​DRAFT Pittsfield Select Board Meeting Minutes – October 1, 2020
To listen to a recording of the meeting please click: https://fccdl.in/hPkSo4nvP9   

Agenda
Agenda Modifications: 
Minutes Approval:  Regular Meeting-September 17, 2020
Public Present:   
Correspondence:
Old Business:

1. Dog Ordinance Amendment
2. Quintown Regional Energy Committee 
3. Budget Hearings Schedule
4. Quintown Halloween
5. Playground Tasks update

New Business:

1. Seugling Tax Abatement
2. FEMA Reimbursements
3. VT Alerts

Next Meeting Date:   Thursday, October 15, 2020
Adjournment:
 
Ann called the meeting to order at 6:03pm. Joyce Stevens, and Board Secretary, Dot Lucian, in attendance.
Agenda Modifications: The Board has three agenda modifications: 
Extension on box culvert project is correspondence #1.
Email from VTRNS on grants is correspondence #2
Town Hall building committee design contract is Old Business #6.
Ann moved that the Board accept these agenda modifications. Joyce seconded.
Public Present:   None.
Minutes Approval:  Ann moved that the Board accept the minutes from the Regular Meeting-September 17, 2020. Joyce seconded.
Correspondence:
#1. Box Culvert Project Extension– An email from Kim Canarecci has been received notifying the town that we have received an extension to complete the Box Culvert project until June 12, 2021. Due to ANR streambed permit, this project can’t start before July 01, 2021. The Board will have to file for a second extension from FEMA with a valid reason before that start date. Board Secretary requested to set up a tickle file and place this item on file for an April 2021 reminder.
#2 VTRNS Grants– We have received an email from VTRNS announcing the they are now accepting grant applications for the Transportation Alternatives Program. Applications are due by Friday, November 27. There is an informational workshop available on the program that will be held virtually on October 14th. Ann moved to forward this email to George Deblon. Joyce seconded.
Old Business
1. Dog Ordinance Amendment– Additional edits have been made to the amended Dog Ordinance. Ann moved the amended Ordinance be sent to the Town Attorney for review. Joyce seconded. Ann moved to ask Tim Hunt to speak to the owner of two dogs that remain unlicensed. Joyce seconded.
2. Quintown Regional Energy Committee Agreement– As directed by the Board, Ann signed the intermunicipal agreement that forms the committee for Pittsfield, Rochester, Hancock, and Granville. Matt Corron has agreed to continue as our Energy Coordinator and attend the quarterly meetings. An alternate Coordinator is still needed. Joyce volunteered to be the temporary alternate while the Board identifies other potential candidates. Ann moved to name Joyce the temporary alternate Coordinator. Joyce seconded.
3. Budget Hearing Schedule– Ann announced that the Town Treasurer will be available to start budget hearings the second week of November. Judging from past years, this process will take at least 4-5 hearings. Ann will draft a hearing schedule that will tentatively start on Thursday November 12 at 5PM and run each Thursday until early December. The schedule will be circulated to all parties for approval then posted and advertised. The Board discussed reaching out to all departments to have managers begin putting a capital budget together. Select Board members want to attend other Board/department meetings to hear their proposals. Ann will draft an email for review.
4. Quintown Halloween– Betty Warren is our Pittsfield representative, and has been meeting with the other Quintown committee members. Events will begin Friday, 10/30. Decorating volunteers have been secured. More info to come from Betty.
5. Playground Tasks Update– Fence parts have arrived. Dig safe approved. Still need swing brackets.
6. Town Hall Building Committee– A meeting will be held 10/6, with Kevin Smith, Marble Engineering, Rutland, answering any questions regarding the design system for the floor. Contingent on a vote of approval from the PTH Building Committee with a  maximum cost not to exceed $1100., Ann moved to have the Board approve the contract. Joyce seconded.
New Business:
1. Seugling Tax Abatement– Board members discussed Paul Seuglings request to have four months of tax penalty interest abated that was assessed after he was found to be late in paying his August 2019 tax bill.  Mr. Seugling claimed he hand delivered the tax payment and the Town Clerk’s office lost it, but he did not provide any receipt which the Town Clerk’s office normally provides those who pay in person. The Town Clerk also testified that Mr. Seugling told her that he had mailed in the payment.  Ann moved to deny the request for abatement. Joyce seconded.
2. FEMA Reimbursements– Town Clerk has been notified by FEMA that they are sending the Town a check for $25,184 that was never paid for the demolition of a house in the buy-out program from Tropical Storm Irene. Discussion by the Board to set up a detailed record of all projects that have been settled or are in the process of settling so as to track amounts of reimbursements and ensure they are received
3. VT Alerts– Training is available on updating the Pittsfield local hazard Mitigation plan. Ann contacted Ian Kilburn who is managing the training and is willing to set up online presentations for the Select Board and Emergency Management Director. The Board is looking for anyone interested in this training. The Board must sign an agreement with VT Alerts
Next Meeting Date:  Thursday, October 15, 2020
Adjournment: With no further business, Ann moved to adjourn the meeting at 7:22pm. Joyce seconded.
 Recorded by:  Dot Lucian
Approved:
 
Ann Kuendig                            Mona Colton                            Joyce Stevens
​

​ Pittsfield Select Board Meeting Minutes – September 17, 2020
 To listen to a recording of the meeting please click https://fccdl.in/iJr5kWW0zG

Agenda Modifications: 

Public Present:   Victoria Hone-Town Attorney (by phone)
Minutes Approval:  Regular Meeting-September 3, 2020
Correspondence:
Old Business

1. Box Culvert #33 project Update 
2. Cemetery project update
3. Dog Ordinance Amendment
4. Quintown Regional Energy Committee Agreement
5. Unemployment Claims
6. Upper Michigan project update

New Business:

1. Victoria Hone-Welcome
2. Drop Box
3. Quintown Halloween
4. Quintown Pandemic Signs

 
Next Meeting Date:   Thursday, October 1, 2020
Adjournment:
 
Ann called the meeting to order at 6:01pm. Joyce Stevens, Mona Colton, and Board Secretary Dot Lucian in attendance. Joyce seconded. All in favor.
Public present: New Town Attorney – Victoria (Tori) Hone (Facey, Goss and McPhee) by phone.
Minutes approved:Ann moved that the Regular meeting 9/3 minutes be approved, Joyce seconded, all in favor.
Agenda Modification:Ann moved that Lister Report on Delinquent Properties be added to the Agenda as Old Business #7 and an update on the new town truck be added to the Agenda under New Business #6, Joyce seconded, all in favor.
Ann moved that the Board discuss New Business #1 out of order at the top of the Agenda. Mona seconded, all in favor.
 
 Old Business:

1. Box Culvert #33 project update-  Vermont Agency of Natural Resources (ANR) and the Army Corp. of Engineers (ACE) will both require permits for this project now that construction has been delayed until at least July 1, 2021.  Ann has completed and sent in the application for the state permit and will work on the ACE application. This  project is still in environmental review for FEMA reimbursement. Ann sent FEMA project manager Kate Sullivan technical designs and contractor requirements to aid in the review. Once FEMA review is completed and funds are committed, Ann will request an extension of the completion deadline which is currently December 14, 2020. Joyce suggested that the extension be for a year until December 14, 2021.
2.  Cemetery project update– Ann said the project will also have to be postponed to go out to bid until next year because there are changes that have to be made to the type and amount of material that need to be used in order to get State permitted. Ann is working with Josh Carvajal ANR engineer on new design specifications and will write a letter requesting work order changes and a one-year extension to Kim Canerci, the Town’s state project coordinator as soon as the town receives a new dollar amount estimate to complete the project. 
3. Dog ordinance– Ann drafted language to amend the dog ordinance to include licensing and barking nuisance. Ann stressed that this was the first attempt to add language to the ordinance and that the Board should have lots of discussion so it is legally solid.  Board discussed late and waiver fees and 1st, 2nd, and 3rdoffense fees. $25 per dog due and payable to get license renewed. Fees will go up by $15 every 30 days. Mona stated importance of enforcing the rules in order to receive payments on time. Mona and Joyce did not want to amend the ordinance to address barking dogs. Ann will update language based on Board discussion and submit for review at the next meeting. The board will contact Constable Doug Mianulli to visit the owners of three dogs that have still not been licensed.  
4. Quintown Regional Energy Committee Agreement– Two Rivers Outta Queeche (TRORC) is organizing a regional energy committee and has requested that Pittsfield join three other towns in signing a municipal agreement.   Rochester and Hancock have already signed their agreement. Pittsfield appointed energy coordinator Matt Corron would attend the quarterly meetings to discuss municipal and private homeowner energy use and match needs with energy  audits, rebates and grants. Board agreed joining the Quintown Energy Committee would be a win-win decision. Joyce moved to have the Chair sign the agreement. Mona seconded, all in favor.
5. Unemployment claims– Joyce has asked the Town Clerk to follow-up on the Town being charged to pay for some unemployment claims for Town Officials and workers. Joyce said Tricia does not expect to hear back from the state soon as there is a backlog of contested claims.
6. Upper Michigan project update–Kricket McCusker submitted to the Board her as-built elevations of the project on the lower portion of the road so Marsha & Keith Hopkins and the Owners of the General Store can use it as a baseline to document future road levels as they requested. Ann moved to send the as-built document to the above and have the Road Commissioner post a 25MPH sign along road out of residents’ concern about speeding traffic.  Mona seconded. All in favor.
7. Lister Report on Delinquent Properties-The Board reviewed the Listers report on three properties that have culminated significant tax delinquencies over the years. It was agreed that each property has unique deficits which need to be considered in deciding whether to put them up for a tax sale. The Board agreed it would be helpful for Janice Stumpf to seek guidance from the Town’s new attorney. Joyce suggested that the Board give Janice talking points about the properties to hold down legal fees. Ann moved that Janice contact the Town attorney for an hour-long consultation on getting the properties off the delinquent tax rolls. Joyce seconded, all in favor. 

New Business

1. Victoria Hone Welcome– Board welcomed Tori Hone and she encouraged Board to contact her anytime by phone or email. Tori will be the Town’s primary contact and provider of legal services. Ann said Tori is already working on a state required right of way letter for the sand shed to certify property is owned by the Town and no easement is needed.
2.  Drop box– Side entrance of Town Hall 10/12. Ann moved to approve the $882 invoice for the new ballot drop box the Town Clerk has ordered online, Joyce seconded, all In favor.
3. Quintown Halloween– Board discussed businesses and homes potentially decorating for Halloween similar to the July 4th holiday reverse parade sponsored by the five towns in Quintown. Possible pumpkin carving and/or scarecrow contest? Trick or Trunk drive-thru? Volunteers to hand-out the treats. Ann said the Library Trustees will consider being the Pittsfield contact for the Quintown Halloween events.   Joyce and Mona both want to preserve the Town tradition of handing out Halloween treats. Joyce said she will meet with those who hand out treats to see how they feel about continuing the tradition and whether they will use safeguards to protect trick or treaters.  
4. Quintown Pandemic Signs– The Quintown response committee is reviewing potential signs to post encouraging the use of masks and social distancing. The Board agreed this was probably not needed in Pittsfield. 
5. August Financials– Not reviewed.
6. New Town Truck– Ann updated the Board on when the Road Commissioner would take delivery of the used Dump Truck, the Town is buying from Braintree. George Deblon told Ann Braintree has not received its new truck because of manufacturing delays and Pittsfield probably won’t get the truck until at least November.  

Adjourn:
​Ann moved to adjourn the meeting at 7:26pm. Mona seconded, Joyce in favor.
 
Recorded by:  Dot Lucian
 
Approved: October 1, 2020
 
Ann Kuendig                             Mona Colton                                        Joyce Stevens

​ Pittsfield Select Board Meeting Minutes-September 3, 2020
 
Agenda
To listen to a recording of the meeting click https://fccdl.in/Ma8IVORXsn
 
Agenda Modifications: 
 
Minutes Approval:  Regular Meetings-July 14, 2020; August 13, 2020
 
Public Present:   Janice Stumpf (by Phone)
 
Correspondence:

1. VT State Police Letter
2. VT Dept of Housing & Commerce
3. VT Dept of Forests, Parks and Recreation

 
Old Business:

1. EWP Project-update (guardrails)
2. Box Culvert #33 project Update (Permits)
3. Cemetery project update (project Revision)
4. Local Hazard Mitigation Plan Update 
5. Playground Projects Update
6. Town Hall Building Committee Report
7. Dog Ordinance Amendment

 
New Business:

1. Delinquent Tax Collector Report
2. PVF&R- Breathing Apparatus Expenditure
3. Sand Shed Reimbursement Letter
4. Budget Hearing Schedule discussion
5. MPG Resolution-Grant for Town Plan Update
6. Quintown Regional Energy Committee Agreement
7. Treasurer Report-July Financials

 
 
Next Meeting Date:   Thursday, September 17, 2020
 
Adjournment:
 
 
Ann called the meeting to order at 6:00pm. Joyce Stevens, Mona Colton and Secretary recording the meeting-Louis Cocci in attendance.
 
Agenda Modifications:Ann moved to have Town Unemployment Claims added as New Business #8. Mona seconded. All in favor.
 
Minutes Approval:  July 1, 2020 and August 13, 2020 
Ann moved the Board approve the minutes from both meetings. Joyce seconded. All in favor.
 
 
 
Public Present:  Janice Stumpf-Pittsfield’s Delinquent Tax collector to address NB #1, Caleb Hawley-PVF&R (by phone) to address NB #2
 
Out of Order:  Ann moved to take out of order New Business #1 Delinquent Tax Collector Report and New Business #2 PVF&R Breathing Apparatus purchase. Joyce second. All in favor.
 
Correspondence
 
#1 VT State Police-this is a letter from the VT state police asking municipal governments to weigh in on the debate over reforming police departments. Ann said this is a legislative debate, and an issue our lobbying group VLCT is involved in so Pittsfield is being represented in the debate. No further action.
 
#2VT Dept of Housing & Commerce-this is a reminder that applications for municipal planning grants are underway to help townsimplement town plan recommendations and jump start initiatives like zoning updates to welcome new homes, plans for a state designated area, or economic recovery strategies. Pittsfield’s Planning grant will be discussed under new business #5
 
#3-Vt Dept of Forests, parks and recreation-this is also a reminder that applications for grants in ash tree management are open. No further action.
 
Old Business
#1 EWP update-Ann updated the Board on the two EWP projects. The Parmenter place riverbank revetment and most of the Tweed River Drive project has been completed. NCRS granted Pittsfield an extension until Oct 31 to finish the Tweed River drive project by harvesting and planting live stakes that will take route and offer more protection from erosion. Ann has received a commitment from the White River partnership that they will send volunteers to harvest and plant the live stakes after October 1 at no cost. The Town Clerk is currently finishing up the paperwork to submit for reimbursement which is 75 percent of the construction costs and 100% of the administrative costs. Tweed River project ran $32,434.00 of which the Town will pay around $8,100. Parmenter place $19,687.00 of which the town will pay around $4,921.  George is proceeding with securing the installation of guardrails which will run around $4,350.00. He says the cost can probably be covered in his highway budget. Ann moved the Select Board approve the expenditure for guardrails. Mona seconded. All in Favor.
 
#2 Box Culvert-Ann had a preconstruction meeting with Josh from ANR, the contractor and George and agreed that they are not going to be able to start the project until after July 1 next year. The box culvert manufacture estimated it cannot get the contractor the culvert until mid-October at the earliest and the construction schedule would be too tight. As a result, Pittsfield will have to apply for both a state Streambed and Army Corp of Engineer permit for the project as well as request an extension of the FEMA agreement for reimbursement of the project. Ann will set up a meeting with all involved to fill out the applications and get requirements for filing for an extension.
 
#3 Cemetery project-Ann updated the Board on the Cemetery project. FEMA has already approved funding for the project, but there are disparities between what the state originally permitted Pittsfield to do and what FEMA is funding.  The state permitted Pittsfield to dump 55 cubic yards of rip rap along a 50-foot section of the lower cemetery riverbank but the FEMA project is actually to repair a much larger section of erosion and will end up needing much larger quantities of rip rap.  George is getting an estimate on the new costs. Ann will contact the FEMA project manager for guidance on resolving the differences.
 
#4Local Hazard Mitigation Plan. Joyce reported on the first of three public hearings led by the TRORC consultant on updating the Local Hazard mitigation plan that expired last month. The hearing was to review the most pressing hazards and begin assessing response plans to each hazard.
 
#5Playground Projects- Ann updated the Board on the playground project to install the fence that the previous Board Chair purchased last year. There is a rail missing from one section and the caps for the posts were never ordered. Herb Kuendig has ordered them at Home Depot and once they arrive will determine how difficult digging holes for the posts will be. Connie has been looking for an exterminator to remove the digger wasps near the swing set.
 
#6 Town Hall Building Committee-the Committee held its first meeting and elected Herb as Chair. Ann will serve as administrator and liaison to the Select Board which is a non-voting position. The committee will act as a project manager and has started to divide the project into tasks that can be accomplished by volunteers. The first project was completed this week when Joyce, Betty, Micheline and Ann packed up the kitchen area to prepare for demolition. A 20-yard dumpster has been ordered from Able Waste Management to be delivered next Tuesday for the next project taking down the paneling and dropped ceiling. The building committee  asked the board approve up to a $2,000 expenditure for pre-construction costs such as boxes, dumpsters, materials, design retainers to be taken out of the Town Hall Reserve account since there is only $133 left in the Town Hall maintenance budget. Ann moved the Board approve up to a $2,000 expenditure for pre-construction costs. Joyce seconded all in favor
 
#7 Dog Ordinance Amendment.  Tabled to next meeting.
 
New Business
NB#1Janice Stumpf, the Delinquent Tax Collector provided  background on three properties  that together owe approximately $34,400 in delinquent principal taxes and represent roughly 80% of the total amount of outstanding taxes due Pittsfield. Janice said she has tried everything over the years to collect the back taxes owed, including talking with abutters who might want to buy the property and putting two of the properties up for tax sale. Janice would like to seek advice from Pittsfield new attorney. During discussion, board members agreed that it would be advantageous to get an idea of what each individual property is worth, considering features that might make the property unbuildable or unmarketable. Ann moved for the Board to ask the Listers to conduct such an inspection and review of the properties and send a report to Janice and the Board. Joyce second. All in favor.
 
The Board then discussed with Janice how many delinquencies there were after the first tax payment deadline last month. Janice said despite the economic fallout from the pandemic, the list of property owner who failed to pay on time was about the same as last year or even fewer.
 
 
#2 Pittsfield Volunteer fire and Rescue expenditure-Ann saidthe fire department is seeking approval to withdraw funds out of the Self-Contained breathing apparatus (SCBA) reserve account to pay for six replacement bottles.  Caleb informed the board that most of the $5,550  cost of the purchase from Municipal Emergency Services is being covered by a $4,700 pandemic grant from the Rutland Rotary Club.   Ann movedthat the Board approve the fire department expenditure of $788 plus any shipping costs. Ann seconded. All in favor.
Caleb also requested that the cost of conducting flow tests on the six SCBA by MES be taken out of the SCBA reserve. Joyce so moved. Ann seconded. All in favor.
 
#3 Sand Shed-Ann updated the Board on the sand shed project. The state environmental review has been completed and approved and the design engineers are now moving forward on submitting the final design and construction documents to allow Pittsfield to go out to bid. TRORC,  the municipal project manager prepared a letter to VTRANS requesting the second reimbursement of funds the town has expended for the project to date $5,711.94.   Ann moved to have the Chair sign the letter as requested so it can be submitted for reimbursement by the Town Clerk. Mona seconded. All in favor.
 
 
#4Budget Hearing Schedule- Ann asked Board members to begin thinking about setting up a budget hearing schedule. In years past, the budget meetings haven’t started until November or December, have had minimal input from the public and the minutes of these meetings and any decisions made have not been detailed enough for residents and taxpayers to understand.  Ann would like the Board to discuss ways to increase public participation in the process, make the process much more transparent for all town departments and ensure the Board and taxpayers fully understand what goods and services are being paid for and how and when reserve funds that are approved at town meeting are expended.
 
Ann suggested the Board set up a schedule of budget hearings that can be advertised well in advance. Joyce suggested that the Board attend the various department meetings to discuss their budgets. Mona raised concerns about holding public meetings and it was agreed budget hearings would have to be conducted virtually using a computer not a hand-held phone which has created audio problems in the past. Ann also suggested that the Board first hear Capitol budget requests from departments, then review budget line items before deciding on capitol budget requests. The Board agreed all budget hearings should be recorded and detailed minutes kept of budget decisions,
Ann will put together a proposed budget schedule after discussions with the Town Treasurer. 
 
#5MPG Resolution-The Planning commission is applying for a municipal planning grant to help fund the effort to update the Town plan which is due in 2023. The Planning Commission hired TROR as its consultant on this which estimates it will cost $4,800 to help the Planning Commission complete the application in updating the Town Plan.   Ann moved the Board approve the application for a Municipal Planning Grant. 
Mona seconded. All in favor.  
 
#6Quintown Regional Energy Agreement-the Select Boards of five towns are being asked to sign an intermunicipal agreement to form a sub-regional energy committee to meet quarterly to help town planning commissions incorporate energy planning in Town plans. Matt Corron is Pittsfield’s appointed energy coordinator. Ann emailed Matt for information on the committee, but has not heard back. Under the terms of the Agreement, Town Energy Coordinators would have to attend quarterly meetings of the Committee and each Board would have to appoint an alternate delegate. Ann moved to table the discussion to the next meeting until the Board hears from Matt or TRORC on what’s involved in creating the committee.
 
#7-Treasurer Financials. Joyce had a question about why PILOT deposits were made to the highway fund. Joyce will talk with Tricia about it.

#8 Unemployment Claims-Board discussed why the Town is being charged for a portion of unemployment benefits for Matt Corron, Johanna Baker, and Scott Kaufman. Joyce will ask Tricia to look into the claims.
 
Ann moved to adjourn the meeting at 7:42pm
 
 Recorded by: Louis Cocci & Ann Kuendig

Approved:  September 17, 2020
 
 Ann Kuendig            Mona Colton              Joyce Stevens
 
 
 

PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES

 
DATE:  August 13, 2020
To listen to the recording of the meeting please click https://fccdl.in/vnZ8jKBKM4
 
PRESENT: Ann Kuendig, Joyce Stevens, Mona Colton (via phone)
 
PUBLIC PRESENT:  Marsha and Keith Hopkins; Kricket McCusker-Fellows Engineering; George Deblon; Board of Listers: Betty Warner, Herb Kuendig, and Jeremy Rayner; Katie Stiles and Kevin Lasko; A.J. Ruben
 
AGENDA
 
AGENDA MODIFICATIONS: None
 
MINUTES APPROVAL: Regular Meeting July 14, 2020
 
Correspondence:
1.Cares Act Funding Amendment
 
Old Business:
1.    EWP Project Bid Awards
2.    236 Lower Michigan – project closeout
3.    Playground update projects schedule
4.    Box Culvert #33 project update
5.    Delinquent Dog fines
6.    Local Hazard Mitigation Plan Update
7.    Town Hall 1stPhase Project Discussion
8.    Town Attorney
9.    Board Secretary Job Description
10.  Town Clerk Request-mini fridge
 
New Business:
1.    Hopkins re: Upper Michigan project
2.    Lister Reappraisal Presentation
3.    Treasurer Report – June Financials
 
Next Meeting:  Thursday, September 3, 2020
 
Adjournment
 
Ann called the meeting to order at 6:08pm.  Ann motioned to accept the Minutes of the July 14thRegular Meeting.  This was tabled to the next meeting so members had an opportunity to review them. Ann motioned to take New Business’ 1 and 2 out of order as the presenters were at the meeting virtually. Seconded by Mona.  All in favor.  Ann also outlined the procedures for participants in the virtual meeting. Seconded by Mona.  All in favor.
 
 
 
Correspondence:
1.     Cares Act Funding Amendment.   Emails from three agencies advised the Town as to how much money was received from the Cares Act and how the State plans to expend it. No further action is needed.  
 
Old Business: 
1.   EWP Project Bid Awards.  Ann presented an overview of the Tweed River Drive project.  A new access point needed to be found and permission from the landowner obtained.  Various permits and volunteers to do plantings afterward needed to be obtained. An extension beyond the September 1stdeadline may be needed so Ann will speak with Mike LaPointe at NRCS. A cost increase of $13,500 for the project was noted.  The total cost for the project is now $32,434 with Pittsfield’s portion of $8,108 coming from the Mascoma loan.  Harveys should have this project completed Friday and then begin on Parmenter Place. 
2.     236 Lower Michigan – project closeout.  Joyce said that she checked out the property and suggests letting it revert to its natural state.  It was noted that Trish is working on the paperwork for the invoice to Kevin Geiger at TRORC who is handling the reimbursement.  
3.     Playground update projects schedule.  Everyone noted that the playground looks great.  Mona said that Dave still has a little finish work to complete.  Joyce said that she will obtain the part that connects the swing’s chain to the swing’s frame.  Dig Safe also needs to be contacted before the fence posts can be dug.  Ann will contact them and then a work party can be organized.  Ann will also speak with George regarding the fence post holes.  
4.     Box Culvert #33 project update. Progress is being made in getting permits for the project.  A stream bed profile was done by Richard Lunna.  Working drawings have also been requested from Champlain Construction to submit with the permit.  Katie Sullivan, FEMA Project Manager, also needs these documents for an environmental review.  A landowner signoff may be needed if any part of the project takes place on private property. This is the last of the eight projects in the FEMA que and has an October 1stexpiration.  An extension may need to be requested but not until the permit is approved.  Ann requested that the Board approve the $724 invoice from Richard Lunna and the $200 fee to submit the permit to the State.  Joyce seconded.  All in favor.
5.     Delinquent Dog fines.  At present there are two dog owners with three dogs unlicensed.  To provide some enforcement of the current dog license requirements, an update to the dog ordinance is suggested by VLCT. Ann provided copies of dog ordinances from several towns as well as other resources to look over.  License fees, rabies vaccinations, and other items were touched on.  It was decided to continue this discussion at the next meeting and in the meantime, work on an update to the current ordinance including more specifics.  Names of delinquent owners/dogs could potentially be included in Town Report but needs some research.  If a dog is deceased, has been relocated, or there are possibly economic issues, this information is encouraged to be provided to the Town.  Ann moved that the Select Board amend the dog ordinance to include licensing and draft language to be discussed at the next Select Board meeting.  Seconded by Joyce.  All in favor.  
6.     Local Hazard Mitigation Plan Update.  At the last meeting, TRORC was hired as the Town’s consultant to update the plan which expires August 21st.    By updating this plan, towns can qualify for grant funds and safer communities become the result.  The first of three Pittsfield Hazard Mitigation planning meetings is scheduled for Monday, August 24that 6pm via Zoom.  Zoom login information: https:/j/zoom.us/j/93584153327 or phone 1-470-381-2552, access code: 
93584153327#.  Tory Littlefield is looking for local residents to serve on the committee.  Currently, Sarah Gallagher representing the Planning Commission and Doug Mianulli representing Local Emergency Management are serving on the committee, but TRORC would like to see someone from the Select Board, Fire Department or Road Commissioner also serve.  Joyce offered to serve and represent the Select Board. Mona will present the information to Dave to address the fire department at their next meeting.
7.     Town Hall 1stPhase Project Discussion. Ann said she sent fellow Board members the Minutes of the Citizens’ Advisory Committee, engineering reports, work documents, etc.   It was felt a Building Committee should be formed similar to what the Town Office Building project had.  Ann offered to serve as Administrator and Liaison to the Select Board.  Herb Kuendig, Carl Oertel, and Jeremy Rayner all have experience and are willing to serve.  Joyce provided Tim Carter and Ray Colton as potential members.  Ann made a motion to appoint the previously mentioned people to the committee and serve as construction managers with herself as Administrator.  They would be charged with completing renovations as soon as possible thus making the building available for Town Meeting next March.  Seconded by Joyce.  All in favor.
8.     Town Attorney. Jim Goss, an attorney in Rutland, has expressed interest in being retained as the Town’s attorney.  They are a full-service law firm located in Rutland with typically younger lawyers in the firm assigned to provide general municipal representation to keep down costs, etc.  Jim would like to assign Tori Hone to be Pittsfield’s primary point of contact.  Her hourly rate as well as Jim’s (if more involved services are needed) would be discounted.   The members felt this was a good choice and exactly what the Town needs.  Ann made a motion to move into a formal retainer agreement with Facey Goss & McPhee, P.C. to be signed by the Select Board. Joyce seconded the motion.  All in favor.  Ann went on to say that their services might be needed sooner as a Landowner Authorization Letter is being requested by FEMA regarding the Box Culvert project.  In addition, the VTrans Manager of the Sand Shed project is asking for a letter certifying that the Town has all the necessary property rights and interests in order to perform the improvements on the Sand Shed.  She said that between Pete Fellows and herself, they could draft the document, but felt an attorney should look it over before they are submitted. Ann moved that once the retainer is signed, that these two letters be prepared and submitted.  Seconded by Joyce.  All in favor.  Drafts will be circulated prior to submission to the attorney.  
9.     Board Secretary Job Description.  Ann prepared a draft of a job description for this position. The new secretary will begin with the September meeting.  Ann made a motion to adopt the Board Secretary Job Description with the understanding that it can be reviewed and updated any time the position becomes vacant. Seconded by Joyce.  All in favor.
10.  Town Clerk Request-mini fridge.  Trisha has requested a mini fridge for the office not to exceed $100.00.  Joyce moved that a mini fridge be purchased for the Town Office at a cost not to exceed $100.  Mona seconded.  Motion passed.
 
New Business:
1.     Hopkins re: Upper Michigan project.  Ann stated that the Hopkins’ have expressed their concerns over the recently completed project on Upper Michigan Road.  She presented an overview stating that Katie and Kevin were concerned over the height of the crown in the road next to the driveway at the back of the store in the Fall of 2018.  In January 2019, the Select Board, Road Commissioner, and Kricket McCusker of Fellows Engineering met to assess the problem.  A short-term resolution to the water flow issue into the store’s back parking lot was developed.  Kricket was also going to 
 
work on a long-term plan to help reduce the run-off. Ultimately the plan did not address issues with the driveways entering the road.  Marsha said that silt and mud flow into the driveway and in the winter it becomes a sheet of ice.  She noted that when they moved to their current location in 1986, their driveway was higher than the road.  Over the years the road’s height has continually risen.  Keith expressed fellow property owner Elaine Sackrider’s concerns on the issue.  George said that he did not see how the road could be cut down and did not have any other solutions.  It was noted that Kricket’s preliminary report in the winter indicated that the roadway could potentially be lowered to up to 18,” but after surveying road, driveway, culvert and drainage ditches in the spring, Kricket determined that the roadway could not be lowered more than 4” without impacting private property driveways and culverts.  Kricket explained what was involved in the recent project, including the meetings, designs, reports, site visits, and emails etc.  Katie asked if she could have the road grade changes over time including after this upcoming winter season.  Kricket said that was possible.  The drainage ditches and culvert under the road was brought up and discussed as to what they can handle.  There has been a State project planned for some time at that location, but no date has ever been finalized. This would include the replacement of the culvert.  It was decided to hold another site visit with the affected property owners and specifically look at the driveway issues. Ann said that she would set that meeting up with all involved.  
2.     Lister Reappraisal Presentation.  Betty asked the Board if they had reviewed what was sent to them and had any questions.  She explained that a vendor has been selected as well as the What, When, Where, and Why of the project.  All property would be assessed except for non-taxable properties.  The money is already available, so there is no additional money needed from the town.  The project will take 12 months to complete and will be well publicized so that all property owners will be made aware.  A website will also be available for owners to review their assessment when complete. Interior inspections will be requested, but not required.  If none is done, the best available information will be used to determine the assessed value.  The project will begin next July and be completed in time for the July 2022 tax season billing.  Ann moved that the Board accept the Listers’ proposal and sign the contract for NEMRC to begin the reappraisal process.  Joyce seconded and all were in favor.
3.     Treasurer Report – June Financials.  Joyce said that the Budget Comparison column was not included.  She spoke with Trish and it will be corrected for the July report.  Ann moved to accept the June financials.  
 
Other Business:  Ann said she would like to take a poll as to whether to return to face-to-face meetings next month or not.  Joyce felt she would like to.  Mona asked about public attendance.  She felt that if the public were to attend, she would prefer to attend virtually as she is in a compromising position.  Ann said that she would encourage the public to attend virtually unless in-person is needed. 
 
Next Meeting:  Thursday, September 3, 2020 at 6:00pm.
 
Adjournment:  There being no further business, Ann made a motion to adjourn the meeting at 8:09pm. Joyce seconded.  All in favor
                                                                                    Respectfully submitted,
 
 
                                                                                    Martha L. Beyersdorf
 
Approved: September 3, 2020
 
 
Ann Kuendig                                         Joyce Stevens                                       Mona Colton

PITTSFIELD SELECT BOARD MEETING MINUTES

 
DATE:  July 14, 2020
To listen to the Select Board meeting click    https://fccdl.in/LO7p3g5xQZ
 
PRESENT: Ann Kuendig, Joyce Stevens, Mona Colton (via phone)
 
PUBLIC PRESENT: George Deblon, Tori Littlefield – TRORC (via phone), AJ Ruben (via phone for short time)
 
AGENDA
 
AGENDA MODIFICATIONS: OB#4 – Champlain Construction Company Independent Contractor paperwork; NB#8 – Change date of August meeting; NB#2 – Letter from Paul Seugling.
 
MINUTES APPROVAL: Special Meeting June 30, 2020
 
Correspondence:
1.Town Attorney - resignation
2.    Planning Board report
 
Old Business:
1.    EWP Project Bid Awards
2.    236 Lower Michigan – project closeout
3.    Playground update projects schedule
4.    Box Culvert #33 project update
5.    Delinquent Dog fines
6.    Jones Dog Complaint update
7.    Planning Commission/Zoning Board of Adjustment vacancies
8.    Garbage/recycling options
9.    Local Hazard Mitigation Plan update
 
New Business:
1.    Budget Summary 2020 – set tax rate
2.    Abatement of Interest – Seugling
3.    Town Hall 1stPhase Project Discussion
4.    Town Clerk Requests – mini fridge; vault shelves
5.    Select Board Secretary
6.    Select Board Meeting Schedule
7.    Town Attorney
8.    August meeting change
 
Next Meeting:  August 11, 2020
 
Adjournment
 
Ann called the meeting to order at 6:00pm.  Ann motioned to accept the Minutes of the June 30th Special Meeting.  Seconded by Mona.  All in favor.
 
Correspondence:
1.     Town Attorney – resignation.  Mary Lou Scofield submitted her resignation as Town Attorney on July 8th, saying that she is no longer able to act as Town Attorney. Ann moved to accept her resignation. Seconded by Joyce.  All in favor.
2.     Planning Board report.  Sarah Gallagher, Chair of the Planning Commission recommended reappointing Charles Piso to the Planning Commission who resigned on in March.  See Old Business #7.
 
Old Business:
1.     EWP Project Bid Awards.  George stated that bids had been received from the following contractors for the two projects: Tweed River Drive – 1) Harvey’s $18,934; 2) Moshers $31,539; 3) Champlain Construction $50,873 and Parmenter Drive – 1) Harvey’s $19,687; 2) Moshers $29,619; 3) Champlain Construction $31,166.  There are no stipulation or restrictions and there are no indications they cannot complete the project by September 1, 2020.  George recommended accepting both bids from Harvey’s with the Tweed River Road project being a priority.  Ann moved to award the bid for Tweed River Drive to Harveys for $18,934 and Parmenter Place for $19,687, and have the Chair seek an extension of completion deadline if necessary.  Joyce seconded.  Motion approved.
2.     236 Lower Michigan – project closeout.  Ann said that Harvey’s completed the work during the second week of July.  Kevin Geiger has suggested the Board do a walk-through, although it is nothing official. There was a brief discussion as to potential uses of the property.  It does become public land.  It was decided to keep an eye on the property so that it is not used as a hangout area for partying, etc.
3.     Playground update projects schedule.  Ann said the Board was hoping to receive an update from Mona, but she has left the meeting due to communication issues online.  She noted that the swings have arrived but a date for a work party still needs to be set up.   Dig Safe also needs to be contacted.  Tabled until the next meeting.
4.     Box Culvert #33 project update.  George said that Champlain Construction is working hard to get a culvert but there are no guarantees.  JaronBorg has indicated that they need to apply for a permit for permanent repairs and an extension permit to 1/1/2022.  Ann made a motion to sign the contract.  Seconded by Joyce.  Motion passed.
5.     Delinquent Dog fines.  The updated list lists 5 dogs and 4 owners.  Statutes and regulations were reviewed.  As of today, there have been no requests for hearings, no one has paid the fine, and no dogs have been registered.  It was decided to have the Town Clerk send a demand notice and follow up at the next meeting.  Joyce made the motion, Ann seconded.  Motion passed.
6.     Jones Dog Complaint update.  After legal review, the Town can issue a ticket. Doug Mianulli, the dog officer, has been asked to contact the owner and Todd Jones has indicated that there have not been any sightings of the dog/owners since the second complaint was filed.  The situation seems to have resolved itself.
7.     Planning Commission/Zoning Board of Adjustment vacancies. Tim Carter and Micheline Bissell have both accepted positions on the boards.  Joyce presented some background on Tim and Ann did the same with Micheline.  Ann moved the Tim Carter be appointed to the vacant position on the Planning Commission expiring in 2023 and Micheline Bissell to fill out the term of Charles Piso on the Zoning Board of Adjustment expiring 2022.  Seconded by Joyce. All in favor.  Ann thanked 
 them for their commitment to Pittsfield public service. The Board is still looking to fill two positions on the Zoning Board of Adjustment.
8.     Garbage/recycling options.  Joyce said that she has spoken with Killington and that Killington would charge the Town of Pittsfield for the service and each resident would have to purchase a permit.  Killington was not sure what the cost would be.  Joycesaid that she looked at Killington’s budget and noted that Killington is more than willing to talk further dependent on how many anticipate participating.  Ann suggested investigatingmoving from the Bethel Solid Waste District to RutlandSolid Waste.  Killington permits may also be used at the station in Rutland although you would still have to pay by bag or truck load.  Stockbridge is being used by some Pittsfield residents, but it is not known how many.  Ann asked if more information could be obtained for the next meeting, so that all three membersof the Board could discuss it.
9.     Local Hazard Mitigation Plan update.  Tori was asked to explain to the Board what this plan is and what its purpose is.  Ann then moved to accept the proposal to designate TRORC as consultant on updating the LHMP at a total estimated cost of $2,000 - $4,000 (Pittsfield’s share will be $1,500).  Tori will send a proposal for the Chair to review and sign.  The Board will forward names and suggested contact information of suggested candidates to serve on the LHMP Update Committee.  Joyce seconded.  All in favor.
 
New Business:
1.    Budget Summary 2020 – set tax rate.  The Board approved the following resultant tax rates for 2020-2021: Homestead (Resident) rate: $2.134 per $100 and Non-Residential $2.0687.  Ann made the motion with Joyce seconding.  Motion passed.
2.    Abatement of Interest – Seugling.  There has been an issue with Paul’s property and an adjacent neighbor being switched. The error has since been corrected by the Listers, but issues with payments being late, etc developed. Janice Stumpf, the Delinquent Tax Collector, has requested that the interest on Paul’s tax bill be abated since the interest charged was an error in the NEMRC system.  Ann moved to abate $216.16 interest from Paul Seugling’s tax bill and instruct the Town Clerk to include that the Select Board has been assured this will not happen again.  Seconded by Joyce.  Motion passed.
3.    Town Hall 1stPhase Project Discussion.  Ann said that the Board would like to begin discussion as to how to proceed.  She said she would send links to the other Board members for everything connected with this project (meeting Minutes, past discussions, etc).   She would like to list the jobs that can be done by volunteers (take down the drop ceiling; move Historical Society property, etc) and become familiar with any regulations pertaining to public buildings.  Also form a new Building Committee made up of residents with needed skills (engineering, construction, etc).  The Board agreed to approach some of these residents prior to the next meeting.
4.    Town Clerk Requests – mini fridge; vault shelves.  Ann said she would like to offer the Town Office a small refrigerator she has if Trish is willing to accept it.  The Board did approve Trish’s request to purchase more shelving from the Record Preservation Fund not to exceed $200.00.   
5.    Select Board Secretary.  Joyce said that she has always felt that the position should be in house for various reasons.  The new Assistant Town Clerk/Treasurer Louis Cocci has been asked and has accepted the job. He will begin in September. Martha Beyersdorf was consulted and agreed this was a good change.  When asked, she said she would serve as back-up in the event Louis is not available for a meeting.  The pay will remain the same.  Ann said she would like to see a job description for this position.  Ann moved that Louis Cocci take over the duties as Select Board 
Secretary with the pay of $97.31 per meeting with an extra $25.00 for extra correspondence/research beginning in September. Seconded by Joyce.  Motion passed.
6.    Select Board Meeting Schedules.  The Board decided that beginning in September meetings will be moved from Tuesdays to Thursdays to accommodate the new Secretary’s schedule.
7.    Town Attorney. Ann said that she has contacted several legal firms regarding serving the Town.  Jim Goss sent a proposal and stated that he would assign a staff attorney at a reduced hourly wage who could handle the everyday matters.  Ann explained how his practice was set up and what types of law they deal with.  The Board opted to table this until Mona is available to participate in this discussion at the next meeting in August.
8.    August meeting change.  The previous date of August 11 falls on a primary election day and the Board will be involved in counting ballots.  The date of Thursday, August 13thwas accepted.
 
Next Meeting:  Thursday, August 13, 2020 at 6:00pm.
 
Adjournment: There being no further business, Ann made a motion to adjourn the meeting at 7:39pm.
 
                                                                                    Respectfully submitted,
 
 
                                                                                    Martha L. Beyersdorf
 
Approved: September 3, 2020
 
 
 
Ann Kuendig                                         Joyce Stevens                                       Mona Colton

PITTSFIELD SELECT BOARD SPECIAL MEETING MINUTES

 
DATE:  June 30, 2020
To listen to meeting please click here https://fccdl.in/BdBKIq5fD4
 
 
PRESENT: Ann Kuendig, Joyce Stevens, Mona Colton (via phone)
 
PUBLIC PRESENT: George Deblon
 
AGENDA
 
AGENDA MODIFICATIONS: none
 
MINUTES APPROVAL: Regular Meeting June 16, 2020
 
Old Business:
1.Box Culvert #33 bid discussion and award
2.Board’s summer schedule
 
New Business:
1.EWP Parmenter Place/Tweed River Road bids
 
Next Meeting:  July 7, 2020 (*see OB2)
 
Adjournment
 
Ann called the meeting to order at 6:05pm.  Ann motioned to accept the Minutes of the June 16thmeeting.  Seconded by Joyce.  All in favor.
 
Old Business:
1.     Box Culvert #33 bid discussion and award.   George said that the bids for this project were sent out on June 4thand were due by June 25th.  He explained that he had to send out an addendum to the bid as it was found that the concrete precast box culvert would not be available until later in the fall due to COVID stoppage of manufacturing businesses, so the deadline was extended.  There were four bids made: Champlain Construction $141,000, Harvey’s P&E $187,176, Avery Excavating $209,168, and Mosher’s $217,950 (concrete)/$185,250 (open bottom arch).  These prices would be good for 2021 and road closure would be minimal.  George said that he has worked well with Champlain Construction.  The need for extensions from the State of Vermont and FEMA were discussed.  Joyce made a motion to accept George’s recommendation of Champlain Construction for the box culvert project on Upper Michigan Road pending extensions from the State of Vermont and FEMA.  Seconded by Ann.  All were in favor.  Ann added that she will check with Jaron Borg as to what is needed to file for an extension.
2.     Board’s Summer schedule.  Ann recommended changing the July 7thmeeting to the 14thto coincide with the deadline for receiving and awarding the two EWP project bids.  The August meeting will be held on the 11th.  These dates were agreeable with all members.  The regular schedule will resume in September.
New Business:
1.     EWP Parmenter Place/Tweed River Road bids.  George handed out copies of the two proposals. The first is for the Streambank Protection Project off of Tweed River Drive and the second is for the Streambank Protection Project off of Parmenter Place.  The deadlines for receiving these bids is July 14thand they will be awarded at the meeting that evening.  Mona made a motion to accept these bid proposals as outlined for the two EWP projects and authorize George to send them to the following: Mosher Excavating, Daniels Construction, Champlain Construction, Winterset Construction, Casella, and Markowski as well as Avery Excavating of Williamstown.  Joyce seconded.  All were in favor.
 Other:
1.     Joyce asked about what is being planned for the Cemetery.  It was noted that Jaron Borg did the sketch and key information needed by the contractor. Access would have to be made from the far side of the river.  There may be an existing right-of-way or permission from the property owner would need to be obtained.  The deed would need to be researched to determine this.  There was discussion as to having George prepare and send out a bid proposal for this project now due to time restraints, etc.  Ann made a motion to collect the information for the Cemetery bid proposal, draft the proposal and once accessibility is determined, finalize it via email.  This bid proposal would also have a deadline of July 14th.  Seconded by Joyce.  All were in favor.  Ann said she would research the right-of-way or obtain the property owners’ permission.
 
Next Meeting:  July 14, 2020
 
Adjournment: There being no further business, Ann made a motion to adjourn the meeting at 6:37pm.  Seconded by Joyce.  All were in favor.
 
                                                                                    Respectfully submitted,
 
 
                                                                                    Martha L. Beyersdorf
 
Approved: July 14, 2020
 
 
 
Ann Kuendig                                         Joyce Stevens                                       Mona Colton

​PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES

 
DATE:   June 16, 2020
To listen to meeting recording click here https://fccdl.in/IZOLbiEw9k
 
PRESENT: Ann Kuendig, Mona Colton, Joyce Stevens
 
PUBLIC PRESENT:Todd Jones, Betty Warner, A.J. Ruben, Michelline Bissell
 
AGENDA
 
AGENDA MODIFICATIONS:  C#2 – Summer Reading Program Update
 
MINUTES APPROVAL:Regular Meeting June 2, 2020
 
Correspondence:
1.TRORC – Regional Plan Public Hearing
2.Summer Reading Program Update
 
Old Business: 
1.Salmeri property flooding update
2.April 2019 Disaster FEMA reimbursement update (ERAF Status)
3.Playground Upgrades update
4.4thof July Reverse Parade
5.EWP Applications/Projects update
6.Delinquent Dogs update
 
New Business:
1.Treasurer’s Financial Report – May
2.State Educations Tax Rate Delay
3.Dog Complaint – Todd Jones
4.Events/Demonstrations on Village Green
5.Cemetery Project Bid
6.FEMA Flood Mapping Project
7.Fuel Pre-buy Plan
8.Independent Contractor Paperwork – Carl Oertel
9.Garbage Disposal/Composting Law
10.Summer Select Board Meeting Schedule
 
Next Meeting Date: Special Meeting June 30, 2020
 
Adjournment:
 
Ann called the meeting to order at 6:02pm.  She reminded those participating that because the meeting is being held electronically, certain requests are made of any speaker.  There was one Agenda Modification.  It was decided to dispense with the reading of the Minutes. Ann moved the minutes of the June 2, 2020 Select Board meeting be approved. Mona seconded, all in favor. Since Todd Jones and Betty Warner were in attendance, Ann made a motion to take their business out of order.  Joyce seconded.  All in favor.
 
Correspondence:
1.    TRORC – Regional Plan Public Hearing.  The TRORC Board met on May 27thand acted on input by approving additional changes to the draft of the Regional Plan.  This requires TRORC to hold another public hearing on the draft.  The final hearing will be held on July 1, 2020 at 10:00am via ZOOM.  Ann made a motion to forward this information to Sarah Gallagher and the Planning Commission. Seconded by Joyce.  All in favor.
2.    Summer Reading Program Update.  Maya updated the Board on her plans to attach beanstalk branches to the inner walls of the Bandstand.  As the children read books they will be noted on a leaf.  The goal is to read fifty books as a group and the children will be invited to view the beanstalk.  No further action by the Board.
 
Old Business: 
1.    Salmeri property flooding update.  Ann said that an email with options was being edited.  No further action by the Board currently. The email to be sent to Sal, Greg Martin, and Paul Grindel will go out this week.
2.    April 2019 Disaster FEMA reimbursement update (ERAF Status).  Ann said that she received word that Pittsfield does have River Corridor Protection and therefore is eligible for 17.5% reimbursement.  The State ERAF website does reflect this. John Brooker Campbell would like to meet with the Board and review river corridor protections and permitting information on the Town website and include A.J. Ruben, Zoning Administrator in these meetings.  In addition, the Hazard Mitigation Plan expires in August.  She has reached out to TROC TORY Littlefield to find out what is needed to update and certify it before the deadline.
3.    Playground Upgrades update.  Trish informed the Board that she had found a swing and felt that new swings should be purchased.  She is researching what is available in funding for playground maintenance/basketball court resurfacing.  The Board questioned how much was in the current Recreation Fund and how much was earmarked for the playground and where the money for the fencing came from.  Ann said she checked out the equipment currently in the playground to assess their condition.  In addition, the basketball lighting should possibly be rewired and put on a timer.  Ann made a motion to purchase new sling seats and baby seats and hardware and obtain a new estimate on resurfacing the court and updating the lighting.  Joyce seconded.  All were in favor.
4.    4thof July Reverse Parade.  Dana Decker is organizing this event for the Town.  The plan is to decorate the Green and properties along Route 100.  Mona said that the Fire Department will have their trucks outside, but there will be no lights/sirens.  Ann would like the Select Board to decorate the Bandstand and she has plenty of decorations but could use some help.  Joyce and Mona both felt this was a good idea.  Ann would also like copies of a patriotic heart made for people to put in their windows like the hearts for Valentine’s Day.  Ann made a motion to have the Town contribute up to $50 for the printing.  Joyce seconded.  All were in favor.
5.    EWP Applications/Projects update.  It was noted that the EWP agreement is due to expire on July 3rd.  ANR is doing the designs and amount of river rock for the project and the town must submit a request for a 60-day extension to September 1.  Mike Lapointe from NCRS indicated that both projects will require permits from the Army Corp of Engineers and he will fill out the applications, if we provide landowner information. If we get the applications in by Friday Mike estimates we will get the permits by July 20 giving contractors 40 days to complete the projects. Mike indicated we could prepare and send out invitations to bid the two projects before we receive the permits.  Ann will find out if we can another project completion extension to October 1 which is the state mandated deadline for working in rivers.  Joyce made a motion to approve the grant agreement, draft a letter requesting an extension and get the information Mike needs out by Friday.  Mona seconded.  All were in favor. 
 
 
6.    Delinquent Dogs update.  Twelve certified letters were sent out and six have responded.  The next step is for dog owners to request a hearing or license their dog by June 25thand for those that do not, the deadline for paying the  $250 per dog fine is July 9th.
 
New Business:
1.    Treasurer’s Financial Report – May.  Joyce questioned an item under Payroll – Emergency/Unusual Circumstances.  Ann said this was for Trish for work done last year calculating FEMA expenses.  It should have been paid at time + one-half, not straight time.  Ann made a motion to approve the Treasurer’s report.  Seconded by Joyce.  All were in favor.
2.    State Education Tax Rate Delay.  It appears that this information will be available on July 1stwith no delay. This information is needed for the Board to set the tax rates.  Joyce suggested that if the information is received, that it be added to the June 30thagenda.  It was decided not to delay any penalty for a late payment.  The tax bills should go out with no delay and with the first installment due the 3rdThursday in August, on August 20th. No further action.
3.    Dog Complaint – Todd Jones.  This is the second complaint made against the dog and its owners.  He stated that his road is private and as the dog lives on The Commons, they have no right to be on the private one.  He said he has researched their deed and his for further validations. His land has No Trespassing signage and he has been in touch with the State Police.  They wanted to know if he posted his land with the yellow No Trespassing signs that need to be registered with the Town.  He only has generic signage.  He emailed a dated photo taken recently of the owner and dog walking by his house off leash.  It was noted that after the latest letter was sent, the dog was still off leash, but the owner had a leash in hand.  Ann said she would speak with Doug Mianulli, the Second Constable about any previous enforcements he may have been involved in and contact VLCT on whether a date-stamped photo and eyewitness accounts can be the basis of issuing a fine.  Following discussion of how best to proceed, Ann made a motion to take this matter under consideration, obtain a legal opinion and speak with the Second Constable.  Seconded by Joyce. Mona chose to abstain.  Motion passed.   
4.    Events/Demonstrations on Village Green.  Betty said that a planned Black Lives Matter event will be held on the Green June 27thfrom 10-noon.  She said she thought perhaps 10-50 people might attend with two tables spaced 6’ apart and encouraging masks and social distancing.  Masks will be available at the event and it was felt that most of the people would be cooperative.
Betty discussed plans that the Library has for this year’s September Bazaar. Joyce recommended using the area behind the Town Office. Ann suggesting fencing off part of the area to allow for an entrance and exit.  Betty said that a Letter of Agreement would be sent to all interested vendors who register prior to the event listing the guidelines to be followed regarding COVID-19.  Betty also asked for the Board’s thoughts on including property owners’ porches/yards adjacent to the Green for vendors.  It was felt this was not a good idea due to potential liability issues. Mona indicated that the Governor has cancelled all fairs/festivals through October this year due to COVID-19. Betty said that she had a couple of other ideas.  She said she would like the last Saturday in September to remain something specific for the Town.  Ann suggested leaving it up to the Library Board and if something else is planned, to make the Select Board aware.
5.    Cemetery Project Bid.  This is tabled until June 30th.
6.    FEMA Flood Mapping Project.  Ann attended a meeting recently regarding FEMA/U.S. Geological Survey’s plans to conduct a flood restudy and remapping effort in the White River Watershed. This will ultimately update the Flood Insurance Studies and Flood Insurance Rate Maps, which are 
the basis of the adopted flood hazard regulations and depict flood risk in our community.  It was suggested that this information be forwarded to the Planning Commission for follow/up.
7.    Fuel Pre-buy Plan.  The Board reviewed the pre-buy history that Trish had forwarded.  Ann motioned to approve the figures used last year. These are HW: 550-gal LP @$1.59, TH: 400-gal #2 fuel oil @ $1.98, and TOB 1350-gal LP @$1.59.  Joyce seconded.  All in favor
8.    Independent Contractor Paperwork – Carl Oertel. Ann moved to sign the agreement. Joyce seconded.  Motion passed.
9.    Garbage Disposal/Composting Law.  Tabled to the next July meeting.
10.  Summer Select Board Meeting Schedule. Tabled to June 30thmeeting.
 
Next Meeting Date:  Special Meeting June 30, 2020
 
 
Adjournment:  As there was no other business, Ann made a motion to adjourn the meeting at 7:46pm. Seconded by Joyce.  Motion passed.
 
                                                                                    Respectfully submitted,
 
                                                                                    Martha L. Beyersdorf
                                                                                    Select Board Secretary
 
Approved: June 30, 2020
 
 
 
 
Ann Kuendig                                         Joyce Stevens                                       Mona Colton
 

​PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
DRAFT
    
DATE:   June 16, 2020
 
PRESENT: Ann Kuendig, Mona Colton, Joyce Stevens
 
PUBLIC PRESENT:Todd Jones, Betty Warner, A.J. Ruben, Michelline Bissell
 
AGENDA
 
AGENDA MODIFICATIONS:  C#2 – Summer Reading Program Update
 
MINUTES APPROVAL:Regular Meeting June 2, 2020
 
Correspondence:
1.TRORC – Regional Plan Public Hearing
2.Summer Reading Program Update
 
Old Business: 
1.Salmeri property flooding update
2.April 2019 Disaster FEMA reimbursement update (ERAF Status)
3.Playground Upgrades update
4.4thof July Reverse Parade
5.EWP Applications/Projects update
6.Delinquent Dogs update
 
New Business:
1.Treasurer’s Financial Report – May
2.State Educations Tax Rate Delay
3.Dog Complaint – Todd Jones
4.Events/Demonstrations on Village Green
5.Cemetery Project Bid
6.FEMA Flood Mapping Project
7.Fuel Pre-buy Plan
8.Independent Contractor Paperwork – Carl Oertel
9.Garbage Disposal/Composting Law
10.Summer Select Board Meeting Schedule
 
Next Meeting Date: Special Meeting June 30, 2020
 
Adjournment:
 
Ann called the meeting to order at 6:02pm.  She reminded those participating that because the meeting is being held electronically, certain requests are made of any speaker.  There was one Agenda Modification.  It was decided to dispense with the reading of the Minutes. Ann moved the minutes of the June 2, 2020 Select Board meeting be approved. Mona seconded, all in favor. Since Todd Jones and Betty Warner were in attendance, Ann made a motion to take their business out of order.  Joyce seconded.  All in favor.
 
Correspondence:
1.    TRORC – Regional Plan Public Hearing.  The TRORC Board met on May 27thand acted on input by approving additional changes to the draft of the Regional Plan.  This requires TRORC to hold another public hearing on the draft.  The final hearing will be held on July 1, 2020 at 10:00am via ZOOM.  Ann made a motion to forward this information to Sarah Gallagher and the Planning Commission. Seconded by Joyce.  All in favor.
2.    Summer Reading Program Update.  Maya updated the Board on her plans to attach beanstalk branches to the inner walls of the Bandstand.  As the children read books they will be noted on a leaf.  The goal is to read fifty books as a group and the children will be invited to view the beanstalk.  No further action by the Board.
 
Old Business: 
1.    Salmeri property flooding update.  Ann said that an email with options was being edited.  No further action by the Board currently. The email to be sent to Sal, Greg Martin, and Paul Grindel will go out this week.
2.    April 2019 Disaster FEMA reimbursement update (ERAF Status).  Ann said that she received word that Pittsfield does have River Corridor Protection and therefore is eligible for 17.5% reimbursement.  The State ERAF website does reflect this. John Brooker Campbell would like to meet with the Board and review river corridor protections and permitting information on the Town website and include A.J. Ruben, Zoning Administrator in these meetings.  In addition, the Hazard Mitigation Plan expires in August.  She has reached out to TROC TORY Littlefield to find out what is needed to update and certify it before the deadline.
3.    Playground Upgrades update.  Trish informed the Board that she had found a swing and felt that new swings should be purchased.  She is researching what is available in funding for playground maintenance/basketball court resurfacing.  The Board questioned how much was in the current Recreation Fund and how much was earmarked for the playground and where the money for the fencing came from.  Ann said she checked out the equipment currently in the playground to assess their condition.  In addition, the basketball lighting should possibly be rewired and put on a timer.  Ann made a motion to purchase new sling seats and baby seats and hardware and obtain a new estimate on resurfacing the court and updating the lighting.  Joyce seconded.  All were in favor.
4.    4thof July Reverse Parade.  Dana Decker is organizing this event for the Town.  The plan is to decorate the Green and properties along Route 100.  Mona said that the Fire Department will have their trucks outside, but there will be no lights/sirens.  Ann would like the Select Board to decorate the Bandstand and she has plenty of decorations but could use some help.  Joyce and Mona both felt this was a good idea.  Ann would also like copies of a patriotic heart made for people to put in their windows like the hearts for Valentine’s Day.  Ann made a motion to have the Town contribute up to $50 for the printing.  Joyce seconded.  All were in favor.
5.    EWP Applications/Projects update.  It was noted that the EWP agreement is due to expire on July 3rd.  ANR is doing the designs and amount of river rock for the project and the town must submit a request for a 60-day extension to September 1.  Mike Lapointe from NCRS indicated that both projects will require permits from the Army Corp of Engineers and he will fill out the applications, if we provide landowner information. If we get the applications in by Friday Mike estimates we will get the permits by July 20 giving contractors 40 days to complete the projects. Mike indicated we could prepare and send out invitations to bid the two projects before we receive the permits.  Ann will find out if we can another project completion extension to October 1 which is the state mandated deadline for working in rivers.  Joyce made a motion to approve the grant agreement, draft a letter requesting an extension and get the information Mike needs out by Friday. Mona seconded.  All were in favor.
 
 
6.    Delinquent Dogs update.  Twelve certified letters were sent out and six have responded.  The next step is for dog owners to request a hearing or license their dog by June 25thand for those that do not, the deadline for paying the  $250 per dog fine is July 9th.
 
New Business:
1.    Treasurer’s Financial Report – May.  Joyce questioned an item under Payroll – Emergency/Unusual Circumstances.  Ann said this was for Trish for work done last year calculating FEMA expenses.  It should have been paid at time + one-half, not straight time.  Ann made a motion to approve the Treasurer’s report.  Seconded by Joyce.  All were in favor.
2.    State Education Tax Rate Delay.  It appears that this information will be available on July 1stwith no delay. This information is needed for the Board to set the tax rates.  Joyce suggested that if the information is received, that it be added to the June 30thagenda.  It was decided not to delay any penalty for a late payment.  The tax bills should go out with no delay and with the first installment due the 3rdThursday in August, on August 20th. No further action.
3.    Dog Complaint – Todd Jones.  This is the second complaint made against the dog and its owners.  He stated that his road is private and as the dog lives on The Commons, they have no right to be on the private one.  He said he has researched their deed and his for further validations. His land has No Trespassing signage and he has been in touch with the State Police.  They wanted to know if he posted his land with the yellow No Trespassing signs that need to be registered with the Town.  He only has generic signage.  He emailed a dated photo taken recently of the owner and dog walking by his house off leash.  It was noted that after the latest letter was sent, the dog was still off leash, but the owner had a leash in hand.  Ann said she would speak with Doug Mianulli, the Second Constable about any previous enforcements he may have been involved in and contact VLCT on whether a date-stamped photo and eyewitness accounts can be the basis of issuing a fine.  Following discussion of how best to proceed, Ann made a motion to take this matter under consideration, obtain a legal opinion and speak with the Second Constable.  Seconded by Joyce. Mona chose to abstain.  Motion passed.   
4.    Events/Demonstrations on Village Green.  Betty said that a planned Black Lives Matter event will be held on the Green June 27thfrom 10-noon.  She said she thought perhaps 10-50 people might attend with two tables spaced 6’ apart and encouraging masks and social distancing.  Masks will be available at the event and it was felt that most of the people would be cooperative.
Betty discussed plans that the Library has for this year’s September Bazaar. Joyce recommended using the area behind the Town Office.  Ann suggesting fencing off part of the area to allow for an entrance and exit.  Betty said that a Letter of Agreement would be sent to all interested vendors who register prior to the event listing the guidelines to be followed regarding COVID-19.  Betty also asked for the Board’s thoughts on including property owners’ porches/yards adjacent to the Green for vendors.  It was felt this was not a good idea due to potential liability issues.  Mona indicated that the Governor has cancelled all fairs/festivals through October this year due to COVID-19.  Betty said that she had a couple of other ideas.  She said she would like the last Saturday in September to remain something specific for the Town.  Ann suggested leaving it up to the Library Board and if something else is planned, to make the Select Board aware.
5.    Cemetery Project Bid.  This is tabled until June 30th.
6.    FEMA Flood Mapping Project.  Ann attended a meeting recently regarding FEMA/U.S. Geological Survey’s plans to conduct a flood restudy and remapping effort in the White River Watershed. This will ultimately update the Flood Insurance Studies and Flood Insurance Rate Maps, which are 
the basis of the adopted flood hazard regulations and depict flood risk in our community.  It was suggested that this information be forwarded to the Planning Commission for follow/up.
7.    Fuel Pre-buy Plan.  The Board reviewed the pre-buy history that Trish had forwarded.  Ann motioned to approve the figures used last year. These are HW: 550-gal LP @$1.59, TH: 400-gal #2 fuel oil @ $1.98, and TOB 1350-gal LP @$1.59.  Joyce seconded.  All in favor
8.    Independent Contractor Paperwork – Carl Oertel. Ann moved to sign the agreement. Joyce seconded.  Motion passed.
9.    Garbage Disposal/Composting Law.  Tabled to the next July meeting.
10.  Summer Select Board Meeting Schedule. Tabled to June 30thmeeting.
 
Next Meeting Date:  Special Meeting June 30, 2020
 
 
Adjournment:  As there was no other business, Ann made a motion to adjourn the meeting at 7:46pm. Seconded by Joyce.  Motion passed.
 
                                                                                    Respectfully submitted,
 
                                                                                    Martha L. Beyersdorf
                                                                                    Select Board Secretary
 
Approved:
 
 
 
 
Ann Kuendig                                         Joyce Stevens                                       Mona Colton

​  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
 
 
 
 
 
 
 
 
 
 

PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
no recording available
 
DATE: May 19, 2020
 
PRESENT:  Ann Kuendig, Mona Colton, Joyce Stevens
 
PUBLIC PRESENT: Caleb Hawley, Dave Colton, A.J. Ruben
 
AGENDA
 
AGENDA MODIFICATIONS: NB5: Education Tax Payment
 
MINUTES APPROVAL: Regular Meeting May 5, 2020
 
Correspondence:
1.Wood – email
2.VT Dept. of Public Service – public wi-fi spots
3.Resignation – Emergency Management Co-Director: Charles Piso
 
Old Business:
1.236 Lower Michigan Road – Demo Bid Award
2.Salmeri property flooding – update
3.April 2019 Disaster FEMA reimbursement – update
4.COVID-19 Update – Exposure Workplace Plan; Thermometers
5.Sand Shed Project – update
6.Playground – updates
 
New Business:
1.PVR&R Extrication Equipment Purchase
2.Quin-Town Response Group
3.Memorial Day Observance
4.Treasurer’s Report – April Financials
5.Education Tax Payment
 
Next Meeting Date: June 2, 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.  The Minutes of the Regular Meeting of May 7, 2020 were approved.  Since Caleb and Dave were here to discuss New Business #1 extrication equipment, Ann made a motion to take them out of order.  Seconded by Joyce.  All were in favor.
 
Correspondence:
1.     Wood – email. Peter Wood had written a letter to the Town expressing his concern regarding the expansion of the turnaround on Forsha Road, which is located on his property.  He also indicated that illegal dumping was being done at that location as well.  Ann had written a response to Peter indicating that George was adding more dirt to the turnaround, but that no expansion was planned.  She asked Peter to keep the Board apprised of any continued dumping so it can be addressed in the future.  Ann moved to approve the response letter and have the Secretary send this to Peter.  Seconded by Joyce.  All were in favor.
2.     VT Dept. of Public Service – public wi-fi spots. The Board received a proposal from the VT Dept of Public Service offering to set up a public wi-fi hotspot in Town to assist online remote learning and working from home during the COVID-19 crisis.  The offer provides free installation of the necessary equipment.  The Town would have to pay for the broadband service and equipment to install a connection to the hotspot.  An explanation of how a hotspot would assist Pittsfield would have to be written.  After some discussion, the Board declined to pursue this.
3.     Resignation – Emergency Management Co-Director: Charles Piso.  Ann moved to accept Charles’ letter or resignation.  Seconded by Mona.  All were in favor.
 
Old Business:
1.    236 Lower Michigan Road – Demo Bid Award.  Bids were received from Harvey’s, Mosher’s, and XCav8, all of whom attended the pre-bid meeting on May 1st.  Ann provided a spreadsheet comparing each of the bids and various costs.  Ann moved that the Board accept the bid from Harvey’s to clear the site at 236 Lower Michigan Road under the terms of the demolition proposal.  Seconded by Joyce.  All were in favor. The Secretary was asked to notify Harvey’s by email as soon as possible since this sets the clock ticking on the 45 days they have to complete the project.  She was also asked to have Cheryl Harvey let Ann know what they plan to start, so that the driveway and building’s locks can be removed for access.
2.    Salmeri property flooding – update.   Joyce and Josh Carvahal, from the State, met with Sal and Greg Martin last Wednesday to inspect their properties and offer options to address the bank erosion and flooding issues.  Joyce said that they discussed and agreed that armoring the riverbanks and adding rip rap would not do much in stopping the erosion.  Scalping however might be the best option for Greg, Sal, and adjacent property owners to take.    The State would allow property owners to take up to 50 yards of gravel, stone, and wood from the river above the water tide.  The best time to do this would be between July and September when the river is at its lowest.  Property owners would also be allowed to cut into the riverbanks to graduate the slope. These would require State permits. Josh will send an email detailing all the options property owners can take in preventing erosion and flooding. Joyce will keep the Board informed and the issue will be put on the next meeting’s agenda.  Ann suggested that the Board provide this information to Paul Grindel as well as other property owners experience land erosion issues.
3.    April 2019 Disaster FEMA reimbursement – update.  The Board received an update on efforts to collect FEMA reimbursements for the numerous road repairs the Town had to make following this event.  Five of the eight projects have completed FEMA review and the funding has been obligated.  This totals around $53,341.  The three remaining projects in the queues are progressing.  All but one has been completed.  George will prepare a bid for the Board so that the box culvert project on Upper Michigan Road can be started and completed by the December 14thdeadline.  Tricia has indicated that there is nothing the Town needs to do about the State portion of reimbursements.  She did say that she is awaiting State response on a subgrant agreement so we can find out what that is for.  
Ann said that she has talked with John Brooker Campbell, our regional director for ERAF regarding Pittsfield’s status on the River Corridor protections and enforcement that will increase the State’s reimbursement percentage to 17.5%.  So far there is no clear answer.  It was felt that Pittsfield had approved the River Corridor Protections, but the mechanism to enforce the protections may not have been created.  Ann said that the Planning Commission (per their April Minutes) has started to develop the permitting process to enforce the protections. The question remains as to whether a permit process needs to be in place and posted to qualify for the additional 5% reimbursement rate on the FEMA projects.  
Joyce said that she spoke with Mascoma Bank to better understand the terms of the $1,000,000 loan the Town took out last year to pay for the repairs.  Interest on the first loan due now ($3,961).  The terms of the loan have been rewritten as FEMA reimbursements have not come in yet.  Joyce said the Town will save money on interest if FEMA money goes straight to pay off the loan when it comes in as there is no prepayment penalty.  Ann said she will keep the Board informed and keep the item on the agenda for the next meeting.
4.    COVID-19 Update – Exposure Workplace Plan; Thermometers.  The Governor has extended the Stay-at-Home order until June 15th.  Companies, non-profits, and government entities have been asked to come up with exposure control work plans.  Work sites with less than 10 people are exempt from filing a written plan but the Town needs to agree to follow mandatory hazard control measures including designating health officers to ensure those measures are followed.  VLCT and the Town’s insurer PACIF are advising Towns to use their template which Ann drafted.  The Board reviewed the Health Officer designees and Joyce suggested adding the Assistant Clerk/Treasurer to cover on the days the Town Clerk/Treasurer might be out of the office.
The Board discussed the Town Clerk’s plan to begin setting up appointments for real estate agents, attorneys, banks, and mortgage companies to come in to do research starting on May 26th. Ann and Joyce suggested the Clerk have a soft roll-out of that plan so the Town is not getting ahead of the Governor’s Executive Orders.  According to the latest May 15thupdate from the Commerce Agency for Low or No Contact Professional Services, services operating with a single worker may operate if they can comply with the mandatory health and safety requirements listed above, with no more than 2 persons present at one time.
Thermometers.  Measures would include taking temperatures of all workers at the start of their shifts. Discussion as to whether to proceed with the purchase of a thermometer for the Town Office.  Ann moved to authorize Tricia to use the credit card to purchase a non-contact thermometer that can be used by the Town Clerk, Listers, and Library.  Joyce seconded the motion.  All were in favor.
5.    Sand Shed Project – update.  Ann said that she and Herb had a virtual meeting with the DuBois engineers and designers, including the Town’s project manager Pete Fellows from TRORC.  They reviewed ways to cut down on constructions costs specifically reducing the amount of concrete to be used in the project. DuBois agreed to re-engineer the buttresses and footings and send a draft to everyone this week.  VTrans will use the draft to begin the next phase of the project, the State Environmental Review.  Scott Gurley of VTrans estimated that it could take up to six months but is hopeful he can get it done sooner.  Ann will keep the Board updated on the progress and will add this to the next meeting’s agenda.
6.    Playground – upgrades.  Ann sent a copy of the inspection report done by the Town’s insurers in July 2017.  The high priority items that need correcting include adding more sand to fill in the thinned-out areas, gaps in the slide and the sides, and missing or loose bolts on the swing sets.  The previous Board also thought it necessary to install a fence and sign parallel to the walkway into the Town Offices as a safety measure.  Joyce was asked to do an inventory of the fence sections and play equipment.  Joyce said the fencing was in the basement, but not any of the swings or hardware.  Joyce will check with Tricia to see if Charlie still has the swings and hardware to hang them.  Ann asked about putting together a work plan.  It was felt that most of the work could be done with a work party of volunteers to dig the fence post holes, review the nuts and bolts on all the play structures, price sand that George could deliver and spread it.  Mona said that Dave can pick up the sand once it is determined how much is needed and the sand puts reopen.  The Board agreed that the fence cannot be installed until after the sand is delivered and social distancing would restrict workers from being close together.  Setting up work schedules will be addressed at the next meeting.
New Business:
1.    PVR&R Extrication Equipment Purchase.  As background it was explained that two years ago the Select Board approved the Fire Department’s Capital Budget item to purchase extrication equipment with appropriations approved at Town Meeting.  In 2019, at Town Meeting it set aside $15,000 in a reserve fund towards the Fire Departments Equipment Fund.  Last year, the Board decided not to submit another appropriations article for equipment. Despite that, the Fire Department has figured out a way to go ahead with the purchase and Caleb was here to explain how they arrived at a dealer and price.  Caleb said that three manufacturers of extrication equipment (Holmatro, Hurst, and Akron) were consulted.  After demos and discussion, the department decided on Holmatro.  They found the equipment easier to use and the best fit for the department.  It was also the least expensive and included a 5-year warranty on batteries and training. It was decided to purchase a cutter and splitter, plus charger and adapter.  The equipment was in stock and delivery could be within a few weeks. Ann moved that the Select Board accept the Fire Department’s proposal to purchase the Holmatro brand of extrication equipment for the quoted price of $20,879, and further that $15,000 of that purchase price come from the Reserve Fund dedicated to extrication equipment. Seconded by Joyce.  All were in favor.
2.    Quin-Town Response Group. Mona received an invitation for Pittsfield to join a group of Select Board members, Emergency Response directors, School Administrators, and Relief and Food Agency representatives from area towns that have been coordinating relief efforts caused by the pandemic.  Ann said she attended Monday’s meeting to see what the group was doing.  Most of their focus has been on setting up grocery delivery services and improving food access for those that have lost their jobs.  Some of the possible projects include a veggie van that would service Rochester and Stockbridge twice a month beginning in July, organizing a food drop in Rochester similar to programs in Rutland, Middlebury, Barre, and in other parts of the State, holding a graduation for Rochester Middle School students, seeing how towns are handling property tax collections, and providing free transportation to pop-up testing sites.  Joyce suggested that this might be a group the librarian and/or Library Trustees might be interested in.  Ann said she would speak with Erica Hurd, but in the meantime will continue to attend the Monday morning virtual meetings so at the very least Pittsfield is in the loop about the relief efforts the group is working on and can then relay information to Pittsfield residents who may be in need of food and other basics.
3.    Memorial Day Observance.  This year’s observances have been cancelled.  Ann asked if there was any interest in holding an observance for veterans later in the year.  Mona suggested doing something on the Green during the Bazaar if it is being held. The Board agreed this was a worthy idea and would discuss it with the bazaar organizers.
4.     Treasurer’s Report – April Financials.  Ann asked if anyone had any questions.  Joyce had a question regarding the NEMRC expenditure. Ann explained that this was primarily a Lister expense for their data servicer and that the fee was increased substantially this year.  Part of the fee is covered by the General Fund.  Ann had a question about an expenditure in the Town Hall Maintenance Fund. Tricia will be consulted about a breakdown.
5.     Education Tax Payment.  Joyce had a question about this payment that was presented with the weekly orders.  She also said she was trying to get a handle on the total FY2020 non-residential education property tax liability.  Ann suggested that Joyce speak with Tricia as soon as possible so that Pittsfield makes the payment before June 1stwhen interest begins to accrue on late payments.
 
Next Meeting Date:  June 2, 2020
 
Adjournment:  There being no further business, Ann moved to adjourn the meeting at 7:42pm. Seconded by Joyce.  All were in favor.
                                                                                    Respectfully submitted,
 
                                                                                    Martha L. Beyersdorf
                                                                                    Select Board Secretary
 
Approved: June 2, 2020
 
 
 
Ann Kuendig                                        Joyce Stevens                                      Mona Colton
 
                                                                                                                              
 

​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