​PITTSFIELD SELECT BOARD SPECIAL BUDGET MEETING MINUTES

 
To listen to a recording of the meeting please click here:  https://bit.ly/3ErIZYF
 
DATE: November 17, 2922
 
PRESENT: Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT:
 
APPROVAL OF MINUTES:  November 10, 2022 Special Budget Meeting
 
NEW BUSINESS:
1.  Budget – General Fund
 
ADJOURN
 
Ann called the meeting to order at 5:05pm.  Seconded by Joyce.  All in favor.  Joyce moved to accept the Minutes of the Special Budget Meeting of November 10, 2022.  Ann seconded.  All in favor.   
 
NEW BUSINESS:
1.  Budget – General Fund
      Employee Benefits:
·       Medical Insurance – changed to $844.01/month x 6 months, then anticipated increase for Jan 1 – Jun 30, 2024 = $11,000
·       Health Reimbursement Account – increase to $2,000
      Dues:
·       TRORC – annual $822
·       VTC&T – decrease to $35
Contributions:  Ann suggested level funding until specific requests are received, then readdress
Refuse:  decrease to $360 based on $27.60/month w/small cushion for extra bags
Maintenance and Repairs: Joyce would like to define what goes into Maintenance – have a walk through all the buildings and list maintenance items
·       Town Hall – plans to be operational by July.  Discussion as to where to put Cleaning. Custodial?
·       Band Stand - $1,500 for paint, repair, electric
·       Fire Alarm Yearly Inspection – increase to $700; both buildings?
Utilities:
·       Town Hall –
-        Electricity – increase to $1,500 (use of heat pumps)
-        Fuel – decrease to $1,150  
·       Town Office Building –
-        Electricity – increase to $2,390
·       Highway Garage –
-        Electricity – increase to $1,200
Parks and Grounds:
-        Portable Toilet – increase to $825 (based on current $137/5-6 months)
Pittsfield Select Board Special Budget Meeting Minutes                                                page 2
November 17, 2022
 
      Office Expense:  increase Copier Lease to $1,543 ($128.52/month
 
Ann moved to adjourn the meeting at 6:03pm.  Joyce seconded.  All in favor.
 
Respectfully submitted,
                                                                                   
Martha L. Beyersdorf, Secretary
 
Approved: November 29, 2022
 
 
                                                      /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                    A.J. Ruben

 
 
 
 
 

​ 
PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES

 
To listen to a recording of the meeting please click here:   https://bit.ly/3ErIZYF
 
DATE: November 17, 2022
 
PRESENT: Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT:
 
APPROVAL OF MINUTES: November 3, 2022 Regular Meeting
 
AGENDA MODIFICATIONS:  email from Robert Leitch to Road Commissioner – C#1
 
APPROVAL OF MINUTES:  November 3, 2022 Regular Meeting Minutes
 
CORRESPONDENCE:
      1. Citizen Concern/Complaint – email from Robert Leitch to Road Commissioner
 
OLD BUSINESS:
      1. Grants – Diesel Emissions Reduction Grant update
      2. Grants – FEMA Aid to Firefighters grant update
      3. Town Hall – Usage/Rental Policy
      4. Recreation – Plan
      5. Town Hall – projects update
 
NEW BUSINESS:
      1. Workshop – Community Engagement
      2. Treasurer’s Report – October Financials
      3. Budget – schedule
      4. Executive Session – 1 V.S.A. §313 (1) (E) probably civil litigation
 
NEXT MEETINGS:
      1. Special Budget Meetings:
            Tuesday, November 22, 2022 @5-7:00pm Town Office
 
ADJOURN
 
Ann called the meeting to order at 6:05pm.  Seconded by AJ.  All in favor.  Ann presented an Agenda Modification (see above) and Joyce moved to accept.  AJ seconded.  All in favor.  Joyce moved to accept the Minutes of November 3, 2022 Regular Meeting.  AJ seconded. All in favor.
 
CORRESPONDENCE:
1. Citizen Concern/Complaint – email from Robert Leitch to Road Commissioner.  Bob said that he had been to his property on Forsha Road and noticed some erosion on the uphill side of the road across from his property.  He felt further erosion would occur from continued roadside excavation, cutting
Pittsfield Select Board Regular Meeting Minutes                                                          page 2
November 17, 2022
 
 of trees, and exposure of tree root systems.  He requests that a permit process be implemented to require only qualified contractors to do road work and that landowners not be allowed to communicate with roadside landowners regarding future work.  This should be the sole responsibility of the Town for work withing the Right of Way.  He offered to meet with George and walk the road to further discuss this.  Ann moved to accept the correspondence and wait for George to respond before responding to Bob.  AJ seconded.  All in favor.
 
OLD BUSINESS:
1. Grants – Diesel Emissions Reduction Grant update.  Ann said that George contacted the grant-writer and gave him figures for a new grader ($280,000 + 2 options = $318,000).  Tom is drafting the application and the Board will have it before the November 29th deadline.   It was noted that if grant money is accepted, no action can be taken with the old grader except to junk it.  Ann also explained that some information is needed, including the number of hours it is used.
2. Grants – FEMA Aid to Firefighters grant update.  Ann said that she heard from the grant-writer, and he is interested.  There is a 14-page checklist that will need completion.  The grant-writer is unable to do this.  Ann clarified that the grant application period opens in January, 2023.  Ann moved to send the checklist to the fire-fighters for them to complete and also let them know that the application period opens in January 2023.  Seconded by AJ.  All in favor.  Ann said she would take care of this.
3. Town Hall – Usage/Rental Policy.  Ann said she wanted to look at it and review it.  Discussion.  A fee schedule was discussed based on the applicant’s status as a resident/non-resident/property owner.  Basic rules for the building’s use and clean-up requirements such as a one-time cleaning fee and responsibilities of the user were discussed.  The use of alcohol was put on hold until more is known about what’s required. 
4. Recreation – Plan.  Ann said she spoke with Suzanne Ellis about managing the rental of the Town Hall.  She wasn’t interested in taking on the position but suggested a Recreation Committee similar to the Building Committee.  Suzanne did say she would solicit members for the committee and Ann felt she would like to see what people would like to see the building being used for.  This may evolve into something.
5. Town Hall – projects update.  Ann explained that Craig Peterson has done a little work on the electric but has said the Committee will need to find someone else to finish the contract. Craig asked Dave McKinnon to come in and do the fire alarm system relocation.  This was done and an invoice sent for $2,289.98.  Ann asked the Board to approve that part of the electrical contract using the undesignated funds.  She also asked the Board for approval of the payment for a new front door.  Prices were discussed.  The Committee at their last meeting hired Steve Fuchs Woodwork of Killington who will build a custom door for $3,500.  It will be made of panels of mahogany, sanded and ready for primer and paint.  This money would come from the Town Hall Reserve Fund.  He needs a $1,000 deposit for materials.  The Board was okay with approving both payments.  The Board talked about the electrical issue.  An estimate was received from Mike Juris but not Lubek Electric.  Another estimate is expected from another contractor.  Ann said that some of the electrical jobs can be done by the Committee.  Joyce expressed her concern about getting heat.  Lubek will only do the panel, but the walls and ceiling will need wiring.  Ann said the Committee would like to put out to bid work on the exterior projects.  Ann made up an official bid and moved to have the Board approve the language of the bid which could be posted.  AJ seconded.  All in favor.  The Select Board will accept the bids.   
 
 
Pittsfield Select Board Regular Meeting Minutes                                                          page 3
November 17, 2022
 
NEW BUSINESS:
1. Workshop – Community Engagement.  Betty sent information about having Rebecca Stone meet with the Board/community members and speak about a community engagement seminar.  Rebecca is part of a consulting firm.  Ann said she sees this more as how to put events together or reach out to community members.  Joyce felt it was more of a Library program.  Ann said she would speak more with Betty about this.
      2. Treasurer’s Report – October Financials.  Tabled to the next regular meeting.
3. Budget – schedule.  Ann felt that two more meetings would be needed.  It was decided to move next Tuesday’s meeting until after Thanksgiving and change the time from 6-7:30pm.  (See Next Meetings).
4. Executive Session – 1 V.S.A. §313 (1) (E) probably civil litigation.  Ann moved to enter into Executive Session at 7:08pm to discuss probable civil litigation.  The Board came out of Executive Session at 7:22pm.  Ann moved that the town would seek the advice of the Town Attorney in moving forward to settle the dispute over payment of material overages incurred during construction of the Sand Shed.  AJ seconded.  All in favor.  The Chair will schedule an Executive Session to discuss the response at the November 29th Budget Meeting.
 
NEXT MEETINGS:
      1. Special Budget Meetings:
            Tuesday, November 29, 2022 @6-7:30pm Town Office
            Thursday, December 1, 2022 @5-6pm Town Office
            Thursday, December 15, 2022 @5-6pm Town Office
      2. Regular Meetings:
            Thursday, December 1, 2022 @6pm Town Office
            Thursday, December 15, 2022 @ 6pm Town Office
 
Ann adjourned the regular meeting at 7:24pm.  Seconded by Joyce.  All in favor. 
 
Respectfully submitted,
                                                                                   
Martha L. Beyersdorf, Secretary
 
Approved:  December 1. 2022
 
 
                                                      /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                    A.J. Ruben

 
 
 

PITTSFIELD SELECT BOARD SPECIAL BUDGET MEETING MINUTES

 
To listen to a recording of the meeting please click here:  https://bit.ly/3TaLRP3 (budget & Regular Meeting)
 
DATE: November 3, 2922
 
PRESENT: Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT: Trish Abbondelo, Town Treasurer; George Deblon, Road Commissioner
 
APPROVAL OF MINUTES:  October 27, 2022 Special Budget Meeting
 
BUDGET HEARING:
      1. Highway Budget and Capital Improvement Projects (CIP)
      2. Town Report – Auditors’ Timeline
      3. Insurance – Health Insurance Premium Increase
 
ADJOURN
 
Ann called the meeting to order at 4:59pm.  Seconded by Joyce.  All in favor.  Joyce moved to approve the Minutes of the October 27 Special Budget Meeting.  AJ seconded.  All in favor.  George was asked to make his presentation.
 
BUDGET HEARING:
1. Highway Budget and Capital Improvement Projects (CIP).  George told the Board he is having trouble with the loader which was purchased in 2018.  He said he has changed the oil and filter, but it is still acting up.  He stated that the dealer is researching this and is hoping it is under warranty.  George went on to present his CIPs.
Capital Improvement Projects:
a.  He’d like to put some siding on the Town garage.  Currently it’s marked with dents and other damage.  The building is 30’ x 50’.  He’s waiting for Morton Bldg. to come and give him an estimate.
b.  He’s looking for a grader.  He said he recently looked at one in Ludlow that was a 2008 but said that they have a wait time of one year for a new one.  He felt it was best to buy new to take advantage of municipal discounts and warranties.
c.  Brush cutting on Liberty Hill Road by Trees, Inc has been done but more is needed.  The Board felt this should be a budgeted item and not a CIP.  Suggested budgeting $5,000.
d.  George said he would like to purchase a storage container to be located behind the shed.  He’s located a used one through a friend in NY State.  It’s 40 sq’ and $5,100 delivered.  When asked when he would like it, he replied sooner than later.  The Board proceeded to go through his current budget and find the money to purchase the storage unit now.  Some budgeted items weren’t going to be used or needed so in the end, the money was there.  Joyce moved to purchase the used storage container for $5,100 delivered and take the money from the discussed.  Ann seconded.  All in favor.   
 
 
 
Pittsfield Select Board Special Budget Meeting Minutes                                                page 2
November 3, 2022
 
Budget:
      a.  Add brush cutting.  Costs are likely to increase.
      b.  Temporary Help – increase to $3,000.  George felt it should be more.
      c.  George’s wages – Ann felt there should be a line item for Overtime to help in future budgeting.
d.  Fuel – increase Gasoline to $250 for use with chain saw, leaf blower, etc.; increase Diesel to $20,000 as all the trucks use it and account for inflation; increase Lubricants to $500
e. Hired Equipment – Backhoe: more ditching is needed; increase Roadside Mowing to $4,000
f.  Materials – Gravel increase to $40,000, will find money if needed; Chloride tank is empty now, will need $7,500
g.  Medical Insurance – George agreed to a change in the MVP medical plan to standard gold plan with higher deductibles. HRA deposit will increase from $1750 to $2,000 to offset increased employee costs.
2. Town Report – Auditors’ Timeline
3. Insurance – Health Insurance Premium Increase
 
NEXT BUDGET MEETING: Thursday, November 10, 2022, 5-7pm, Town Office
 
Ann moved to adjourn the meeting at 6:15pm.  Joyce seconded.  All in favor.
 
Respectfully submitted,
                                                                                   
Martha L. Beyersdorf, Secretary
 
Approved:  November 17, 2022
 
 
                                                      /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                    A.J. Ruben

 
 
 
 
 
 

 
PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES

 
To listen to a recording of the meeting please click here:  https://bit.ly/3TaLRP3 (Budget & Regular Meeting)
 
DATE: November 3, 2022
 
PRESENT: Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT:
 
APPROVAL OF MINUTES: October 20, 2022 Regular Meeting
 
AGENDA MODIFICATIONS:  October 20, 2022 Regular Meeting Minutes
 
CORRESPONDENCE:
      1. Grants – Diesel Emissions Reduction Grants from VT Department of Environmental Conservation
 
OLD BUSINESS:
      1. Sand Shed – Update; Review of contracts
      2. Budget: Agenda Items (if needed)
      3. Town Hall – Usage/Rental Policy
      4. Citizen Concern/Complaint – Update on Warner complaint
 
NEW BUSINESS:
      1. Executive Session – 1 V.S.A. §313 (3) Employment/evaluation of public officer/employee
 
NEXT MEETINGS:
      1. Special Budget Meeting: Thursday, November 17, 2022 @5pm Town Office
      2. Regular Meeting: Thursday, November 17, 2022 @6pm Town Office
 
ADJOURN
 
Ann called the meeting to order at 6:17pm.  Seconded by AJ.  All in favor.  Ann presented an Agenda Modification (see above) and moved to accept.  AJ seconded.  All in favor.  AJ moved to accept the Minutes of October 20. 2022 Regular Meeting.  Ann seconded. They will be signed at the next meeting.
 
CORRESPONDENCE:
1.  Grants – Diesel Emissions Reduction Grants from VT Department of Environmental Conservation.  The DEC has developed the Vermont Diesel Emissions Reduction Financial Assistance Program which provides technical assistance and incentive funding for projects that reduce emissions from diesel-powered vehicles, engines, and nonroad equipment.  $294,000 is currently available in the program.  There will be a Microsoft Teams meeting on November 14th to go over the application process and answer questions.  The application deadline is November 29, 2022.  Ann will forward this to George.  Joyce made a motion that the Board send this to George and the grant-writer, so they have it by Monday.  If George wishes to do this, then the Board will commission the grant-writer.  Ann seconded. 
 
Pittsfield Select Board Regular Meeting Minutes                                                          page 2
November 3, 2022
 
OLD BUSINESS:
1.  Sand Shed – Update; Review of contracts.    Ann said that she has reviewed everything including the invoices.  She obtained an itemized accounting of the 29 hours questioned.  A.J. reviewed the contracts as well.  The Board discussed that the concrete and gravel overages appeared to be both the fault and responsibility of either the Contractor or our project overseer (Dubois and King). The Board concluded that in both situations (gravel and concrete) the contract required that the Town be notified in advance before increased costs above and beyond the approved project plans would be borne by the Town.  The Board concluded no such prior notification or request was properly submitted and that the overages appeared to result from errors that could have been detected by oversight and timely review. A.J. moved to continue to withhold payment of $10,657.50 for overages in crushed stone and concrete previously discussed.  Ann said she would like to submit to VTrans for reimbursement, however the figure includes the two D&K invoices being withheld.  The Town will reevaluate paying the two invoices once it is determined who will pay the overage charges or the amount of the overage is deducted.  Ann seconded.  All in favor.  Ann said she would draft a letter for the Board to review. 
2.  Budget: Agenda Items (if needed).  
      a.  All the letters/emails have been sent out.   Ann said she would like an addendum to the letter sent out saying that the report can include January to December instead of January to June.  Bids will be sent out when the Auditors have an idea of how big the report will be.  A cover was discussed.  Ann suggested a picture of the sand shed and invite the town for a “photo shoot.”  Discussion.  Ann moved to accept the Auditors’ Timeline for Town Report.  AJ seconded.  All in favor. 
      b.  Health Insurance.  Ann moved to change the MVP health insurance policy for employees to Standard Gold and increase the Health Reimbursement Account for each employee by $250.  AJ seconded.  All in favor.
3.  Town Hall – Usage/Rental Policy.  Ann cited information about how some other towns are managing their town halls.  Tabled for further discussion.
4.  Citizen Concern/Complaint – Update on Warner complaint.  Joyce said it was felt the Board facilitated the issue very well.  The Board agreed that a lack of communication between the groups occurred, and all concerned condemned any bullying and threatening behavior that occurred.  The Board urged leadership of the fire department to discuss the content and resolution of the discussion with their team.  It was also noted that Betty reached out to the fire chief and invited a member to come and serve on their planning of next year’s event.
 
NEW BUSINESS:
1.  Executive Session – 1 V.S.A. §313 (3) Employment/evaluation of public officer/employee.  Ann moved to enter into Executive Session at 7:01pm to discuss employment/evaluation of two public employees.  Seconded by AJ.  The Board came out of Executive Session at 7:42pm.
 
Ann moved to adjourn the meeting at 7:43pm.  Seconded by Joyce.  All in favor.
 
Respectfully submitted,
                                                                                   
Martha L. Beyersdorf, Secretary
 
Approved:  November 17, 2022
 
 
                                                      /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                    A.J. Ruben

 
 
 

​PITTSFIELD SELECT BOARD SPECIAL BUDGET MEETING

 
To listen to a recording of the meeting, please click here:
 
DATE:  October 27, 2022
 
PRESENT:  Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT:  Trish Abbondelo, Town Treasurer; Cynthia Bryant, RCML Representative
 
APPROVAL OF MINUTES:  October 20, 2022 Special Budget Meeting
 
OLD BUSINESS:
1.  Insurance: Health Insurance Premium Increase
2.  Budget: General Fund
3.  Town Report: Auditors’ Timeline
 
NEW BUSINESS:
1.  Library Budget & Capital Improvement Projects Presentation (CIP)
 
NEXT MEETING:  Thursday, November 3, 2022 @5pm Town Office
 
ADJOURN
 
Ann called the meeting to order at 5:04pm.  Seconded by AJ.  AJ moved to accept the Minutes of the October 20, 2022 Special Budget Meeting.  Ann seconded.  All in favor.  Ann moved to take NB#1 as the first item on the agenda.  AJ seconded.  All in favor. 
 
OLD BUSINESS:
1.  Insurance: Health Insurance Premium Increase.  Ann said she reached out to Quin-town members for information but has not heard anything yet.  She urged the Board in crafting a budget they need to bear in mind that it’s using taxpayers’ money and the line items in the plan need to be studied.  The “non-standard plans” may need to be looked at.  The Board discussed how to manage an increase like the one for the currently used plan.  Should the taxpayers be asked to cover the increase, or should it be shared?  Trish brought up that if there is some point and increase needs to be shared, she felt there should be given some lead time for the employee to prepare financially for it.  It was decided to have George look at the plan and see what kind of responses Ann hears from various towns.  Joyce said she would speak with George and will be asked to attend either the November 3rd or 22nd budget meeting.  The plans from Blue Cross/Blue Shield were briefly looked at and Trish will look into the MVP “non-standard” plans. 
2.  Budget: General Fund.  Not discussed due to time constraints.
3.  Town Report: Auditors’ Timeline: Ann asked the Board to look it over and it will be added to the next meeting’s agenda.
 
 
 
 
 
Pittsfield Select Board Special Budget Meeting Minutes                                                                                                            page 2
October 27, 2022
 
NEW BUSINESS:
1.  Library Budget & Capital Improvement Projects Presentation (CIP). 
Budget: Cindy presented the proposed budget and CIP to the Board.  It was reviewed line by line with discussion.  She said that $4,438 was spent between January 1, 2022 and June 30, 2022.  $4,385 had been previously budgeted.  Trish provided an explanation as to why those figures would never be the same. 
Changes (not final) were made to the following to the proposed July 1, 2023 to June 30, 2024 budget:
-  Increases: Supplies (office/cleaning); Programs/Events; Telephone/Internet; Library materials/patron services; GMLC.
-  Decreases: Museum passes, Social media/Advertising, Interlibrary loan currier
-  No changes: Periodicals, KOHA DB support, Technical Services, Mileage
Capital Improvement Projects: Upon initial review, it was felt that some items could fall under Budget instead of CIP.  The following possible changes were made:
-  Year 1 (2023-24):  Librarian chair $300 moved to ’23-4 Budget; Patron computer desk and chair decreased from $900 to $500; Librarian desk (basic structure) remain at $1,200; Expand adult area seating decreased from $1,000 to $700; Multipurpose tables for meetings/programs $1,200 could be a possible donation.
-  Year 2 (2024-5): Expanded children’s area (seating, craft table) $1,000 no change; Additional circulations (librarian)desk design $1,000 no change.
-  Year 3 (2025-6): Educational children’s toys $500 moved to Budget; Shelving for non-fiction area $1,500 no change.
-  Year 4 (2026-7): Adult seating $5,000 decreases to $1,000; Replace librarian chair $250 moved to Budget (Supplies – office/cleaning).
 
NEXT MEETING: 
-  Special Budget Meeting: Thursday, November 3, 2022 @5pm Town Office
-  Regular Meeting: same date @6pm Town Office
 
Ann moved to adjourn the meeting at 7:08pm. AJ seconded. All in favor.
 
Respectfully submitted,
                                                                                   
Martha L. Beyersdorf, Secretary
 
Approved: November 3, 2022
 
 
                                                      /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                    A.J. Ruben