 – Duplicate of Correspondence #1
4.Town Seal – The town needs a design for a town seal. Trish will contact the Library to come up with ideas for generating designs. Possibly set a contest with the end of October as the deadline. The contest could be announced at the bazaar.
5.Clerk/Treasurer Report – Monthly financial reports reviewed and all in order.
6.Rivers and Roads Training – Charlie motioned to have this presentation from ANR for the board, planning commission and any other interested parties; Ann seconded; motion carried.
7.Equipment Request – George is requesting the board’s approval to purchase a Cyclone KB4 Blower to use on the loader for blowing leaves and debris from the roads and ditches. HP Fairchild quoted $7,610 and there’s $4,400 in equipment grant money available to pay for part of the cost. The balance would come from the equipment fund. Charlie motioned to approve the purchase; Matt seconded; motion carried.
 
Side Note 1: Town Hall power vent will have an exterior motor because there is not enough space inside the building where it needs to be installed. No issue with noise or snow to have it outside. Ann has submitted request to Charlie at CV Oil to order the power vent. The committee is looking into waterproofing the wall to avoid moisture and mold.
 
Side Note 2: Ann will contact Susie Martin to let her know restrooms in the Town Office will be open for the bazaar and they can use electricity as well. No one is to enter the Town Hall.
 
Next Meeting Dates:  October 1, 2019 Regular Meeting
 
Adjournment:  Charlie motioned to adjourn the meeting at 7:52 p.m.; Matt seconded; meeting adjourned.                                                                        
 
Approved Date:                                                                                Recorded by:   s/Tyna Gallagher
 
s/Charles Piso
 
s/Matt Corron
 
s/Ann Kuendig

​DRAFT - PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
 
DATE:     September 3, 2019
 
PRESENT:   Matt Corron, Ann Kuendig, Trish Fryer, George Debon, Jean Shoemaker, Charles Piso at 6:45 pm

AGENDA
Agenda Modifications: Old Business #5 –PACIF Town Hall Survey; #6 – Jean Shoemaker Driveway Pass through Culvert; and Old Business #7 – Fiscal Snapshot Evaluation
Minutes Approval: Regular Meeting Minutes August 20, 2019
Public Present:  
Correspondence:
1.ACT 250 Discussion
2.Municipal Highway & Storm Water Mitigation Grant Program
3.Trash Complaint Letters; Drugonis /Wuerthele
4.Vermont Center for Independent Living – Thank you
5.TROC-Thank you
6.FEMA Fact Sheet
 
Old Business:
1.Appointment  of Sarah Gallagher as TRORC Representative
2.911 Commissioner
3.Town Donation to Church using CV Oil Credit
4.Power Vent for Town Hall
5.PACIF Town Hall Survey
6.Jean Shoemaker Driveway Pass Through Culvert
7.Fiscal Snapshot Evaluation
 
New Business:
1.CV Oil Pre-buy
2.Dog Complaints Tweed River
 
Adjournment:
 
Meeting Opened, Minutes Approval & Agenda Modifications
Matt motioned to open the meeting at 6:01 p.m., Ann seconded, meeting opened. Charlie may be able to attend the meeting later. Matt and Ann are in favor of the agenda modifications:  Old Business #5 –PACIF Town Hall Survey; #6 – Jean Shoemaker Driveway Pass Through Culvert; and Old Business #7 – Fiscal Snapshot Evaluation. Matt motioned to approve the minutes of the Regular Meeting held August 20, 2019; Ann seconded; minutes approved.
 
Correspondence:
1.ACT 250 Discussion – Gordon Gray’s response to Nathan Stearn, attorney for Colton Enterprises, received via e-mail. Document on file
2.Municipal Highway & Storm Water Mitigation Grant Program – Trish will forward to George to review.
3.Trash Complaint Letters: Drugonis /Wuerthele – Concerned citizens alerted the board to full trash cans with refuse spread around a property on Fiddlehead Lane on 8/20 and 8/27. The property belongs to David and Lynn Zeemont. The board is sending a letter to the owners to inform them of the situation and have them dispose of the trash properly.
4.Vermont Center for Independent Living – Thank you: Received thank you for town’s donation.
5.TRORC-Thank you: Thank you for payment of annual dues was received.
6.FEMA Fact Sheet – Topic tabled.
 
Old Business:
1.Appointment of Sarah Gallagher as TRORC Representative – Matt motioned to appoint Sarah Gallagher to the open position as the TRORC Representative; Ann seconded; motion carried.
2.911 Commissioner – Tabled until possible candidates are identified.
3.Town Donation to Church using CV Oil Credit – Trish informed the board CV Oil completed request to apply $200 of the town’s credit to the church account to compensate for use of facility for Town Meeting.
4.Power Vent for Town Hall – Ann is waiting for an updated estimate from CV OIL for an inside power vent. She plans to present the information at the next Town Hall Committee meeting.
5.PACIF Town Hall Survey – In conducting a survey the insurance company discovered the town was over-billed by $1,742. The building value was reduced to a recalculation of square footage. The inspector determined the top level was an attic and not finished space. Ann motioned to have Trish follow-up with PACIF for a refund of the overpayment and to check previous records for possible additional refunds to the town; Matt seconded; motion carried.
6.Jean Shoemaker Driveway Pass Through Culvert
7.Fiscal Snapshot Evaluation – Charlie will contact VLCT to schedule this evaluation.
 
New Business:
1.CV Oil Pre-buy – The board reviewed the Pre-Buy History and Worksheet provided by Trish. The town will pre-buy 550 gallons of propane for the Highway Dept; 400 gallons of #2 Fuel Oil for the Town Hall; and 1350 gallons of propane for the Town Office. The Fire Department requested a pre-buy of 800 gallons based on their previous usage. Matt motioned to approve the pre-buy with changes; Charlie seconded; motion carried.
2.Dog Complaints Tweed River – Numerous homeowners have contacted board members about a dog on the deck at Sal and Maggie’s house that barks incessantly for hours on end and at all hours of the day and night. It is disturbing local residents and there is concern for the dog’s well-being.
 
Next Meeting Dates:  September 17, 2019 Regular Meeting
Adjournment:  Charlie motioned to adjourn the meeting at 7:21 p.m.; Ann seconded; meeting adjourned.                                                                         
 
Approved Date:                                                                                Recorded by:  s/Tyna Gallagher
 
s/Charles Piso
 
s/Matt Corron
 
s/Ann Kuendig