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Pittsfield Select Board Meeting Minutes-February 17, 2022

2/22/2022

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​Pittsfield Select Board Regular Meeting Minutes

 
To listen to a recording of the meeting please click here:  https://bit.ly/3p3ujIo
 
DATE: February 17, 2022
 
PRESENT:  Ann Kuendig, AJ Ruben, Joyce Stevens
 
PUBLIC PRESENT: (via Teams) Brett Yates, David Larkin, Dean Macris, Robert Leitch, Susan Olsen
 
AGENDA MODIFICATIONS: Contractor Paperwork – Quality Paving NB5
 
APPROVAL OF MINUTES: February 3, 2022 Regular Meeting Minutes
                                                February 10, 2022 Pittsfield Rescue Plan Community Meeting Minutes
 
CORRESPONDENCE:
1.Bee the Change – Response.
2.Citizen Concern/Complaint – Mears Inquiry
3.Citizen Concern/Complaint – Leitch Inquiry
4.Emergency Relief and Assistance Fund (ERAF) – report
 
OLD BUSINESS:
1.Sand Shed – Bid Timeline
2.ARPA – Community Meeting Results
3.ARPA – Rescue Plan Committee & Reporting Staff
4.Mask Rule
5.Grant Writers
 
NEW BUSINESS:
1.Saguaro Technologies – Independent Contractor Paperwork
2.Town Treasurer – January Financials
3.Direct Technical Assistance (DTA) grant – Program Request
4.Office Vacancies – Appointed and Elected
5.Contractor Paperwork – Quality Paving
 
NEXT REGULAR MEETING: Thursday, March 3, 2022 @ 6pm in the Town Hall
 
ADJOURN
 
Ann called the meeting to order at 6:09pm.  Joyce seconded.  All in favor. Ann presented one Agenda Modification (see above).  AJ seconded.   AJ moved to approve the Minutes of the February 3, 2022 Regular Meeting and the February 10, 2022 Pittsfield Rescue Plan Community Meeting Minutes.  Seconded by Joyce.  All in favor.  
 
 
 
 
Pittsfield Select Board Regular Meeting Minutes                                                          page 2
February 17, 2022
 
CORRESPONDENCE:
1.    Bee the Change – Response.  Ann said she finally received a response from the organization regarding the Abrams property on Lower Michigan Road. The group will cover seeds and labor.  Ann moved to approve the organization doing this work in the spring.  AJ seconded. All in favor.
2.    Citizen Concern/Complaint – Mears Inquiry.  Tonia Mears inquired about the status of the mask policy passed in December.  See OB4.
3.    Citizen Concern/Complaint – Leitch Inquiry.  Bob had sent a note to George and Ann requesting an update as to the status of Forsha Road and his property.  Dean Macris the contractor responded that logs are being hauled out but nothing else is being done to the road while it is frozen.  Trees have been marked for clearing/pruning.  Dave voiced his concern that there isn’t a plan in place to address this type of situation, should it reoccur.  It was felt that the Forest Service should be involved in the future.  Ann said she felt that Dean should be communicative with the neighbors and that further mitigation can wait until spring.  The Board felt that they could wait to see if this situation occurs again but not do anything now in anticipation.  Bob said he would like to know what he can expect to see when he visits his property.  Vehicle speed on the road was also brought up but Ann said that speaks to another issue. The Town has contracted with the Sheriff in the past, but he doesn’t deal with the side roads.  Ann encouraged keeping lines of communication open with neighbors regarding issues of concern.  
4.    Emergency Relief and Assistance Fund (ERAF) – report.  This report from TRORC shows that Pittsfield qualifies for a state match of 17.5%, which is the highest ERAF rating available.  This is reflective of the Town’s efforts to participate in the National Flood Insurance Program, adopt VTrans approved road and bridge standards, adopt annually a Local Emergency Management Plan, have a current FEMA approved Local Hazard Mitigation Plan, and have River Corridor Protections in place.  
 
OLD BUSINESS:
1.     Sand Shed – Bid Timeline. Ann added that on February 8th, the Town received authorization to send out bids and this was done on February 9th.  The bid letter was sent to the list of prequalified contractors.  March 9 at 1pm is the deadline for opening the bids and then forward to Dubois & King.  Construction is to be completed by August 1st.
2.     ARPA – Community Meeting Results.  Ann said she received a spreadsheet listing from Sarah Waight plus two additions.  These will be posted, and the attached spreadsheet will be added to the Minutes of the meeting.
3.     ARPA – Rescue Plan Committee & Reporting Staff. This committee will be made up of 7 members who can understand the program and its requirements.  Currently there are two members (Kate Stiles from the PCC and Linda Colton as the business representative).  AJ said he was willing to be the Select Board representative. It was felt that this would be a short-term committee.  Several names were suggested to serve from the public.  Trish will be asked to post a notice requesting volunteers.  AJ suggested that their first meeting be held the 3rdweek in March.  It was decided to postpone the reporting position for further discussion.
4.     Mask Rule – update.  Ann said that the Board was to address these 45 days after its enactment.  Ann proposed that since cases have been dropping, the mask mandate be lifted effective immediately.  However, public places/businesses can request mask usage, for example the Town Office. AJ seconded.  All in favor.
 
Pittsfield Select Board Regular Meeting Minutes                                                          page 3
February 17, 2022
 
5.     Grant Writers.  Ann said that she reached out to Quin-Town and contacted some other people. Tom Warholl in Randolph was recommended. She emailed him with an outline of what was involved, and he expressed interest.  His fee is $70/hour.  Ann said she could send him the application for the Fire Department grant and see how long it would take to complete.  She will contact Tom.
 
NEW BUSINESS:
1.    Saguaro Technologies – Independent Contractor Paperwork.  Ann moved to approve the paperwork for 2021 and 2022.  AJ seconded.  All in favor.
2.    Town Treasurer – January Financials.  Joyce moved to approve.  Ann seconded. All in favor.
3.    Direct Technical Assistance (DTA) grant – Program Request.  Ann said she received an email from Sarah Gallagher after she had a meeting regarding the DTA.  FEMA would like to have a community education outreach person attend a Select Board meeting. TRORC personnel are also available. Sarah felt it was important to get people on the project who have experience.  The generator was the original intent of the grant.  Sarah and Ann have both spoken with George and currently there is no one area that consistently floods that would be a candidate. Ann expressed her concern that there is no one on the Town’s end to participate at meetings or do the work.  Some names were suggested.  They would need to have some knowledge of past flooding experiences.  Ann said she would invite Alison Grenier from FEMA to attend the next meeting.  Ryan Thompson, George, Greg, and Dave Colton will also be invited to attend if interested.
4.    Office Vacancies – Appointed and Elected.  The current listings were reviewed, and suggestions made where there were vacancies. The term of Elected Officials will be extended to the May Annual Meeting.  Ann said that the Listers need to be contacted regarding the status of a contract for hiring an outside assessor.
5.    Contractor Paperwork – Quality Paving.  Ann moved to approve the paperwork.  Joyce seconded.  All in favor.
 
NEXT REGULAR MEETING: Thursday, March 3, 2022 @ 6pm in the Town Hall
 
As there was not further business to address, Ann moved the meeting be adjourned at 7:28pm.  Joyce seconded.  All in favor.
 
Respectfully submitted,
                                                                                    
Martha L. Beyersdorf, Secretary
 
Approved: March 3, 2022
 
 
                                                     /                                                                 /
           Ann Kuendig                                        Joyce Stevens                                   A.J. Ruben  

 
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Pittsfield Select Board Special Community Meeting-February 10, 2022

2/17/2022

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Pittsfield Select Board 
Special Remote Community Meeting on the Pittsfield Rescue Plan

 
To listen to a recording of the meeting please click here:  https://bit.ly/3oW68vx
 
To view the list of spending proposals as of February 17, 2022 click here:   https://docs.google.com/spreadsheets/d/1HclPaNwZygMAUKDyfX0q925N-qE2rz1uXOWYbxDwxWI/edit?usp=sharing
 
DATE:  February 10, 2022
 
PRESENT: Ann Kuendig, Joyce Stevens, AJ Ruben, Trish Fryer, Sarah Wraight (TRORC)
 
PUBLIC PRESENT: Ray & Linda Colton, Coral & Caleb Hawley, Carl Oertel, Sarah Gallagher
 
WELCOME:  
Ann welcomed those present by saying that this was an informal meeting, the first of a series of meetings, and even though it is being held remotely, everyone is welcome to speak.  She then explained the procedure for being recognized and how the meeting would be conducted.  The purpose of the meeting was to discuss how the money from ARPA would be spent and asked Sarah Wraight from TRORC to facilitate the meeting.  
 
INTRODUCTION:  
Ann presented a short bio of Sarah’s and then turned the meeting over to her.  Sarah screen shared a Power Point overview of ARPA Funding.  It explained the timeline of payments to municipalities (Pittsfield is receiving $165,306.10), that they must be obligated by December 31, 2024 and expended by December 31, 2026, and what happens to any unused funds.  It also explained the Treasury’s guidance as to what the funds can and cannot be spent on.
 
Sarah said she prepared a spreadsheet that listed ideas that Ann had sent to her, and ideas presented at this meeting.  A sampling included renovations to the Town Hall so that it could be used as an emergency shelter, a cell tower that would handle all carriers to benefit Pittsfield residents, creating outside structures to provide picnicking, update the playground, and many more.  It was felt that some outside projects could be completed this summer. Columns on the spreadsheet included: project ideas, supplemental ideas, timeline, and estimate cost.  Ann said that she had met with an electrician about the installation of a generator to benefit the Town Hall and will check with him about adding heat and lights for the Town Office.  Sarah encouraged the Town to wait until after April 30thfor a more uncomplicated method of reporting.  Evaluation criteria was discussed, and many ideas were presented.  
 
ARPA OVERVIEW:
Handout.  Ann reviewed the handout on the program’s structure.  These included the purpose of the committee and its responsibilities and activities, the makeup of the committee, and its ultimately presenting the Select Board with a list of qualified projects ranked by the scoring criteria. The proposed committee would include a member of the Select Board, a member of the Planning Commission, a member of the PCC, a business owner, and three seats for Pittsfield residents. Linda Colton volunteered 
Pittsfield Select Board                                                                                                  page 2
Special Remote Community Meeting on the Pittsfield Rescue Plan
February 10, 2022
 
to fill the business owner position.  Ann said she would speak with Betty regarding the PCC and contact the Planning Commission for their member selection.   She added that a special email account has been set up for people to send in project ideas: [email protected].  There is more information on the Pittsfield Rescue Plan on the Town’s website: pittsfieldvt.com. 
 
CLOSING REMARKS & ADJOURNMENT: Ann thanked those that attended the meeting.  The meeting lasted just over an hour, and it was felt to be very productive.
 
Respectfully submitted,
                                                                                    
Martha L. Beyersdorf, Secretary
 
Approved: February 17,2022
 
 
                                                     /                                                                 /
           Ann Kuendig                                        Joyce Stevens                                   A.J. Ruben  


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Pittsfield Select Board Meeting Minutes-February 3, 2022

2/9/2022

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​PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES

 
“To listen to a recording of the meeting please click here:  https://bit.ly/3sqXXrX
 
DATE:  February 3, 2022
 
PRESENT:   Ann Kuendig, AJ Ruben, Joyce Stevens all via Teams
 
PUBLIC PRESENT: (virtually) Caleb and Coral Hawley
 
AGENDA MODIFICATIONS: Snowmobile Complaint C5; Sandwich Board Request NB4
 
APPROVAL OF MINUTES:  January 20, 2022 Regular Meeting
 
CORRESPONDENCE:’
  1. Better Places Grant
  2. USDA Capital Plan Contest
  3. AARP Community Challenge Program
  4. Lake Champlain-Richelieu River Flood Study
  5. Citizen Concern/Complaint – Snowmobile travel on roads
 
OLD BUSINESS:
  1. Town Meeting – Publicity
  2. Town Report – Timeline
  3. Town Meeting – Warrant
  4. Budget – 2021 Budget approval
  5. ARPA – Program structure
  6. ARPA – Community Meeting February 10, 2022
 
NEW BUSINESS:
  1. VTrans – Highway Grants
  2. Grants – Program Administrator
  3. Vermont Cannabis Control Board – Guidance booklet
  4. Town Office – Request to purchase sandwich board
 
NEXT REGULAR MEETING:  Thursday, February 17, 2022 6pm Town Hall
 
ADJOURN
 
Ann called the meeting to order at 6:18pm.  AJ seconded. All in favor.  Ann presented two Agenda Modifications (see above).  Seconded by AJ.  All in favor.   AJ moved to approve the Minutes of the January 20, 2022 Regular Meeting. Joyce seconded. All in favor.  
 
 
 
Pittsfield Select Board Regular Meeting Minutes                                                    page 2
February 3, 2022
 
CORRESPONDENCE:
  1. Better Places Grant – This is a statewide program that empowers Vermonters to create and build vibrant and inclusive public places in the heart of Vermont communities. A webinar will be held on February 10that 11am to learn more about Better Places and how it can help advance your local placemaking efforts.  No action.
  2. USDA Capital Plan Contest – Ann said that this was a contest with an awards ceremony to be held on April 7thwith entries due by February 11th.  She said she tried to find more information but was unable to.  No action.
  3. AARP Community Challenge Program – Ann said that this was another grant program and had forwarded it to Betty.  She noted that the Town Hall committee had applied for this grant last year but was unsuccessful.  No action.
  4. Lake Champlain-Richelieu River Flood Study – This pertains to a study of flood mitigation and forecasting.  There will be a meeting February 8thfor public comments.  No action.
  5. Citizen Concern/Complaint – Snowmobile travel on roads. Ann said that this incident occurred on Upper Michigan and Hawk Mountain Roads.  The Hawk homeowner’s association does not allow snowmobiles to travel on their roads.  Ann said she spoke with Ryan Thompson and explained that Ryan had spoken with both parties involved and it was amicably resolved.  No action was needed by the Select Board.
 
OLD BUSINESS:
  1. Town Meeting – Publicity.  Ann prepared handouts on this, and the following topics noted were:
    • Using a sandwich board on the Green
    • Having a prominent notice on the homepage of the Town’s website
    • Having the Town Clerk add to the Office’s voice mail message
    • Posting a large weatherproof sign on the “P” sign on the Green.  AJ moved to spend up to $50 for a weatherproof sign.  Joyce seconded.  All in favor.
    • Posting colored flyers on billboards in town
    • Post weekly postings on the Town’s Facebook page and Front Porch Forum
    • Posting the Warrant 30 – 45 days prior to the May 3rdmeeting.  Joyce suggested 45 days (March 15).  The Board agreed.
    • Posting a notice on the Town Hall door March 1st, the usual Town Meeting Day.
  2. Town Report – Timeline.  Items include:
    • Voter backed article submission deadline would be 47 days prior to May 3rdTown Meeting.  The Auditors would have to wait to see if an Article would need to be added to the Warrant before sending to the printers and allow two weeks for printing.  AJ moved to have the Town Clerk send the reports out as soon as the Auditors have turn them over to her.  Joyce seconded.  All in favor.
    • Approximately 428 reports would be sent out.  Last year’s reports cost $768 in postage.
 
 
Pittsfield Select Board Regular Meeting Minutes                                                    page 3
February 3, 2022
 
  • The Board decided to have a link to Town Report on the Town’s website.  Ann moved to send notification of the availability of Town Report in the tax bill. Seconded by Joyce. All in favor. 
  • Duplicates should also be available at Town Meeting and in the Town Office.
  • Town Meeting – Warrant.  Ann said that she changed the wording for Article 5 and added Article 10 which pertains to non-binding business and always appears on the Warrant.  Ann moved that the Board approve the Warning and once a final draft is available, sign it. Joyce seconded.  All in favor.
  • Budget – 2022 Budget approval.  The Board reviewed and discussed the numbers.  It was noted that the Grand List number was the same as last year due to the reappraisal.  There should be a new figure available around May 1st.  Ann anticipated that there will be questions.  Ann moved to give final approval to the 2022 Budget. Joyce seconded.  All in favor.
  • ARPA – Program structure.  The agenda of the Special Community Meeting on the Pittsfield Rescue Plan meeting to be held on Thursday, February 10, 2022 was reviewed. Sarah Wraight from TRORC will conduct most of the meeting.  The suggested structure of the meeting could consist of:
    • Committee’s goal of determining appropriate spending avenues for ARPA funds and make their recommendations to the Select Board.
    • Committee’s responsibilities and activities
    • Committee’s membership make up
    • Provide the Select Board with list of qualified projects
    • Grant recipient staff make up
AJ moved to adopt the agenda.  Seconded by Ann.  All in favor. Ann said she would post it.
  1. ARPA – Community Meeting February 10, 2022.  An invitation to the meeting via Teams will be posted on the Town’s Facebook page.  The various Boards, Departments, and public are encouraged to present ideas that potentially could benefit from ARPA funds.
 
NEW BUSINESS:
  1. VTrans – Highway Grants.  This pertains to Class 2 roads which Pittsfield doesn’t have.  No need to apply for this grant.
  2. Grants – Program Administrator.  Ann said that there is a lot of grant money currently available, and administering the grants involves a tremendous amount of work.  The Board discussed the idea of creating a paid position for administering grants for the Town (all departments).  It would be possible to set up a repository for grants with the Select Board providing a subsidy to hire a grant writer who would also do follow up.  The PCC was suggested, but Joyce and Coral didn’t think that this would be something they would like to take on.  Ann said she would make up a list of grant writers and requirements and present it at the next meeting.  
  3. Vermont Cannabis Control Board – Guidance booklet.  A booklet entitled Guidance for Municipalities January 2022is provided to assist municipalities working with individuals
Pittsfield Select Board Regular Meeting Minutes                                                    page 4
February 3, 2022
 
and businesses seeking to establish a cannabis business pursuant to 7 V.S.A. Chapter 33.  No action at this time.
  1. Town Office – Request to purchase sandwich board.  Ann moved to authorize the Town Clerk to purchase a new sandwich board for the Town Office to replace the old one.  Joyce seconded.  All in favor.
 
OTHER BUSINESS:
  1. Skating Rink – Coral was asked about the skating rink and said that it is turning to mush.  She added that when it is up and running, they plan to post signs with names of the various sponsors and hold an event which the library is interested in holding. She also said that a volunteer has expressed an interest in teaching the little kids to skate.  
 
NEXT REGULAR MEETING:  Thursday, February 17, 2022 6pm Town Hall 
 
As there was no further business to discuss, Ann moved to adjourn the meeting at 7:42pm.  Joyce seconded.  All in favor.
 
Respectfully submitted,
                                                                                    
Martha L. Beyersdorf, Secretary
 
Approved: February 17, 2022
 
 
                                                     /                                                                 /
           Ann Kuendig                                        Joyce Stevens                                   A.J. Ruben  
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