​PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES

 
“To listen to a recording of the meeting please click here”:https://fccdl.in/kjBRXHAJ9p

DATE:   April 15, 2021
PRESENT:   Ann Kuendig, Joyce Stevens, A.J. Ruben
 
PUBLIC PRESENT:   Tricia Fryer, Tim Carter
 
AGENDA MODIFICATIONS:  Town Hall Project Update – OB#3
 
APPROVAL OF MINUTES:   April 1, 2021 Regular Meeting
 
CORRESPONDENCE:
1.   EAB Community Kits
 
OLD BUSINESS:
1.   LEMP 2021 – Approval
2.   Sand Shed Project – Update
3.   Town Hall Project - Update
 
NEW BUSINESS:
1.   March Financials
2    2021 Projects & Goals
3    Declaration of Inclusion
4.   Pandemic Restrictions, Public Meetings, & EOC Update
5.   Town Office – Meeting Calendar & Security
 
NEXT MEETING DATE:   Thursday, May 6, 2021 at 6:00pm at the Town Office and Virtually
 
ADJOURNMENT
 
Ann called the meeting to order at 6:01pm.  Seconded by Joyce.  All in favor. There was one Agenda Modification (see above)per motion by Ann, Joyce seconded.  A.J. made a motion to accept the Minutes of the April 1, 2021 Regular Meeting.  Joyce seconded.  All in favor. Ann moved to take OB#1 out of order since there was public present.
 
Correspondence:
1.   Emerald Ash Borer (EAB) Community Kits.  These kits are being provided to the first seven communities that apply. The kit includes posters and publicity ideas.  A.J. suggested forwarding this to Jeremy Rayner, Tree Warden for his review.
 
Old Business:
1.   LEMP 2021 – Approval.  Ann said that she forwarded this update to Doug Mianulli, Tim Carter, and David Colton for their review.  The list of people living alone or in need of assistance had been reviewed and changes made as needed.  The contact person for the Town Hall Shelter is pending, but Joyce said if
Sarah Gallagher isn’t available, she would do it.  Trish noted that an AED (defibrillator) for the office was still needed as well as a good first aid kit.  It was suggested she check with the State Health Department or Emergency Management Department.  Approval was given for the purchase of a first aid kit.  These items for the Library were also suggested.  Ann noted that there is still time to send TRORC  final approval of the LEMP. 
2.   Sand Shed Project – Update. Joyce presented an update on the figures for the project. She noted that Trish had received some money (approximately $20k in grant reimbursements for this project) a few days ago.  Ann said that she met with Building Advisory Board members Tim Carter, Herb Kuendig, and Mike Moran and went through the numbers, options and communications.  It was determined it would be best to continue with the project as far as finishing the currently contracted for work but then putting off completion until next year, with a plan to apply for additional funds in August when grants open up.  The project can be worked on while applying for any grants.  Ann said she spoke with TRORC and there seemed to be some confusion regarding bids and the timeline, so further investigation there is needed.  George was asked if the shed was safe enough to put off for another year.  He had said that he has been buying half a load at a time to decrease stress on the structure.  It was felt that the cost of materials will probably continue to increase if we wait, however due to the pandemic, building materials are extraordinarily costly now.  The project is expected to take between six to eight weeks to complete.  Joyce suggested putting it out to bid between November ’21 and January ’22.  Ann made a motion to put the sand shed project on hold, continue to obtain construction documents, finalize them, and have TRORC apply for grants.  Joyce seconded.  All were in favor.  It was also noted that currently there haven’t been any more issues with the sand shed.
3.   Town Hall Project – Update.  Ann said that Phase One has been successful and came in under budget.  Support of the first floor structure and water mitigation in the basement is being investigated.  While removing wall material in the basement the foundation was found to be severely damaged.  Masons were brought in to assess the damage to the west and south walls and the committee has discussed the bids that have been received.  It was felt that with the use of George and Dave and Town equipment, a lot of the trenching/grading could be done by volunteers.  This would reduce the cost of the repairs.  Currently there is about $12,000 available.  If these repairs are not completed, it could hold up other projects.  Ann made a motion to 1) request approval for George and Town equipment to work on the project and 2) approve the withdrawal of funds to cover the cost of waterproofing and grading.  Joyce seconded.  All in favor. Ann said that she submitted an application to AARP for a grant of $20,000.  Joyce said she spoke with Pat Fuster regarding the Historical Society’s move to the Town Office basement.  It was suggested the fire department help with the move but perhaps professional movers could move the cabinets.  Joyce said she will plan to attend the April 19thmeeting of the committee to get a date for the move.
 
NEW BUSINESS:
1.   March Financials.  There were no questions.  A.J. moved to accept.  Joyce seconded.  All in favor.
2.   2021 Projects & Goals.  Ann outlined current as well as possible future projects.  These included:
·      Current: finish assembling the swings in the playground (need bolts); reach out to the Delinquent Tax Collector regarding the three properties (land locked/not buildable, ? fire sale); the cemetery project (George is to prepare bids); the Culvert #33 project; and VT Alerts classes.
·      Future: change the start of the fiscal calendar year from January to July (need for a 6-month or 18-month budget); review the recreation area behind the Town Hall/Town Office (teeter-totter, slides, basketball court, tire swing, expansion of use); set up an inspection schedule for the Town buildings; ways to improve communications with residents (improvements to the “P sign” with plexiglass, addition of List-Serve to website that can auto-send messages to subscribers); learn more about affordable housing; monthly activities in the village (concerts, forums, lectures).
 
3.   Declaration of Inclusion.  This document had been sent to Board members for their review.  Ann made a motion to adopt this Declaration of Inclusion, have the Board members sign it, and have Trish post it on the Town’s website and bulletin boards.  Joyce seconded.  All in favor.
4.   Pandemic Restrictions, Public Meetings, & EOC Update.  Per the Governor’s 4-point plan, after May 1stmeetings can be held in public and the Town Office can re-open without an appointment if Trish permits.  Select Board meetings can resume in-person.  It was felt that the public should continue to be offered the option to attend virtually and recorded.  Emergency Management Co-director Doug Mianulli does not feel that the Emergency Operation Center (EOC) needs to continue to be open and suggested it be de-mobilized.  Ann motioned to close the EOC on Doug’s advice and will notify the State.  A.J. seconded.  All in favor.
5.   Town Office – Meeting Calendar & Security.  The basement of the Town Office Building is now the new home of the Historical Society, but has also been the meeting place for several Boards and Committee’s meetings.  Until the Town Hall reopens and meetings can be held there, access will be needed to the basement room.  Chuck Colton would like to see the basement locked to help protect the Society’s displays. Trish has expressed her concern about not allowing meetings in the Town Office after regular business hours.  The Secretary was asked to send letters to the School Board, Planning Commission, and Historical Society asking when each plans to resume in-person meetings so that a calendar can be set up noting when the area will need access.  Ann said she felt that there were keys to the building whose whereabouts are unknown and suggested having the locks changed on the two outside doors and the basement door and will ask Trish to ask Royal to provide an estimate.  
 
Other Business:
1.   Flags/Bunting on Bandstand.  Tim Carter said that the flags/bunting on the bandstand last summer should be red, white and blue.  Not red, white, and brown.  Ann said that they were antique banners and that’s why there was a color difference. His concern was noted.
2.   Status of George’s arm injury.  Joyce asked about George’s arm, which he injured at work.  Ann said a claim had been filed with Workers Comp and that he has had an MRI and is not undergoing physical therapy. 
 
NEXT MEETING DATE:   Thursday, May 6, 2021 at 6:00pm in the Town Office Building basement and virtually. A link will be provided.
  
As there was not further business to conduct, Joyce made a motion to adjourn the meeting at 7:30pm.  A.J. seconded.  All in favor.
 
Respectfully submitted,
                                                                                    
s/Martha L. Beyersdorf, Secretary
 
Approved: May 6, 2021
 
 
                                                     /                                                                 /
           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://fccdl.in/6qeSGrHdX5
 
DATE: April 1, 2021
 
PRESENT: (virtually) Ann Kuendig, Joyce Stevens, A.J. Ruben
 
PUBLIC PRESENT: (virtually)VT State Rep Kirk White, George Deblon, Susie Martin, Betty Warner 
 
AGENDA MODIFICATIONS:

1. TRORC Roadway Project Selection – C#1
2. Grants-NB#6
   • Vermont Arts Council – Cultural Facilities Grants
   • AARP Vermont – 2021 Community Challenge Grants

 
APPROVAL OF MINUTES: March 18, 2021 Regular Meeting
 
CORRESPONDENCE:

1. TRORC Roadway Project Selection

 
OLD BUSINESS:

1. Rep. White - Legislative Report
2. Historical Society - Offices
3. Update on Appointments - Town Officials
4. LEMP 2021 – Update

 
NEW BUSINESS:

1. Sand Shed – Project Update
2. Dump Truck - Bid
3. Update Town Office Financial Procedures
4. Drugonis Remembrance
5. Library Wi-Fi
6. Grants
   • Vermont Arts Council – Cultural Facilities Grants
   • AARP Vermont – 2021 Community Challenge Grant

 
NEST MEETING DATE:   April 15, 2021
 
ADJOURNMENT
 
Ann called the meeting to order at 6:01pm.  Second by Joyce.  All in favor. Ann said there were two Agenda Modifications (see above).  Seconded by Joyce.  A.J. made a motion to accept the Minutes of the March 18, 2021 Regular Meeting. Joyce seconded.  All in favor.  As there were several guests, Ann said she would like to take the following out of order: OB#1, OB#2, NB#5, NB#1, and NB#2.
 
Correspondence:

1. TRORC Roadway Project Selection.  Ann said that right now repavement from Killington to Stockbridge is 5thon the list of existing projects and scheduled for 2022.

 
Old Business:
1.    Rep. Kirk White – Legislative Report.  Rep. White is here to present his monthly legislative update
       Kirk opened with saying that the Legislature has finished their “crossover period” where House
       approved bills are passed on to the Senate and vice versa.  He is serving on the Commerce and
       Economic Development Committee and outlines some of the work they have been doing, such as
       the Cap Grant, Child Care, and Better Places Grant. Pensions is another subject that has been
       circulating within the Legislature.  A.J. asked about what the Better Places Grant could do for
       Pittsfield.  Kirk said that the town would need to come up with a project.  The grant would be
       matched with crowdfunding.  Ann asked if there would be another round and Kirk replied
       probably in the fall and would eventually be a permanent program.  A.J. asked about housing and
       pensions.  Kirk stated that municipal pensions are in better shape than the State pension and
       affordable housing is always an issue and is being worked on.  Also, broadband.  There is Federal
       money coming to Vermont and the Legislature is trying to figure out how best to disburse some
       of it to the Towns.
2.   Historical Society – Offices.  Ann reviewed a timeline of milestones in the society’s history.  At this time, the Town Hall
      Building Committee is requesting use of the stage area for storage of basement items while that area is being worked on.  
     Ann said she hoped for a discussion on the future of the Town Hall and the Historical Society.  Susie said that initially they
     were upset but are not opposed to the space offered in the basement of the Town Office Building.  She indicated that her
     main concerns were the glass display cases and the potential for injury and it being open during hours that the Town Office
     is also open but with no historical member present.  COVID has been an issue also.  If access to the new area is available,
     the remainder of the items can be scheduled to be moved.  Joyce noted that there are other groups that also meet in
     the basement, so there shouldn’t be an issue.  Ann asked about the possibility of replacing the glass with plexiglass.  The
      cases could also be secured so that they aren’t subject to being tipped.  Ann said that eventually their meetings could be held
      in the Town Hall, but the basement could become the permanent home for the Historical Society.  She added that the
     Building Committee is willing to help in any way they can.  Susie said that once they have a meeting, usually in April, plans
     and goals can be set. Keys to the buildings was also discussed.  Susie said she would report back to the Select Board once
​     the Historical Society has their meeting.  The Board thanked her for attending tonight’s meeting.
3.   Update on Appointments – Town Officials.  Ann sent out an updated listing of the appointed officials, the positions, and
     the terms.  This was reviewed.  Joyce made a motion to accept the list.  Seconded by AJ.  All in favor. The Secretary had
     been waiting on a few things but said the balance of the letters will be prepared and sent out early next week.
4.  LEMP 2021 – Updates.  Ann sent out a copy of the LEMP with updates to each Board member.  These were reviewed.  The
     listing of High-Risk Population Types was not included.  Ann said she would send it out and forward copies to
     Emergency Management Co-Directors and Fire Chief for their updates. Joyce questioned a few items.  It was decided to make
     the Town Hall the primary shelter and would ask Sarah Gallagher to oversee it.  
 
New Business:

1. Sand Shed – Project Update.  Ann reported that this project did not receive the grant for the extra money to cover the estimated cost of construction that Dubois & King had presented.  George felt that this whole project has gotten out of hand and is very frustrating. Ann said that she and George met with the TRORC and VTrans project managers on Monday.  Ann said that throughout this whole project she and George have tried to keep costs down.  Ann provided a handout listing various costs and what they were for. Joyce questioned why the project cost has increased to $455,000?  Ann pointed out ways that cost reductions have been attempted, such as demolishing the garage ourselves, etc. but because Federal dollars are being used, certain inspectors and permits are required.  There followed further discussion.  The issue now is that if the project is put out for bid again and a bid comes in up to or over 15% of the construction estimate, the Town would have to accept the lowest bidder.  This leaves the Town with three options: 1) proceed and pay from $16,000+ to $67,000+ in extra cost over the amount reserved for the project; 2) put the project on hold for at lease a year and apply for more grant money, begin construction next year with no guarantee of extra funds; or 3) take on construction management, pay off any remaining balance, put out to bid and pay all construction costs.  The project managers are also looking into other options that might be available. Joyce felt that if it is put out to bid again, a maximum amount should be included.  Ann suggested that the new Building Advisory Committee consider being the Project Manager for the Sand Shed.  George said a plan could be obtained from the State and scale it to our needs.  Joyce suggested that Ann present her idea to the BAC.  George was asked to contact Avery Smith, who he had spoken with many years ago, for a proposal.
2. Dump Truck – Bid.  Ann made a motion to approve George’s bid request.  Seconded by Joyce.  All in favor.  It was noted that the old truck looks nice, and George said he has had people look at it already.  He said that newspaper postings were awfully expensive, so he has posted on social media and contacted a few truck dealers.
3. Update Town Office Financial Procedures. Trish forwarded copies of the previous and updated policies for approval: 1) Cash Handing/Deposit Procedure for the Town of Pittsfield and Town of Pittsfield School District; 2) Town of Pittsfield Credit Card Policy; and 3) Procedure Pittsfield Town Treasurer Constituent Departments Accounting & Budgeting. She also requested approval to spend less than $100 without approval of the Select Board.  Discussion.  Ann made a motion to approve the three policies.  Seconded by Joyce.  All in favor.
4. Drugonis Remembrance.  Ann made a motion to authorize a $100 donation to the Capt. Jerry Drugonis Memorial Scholarship Fund.  Seconded by Joyce.  All in favor. Ann requested a minute of silence.
5. Library Wi-Fi.  Betty presented an introduction to the Library’s plans for Wi-Fi expansion. She said that currently there is a public Wi-Fi which has been available since 2018.  It was set up with a password change every six months, but this has not been done in a while.  Changes were made by the previous IT person.  The Library would like to be able to provide Wi-Fi to vendors at the annual bazaar and they would also like the name assigned to the library changed. There is a role for IT support which would be separate from services the Town currently has with Saguaro Technologies. A proposal has been prepared by Mr. Davies and different capabilities are available to add on by IT if needed. Right now, the Library would like some feedback from the Select Board.  Ann asked about installation and support costs.  Betty said that at this time she won’t provide that until more information is obtained.  Ann said her main concern was cyber security.  A.J. pointed out that Wi-Fi access is imperative at the Town Hall. There was some discussion about access by residents.  This could be provided, but perhaps put on bandwidth restrictions to discourage streaming. Betty said the system could be built with some flexibility (ex. limiting hours of usage). She said she would review costs but doesn’t feel that looking at other IT support companies would be the right thing to do.  She said she should be able to report to the Select Board in early May.  The Board thanked her for attending this meeting.
6. Grants
   • Vermont Arts Council – Cultural Facilities Grants. Vermont Arts Council - Cultural Facilities Grants.  These grants are awarded to Vermont nonprofit organizations and municipalities to enhance, create, or expand the capacity of an existing building to provide cultural activities for the public.  The Council is accepting applications with a deadline of June 7th.  A workshop will be held virtually on April 14th.  Information is available on the Council’s website.  Ann said she would propose this to the Town Hall Building Committee and said she would tackle the extensive application but may need help.
   • AARP Vermont – 2021 Community Challenge Grant. These grants fund quick-action projects that support the efforts of cities, towns, neighborhoods, and rural areas to become great places to live for people of all ages.  Applications may be submitted through April 14th.  Ann said Phase Two money has to be used on the outside of the building but suggested this money could be used for the basement ceiling, new tables and chairs, new lighting, a new kitchen counter, new stage curtain, floor refinishing, etc.

 
Next Meeting Date: April 15, 2021 at 6:00pm virtually.
 
As there was no other business to discuss, Ann motioned to adjourn the meeting at 8:15pm.  Seconded by Joyce.  All in favor.
 
Respectfully submitted,
                                                                                    
s/Martha L. Beyersdorf, Secretary
 
Approved: April 15, 2021
 
 
                                                     /                                                                 /
           Ann Kuendig                                        Joyce Stevens                                      A.J. Ruben