PITTSFIELD SELECT BOARD MEETING MINUTES- JUNE 2, 2020

​  PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES DRAFT
 
To listen to the meeting click https://fccdl.in/qiZWih9RCt
 
DATE:  June 2, 2020
 
PRESENT:  Ann Kuendig, Mona Colton, Joyce Stevens
 
PUBLIC PRESENT: Beth Stanton, George Deblon
 
AGENDA
 
AGENDA MODIFICATIONS:  NB#8 – 4thof July Valley Parade
 
MINUTES APPROVAL:Regular Meeting May 19, 2020
 
Correspondence:

1. Auditor/Planning Commission Resignation
2. Census Responses in Rutland County
3. VTrans line striping
4. Eckler letter
5. Haskins flower purchase request
6. Legislative Business Roundtable
7. Library Summer Reading Program

 
Old Business:

1. Salmeri property flooding update
2. April 2019 Disaster FEMA reimbursement update
3. Playground Upgrades Update

 
New Business:

1. Internal Financial Controls Form
2. Dog Licenses Report
3. Census responses
4. Lubek Independent Contractor Paperwork
5. Haskins flower purchase request
6. Interim Auditor Appointment
7. Upper Michigan Box Culvert bid
8. 4thof July Valley Parade

 
Next Meeting Date:  June 16, 2020
 
Adjournment:


Ann called the meeting to order at 6:00pm.  She reminded those participating that because the meeting is being held electronically, that certain requests are made of any speaker.  There was one Agenda Modification.  It was decided to dispense with the reading of the Minutes.  The Minutes of the Regular Meeting of May 19, 2020 were unanimously approved.  Since Beth and George were in attendance, Ann made a motion to take their business out of order.  Joyce seconded.  All in favor.
 
Correspondence:

1. Auditor/Planning Commission Resignation – This resignation was sent to the Board by Charles Piso.  Ann made a motion to accept Charles’ resignations and thank him for his service.  Seconded by Mona.  All were in favor.  
2. Census Responses in Rutland County- see New Business #3
3. VTrans line striping – This correspondence concerns centerline striping of Class 1 & 2 Town Highways. Pittsfield has none.  No action taken.
4. Eckler letter – Brexton Eckler would like to clean up the bike pump track located in the woods behind the Town Office.  Ann provided some history.  After discussion, it was decided to have Herb research the ownership and if it was Town property, then ask Trish to contact PACIF regarding insurance coverage. If everything is okay, Ann said she would notify Brexton to proceed.  If the Town does not own it, then the project would not be possible.  Ann made a motion to this effect.  Joyce seconded.  All were in favor.
5. Haskins flower purchase request – see New Business #5
6. Legislative Business Roundtable – The Town of Bethel is holding an online roundtable discussion for Bethel businesses on June 8th.  State Senators and Representative have been invited to attend.  The purpose is to share information on what aid is currently available for businesses and what aid might be forthcoming from pending legislation.  Since all towns in the area could benefit, towns are being asked to forward any questions they may have by June 4thto be addressed during the meeting.  The meeting will be recorded and available for viewing afterwards for answers to questions received.  Questions can be sent to [email protected].
7. Library Summer Reading Program – Maya is working on the Library’s Summer Reading Program for the local kids. This year’s theme is Fairy Tales and she would like to create an outdoor, publicly accessible “beanstalk” to track what the kids are reading.  The Board discussed possible locations and decided on the interior of the Bandstand where it might be better protected from the weather and electricity is available if desired.  Ann made a motion to approve the installation of a beanstalk on the interior of the Bandstand.  Joyce seconded.  All were in favor.  The Secretary was asked to notify Maya of the Board’s response. 

 
Old Business:

1. Salmeri property flooding update – Joyce recapped what has happened so far.  Rock removal is the best option, the tree could be taken out, but other things would require a permit.  Josh Carvahal from the State has emailed a review and copies of Stream Alteration Permits issued last year.  Ann made a motion to have the Secretary put together an abbreviated recap of these options and send them to Sal, Greg Martin, and Paul Grindel, noting that late summer would be the best time for these projects as the river would be at its lowest.  Any material removed would need to be kept on the owners’ property and not in the flood zone. If the property in question is totally in the flood zone, the material relocation has other options.  Any planned work would need to be run by Josh. Joyce seconded the motion.  All were in favor.    
2. April 2019 Disaster FEMA reimbursement update.  FEMA has sent five subgrant applications for disaster repair projects.  Federal reimbursement for these totals $43,755.96. Ann said that all projects except for the Cemetery have been completed.  It was decided to review the Cemetery bid at the next meeting.  Ann motioned that the Board accept all the subgrant applications.  Joyce seconded.  All were in favor.
3. Playground Upgrades Update – The Board continued the discussion on the playground upgrades.  Mona said that Dave estimated a figure of $1200 for the removal and replacement of material.  $400 would be for material and $800 for the equipment.  He has indicated this project could be completed with two weeks. He would co-ordinate with George. Ann made a motion to engage Dave Colton (w/George Deblon) to pick up washed sand for $400 billed to the Town and hire Dave to remove materials as needed for a total project cost of $1200.00. Joyce seconded.  All were in favor.  After this has been completed Ann said she and Herb could install the fencing. The swings were discussed, and it was decided to have the one baby swing and a gap in one section, and two regular swings in the second section. The belt swing kit (belt swing, chains, and hanging hardware) must conform to suggested safety standards from the PACIF Public Playground Safety Handbook.  Ann moved that Trish use the Town’s credit card to purchase a new swing. Seconded by Joyce all were in favor. 

 
New Business:

1. Internal Financial Controls Form –This form is required annually by the VT Secretary of State indicating that certain financial controls are being followed by the Municipality.  Joyce made a motion to approve the form.  Seconded by Mona.  All were in favor.
2. Dog Licenses Report – The updated list was reviewed, and concern was expressed about money being accepted without the required rabies certificates. Ann made a motion to have the Town Clerk send Certified Letters to those that are delinquent and could face a $250/dog fine.  Joyce seconded.  All were in favor.  The Secretary will advise the Town Clerk of this decision 
3. Census responses – Ann said she was disappointed with the 12+% response rate for Pittsfield.  Ways of urging residents to respond to the census were discussed.  Ann made a motion to encourage residents to respond to the census requests via the inclusion of a handbill with the tax bill, the Town website (including the response rate), social media sites, and the sandwich board on the Green.  Mona seconded.  All were in favor.
4. Lubek Independent Contractor Paperwork.  Ann motioned that the Board approve the Independent Contractor paperwork for Becky Donnet (Lubek Computer Consulting).  Joyce seconded.  All were in favor.
5. Haskins flower purchase request – Ann said that she had not noticed a budgeted line item for this.  Joyce said that she would not like one flower bed to look better than the other.  She said that they always look good and clean. Ann made a motion to approve the request for the purchase of plants, mulch, etc. up to a total of $100.  Joyce seconded.  All in favor.
6. Interim Auditor Appointment – Ann introduced Beth Stanton to the Board members.   Beth was asked to tell a little about herself and why she accepted the position.  She said that she was interested in the job and felt it was a good thing if anyone who could and was willing could take a position if possible.  Joyce asked how often the Board met.  Beth said that Trish had given her some information on the position.  Beth said that typically they meet one a month, but due to the COVID-19 situation, they are currently meeting more often to catch up on things and more time is typically needed in December and January assembling Town Report.  Ann made a motion to approve Beth Stanton as Interim Auditor.  Seconded by Joyce.  All were in favor.  Beth’s position will expire at Town Meeting 2021.  She was invited to stay for the remainder of the meeting if she would like.
7. Upper Michigan Box Culvert bid – George had sent the Board members a draft bid packet for the replacement of Culvert 33 on Upper Michigan Road. After review and discussion Ann motioned to extend the schedule to have the bids in by June 25 and hold a Special Meeting on Jun 30thto review and award the bid.  Joyce seconded.  All were in favor. The bid would consist of a single figure and not an itemization and it was felt that no bond was needed for the project. The only thing required would be the Independent Contractor paperwork and Certificate of Insurance.  The list of contractors George recommended include Mosher Excavating, Harvey’s P&E, Daniels Construction, Champlain Construction, Winterset Construction, Casella, and Markowski.  The Board approved this list.  
8. 4thof July Valley Parade – Ann said that she attended the meeting in Rochester.  It was suggested that in view of the current situation this year suggested a “reverse” parade.  Property owners along Route 100 would decorate their property for the 4thof July and autos would drive by.  It was thought that several days would be allowed for viewing.  She asked for names of people who might be interested and willing to help.  Ann suggested Patty Haskins.  Joyce suggested the Fire Department and asked Mona to check with Dave.  Ann made a motion to have Mona check regarding the Fire Department and Ann would ask Patty.  Joyce seconded.  All were in favor.  Ann will convey Pittsfield’s responses to the Rochester group.

 
Other Business:

1. Garbage disposal/Composting Law will be added to the next meeting’s agenda.

 
Next Meeting Date: June 16, 2020
 
Adjournment:  There being no further business, Ann made a motion to adjourn the meeting at 8:02pm. Joyce seconded.  All were in favor.
 
Respectfully submitted,
Martha L. Beyersdorf
​Select Board Secretary
 
Approved:  June 16. 2020
Ann Kuendig                                        Joyce Stevens                                      Mona Colton