PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
If you would like to view/listen to the Select Board Meeting please click https://fccdl.in/V4FdO8uvD7
DATE: May 5, 2020
PRESENT: Ann Kuendig, Joyce Stevens, Mona Colton
PUBLIC PRESENT:(via call-in) Pete Fellows, A.J. Ruben
AGENDA
AGENDA MODIFICATIONS: NB#3: Flood Loan for April 2019 Storm
MINUTES APPROVAL: Regular Meeting April 21, 2020
Correspondence:
1.TRORC-TAC Representative
Old Business:
1.EWP Grant Application update
2.Update 236 Lower Michigan Road (demo, utility removal)
3.Appointments
4.Salmeri property
5.April 2019 Disaster FEMA reimbursement
6.Parking Ordinance - amendment
New Business:
1.COVID-19 Update – Town Office retrofit, Training Program
2.Sand Shed preliminary design plans
3.Flood Loan for April 2019 Storm
Next Meeting:May 19, 2020
Adjournment
Ann called the meeting or order at 6:08pm. She outlined the participant procedures since the meeting was being conducted electronically. The Minutes of the April 21, 2020 meeting were read by Joyce. The reading of the Minutes will become a standard procedure moving forward. Joyce made a motion that the Minutes of the April 21, 2020 meeting be accepted. Seconded by Mona. All were in favor.
Correspondence:
1. TRORC-TAC Representative. A letter was received from TRORC asking if George Deblon was still the Town’s representative to this Committee. Ann will inform them that he is still our representative.
Old Business:
2. EWP Grant Application update. Ann said that the application has been submitted by the May 1stdeadline. A 60-day extension will be requested once the application is processed and the funds committed which would make the new completion date September 1st. The Town needs to wait for the application to be approved before the money can be received to start the project.
3. Update 236 Lower Michigan Road (demo, utility removal). The asbestos removal has been completed and guidelines have been provided to aid in submitting to FEMA for the 100% reimbursement. So far, Green Mountain Power and EC Fiber have removed their lines and equipment. Consolidated Communications is coming this week or next to remove their lines, then GMP will return and remove the poles. There was a question as to whether Consolidated Communications was going to charge $250 but currently it appears, they are not. However, if they do, all costs are 100% reimbursable if applied for. Bids have gone out to five contractors and the initial meeting was held for the project. The winning bid should be able to be awarded at the next meeting on May 19th.
4. Appointments. Joyce said that she had spoken with A.J. Ruben about the Zoning Administrator position and he has accepted. Ann said that Herb Kuendig has accepted the EC Fiber Alternate Delegate position. Ann made a motion to accept these two appointments. Seconded by Joyce. All were in favor. The Secretary will send out appointment letters to A.J. and Herb. Remaining positions to be filled are Planning & Zoning – 1 and Zoning Board of Adjustment – 2. Board members will continue to try and find candidates willing to fill those positions. There was some discussion about Charles Piso’s resignation letter as Emergency Management Co-Director. This will be put on the next meeting’s agenda.
5. Salmeri property. Mona said that she forwarded photos of the property in question and the river to Joyce and Ann. Erosion is very evident. There is nothing holding back the river from Sal’s property. They all walked from Sal’s to behind Jayne’s and Chucks properties and said there is so much gravel in the river and that something needs to be done. Discussion. Ann said that she called Jeron and he has been replaced by Joshua Carvahall, who is willing to meet with the property owner and Board member/s to assess and offer options. Ann said that she noticed a large grassy area behind Jayne’s property that had fallen into the river just recently. Mona said that if this damage continues, the abutment could be compromised. Mona said that Steve or Greg Martin would like to meet with Sal and Board members when a meeting with the State is scheduled. Joyce said she would set up at time convenient to all parties and explain to all that masks are to be worn. Ann advised that careful notes about the options offered should be taken so that everything would be in compliance with the Flood Insurance Program that Pittsfield is a part of.
6. April 2019 Disaster FEMA reimbursement. Five projects have completed FEMA’s review queue, four of which have proceeded to VT Emergency Management. There are three remaining projects still in FEMA’s queue. FEMA pays 75% of the total cost and if Pittsfield meets four requirements, the VEM will reimburse 12.5% - 17.5% of the remaining 25%. A question arose as to whether the River Corridor Protection Plan had been adopted by the Select Board. It was felt locally that the Town had adopted it, but the State’s website indicates it has not. Ann is looking into this and will follow up with a report to the Board at the next meeting. Currently there is no timetable on FEMA’s reimbursement. The status of the three remaining projects is currently unknown, but it was felt that George would be able to provide that information. These issues will be readdressed at the next meeting.
7. Parking Ordinance – amendment. This ordinance is posted on the Town’s website and the proposed change pertains to Section 4: Park and Ride. Ann made a motion to accept the wording change to say “Overnight parking is allowed in three (3) parking spaces between Town Hall and Town Offices. All other overnight parking is prohibited in other designated Pittsfield Park-and-Ride spaces between the hours of 10:00 pm and 6:00 am, etc.” Seconded by Joyce. All were in favor. This will be circulated for the Board members’ signatures.
New Business:
1. COVID-19 Update – Town Office retrofit, Training Program. The plan to refit the Town Office with plexiglass sneeze-guards should be completed this week or next. They consist of a sheet of plexiglass with a wooden frame on legs that can be placed on the counter when conducting business. They are also moveable so can be set up on one of the tables if needed. There will be two of them. Joyce made all the arrangements and was asked to submit the cost to the Town Treasurer for reimbursement. She reluctantly accepted the reimbursement request. In addition, Ann made a motion to allocate up to $100 for project materials to retrofit the Town Offices. This includes the Library. Seconded by Mona. All were in favor. The power point presentation of VOSHA Online Training in Methods of Protection from COVID-19 Virus in the Workplace is a mandatory requirement that everyone who works for the Town needs to review and then submit to the Town Clerk a certificate acknowledging that this has been completed. The State however is leaving things, such as masks, up to the individual towns and businesses. Ann made a motion that masks be worn by anyone doing business in the building as part of the Town’s pandemic response. Seconded by Joyce. All were in favor. The Town Clerk will post appropriate signage both inside and outside of the building. The Listers will also be asked to post signs in their area. George’s and Connie’s positions mainly involve just one person and it was felt they would respond to situations as needed. Ann noted that right now the regulations still urge us to conduct town business and meetings remotely. The Listers are planning to work in the office when the clerk’s office is closed. She also sent information to the Library Trustee’s regarding their meetings.
2. Sand Shed preliminary design plans. Pete Fellows, the Municipal Project Manager of this project, was asked to briefly explain what the 25% plan involved. The Board members had been provided with copies of the Opinion of Probable Construction Cost from Dubois & King and a collection of drawings for the project. He said it was basically the first draft with only 25% of the project presented in these documents. Ann explained what the previous bids from 2018 were. Those bids were not accepted, hence this new project. The Board questioned why the cost was so much higher ($260,076). The current shed’s walls are wood whereas the new design will have more cement work and the required heavy-duty concrete is more expensive. Herb noted that George had requested taller cement walls that the current ones. This would enable him to store more sand/salt without it touching the wood. Currently, George would need to get a second delivery if winter roads required more sand/salt. Mona asked how old the current shed was. Ann said it was 35 years old. Mona questioned why the new shed couldn’t be constructed like the current since it’s lasted 35 years. She also asked if the higher cement walls would save money over a second delivery of sand/salt. George will be asked for cost figures. It was noted that the footprint for the new shed would be the same as the current (30’ x 100’) and the project would not be started until Summer 2021. The earliest it could be put out to bid would be January 2021. Ann expressed concern about having enough grant money to cover construction costs. Pete stated that there are several options, and as a last resort, the project could be closed but with possible cost paybacks because of COVID-19. Nothing needs to be approved tonight. Herb asked if he could meet with the designer to discuss possible cost cutting measures. Pete said that he could with the Board’s approval. Ann suggested that a Board member sit down with Herb, Pete, and Chris or Mike to discuss options. Joyce made a motion to have Herb ask for any cost cutting ideas. Seconded by Ann. All were in favor. Pete offered to set the meeting up and indicated it could probably be done this week or next. Ann suggested it be via Zoom. Pete was thanked for attending tonight’s meeting.
3. Flood Loan for April 2019 Storm. This Line of Credit loan from Mascoma Bank is due to mature May 20, 2020. The original loan was for $1,000,000 at 2%. The Town would like to seek a 1-year maturity extension as there are some repairs that have not been completed and are still in the process of applying for FEMA reimbursement. This will be signed by the original signees, the Town Treasurer and the Select Board Chair. Ann moved this loan be extended for one year for the original loan amount of $1,000,000 but at an interest rate of 2.5%. Seconded by Joyce. All were in favor.
Next Meeting:May 19, 2020
Adjournment. As there was no further business Ann made a motion to adjourn at 7:44pm. Seconded by Mona. All were in favor.
Respectfully submitted
Martha L. Beyersdorf
Select Board Secretary
Approved: May 19, 2020
Ann Kuendig Joyce Stevens Mona Colton
If you would like to view/listen to the Select Board Meeting please click https://fccdl.in/V4FdO8uvD7
DATE: May 5, 2020
PRESENT: Ann Kuendig, Joyce Stevens, Mona Colton
PUBLIC PRESENT:(via call-in) Pete Fellows, A.J. Ruben
AGENDA
AGENDA MODIFICATIONS: NB#3: Flood Loan for April 2019 Storm
MINUTES APPROVAL: Regular Meeting April 21, 2020
Correspondence:
1.TRORC-TAC Representative
Old Business:
1.EWP Grant Application update
2.Update 236 Lower Michigan Road (demo, utility removal)
3.Appointments
4.Salmeri property
5.April 2019 Disaster FEMA reimbursement
6.Parking Ordinance - amendment
New Business:
1.COVID-19 Update – Town Office retrofit, Training Program
2.Sand Shed preliminary design plans
3.Flood Loan for April 2019 Storm
Next Meeting:May 19, 2020
Adjournment
Ann called the meeting or order at 6:08pm. She outlined the participant procedures since the meeting was being conducted electronically. The Minutes of the April 21, 2020 meeting were read by Joyce. The reading of the Minutes will become a standard procedure moving forward. Joyce made a motion that the Minutes of the April 21, 2020 meeting be accepted. Seconded by Mona. All were in favor.
Correspondence:
1. TRORC-TAC Representative. A letter was received from TRORC asking if George Deblon was still the Town’s representative to this Committee. Ann will inform them that he is still our representative.
Old Business:
2. EWP Grant Application update. Ann said that the application has been submitted by the May 1stdeadline. A 60-day extension will be requested once the application is processed and the funds committed which would make the new completion date September 1st. The Town needs to wait for the application to be approved before the money can be received to start the project.
3. Update 236 Lower Michigan Road (demo, utility removal). The asbestos removal has been completed and guidelines have been provided to aid in submitting to FEMA for the 100% reimbursement. So far, Green Mountain Power and EC Fiber have removed their lines and equipment. Consolidated Communications is coming this week or next to remove their lines, then GMP will return and remove the poles. There was a question as to whether Consolidated Communications was going to charge $250 but currently it appears, they are not. However, if they do, all costs are 100% reimbursable if applied for. Bids have gone out to five contractors and the initial meeting was held for the project. The winning bid should be able to be awarded at the next meeting on May 19th.
4. Appointments. Joyce said that she had spoken with A.J. Ruben about the Zoning Administrator position and he has accepted. Ann said that Herb Kuendig has accepted the EC Fiber Alternate Delegate position. Ann made a motion to accept these two appointments. Seconded by Joyce. All were in favor. The Secretary will send out appointment letters to A.J. and Herb. Remaining positions to be filled are Planning & Zoning – 1 and Zoning Board of Adjustment – 2. Board members will continue to try and find candidates willing to fill those positions. There was some discussion about Charles Piso’s resignation letter as Emergency Management Co-Director. This will be put on the next meeting’s agenda.
5. Salmeri property. Mona said that she forwarded photos of the property in question and the river to Joyce and Ann. Erosion is very evident. There is nothing holding back the river from Sal’s property. They all walked from Sal’s to behind Jayne’s and Chucks properties and said there is so much gravel in the river and that something needs to be done. Discussion. Ann said that she called Jeron and he has been replaced by Joshua Carvahall, who is willing to meet with the property owner and Board member/s to assess and offer options. Ann said that she noticed a large grassy area behind Jayne’s property that had fallen into the river just recently. Mona said that if this damage continues, the abutment could be compromised. Mona said that Steve or Greg Martin would like to meet with Sal and Board members when a meeting with the State is scheduled. Joyce said she would set up at time convenient to all parties and explain to all that masks are to be worn. Ann advised that careful notes about the options offered should be taken so that everything would be in compliance with the Flood Insurance Program that Pittsfield is a part of.
6. April 2019 Disaster FEMA reimbursement. Five projects have completed FEMA’s review queue, four of which have proceeded to VT Emergency Management. There are three remaining projects still in FEMA’s queue. FEMA pays 75% of the total cost and if Pittsfield meets four requirements, the VEM will reimburse 12.5% - 17.5% of the remaining 25%. A question arose as to whether the River Corridor Protection Plan had been adopted by the Select Board. It was felt locally that the Town had adopted it, but the State’s website indicates it has not. Ann is looking into this and will follow up with a report to the Board at the next meeting. Currently there is no timetable on FEMA’s reimbursement. The status of the three remaining projects is currently unknown, but it was felt that George would be able to provide that information. These issues will be readdressed at the next meeting.
7. Parking Ordinance – amendment. This ordinance is posted on the Town’s website and the proposed change pertains to Section 4: Park and Ride. Ann made a motion to accept the wording change to say “Overnight parking is allowed in three (3) parking spaces between Town Hall and Town Offices. All other overnight parking is prohibited in other designated Pittsfield Park-and-Ride spaces between the hours of 10:00 pm and 6:00 am, etc.” Seconded by Joyce. All were in favor. This will be circulated for the Board members’ signatures.
New Business:
1. COVID-19 Update – Town Office retrofit, Training Program. The plan to refit the Town Office with plexiglass sneeze-guards should be completed this week or next. They consist of a sheet of plexiglass with a wooden frame on legs that can be placed on the counter when conducting business. They are also moveable so can be set up on one of the tables if needed. There will be two of them. Joyce made all the arrangements and was asked to submit the cost to the Town Treasurer for reimbursement. She reluctantly accepted the reimbursement request. In addition, Ann made a motion to allocate up to $100 for project materials to retrofit the Town Offices. This includes the Library. Seconded by Mona. All were in favor. The power point presentation of VOSHA Online Training in Methods of Protection from COVID-19 Virus in the Workplace is a mandatory requirement that everyone who works for the Town needs to review and then submit to the Town Clerk a certificate acknowledging that this has been completed. The State however is leaving things, such as masks, up to the individual towns and businesses. Ann made a motion that masks be worn by anyone doing business in the building as part of the Town’s pandemic response. Seconded by Joyce. All were in favor. The Town Clerk will post appropriate signage both inside and outside of the building. The Listers will also be asked to post signs in their area. George’s and Connie’s positions mainly involve just one person and it was felt they would respond to situations as needed. Ann noted that right now the regulations still urge us to conduct town business and meetings remotely. The Listers are planning to work in the office when the clerk’s office is closed. She also sent information to the Library Trustee’s regarding their meetings.
2. Sand Shed preliminary design plans. Pete Fellows, the Municipal Project Manager of this project, was asked to briefly explain what the 25% plan involved. The Board members had been provided with copies of the Opinion of Probable Construction Cost from Dubois & King and a collection of drawings for the project. He said it was basically the first draft with only 25% of the project presented in these documents. Ann explained what the previous bids from 2018 were. Those bids were not accepted, hence this new project. The Board questioned why the cost was so much higher ($260,076). The current shed’s walls are wood whereas the new design will have more cement work and the required heavy-duty concrete is more expensive. Herb noted that George had requested taller cement walls that the current ones. This would enable him to store more sand/salt without it touching the wood. Currently, George would need to get a second delivery if winter roads required more sand/salt. Mona asked how old the current shed was. Ann said it was 35 years old. Mona questioned why the new shed couldn’t be constructed like the current since it’s lasted 35 years. She also asked if the higher cement walls would save money over a second delivery of sand/salt. George will be asked for cost figures. It was noted that the footprint for the new shed would be the same as the current (30’ x 100’) and the project would not be started until Summer 2021. The earliest it could be put out to bid would be January 2021. Ann expressed concern about having enough grant money to cover construction costs. Pete stated that there are several options, and as a last resort, the project could be closed but with possible cost paybacks because of COVID-19. Nothing needs to be approved tonight. Herb asked if he could meet with the designer to discuss possible cost cutting measures. Pete said that he could with the Board’s approval. Ann suggested that a Board member sit down with Herb, Pete, and Chris or Mike to discuss options. Joyce made a motion to have Herb ask for any cost cutting ideas. Seconded by Ann. All were in favor. Pete offered to set the meeting up and indicated it could probably be done this week or next. Ann suggested it be via Zoom. Pete was thanked for attending tonight’s meeting.
3. Flood Loan for April 2019 Storm. This Line of Credit loan from Mascoma Bank is due to mature May 20, 2020. The original loan was for $1,000,000 at 2%. The Town would like to seek a 1-year maturity extension as there are some repairs that have not been completed and are still in the process of applying for FEMA reimbursement. This will be signed by the original signees, the Town Treasurer and the Select Board Chair. Ann moved this loan be extended for one year for the original loan amount of $1,000,000 but at an interest rate of 2.5%. Seconded by Joyce. All were in favor.
Next Meeting:May 19, 2020
Adjournment. As there was no further business Ann made a motion to adjourn at 7:44pm. Seconded by Mona. All were in favor.
Respectfully submitted
Martha L. Beyersdorf
Select Board Secretary
Approved: May 19, 2020
Ann Kuendig Joyce Stevens Mona Colton
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