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
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
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