​PITTSFIELD SELECT BOARD REGULAR MEETING

 “To listen to a recording of the meeting please click here” https://fccdl.in/Mh6LYtkXlw
DATE:    December 17, 2020
 
PRESENT: (virtually) Ann Kuendig, Joyce Stevens, Mona Colton
 
PUBLIC PRESENT: (virtually) Kirk White, Louis Cocci
 
AGENDA
 
APPROVAL OF MINUTES:  Regular Meeting December 3, 2020
 
CORRESPONDENCE:
1.  VT Agency of Transportation – Certificate of Annual Highway Mileage
2.  MPG Award
3.  Restorative Justice Funding Request
4.  Better Connections Grant Applications
5.  Chittenden LHMP comment period
 
OLD BUSINESS: 
1.  Town Report
 
NEW BUSINESS:
1.  Town Meeting Legislation discussion with Kirk White
2.  November Financial Report
3.  2021 Budget Warrant – Articles
4.  Town Hall Building Committee – Update
5.  Better Places Grant
 
NEXT MEETING DATE:  Thursday, January 7, 2021
 
ADJOURN:
 
Ann called the meeting to order at 6:01pm.  Seconded by Mona.  All in favor.  Mona made a motion to approve the Minutes of December 3, 2020.  Seconded by Joyce.  All in favor.  Ann motioned to take NB#1 and NB#5 out of order as guests were present to discuss them.  Seconded by Mona.  All in favor.
 
CORRESPONDENCE:
1.  VT Agency of Transportation – Certificate of Annual Highway Mileage.  Ann said that this notification is being handled differently and is being handled online.  No action.
2.  Municipal Planning Grant Award - This grant for $4,370 is to help update the Town Plan.  There is a 10% match and TRORC has been contracted to do this.  No action.
3.  Restorative Justice Funding Request – Tabled.
4.  Better Connections Grant Applications - The Secretary was asked to forward this to both Sarah Gallagher and Louis Cocci for their review.  It addresses improving walking, biking, and pedestrian infrastructure.
5.  Chittenden LHMP comment period – This is a public notice.  No action.
Pittsfield Select Board Regular Meeting Minutes                                                                                               page 2
December 17, 2020
 
OLD BUSINESS: 
1.  Town Report – Ann said that she sent out a draft of the report.  Discussion.  She will update the draft resend it before it goes to the Auditors.
 
NEW BUSINESS:
1.  Town Meeting Legislation discussion with Kirk White.  Ann congratulated Kirk on his recent election as our Representative to the State Legislature.  He was invited to addend to meet and greet and discuss legislation issues.  He said he wanted to reach out and let people know that he is available to anyone.  He intends to let Towns know of any legislation that might have an impact on them.  He also said he was available to attend a Select Board meeting on a regular basis if asked.  Kirk said that there is a bill being submitted that is designed to allow towns to switch to Australian ballot or push back Town Meetings to warmer weather when they could be held outside.  He added that this might also be able to be decided on a case-by-case basis.  The additional cost associated with an Australian ballot might be added by the Governor to the State budget so that some reimbursement to the Towns might be available.  Ann asked what he is hearing about towns going with Australian ballot.  The biggest logistical issue is Warning the candidates.  Mona and Joyce both appreciated his appearance and noted that it was more than other officials have done in the past. 
Ann said that she and Trish attended a Webinar today and deadlines make her feel anxious.  Ann said that her biggest concern is attracting candidates and having enough time to get word out.  Some of the deadlines noted are January 14 – last day for submitting petitions for Articles and begin firming up the Warning; January 25 – last day for candidates to submit consent forms to get name on the ballot; January 31 – ballot and Warning must be posted; February 10 - ballots must be available for early and absentee voting; and February 20 – the first day that an informational meeting can be held, and Town Report must be received by the voters.  Trish said that she felt she could get a letter or postcard out to the voters with information including ballot requests, etc.
2.  November Financial Report.  Ann made a motion to table this to the next Regular meeting.  Seconded by Joyce.  All in favor.
3.  2021 Budget Warrant – Articles.  Ann made a motion to table this to the next Special Budget Meeting.  Seconded by Joyce.  All in favor.
4.  Town Hall Building Committee – Update.  Ann said that the bids for the project had been accepted and the lowest bid awarded.  The necessary paperwork has been sent to each company for their completion.  It was decided to break down the project and award them (concrete cutting and removal, excavation, footings, and rebar, etc) to separate companies.  Unless there are contingencies, the project cost is $22,000.  The project may start as soon as next week.
5.  Better Places Grant.  Louis proposed that the Town apply for this grant.  He said that he had spoken with both Betty Warner and Sarah Gallagher and it was felt that the Select Board should be the ones to authorize it.  Louis offered to write up the proposal and present it to the State.  The deadline is January 22, 2021.  It would need to be decided what project the grant would be used for or would a new project be created.  Promoting Pittsfield as a community space for its residents was mentioned or putting some money towards the Town Hall.  He suggested that the Board look over the paperwork and see what the requirements are.  It was noted that the project would need to be completed by August 31, 2021.  Louis was asked about matching funds.  Letters of support from various Town groups would also be needed.  Ann said she would like to entertain a more concise proposal.  Louis said he would touch base by email next week.  The Board thanked him for attending the meeting tonight.
 
Pittsfield Select Board Regular Meeting Minutes                                                                                               page 3
December 17, 2020
 
NEXT MEETING DATE:  Thursday, January 7, 2021 at 6:00pm.
 
ADJOURN:  As there was no other business to discuss, Ann motioned to adjourn the meeting at 6:50pm.  Seconded by Joyce.  All in favor.
 
Respectfully submitted,
 
                                                                                                                s/Martha L. Beyersdorf, Secretary
 
Approved: January 7, 2021
 
 
                                                      /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                       Mona Colton

​PITTSFIELD SELECT BOARD SPECIAL BUDGET MEETING MINUTES

 “To listen to a recording of the meeting please click here” https://fccdl.in/Mh6LYtkXlw
DATE:    December 17, 2020
 
PRESENT: (virtually) Ann Kuendig, Joyce Stevens, Mona Colton
 
PUBLIC PRESENT: (virtually) Tricia Fryer
 
AGENDA
 
APPROVAL OF MINUTES:  Special Budget Meeting Minutes December 3, 2020 and December 8, 2020
 
OLD BUSINESS: 
1.  Highway, Cemetery, General Fund Budgets
 
NEW BUSINESS:
1.  Capital Improvement Plan
2.  Warrant
3.  Articles
 
NEXT MEETING DATE: Wednesday, January 6, 2021
 
ADJOURN:
 
Ann called the meeting to order at 5:04pm.  Seconded by Joyce.  All in favor.
 
A motion to approve the Minutes of the Special Budget Meetings on December 3rd and 8th was made by Ann and seconded by Mona.  All in favor.
 
Old Business:
1.  Highway, Cemetery, General Fund Budgets – Trish asked about concluding the budget process.  Ann said that she put Budget on the Regular Meeting Agenda and noted that a Special Meeting can always be called if needed.  But to really finalize the budget, the anticipated tax rate needs to be determined. 
General Fund:
Ann asked about the Undesignated Fund and Trish said that would be almost the last item.  Ann asked for clarification on some storm damage reimbursement items.  Trish said that some of the money is from HUD and some from FEMA.  They are related to buying and demolishing the house on Lower Michigan Road.  FEMA has completed its payments for this and for the cemetery.  The State has not paid its portion yet.  Discussion.  Ann felt that a figure should be added to Income for what the State owes, presuming it will be received in 2021.
-          Refuse:
     SW Management/Program Fee - The amount of $6,700 was removed and if the voters do not
          approve, money from the Contingency Fund can be used.
-          Maintenance:
     Sand Shed – amount reduced to $0.
                    Fire Alarm – increase to $650 (the alarm is for Town Hall and Town Office Building)
 
Pittsfield Select Board Special Budget Meeting Minutes                                                                 page 2
December 17, 2020
 
-          Dues and Contributions:
     Rutland Restorative Justice – request for funds declined
-          Budget Disbursements:
     Town Hall – Trish added a line item for a Contingency Fund.  The money came back from Irene
          and was unexpected. Discussion as to a line item or Article.  Board opted for line item. 
-          Town Officer Education – reduce to $500
Highway:
-          Income:
     Undesignated Funds – this will be the last figure to insert in the budget.  As in past years, any
     positive figure rolls into the next year and helps reduce the tax rate.  Discussion about other
     ways to dispose of undesignated funds.  Could be applied towards the payoff of an item or
     offset the tax rate?  It could be split and applied to several items.  Trish noted that she will not
     have this figure until the second week in January after reconciling the account.
-          Grant Expense:
     Sand Shed Grant – the Town has $7,000 of the $70,000 match.  $63,000 would be due from
     the Town.  It was felt that reimbursements should go back into the Sand Shed and not in the
     HW fund.  It can then be redesignated and close out the Sand Shed line item.
 
The Board felt that another meeting was needed. 
 
Next Meeting Date: Wednesday, January 6, 2021 at 4:00pm.  If more time is needed, another meeting can be held on Thursday, January 7, 2021 at 5:00pm.
 
Ann made a motion to adjourn the meeting at 6:00pm.  Mona seconded.  All agreed.
 
                                                                                                                                Respectfully submitted,
 
                                                                                                                                s/Martha Beyersdorf
                                                                                                                                Select Board Secretary
 
Approved:January 6, 2021
 
 
________________________                _______________________    _________________________
          Ann Kuendig                                       Joyce Stevens                                Mona Colton

​PITTSFIELD SELECT BOARD SPECIAL BUDGET MEETING

To listen to a recording of the meeting please clickhttps://fccdl.in/pE3YJ3YEZ4 
​
DATE:  December 8, 2020
 
PRESENT:  Ann Kuendig, Joyce Stevens, Mona Colton
 
PUBLIC PRESENT: Trish Fryer
 
AGENDA
 
APPROVAL OF MINUTES: December 3, 2020 Special Budget Meeting Minutes.  
 
OLD BUSINESS:  
1.  General, Highway, Cemetery budgets
 
NEW BUSINESS:
1.  Capital Improvements Plan
 
NEXT MEETING DATE: Thursday, December 17, 2020
 
ADJOURN:
 
Ann called the meeting to order at 4:01pm.  Joyce seconded.  All in favor.
 
The Approval of Minutes was tabled to the next meeting to allow everyone to review them.
 
Old Business:
1.  General, Highway, Cemetery budgets
Trish said she spoke with the IT company, Saguaro Technologies regarding the $1,500.00.  This amount is for the labor changing over the computer system to the new one.  It is a one-time charge.  The Board discussed where this money would come from. There will be a $475 monthly fee. The changeover will occur on December 28thand 30th.  The Board questioned what the December charges would be, and Trish said she would check with Brian Davis.  
 
Trish indicated that the Town’s Medical insurance company is now charging $60 as an administrative fee for managing the HRA funds for Trish and George. Board agreed to add sub line item in the GF and the Highway fund under the HRA line item. 
 
Joyce wanted to discuss further the increase in the Assistant’s pay. Following discussion, it was decided that all pay increases for town employees will not be considered until staff have been on the job at least one year. The Librarian’s pay was also addressed further.
 
·      Mileage – Town Officers – Joyce felt that the mileage costs could be cut and cited ways of doing that.  $500.00
 
Mona asked Trish to check with Mascoma Bank to see if they would “gift” a check scanner to the Town.  This would reduce mileage to and from the bank to make deposits as Trish was leery of sending check deposits through the mail at this time.
 
·      Bond Repayment- this is higher because the Office Building fund is depleted. Increase to $45,385.00.

 
·      Computer Fund – zero. Board agreed that purchases of computer hardware should come from the Reserve computer fund. 
 
Tabled the Parks & Grounds Equipment Fund, Town Hall Phase, PVFR Truck Fund, and PVFR Equipment Fund as these are Articles.
 
·      Office Expense –
-     Copier – The purchase of a color copier was brought up.  Joyce said there is only one year left on the current copier and perhaps consider a color copier at that time.  Mona suggested speaking with Magee.  Contracts that include copy paper was mentioned.
-      Tech Support – Decision to combine the lines for Tech Support and Software.  Trish will check to see if the correct figure is $5,400 or $5,700.  Since this support also includes the Listers computers it was decreased to$3,600and the balance added to the Listers budget.
-       Office Supplies – It was decided to order more envelopes this year as the money was available.  Discussion as to whether ballots could be done in-house versus professionally.  It was felt the whole process could be handled in the office.
-      Postage– increase to $1,500.
·      Board of Listers –
-       Computer – increase to $1,800for share of IT support and future purchase of a tablet for data collection to come from Computer Fund.
-       License Fees – increase to $300
-       NEMRC Support – increase to $1,500
·      Grant Disbursements –
-       Cemetery Rip Rap and all completed damage Projects – still waiting on 17.5% due from State
·      Dues and Contributions –
-       Preservation Trust - $50
-       Rutland Mental Health-$588
-       Tri-Valley Transit (StageCoach)-$230
-       Green up Vermont-$50
-       Child’s First Advocacy Center-$400
-       QuinTown Seniors-$3,500Ann was going to check why no donation letter has been submitted
-       Red Cross-$250
-       Visiting Nurses-$1,000
-       Park House-$500
-       New Story- Joyce was going to check on why no donation letter submitted
-       Central VT Council on Aging-$600
-       VT Center for Independent living-$75
-       Green Up VT-$50
-       VT Rural Fire Protection Force-$100
 
New Business
1.  Capital Improvements Plan – Not addressed due to time.
 
Next Meeting Date:  Thursday, December 17, 2020 at 5:00pm at the Town Office.
 
Adjourn: As there was no further business to conduct, Joyce made a motion to adjourn the meeting at 6:06pm.  Seconded by Ann.  (Mona had already left the meeting.)
 
                                                                                    Respectfully submitted,
 
                                                                                    s/Martha L. Beyersdorf, Secretary
 
Approved: December 17, 2020
 
 
                                                     /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                      Mona Colton

 
   
 
 
 
 
 

Pittsfield Select Board Regular Meeting Minutes

 Date:    December 3, 2020
To listen a recording of this meeting click https://fccdl.in/6tic1LVBdk 
 
Present:(virtually) Ann Kuendig, Joyce Stevens, Mona Colton
 
Public Present: (virtually) Brian Davis, Jeff Jamele
 
Agenda:
 
Agenda Modifications:
1.  C#2 – Correspondence from Kirk White.  Ann motioned to accept.  Mona seconded.  All in favor.
  
Minutes Approval: Regular Meeting November 19, 2020.  Joyce made a motion to approve.  Seconded by Ann.  All in favor.
 
Correspondence:
       1. Chamber & Economic Development of Rutland Region
       2.  Kirk White – request to attend an upcoming meeting   
 
Old Business:
1.  Box Culvert Update – Final Design & Invoice
2.  Town Network Cyber Security Plan
3.  Town Meeting – vote on Australian ballot
4.  October Treasurer Financial Reports
 
New Business:
       1.  Select Board’s Town Report – discussion
 
Next Meeting Date: Special Budget Meeting – Thursday, December 17, 2020
 
Adjourn
 
Ann motioned to call the meeting to order 6:03pm.  Mona seconded.  All in favor.   Ann also made a motion to take OB#2 Town Network Cyber Security out of order and make it the first item.  Seconded by Joyce.  All in favor.
 
Correspondence:
1.    Chamber & Economic Development of Rutland Region.  The Executive Director would like to meet
       with and update the Board on their future activities and request an fy2022 appropriation from Pittsfield suggesting $1 per person.  Ann said she would not mind meeting with him to see what they might be able to do for Pittsfield.  She said she would respond to him.
1.     Kirk White – request to attend an upcoming meeting. The Secretary was asked to respond and invite him to attend.
 
Old Business:
1.     Box Culvert Update – Final Design & Invoice. Ann said that the final design has been received and forwarded to the FEMA representative.  We should know in about a month whether we will be receiving the funds. The Town is obligated to the State to complete construction or face them withholding funds.  The Town is also obligated to pay Champlain Construction who was contracted to do the project next year.  As they have completed the design work, Ann motioned to approve the invoice for $5,500 to Champlain Construction for Michie design work.  Seconded by Joyce.  Mona voted no.  The motion passed.
2.     Town Network Cyber Security Plan.  Ann said that at the last meeting, the proposal for migrating to Office 365 for an initial cost of $1,500 plus a monthly cost for service of $475 for a total of $5,400 per year was discussed.  Ann asked if the project could be implemented and phased in over the course of one to eighteen months to avoid such a large up-front cost.  Brian and Jeff responded that the cost could be, but the implementation should be done all at once.  They said the proposal was for a bare minimum, so should not be reduced.  Finer points of the proposal were talked about. The role that Becky Donnet would play was discussed.  Brian and Jeff were thanked for attending.  Ann asked Joyce and Mona if a decision could be made tonight or choose to obtain other proposals.  There was discussion of the cost and what the difference would be from what has been charged by Becky.  Mona agreed that she would like to see the figures but did not feel the Board had a choice other than to go with Saguaro Technologies.  It was suggested that other sources be looked at for help in covering the cost.  Trish will be asked for the current balances in the reserved funds.  Joyce motioned to accept Saguaro Technologies proposal for updated security.  Mona seconded.  All were in favor. 
3.     Town Meeting – Vote on Australian Ballot.  Ann said that at the last meeting, the Board reviewed the options for holding Town Meeting and complying with the COVID mandates. The only option available to the Town was to conduct the meeting by Australian ballot.  Polls would open on Tuesday, March 2, 2021 for the actual vote, like the recent general election.  A virtual public informational meeting to explain the Warning, Articles, and Budget would be held by the Select Board up to ten days before the vote.  The Warning must be posted at least thirty days but less that forty days prior to the vote and must include the date, time, location, and voter information.  Ann said that to make this official she made the following motions:  
     1)  Shall Pittsfield elect its officers by Australian ballot pursuant to Vermont Statutes Chapter
     17 Section 2680(b)?  Ann motioned to approve.  Joyce seconded.  All in favor.
     2)  Shall Pittsfield adopt all budget articles by Australian ballot pursuant to Vermont Statutes
     Chapter 17 Section 2680(c)?  Ann motioned to approve.  Mona seconded.  All in favor.
     3) Shall Pittsfield vote on all public questions by Australian ballot pursuant to Vermont Statutes
     Chapter 17 Section 2680 (d)?  Ann motioned to approve.  Mona seconded.  All in favor.
Ann said she would get more details from Trish. Ballots will have to be pre-printed. It was suggested that the printer’s timeline be obtained to aid in planning.  Joyce suggested getting a grant as ballot printing would be considered a COVID expense.
4.     October Treasurer Financial Reports.  Ann motioned to accept the reports.  Seconded by Joyce.  All in favor.
New Business:
1.     Select Board’s Town Report – discussion.  Ann said she would draft the report but wanted to get some ideas.  Several were suggested including the completion of many ongoing projects, rebuilding the Select Board, and improving relations with other town officials.
 
Next Meeting Date: 
1.    Regular Meeting Thursday, December 17, 2020 at 6pm.
 
Adjourn:  As there was no other business before the Board, Ann made a motion to adjourn the meeting at 7:03pm.  Joyce seconded.  All in favor.
 
                                                                                    Respectfully submitted,
 
                                                                                    s/Martha L. Beyersdorf, Secretary
 
Approved: December 17, 2020
 
 
                                                     /                                                                 /
           Ann Kuendig                                        Joyce Stevens                                      Mona Colton

 
   

PITTSFIELD SELECT BOARD SPECIAL BUDGET MEETING

 
Date:    December 3, 2020
 To listen to a recording of the meeting click https://fccdl.in/6tic1LVBdk 
Present: (virtually) Ann Kuendig, Joyce Stevens, Mona Colton
 
Public Present: (virtually) Trish Fryer, Caleb Hawley
 
Agenda
 
Agenda Modifications: Ann would like to add that the PVFR would like approval of an equipment purchase.  Mona seconded.  Approved.  Add as NB#2. As Caleb is here to discuss the fire department’s budget, this will be taken out of order.
 
Minutes Approval: Special Budget Meeting November 24, 2020.  Ann made a motion, seconded by Mona, to accept the Minutes of the November 24, 2020 Special Budget Meeting.  Motion passed.
 
Old Business:
1. General, Highway, Fire Department Budgets
 
New Business:
1.  Capital Improvements Plan
2.  PVFR equipment purchase request
 
Next Special Budget Meeting Date; Tuesday December 8, 2020 at 4pm
 
Adjourn
 
Ann called the meeting to order at 5:05pm.  Seconded by Mona.  All in favor. 
 
Old Business:
1. General, Highway, Fire Department Budgets
Caleb was asked to go line by line through the Fire Department’s budget line items and explain the increases and decreases proposed.  
·      Operations – Dispatching Fees:  $5,000 has been proposed.  This is an increase from $0 as the State is planning to impose a fee for each dispatch. There was some discussion about taking out the $5,000.00.  Caleb felt that it was best to leave it in in anticipation of the implementation rather than try to find the money later.  He said that the initial startup fee was thought to be around $5,000.00 for the fees for dispatching.  Ann said that she spoke with VLCT.  The Legislature passed an addendum to Act 166 in September that prohibits the Department of Public Safety from charging fees in any contractual agreement to perform dispatching duties for the state, municipal or other emergency services until it is established in law a dispatch fee schedule.  It will have to go through the legislative process, the DPS will have to hold three public hearings before the legislature, who then must discuss and pass it.  The Board asked Caleb for his thoughts on this and the Board felt that this probably would not take effect much before 2022, especially since municipal budgets would be set by then. Caleb said that the dues will have to be added in for Rutland County Mutual Aid and current dispatching fees.  minus $5,000 plus $1,200
·       Operations – Vehicle Maintenance:  This year the vehicle maintenance has been broken down by vehicle.  They overspent as they went over each vehicle to make sure they were inspected and informed as to what may need repair or replacement in their mechanics.  They decided to set a $1,000.00 limit per vehicle to handle these items.  Ann noted that the line-item budget submitted gave a better comparison of income and expenses than in previous years.  The budget estimate last year was a good projection.  Adjusting the line items will help give a better idea of where money is needed.  $4,000
·      Facilities and Equipment – Equipment:  Ann questioned the Facilities and Equipment - Equipment line item.  She asked Caleb what this category included.  He said that this past year they purchased hard hats, headlamps, and hand tools.  It was used for a few things, not major cost items but just the day to day.  Reducing the $7,200 was discussed.  $7,200
·      The final proposed amount of $21,875 was agreed to.
General Fund:
·       Employee Benefits – Health Reimbursement.  George in HW would be the same.  Blue Cross would be $10,800.  Stay with the same at $9,579
·       Late April 2019 Flood – Trish said that interest this year looks to be $3,308.  The loan will be rewritten in May.
·       VLCT Insurance Package - $22,279
·       Dues and Contributions –
     VLCT – remains at $1,743
     TRORC – remains at $835
     Visiting Nurse Alliance – remains at $1,000
     Community Care/Park House – remains at $500
     Central VT Council on Aging – remains at $600
     VT Center for Independent Living – remains at $75
     VT Rural Fire Protection Task Force – remains at $100
     Red Cross – requests $250
     Community Care Network/Rutland County Mental Health - requests $588
     Tri-Valley Transit (formerly Stagecoach) - requests $230
     Child First Advocacy - requests $400
     VT Council on Rural Development – requests donation
     Preservation Trust – requests donation
·      Refuse – Ann said that Mark Shea has brought this up at their two Board meetings. There are no fees to join but an Article would have to be written reflecting language in their By-Laws regarding membership.  Discussion.  Table further discussion due to the meeting cut-off time.
 
New Business:
1. Capital Improvement Plan – not addressed.
2. PVFR request for equipment purchase approval. The fire department is asking for a $6,800 budget increase.  Caleb was asked to discuss.  Caleb said they would like to purchase six self-contained underwater breathing apparatus (SCUBA) tanks.  They previously hoped to stagger the purchase of these tanks, however with COVID affecting pricing, etc, the better time to purchase was now.  He said that the best cost he has gotten now is $5,397 for the six tanks. Scott has locked in the price until the end of the year. M&S is the supplier, and they are good to work with.  Ann asked if they could stagger the expiration dates on the tank.  Caleb said that the tanks are time stamped and therefor are not able to do that.  The tanks are good for 15 years.  He felt that if they were not purchased soon that there would be a significant price increase.  Currently there is $10,292 in the Capital Expense fund.  If the money is taken from there, the balance could be rolled into the equipment fund.  Mona agreed that the purchase now was a good idea.  Ann motioned to approve the purchase of six SCUBA bottles for a total of $5,397 including shipping costs if applicable.  Mona seconded.  Motion passed.   
 
Next Special Budget Meeting Date:
Tuesday, December 8, 2020 at 4:00pm at the Town Office.
 
Adjourn:  As there was no further business to conduct, Ann made a motion to adjourn the meeting at 6:02pm.  Seconded by Mona.  All in favor.
 
                                                                                    Respectfully submitted,
 
                                                                                    s/Martha L. Beyersdorf, Secretary
 
Approved: December 17, 2020
 
 
                                                     /                                                                 /
           Ann Kuendig                                        Joyce Stevens                                       Mona Colton

PITTSFIELD SELECT BOARD SPECIAL BUDGET MEETING

 
Date:    November 24, 2020
 
Present:(virtually) Ann Kuendig, Joyce Stevens, Mona Colton
 
Public Present:(virtually) Trish Fryer, Cynthia Bryant, Erica Hurd                      
 
Ann called the meeting to order at 5:11pm.  Seconded by Mona.
  
Minutes Approval:Mona made a motion, seconded by Ann, to accept the Minutes of the November 19, 2020 Special Budget Meeting.  
 
Agenda Modifications:  A motion was made by Ann, seconded by Mona, to take New Business: RCML budget out of order and be presented first.  All motions passed.
 
New Business– Roger Clark Memorial Library:
Cynthia, as the Library’s Treasurer, presented the 2021 Proposed Budget and 2020 Actuals.  She said that last year they were approved for $4,800.00 at Town Meeting.  With COVID-19 this year, adjustments were made to what was budgeted last year.  She said the biggest adjustment was in cleaning products due to COVID. She proceeded to review the actual numbers used against the 2020 revised budget figures.  She explained the Inter-Library Loan Courier and that they have loaded books onto a site so that a search can be done to see what library has a particular book available to be loaned.  
She said that the Trustees would like to add a line item to the budget for a Substitute Librarian to work when the Librarian takes her two weeks of vacation.  There was discussion with the Board on this.  It was felt that volunteers would be a better option or reduce hours/close the library when the librarian is on vacation.  Some school age students are required to have a Community Service project, and this would be ideal.  Advertising on social media and the library’s website was encouraged.  
 
Trish inquired about Capital Expenditures and what Cynthia felt were items they would like to purchase/update.  These included a new color printer/scanner/fax machine, book shelving with seating, a rolling sandwich board to indicate the Library is open as it was felt some people are unaware that there is a library in town, a budget for a substitute librarian, updated furniture for patrons, and update the computers.  Ideally, they would like to have one computer for the librarian and two for patrons. When asked what the top three items were, Cynthia said 1) the printer, 2) the sandwich board, and 3) new shelving.
Erica said that someone was going to come in and assess the library as to design, functionality, etc.  Ann reviewed the increases in the budget. The increases in the 2021 Proposed Budget included Programs/Events ($1,200 to $1,500) with their goal of offering one adult and one child program per month.  An increase in the purchase of Books/DVDs/CDs/etc was proposed to update them to more current ones.  The Interlibrary Loan Courier decreased from $1,000 to $500 as RCML is sharing the cost with Rochester.  The total proposed 2021 budget comes to $8,645.00.
If approved, a line for a Substitute Librarian would be added and the Board agreed to $600.
Cynthia requested that if the Board makes any changes to the proposed budget, that she be notified before the reports are mailed out so she can work with the correct figures.  The email chain was 
discussed as this has been an issue with other organizations being notified of things.  She and Erica were thanked for their presentation.
Old Business:
·      Planning Commission – Professional Services.
This pertains to consulting with TRORC in preparing for the submittal of a new town plan in two years.  $650.00was approved.
·      Salaries –
Auditors – Trish explained that their salaries are in two places and should have been $2,400.00.
Custodian (cleaning) - $1,000.00  
                          (shoveling) – decrease to$1,000.00
Election Officials – Trish will need them at Town Meeting this coming year.  Decrease to $200.00.
                        (Noted that the pay rate increases January 1stto $11.75.)
Fire Chief – remain the same at $915.00.
Listers, Select Board, and Select Board Secretary will remain the same.
Town Clerk/Town Treasurer – COLA 1.3% increase to $19,188.00 each position.
Assistant Town Clerk/Treasurer – COLA 1.3% increase to $15,172.00.
Librarian – will remain the same. 
Health Officer – will remain the same.
Transition/Training – decrease to $325.00.  Trish said that there are end-of-year procedures that Louis needs to learn, so she is keeping this amount so that Sarah can come in for an anticipated 20+ hours to train him.
 
Trish said that Caleb Hawley is looking for feedback on Capital Improvements before the next budget meeting.  She will forward this request to the Select Board members.  He is available to attend the December 3rd meeting.
 
It was decided by the Board to add  two more dates so that the proposed budget can be completed.  These dates/times are Tuesday, December 8 @4:00pm and Thursday, December 17 @5:00pm.
 
The next Special Budget meeting will be Thursday, December 3, 2020 at 5:00pm at the Town Office.
 
As there was no further business to conduct, Ann made a motion to adjourn the meeting at 6:33pm.  Seconded by Joyce.  All in favor.
 
                                                                                    Respectfully submitted,
 
                                                                                    Martha L. Beyersdorf, Secretary
 
Approved: December 3, 2020
 
 
                                                     /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                      Mona Colton

 
 

​PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES

 
 
Date:    November 19, 2020
To listen to a recording of the meeting please click-https://fccdl.in/uRqARjIuOk?st=3672
 
Present:(virtually) Ann Kuendig, Joyce Stevens, Mona Colton
 
Public Present: (virtually) Trish Fryer, Brian Davis, Jeff Jamele
 
Agenda
 
Agenda Modifications:  NB#6: 2020 Liquor License from The Original General Store for approval. Ann made a motion to add.  Seconded by Joyce.  All in favor.
 
Minutes Approval: Regular Meeting October 15, 2020.  Joyce made a motion to approve.  Seconded by Mona.  All in favor.
 
Correspondence:
1.     Historic Building Tax Credits
2.     Municipal Roads General Permit Inventory
 
Old Business:
1.     Delinquent Dog update
2.     Seugling follow-up
3.     Sand Shed Update
4.     Box Culvert Update
 
New Business:
1.     Town Clerk’s Office – closure
2.     Town Network – cyber security
3.     Town Hall Contractor invoice approval
4.     Town Meeting
5.     Treasurer’s October financial reports
6.     Liquor License – The Original General Store
 
Next Meeting Date: Special Budget Meeting Tuesday, November 24, 2020 5pm
 
Adjournment
 
Ann motioned to call the meeting to order at 6:03pm.  Mona seconded.  All in favor.  Ann also made a motion to take NB2 Town Network Cyber Security out of order. Seconded by Joyce.  All in favor.
 
New Business:
2.     Town Network – cyber security.
Ann introduced Brian Davis and Jeff Jamele from Saguaro Technologies in West Lebanon, N.H.  At the Town’s request they submitted a proposal to review the security of the Town’s computer network and offer IT solutions to strengthen protections against ransomware or malware.  The discussion was to get a better understanding of what they can offer the Town. Brian proceeded to explain what the company would do to move the Town’s computers to the Microsoft Office 365 Cloud. Their goal would be to ensure consistent policies and backups with control access if needed.  He went over their procedures for authentication, restoring data if needed, encrypted backups, what programs would be included, and support.  It was noted that they currently do not service any other municipalities.  Brian and Jeff were thanked for participating in tonight’s meeting.  The Board will review and consider their proposal.  
 
Ann said that she has also reached out to three other vendors recommended by VLCT.  She said that she has also spoken with Carrie Flanagan, a representative for Symquest, which is an IT firm based in Burlington that provides services in eight locations throughout VT, NY, NH, and Maine.    She currently has three municipal clients and has experience with NEMRC.  She recommended taking a tiered approach as opposed to doing everything at once, with initial emphasis on defender programs/cyber security platforms that work best with our current network and may also already be in place.  She will be sending information and suggested holding a Zoom meeting for further discussion.  Then the Board could best determine the levels of support that might be needed.  This subject will be addressed when more information is available.
 
Correspondence –
1.     Historic Building Tax Credits.  This email from Caitlyn Corkin with the State Agency for Community Planning advises that applications for applying for historic building tax credits is due January 13, 2021.  Since local governments are prohibited from applying for this, Ann suggested forwarding this to the Planning Commission who may want to let the new owners of the Casa Bella Inn or other developers of older buildings know about this program. No further action.
2.     Municipal Roads General Permit Inventory.  This is a reminder that Pittsfield must perform Road Erosion Inventories for all roads with well used drainage ditches by December 31, 2020.  The application fee of $240 must accompany the inventory. George has performed this over the last few years.  Ann made a motion to approve the payment of this fee.  Seconded by Joyce.  All were in favor.
 
Old Business –
1.     Delinquent Dog update.  Joyce has sent letters to the two owners of three dogs requesting they license their animals.  One was returned.  The new dog ordinance does not go into effect until December 15th.  There was discussion as to whether they should try and obtain a correct address or advise the owner of the new ordinance. It was felt that enough time had been spent on this, so it was decided to table for now.
2.     Seugling follow up.  Ann reviewed what the issue was and whether a change in policy should be made.  It was decided to keep the currently policy and let the decision to deny abatement stand.   No further action.
3.     Sand Shed update.  Dubois and King Engineering has completed the 85% design plans for the project which includes the opinion of what construction costs are likely to be. Since construction costs are likely to go up, VTrans is now suggesting that the Town apply for additional grant money 
to offset this additional cost.  TRORC, our Municipal Project Manager, has recommended we apply for an additional $72,311.00.  The due date for the application is November 27th. Currently the Town has around $110,000.00 in the reserve fund.  Ann made a motion to approve going forward 
with an application for a grant for $72,311.00 to cover the increase.  Mona seconded.  The motion passed.
4.     Box Culvert update.  Ann said that she had a long discussion with George about the Board’s concerns about not getting FEMA money and paying out funds for work ahead of construction.  A decision on whether to grant the Town $188,000 in funding is stalled until FEMA receives the final design plans.  Even if they were submitted today, the public comment period for the various departments would take about a month. George said that in all the years the Town has submitted requests for disaster funding, we have never been turned down.  In addition, the Town has signed a contract with Champlain Construction for $141,000 and they will hold to that price even though construction will not take place until at least July 2021.  It is George’s opinion that if the Town does not move forward with this project, the State has the authority to withhold monies we currently receive for highway maintenance.  Michie, the box culvert manufacturer, is working on the designs and will forward them to us as soon as they are complete.  This will jumpstart the FEMA review and then the Town can go forward with the Federal Army Corps of Engineers permit.  When that happens, Ann suggested the town  pay the $5,500 invoice for design.  The Board will wait on this for now.
 
New Business
1.   Town Clerk’s Office.  Considering the Governor’s executive order and the rising number of COVID
       cases, Trish, as well as other Town Clerks, has decided to go back to restricting access to the office.
       That means that the door to the Office will be locked and all essential research work, etc., will be 
       done by appointment only with only one individual in the office at any one time. Town business
       will be conducted as much as possible by phone or email.  The mask mandate will remain in effect.
       The Board wanted this put on the record.
2.  Town Hall Contractor.  The Town Hall Building Committee has decided after receiving and
       reviewing cost estimates for the concrete work to install the columns for the new flooring support
       system   to see if the size of the footings could be reduced from 5.5 sq. ft in an effort to reduce
       costs. To do that, they would have to hire someone to cut a test hole in the slab of the basement
       to see what’s underneath.  David McKenzie charged $150 for that job and the committee is asking
       the Board to approve paying his invoice.  Mona made a motion to approve the payment of the 
       invoice. Seconded by Joyce.  All in favor.  The payment will come from the Reserve Fund.
3.   Town Meeting.  Ann said that some thought needs to be given as to where and how to hold Town
       Meeting next March 2, 2021.  At present, there are two options to meet current COVID
restrictions.  
·      The first is to meet as usual with floor debate, however we would need to limit the number of voters who can attend based on fire safety capacity of the location, the number of people per square feet, and the maximum number of people allowed indoors. In addition, floor voting cannot be held remotely, so utilizing several different venues would not be an option. 
·      The second option is to adopt Australian Ballot rules.  The legislature has given local legislative bodies the authority to adopt the Australian ballot system for Town Meeting.  An informational hearing held by the Select Board on the Warrant and Articles will still need to be held, but it can be done electronically at least ten days in advance of voting day.  This option presents the additional problem of making sure that everyone can listen to see the presentation and have an opportunity to be heard and ask questions.  Nominations for public offices cannot come from the floor, so people who want to run for any office vacancy, will have to put their name on the ballot and then the ballots would need to be printed and sent out to offer mail-in voting.  On election day, Tricia would need election officials to run the poll. The Board felt that the second option was the only viable one.  The signature requirements
for putting a name on the ballot would be waived and there is paperwork that the candidate would need to complete.  Ann suggested rescheduling this decision to the next regular Board meeting on Tuesday, December 3, 2020.  In the meantime, Trish will be consulted regarding the election process.
5.   October Financials.  This was tabled to the next regular meeting.
6.   Liquor License Renewal.  This renewal is for The Original General Store and is late.  It is also      
       for their tobacco license renewal.  Ann made a motion to sign the application.  Seconded by
       Joyce. All were in favor. 
 
The next special budget meetings of the Select Board will be held on Tuesday, November 24, 2020 and Thursday, December 3, 2020 at 5pm.  The next regular meeting of the Select Board will be held at 6pm on Thursday, December 3, 2020 following the budget meeting.
 
As there was no further business before the Board, Ann made a motion to adjourn the meeting at 7:19pm.  Joyce seconded.  All in favor.      
 
                                                                                    Respectfully submitted,
 
                                                                                    Martha L. Beyersdorf, Secretary
 
Approved: December 3, 2020
 
 
                                                      /                                                                 /
           Ann Kuendig                                        Joyce Stevens                                      Mona Colton

 
   

PITTSFIELD SELECT BOARD SPECIAL BUDGET MEETING
 
 
Date:    November 19, 2020
 
To listen to a recording of the meeting please click https://fccdl.in/uRqARjIuOk
Present: (virtually) Ann Kuendig, Joyce Stevens, Mona Colton
 
Public Present: (virtually) Trish Fryer, Betty Warner, Herb Kuendig                    
 
Ann called the meeting to order at 5:01pm.  Seconded by Mona.  Ann also made a motion, seconded by Joyce, to accept the Minutes of the November 10, 2020 Special Budget Meeting with edits.  A motion was made by Ann under Agenda Modifications, seconded by Mona, to take New Business: Listers out of order and be presented first.  All motions passed.
 
New Business – Listers:
·      Postagewill remain at $200.00
·      Supplies$500.00(there may be a greater need for these this coming year) 
·      Miscellaneousat $100.00
·      NEMRC Supportis estimated $1,500.00(Actual bill has not yet been received.)
·      License Feesestimated at $300.00(was $285.00 last year)
·      Computerwas upgraded last year, and a new monitor was purchased this year. Betty explained that tablets are available for data collection in the field and this would be nice to have next year when the reappraisal starts as they are the same device the appraisal company uses and it would be a good opportunity for training in their use. The starting price for the Surface Pro 8 is around $849.00 and that may not include the software.  Capital Expenses were discussed briefly as was the old computer possibly being made available to the public for research in the future.  
·      Salaries– leave at $5,500.00.  Betty said she is not putting in for pay but will put in her hours so that the total salary figure will be maintained.  She explained to the Board her reasons.  Ann suggested that she add a short explanation to the Lister’s report in Town Report.
·      Training– Reappraisal training was anticipated this year but didn’t happen. Leave at $1,660.00.
·      Mapping Annual Supportexpenses will be paid from the Reappraisal Fund over the next two years.
 
Betty requested that if there are any changes made to their budget that she be notified prior to the Town Report being mailed out.  She and the Board also discussed that other towns are hiring private assessors who may not necessarily reside in the town they serve.  She felt the Town would be well served to look into this.  The Lister positions would not be eliminated but would manage the assessor and do the daily work.  Something to consider in the future.
 
Ann suggested starting where they left off the General Fund at the last meeting. 
Old Business – General Fund:
Income:
·      Town Clerk Fees– According to State law, Town Clerk fees are capped at $5.00/hour. Trish was asked about Development and Driveway Permits and should there be a fee to even complete an application. Currently Driveway Permits are $10 and $15 to have them recorded.  Trish explained how the Driveway Permit Application process worked.  She was also asked how people know if they are in the Flood Plain or not.  She said that there are maps in the office as well as information online.  
Expenses:
·      Solid Waste Management Fee/Program Fee– Joyce said that she spoke to Mark Shea and there is no fee to join the Solid Waste program in Rutland.  She said that people pay for a permit and/or $3/bag. The Town, however, would need to vote to join via a Special Town Meeting or at the annual Town Meeting.  Joyce said that she wants to get this in writing. Ann said that she also spoke with Mark and he confirmed that the Town would not have to pay the fee that Bethel is requesting.  Ann said that she also looked at the Minutes from 2014 through all of 2015 regarding the ordinance and new laws in effect.  Homeowners were responsible for obtaining a collector for their trash as the Town could no longer contract with a hauler like they did in the past effective July 1, 2015.  This will be discussed further in the budget meetings.
·      Maintenance - 
Town Hall– Expenses for the Town Hall may increase in anticipation of re-opening, but use may be restricted to part of the year due to COVID.  Joyce felt that$2,500.00was more than enough for the coming year ( because previous line item included one time expenses- structural assessment, use of the church for Town Meeting plus materials for the floor, lift inspections).
Town Office Building– A price was discussed that would be reasonable and would include repainting the front of the building, cupola, and a few other spots.  Ann suggested a separate line item for painting as well as a walk-around to take in inventory of what needs to be repaired/replaced.  Perhaps obtain some estimates.  It was decided to give this further thought.
Garage– Ann said she has not spoken with George regarding the garage and sand shed.
Fire Alarm– will be addressed when the bill comes in.
·      Utilities – All are pretty much the same as last year.
Town Office Building – leave at $2,200.00 electricityand $2,800.00 fuel.
Town Garage – leave at $1,100.00 electricityand $1,200.00 fuel.
Town Hall -$1,150.00 electricityand $1,500.00 fuel.
The Town Hall’s fuel and electricity consumption, however, would increase if the building is       being used.
Streetlights- $2,100.00.
·      Parks & Grounds – These figures come from Connie.
Portable Toilet– removed from budget.
Labor– reduced as Connie and Johanna did not use as much as usual.
Trees & Bedding Plants – keep at$150.00
Signage- removed from budget
Fuel -$200.00
Equipment Maintenance- $300.00
Supplies– $100.00
Hired Equipment– $150.00
New Equipment– $250.00
     
 
The next meeting will be held on Tuesday, November 24, 2020 at 5pm at the Town Office Building.
 
Ann made a motion to adjourn the meeting at 6:01pm.  Joyce seconded.  All in favor.
 
 
                                                                                    Respectfully submitted,
 
                                                                                    Martha L. Beyersdorf, Secretary
 
Approved: November 24, 2020
 
 
                                                     /                                                                 /
           Ann Kuendig                                        Joyce Stevens                                      Mona Colton

 
 
 

​Pittsfield Select Board Budget Meeting
 
Date:    November 10, 2020
To listen to a recording of this meeting please click https://fccdl.in/e6ZMCkGxbh
Present:  Trish Fryer, Ann Kuendig (via online), Joyce Stevens
 
Ann called the meeting to order at 6:00pm.  
 
Minutes Approval:  Ann made a motion, seconded by Joyce, to accept the Minutes of October 15, 2020.  Joyce said she hadn’t had the opportunity to review them.  The approval of the Minutes was tabled to the next regular meeting scheduled for November 19th.
 
Ann opened the discussion of budgeting with the General Fund.  Trish went over how she color coded the items to be addressed.  Ann asked if Trish could start with the Income Items first, then move to the Expense items. 
 
General Fund:
Income:
·      Dogs – Trish felt that the income from licenses and the State rabies fee/neutering surcharge would    be about the same, $400.00anticipated.
·      Liquor Licenses – would decrease due to the closing of the Casa Bella.  Reduced to $350.00anticipated.
·      Town Clerk Fees – increases dramatically this year due to property transfers and researchers. Ann felt that the office might be closed again in January due to the increase in COVID cases.  However, Trish felt that the anticipated budget amount should remain at $6000.00.  There was some discussion regarding the Town Clerk’s $5/hour fees.  The Board felt that her time was worth more than $5/hour. Trish explained how she felt that the current fee was acceptable.  Ann said she would get some guidance from VLCT.
·      Interest: Checking/CD’s – Trish said that the interest rates are funky right now.  She reduced the anticipated amount by $500.00 to $5,000.00.
·      Interest: Restricted Funds - Trish said the Restricted Funds CD renews in 9 months, so the Town might get more interest.  The past two times renewed for 9 months have been the best.  Interest rate has dropped from 2.23% to .75%. Anticipated is $344.00.
·      Photocopies – Same as last year $30.00.
·      Victim’s Compensation Fund – consists of a portion of the marriage and dog licenses that go to the State and a portion comes back to the Town.  It’s like a Town Clerk fee.
·      Record Preservation – This is not budgeted for.  $1.00 of each recording fee goes into this fund.
·      Current Use Payment – Trish received a document with the figure of $12,457.00.
·      Undesignated Funds – These are end-of-year monies that can be rolled over into the new year.  The anticipated amount won’t be known until later this year.
·      Overpayments – These are not budgeted but are usually a wash as the overpayment is the sent to the property owner, etc.
·      Delinquent Tax Penalty – This becomes a payment to the Delinquent Tax Collector and is also usually a wash.
·      HUD-DR2 and FEMA Buy-out Program – Pertains to 236 Lower Michigan’s buy-out and demolition.
·      Road Fines – These are unknown and not budgeted for.  They are a small amount which is dependent on what type to ticket is issued by the Sheriff.
·      Bank Loan Note – The $400.00 was a donation and it went out to pay on the loan for the fire truck. 
 
·      Late April ’19 Flood – Monies taken from the loan for the repairs on Parmenter Place and Tweed River Drive.
 
Expenses:
·      Late April ’19 Flood – Anticipated budget amount is $7,045.70, which is interest only to date.  This should change with the lump amount the Town is putting on it.  The loan is currently due in May 2021.  It was felt that the outstanding balance wasn’t too bad. The loan, however, will have to be rewritten due to the anticipated work on Upper Michigan Road.  It was noted that the Cemetery project was reimbursed by FEMA before work is completed and was going to be included in the payment to the Loan.    Trish said that the payment check to Mascoma would have to be rewritten less the $11,660.91.  The $11,660.91 will be kept in the General Fund for the Cemetery project.
·      Payroll Expenses – This will be adjusted when salaries are discussed.
·      Rutland County Tax – No figure available yet.
·      Federal Excise Tax – Remains at$5.00.
·      VLCT Unemployment Trust – The anticipated budget amount of $764.00is an increase from last year by $3.00.  Joyce said that Workers Comp and the Unemployment Trust are two different items. Trish said she would look into this for clarification.  She said that Scott (who cleans the Town Office) was out of work due to COVID as well as the Librarian.  She noted that the Unemployment Trust fee may go up.
·      VLCT Insurance Package – This isn’t available yet.
·      Due & Contributions – These are typically groups that request money.  Stagecoach is expanding its services to possible include Pittsfield.  Trish suggested waiting a few more meetings until more requests are received.  Ann said that the Board usually only considers those groups that submit written requests and outline how many Pittsfield residents benefited from their services. 
·      Solid Waste Management Fee/Program Fee – Bethel’s fees have risen by $650.00 to$6,700.00.  There is no mention of an increase in hours.  Trish said the Alliance fees are based on a per capital 549 from the 2018 Census.  Joyce questioned perhaps changing to the Rutland District as most people seem to go there and not to Bethel.  This matter was discussed several years ago.  Pittsfield residents would have to buy a pass which would also allow them to use the Rutland facility.  Trish felt this was worth looking into.  A.B.L.E. recently sold their route to Casella who picks up at the Town Office Building and Town Garage every two weeks.  Joyce said she would contact Killington and Rutland to obtain their fees and hours as well as the procedure to join.  
·      Refuse Removal – Increased to $725.00.
·      Legal – This has usually been budgeted at $5000.00. Board agreed to this line item
·      Ambulance – This has increased by $546 from last year to $33,306.00.
·      Printing – Includes Town Report, envelopes, receipt books, etc. for the office.  Keep at $1900.00.
·      Advertising – Board agreed to reduce the anticipated amount by half to $500.00. No major advertising is anticipated.
·      Rutland County Sheriff – Trish felt that the Town didn’t need to budget for this year.
·      Drop Box – There is no need to budget for this as the Town is being reimbursed by the State. The State has given no date yet. Trish noted that property tax payment can be put in there and the box is able to be closed so that nothing can be put in after a particular date, which the Board felt was good.
 
·      Maintenance – Fire Alarm – This hasn’t been performed yet and has always been a separate line item.
 
·      Town Office Building – This includes cleaning supplies, repairs done within the building, etc.  Painting would be included unless the Board would want it as a separate line item as part of the Capital Improvement Plan.  Ann said that the wood in the roof cupola needs to be repaired.  It was felt that we needed to stay on top of maintenance of the Town Office Building as it is 10 years old.  
 
·      Town Hall – would include similar items as the Town Office Building.  Ann said she would like to look at the 2018 expenses as that was when the building was closed, and budgeted amounts cut.  
 
·      Ann also said she would like to look at maintenance items versus Capital investments in each building: Fire Department, Town Hall, and Town Office Building and Garage. Trish thought that painting would be included here.  Joyce said that she didn’t want to include painting this year on Town Hall until it is planned.  She suggested putting some in the Reserve Fund.  She said that the Board should plan on painting the Town Office Building next year but not the Town Hall.  As for the Fire Department and Town Garage, Ann and Joyce will speak to them regarding a Capital Improvement Plan and what their future needs might be.  Ann wants to be sure that Mona is included in these discussions.  In the meantime, she will speak with George regarding the Garage. 
 
Ann made a motion to adjourn the meeting at 6:15pm.  Joyce seconded.  
 
The next meeting will be held on Thursday, November 19, 2020 at 5pm at the Town Office Building.
 
                                                                                    Respectfully submitted,
 
                                                                                    Martha L. Beyersdorf, Secretary
 
Approved: November 19, 2020
 
 
                                                     /                                                                 /
           Ann Kuendig                                        Joyce Stevens                                      Mona Colton

 
 

​Pittsfield Select Board Meeting Minutes-October 15, 2020
 
To listen to a recording of the meeting click   https://fccdl.in/CEZ5Ryj5dM
 
Agenda
 
Agenda Modifications: 
 
Minutes Approval:  Regular Meeting-October 1, 2020
 
Public Present:   Victoria Littlefield (by phone)
 
Correspondence:

1. Colton Act 250 Letter

 
Old Business:

1. Dog Ordinance Amendment
2. Budget Hearings Schedule
3. Quintown Halloween
4. VT Alerts

 
New Business:

1. Local Hazard Mitigation Plan Review 
2. September Financial Reports
3. PACIF Renewal survey
4. Town Hall Building Permit 
5. Lister Computer

 
Next Meeting Date:   Thursday, November 5, 2020
 
Adjournment:
 
Ann called the meeting to order at 6:08pm Joyce seconded. All in favor.
 
Agenda Modifications: Box Culvert update as Old business #5 Ann moved the Board accept the agenda modifications. Joyce seconded. All in favor.
 
Minutes approval:  Ann moved the board accept the minutes for October 1, 2020  Mona seconded. All in favor.
 
Public present: Victoria Littlefield, TRORC consultant on Pittsfield’s local Hazard Mitigation Plan (LHMP) 
 
Out of order: Ann moved that NB #1 be taken out of order so Tori can give her presentation on LHMP as the first order of business. Mona seconded. All in favor.
 
 
 
 
Correspondence:
#1 Colton Act 250 letter- This is a letter from the Natural Resources Board concerning Colton Enterprises. Sarah and Gordon Gray have requested the board initiate a jurisdictional opinion on the Colton’s operation as it relates to its Act 250 permit. The Director is declining to either revisit the current jurisdictional opinion or issue a new one. 
 
Old Business
#1 Dog Ordinance amendments- The Town attorney made a few suggested edits which Ann circulated to board members prior to meeting. No further comments or edits made. Ann moved the Board approve the amendments and send the document to the Town Clerk for her to begin the public review process. Mona seconded. All in favor. Joyce drafted a letter urging two delinquent dog owners to comply with licensing requirements. Ann moved to have Joyce send out the letters on behalf of the board. Mona seconded. All in favor.
 
#2 Budget Hearings Schedule-Ann submitted a proposed schedule for holding budget hearings beginning in mid-November. Joyce and Mona said the dates work for them for the most part. Ann moved that the Board accept the schedule and request the Town Clerk post the schedule on the Town website front page, all town bulletin boards and take out a small ad in the Randolph Herald. Mona seconded. All in favor.
 
Ann will also post on the Pittsfield VT community face book page and Front Porch Forum.  The Board also asked the Board Secretary draft an invitation for departments to submit a proposed capital improvement budget and also choose one of the hearing dates to submit and discuss with the Board their regular budgets.  
 
 
#3Quintown Halloween-Betty has been meeting with Quintown Halloween organizers on the reverse parade and jack o lantern contest between the five towns. Betty is waiting on the flyer which will map out the parade route and then request that businesses along the parade route decorate beginning Friday afternoon and ending Sunday night. The Select Board was asked to decorate the Gazebo on the green. Ann will collect decorations and call volunteers for help and setting-up the Jack-O-Lantern display either Thursday evening or Friday morning before Halloween. 
 
 
#4 VT Alerts  Ann is submitting names and email addresses to Ian Kilburn who is going to put together an online training program for towns who want to implement the VT Alerts program.
The list includes Joyce, Doug, Dot and Ann. Mona declined to participate. In order to join the program, the town has to officially adopt it as a notification system and designate a primary and back up administrator of the program. Mona suggested that Ann reach out to Caleb Hawley to see if he would be interested as a primary. Ann suggested Doug Mianulli as an alternate.
 
#5 Box Culvert Update:  Ann received an email from Niall Buxton, Champlain Construction saying that they have received an invoice for engineering from Michie, the firm that is producing the box culvert. In order to submit the permit applications and provide information to FEMA environmental reviewers, Michie had to design the culvert and then make additional design changes requested by ANR river engineers.  All the box culvert engineering and manufacturing costs are contained in Champlain’s bid and Niall is guaranteeing his bid price even though the project can’t begin construction until next July at the earliest.   Niall is looking for is a $5,500 draw so he can pay Michie for the engineering design work they have completed. Ann said this does not add any cost to the project, but board members expressed concern about sending a check when FEMA funds have not yet been guaranteed. Ann moved that a check for $5,500 be sent to Champlain Construction as a draw on the bid for engineering services. No second therefore the motion failed.
 
 New Business
 
#1 Local Hazard Mitigation Plan Review 
Ann explained that Joyce and she attended the second of three hearings to update the Local Hazard Mitigation Plan which expired in August. In order to receive full state emergency relief funds in the event of a declared disaster, Pittsfield has to have an updated LHMP approved every five years. Following the last hearing, Tori sent the LHMP Committee and  Select Board the latest edition of the plan. Tori reviewed proposed updates of the plan during this third public hearing. Hazard assessments will remain essentially the same as the previous plan except ice jams have been eliminated. Several new mitigation actions have been added including implementing VT Alerts. Tori will use online review tool to send final LHMP to Stephanie Smith for VEM review and approval as well as send surrounding communities a copy for any comment.
 
 
#2 September Financial Reports-The Town Treasurer submitted them electronically and hard copy for review prior to the meeting. Joyce had questions regarding when some services and town officials would be paid. Ann moved the Board accept the Treasurer’s report. Joyce seconded. All in Favor.
 
#3PACIF Renewal Survey-Tricia has filled out the annual PACIF renewal application which details workers compensation payroll, value of buildings and contents and vehicles and equipment that is covered. Ann move the Board accept the application with current replacement value estimates.  Joyce seconded. All in favor.
 
#4-Town Hall Permit-The Town Hall committee has hired the structural engineer to design the first-floor support system Kevin Smith of Marble Engineering in Rutland. He has submitted his proposed design drawings to the committee which is currently under review. The Committee agreed that the next step is to secure a permit from the Division of Fire Safety which members understand from the Fire Marshall is a matter of submitting the application, the final design drawings and the application fee. The Committee would like to file the application before the next Select Board Meeting and is asking the Board to approve the expenditure of approximately $160 in permit fees. Joyce moved to approve payment of the permit fee. Mona seconded. All in favor.
 
#5-Lister computer-The Board received a communication from IT consultant Becky Donnet that voiced concerns about the Listers installing a dedicated computer terminal in Town offices for real estate agents and property owners to do research into read only limited grand list data. Becky indicated that the Town has a special policy in effect that guarantees no public access to town office data and she says that as long as that policy remains in effect then she doesn’t recommend the use of a lister dedicated computer on the town network. After discussions with both Becky and head Lister Betty Warren, Ann found that there is no Board adopted written policy that guarantees no public access to town office data. The discussions that took place in 2017 focused on setting up a separate network to enable the Library to offer public wifi on its computers . Board members discussed potential risks that town data can be hacked by adding a dedicated computer terminal to the town network and proposed actions by the Listers to mitigate those risks. Mona said she didn’t feel comfortable adding another computer terminal to the town network and asked for Becky’s opinion on the mitigation actions submitted by Betty. Ann moved that the Board ask Becky to review the actions and report back to the Board at its next meeting. Mona seconded. All in Favor.
 
Joyce moved that the crash plan pro protection program that was installed on the town clerk and assistant town clerk’s computers be installed on the Lister’s computer as soon as possible to add protections to grand list data. Ann seconded. All in favor.
 
Other business:  discussion of Paul Seigling’s response to the Boards denial of his tax abatement request. Response will be put on the agenda for the next meeting.
 
There being no other business before the Board Ann moved to adjourn the meeting at 7:38pm  Joyce seconded. All in favor.
 
​Recorded by: Dot Lucian

Approved: November 19, 2020

By:  Ann Kuendig            Mona Colton               Joyce Stevens