​PITTSFIELD SELECT BOARD SPECIAL BUDGET MEETING MINUTES

 
“To listen to a recording of the meeting please click here: https://bit.ly/39RNCfH
 
 
DATE:  September 22, 2021
 
PRESENT:  Ann Kuendig, Joyce Stevens, AJ Ruben, Trish Fryer
 
 
AGENDA MODIFICATIONS: Annual Highway Financial Statement as NB#2
 
APPROVAL OF MINUTES:  none
 
New Business

1. Budget Deliberations General Fund
2. Approve Annual Highway Financial statement

 
Next budget Meeting: October 12, 2021
 
Adjourn
 
Ann called the meeting to order at 5:15pm. Joyce seconded. All in favor.
 
Agenda Modification: Ann moved that NB #2 be added to the agenda and taken out of order as the order of business. AJ seconded. All in favor.
 
New Business

1. Budget Deliberations: General fund- Trish created a template with all the budget line items and added three columns in which to put proposed income and expenses for a 6-mth budget from January to July 2022, a 12-mth budget from July 2022  to June 2023 and a 12-mth budget from January to December 2022. The Board started with proposed INCOME for the General Fund increasing dog licenses to $415; Town Clerk fees at $4,000 for 6-mth budget and $7,000 for the full year budgets; interest at $1,000 for the 6-mth budget and $2,000 for the full year budgets; CD at $700 across the three budgets; current use income which usually comes after July will add $12,500 to the yearly budgets.  Highway Income-state aid-$12,000 for 6-mth budget, $24,000 for both yearly budgets; Green Mountain National forest-$22,000 for all three budgets; interest- $500 for the 6-mth budget and $1,000 for the yearly budgets.  Cemetery Income: interest $400 for the 6-mth budget and $800 for the yearly budgets. PVF&R-General Fund Tax Disbursement: $0 for 6-mth budget, $21,875 (or new budget) for yearly budgets. EXPENSES-skip setting payroll taxes until salaries are set. Dues & Contributions: wait until after Auditors send letters to social service agencies requesting contributions for 2022; set $8,000 as the maximum amount for donations, does not include dues for VLCT, TRORC and Treasurers Association; refuse removal-$300 for 6-mth budget, $600 for yearly budgets; Legal- $2,500 for 6-mth budget, $5,000 for yearly budgets; Ambulance-$16,653 for 6-mth budget, $34,000 for yearly budgets; Printing-$1,900 across all three budgets; advertising-$250 for 6-mth budget, $500 for yearly budget; Financial audit- it has been more than three years for the required audit, plus FEMA will require an audit following disbursement of disaster funds-$10,000 for yearly budgets. Maintenance & Repairs:  Town Office-$2,250 for 6-mth budget, $4,500 for yearly budgets; Town Hall-$1,250 for 6-mth budget, $2,500 for yearly budget; Garage-$300 for 6-mth budget, $600 for yearly budgets; fire alarm-$650 for yearly budgets. Utilities:  Town Hall Electric- $575.00 for 6-mth budget, $1,150 for yearly budgets; fuel- $1,500 for yearly budgets (pre-buy). Town Office electric-$1,100 for 6-mth budget, $2,200 for yearly budgets; fuel- $3,000 for yearly budgets (pre-buy); phone/internet-$800 for 6-mth budget, $1,600 for yearly budgets. Highway Garage electric-$550 for 6-mth budget, $1,100 for yearly budgets; fuel-$600 for 6-mth budget, $1,200 for yearly budgets (pre-buy); phone/internet- $490 for 6-mth budget, $980 for yearly budgets. Street Lights: $1,050 for 6-mth budget, $2,100 for yearly budgets.

 2.     Annual Financial Statement for Highways- Ann moved to have the Board sign the required annual statement.
          Joyce  seconded. All in favor.  

Board members agreed to begin with Parks & Grounds at the next meeting.
 
Adjourn-Ann moved to adjourn the special meeting at 6:17pm. Joyce seconded. All in favor.
 
Next Meeting:  October 12 for special budget hearing
 
 Submitted by:  Ann Kuendig

Approved: October 26, 2021

​Ann Kuendig                          Joyce Stevens                     AJ Ruben
 
 
 

PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES

 
“To listen to a recording of the meeting please click here:” https://bit.ly/3kyRIzT 
 
DATE:  September 16, 2021
 
PRESENT:  Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT:  George Deblon, Betty Warner, Gary Stumpf, Rebecca Steward, Carl Oertel, David Larkin, Sandy Begin; (via Teams: Susan Olsen representing Robert Leitch, Bret Yates from The Mountain Times)
 
AGENDA MODIFICATIONS: Steward Noise Complaint – OB#7; USDA Disaster Resilience Resource Guide – C#3
 
APPROVAL OF MINUTES:  September 2, 2021, Regular Meeting
 
CORRESPONDENCE:
1.Rural Business Development Grants
2.Czaplicki Communication on Upper Michigan Road Culvert
3.USDA’s Disaster Resiliency & Recovery Resources Guide.  
 
OLD BUSINESS:
1.Lister vs Private Assessor – Discussion
2.Budget Schedule – Finalize
3.Box Culvert Project – Update
4.Land Records Online – Update
5.Sand Shed Grant Application – 
6.Town Hall Projects – Update
7.Citizen Concern/Complaint – follow up rooster complaint
 
NEW BUSINESS:
1.Citizen Concern/Complaint – Forsha Road work 
2.August Financials – Treasurer’s Report
 
NEXT MEETING DATE: Budget MeetingSeptember 22, 2021 @5:00pm
 
ADJOURNMENT
 
Ann called the meeting to order at 6:01pm.  Joyce seconded.  All in favor. Ann noted the Agenda Modifications (see above).  Joyce seconded to accept.  All in favor.  Joyce moved to accept the Minutes of the September 2, 2021, Regular Meeting.  Ann seconded.  All in favor.  Due to public present, the following items were taken out of order: NB#1, C#2, OB#7, and OB#1.

CORRESPONDENCE:
1.    Rural Business Development Grants.  Funding in Vermont through this grant totaled $1,990,562 in fiscal year 2021.  The grant is designed to assist small rural business with technical assistance and training.  No action.
2.    Czaplicki Communication on Upper Michigan Road Culvert.  An email was received stating that the culvert at the intersection of Dagg Road and Upper Michigan Road has been damaged by trucks backing into the road to turn around.  Ann said she spoke with Champlain Construction.  George said the culvert will need to be replaced by winter.  
3.    USDA’s Disaster Resiliency & Recovery Resources Guide.  This guide is available to help Towns navigate federal programs that can help communities build back from hard times.
 
OLD BUSINESS:
1.    Lister vs Private Assessor – Discussion.  Ann said she contacted VLCT about a list of assessors and was referred to PVR.  Betty said she spoke with Ed at NEMRC and because Pittsfield does not issue any type of building permit, said he would not accept any assessing job that does not have permitting, it was felt that permitting was something that should be discussed in the future but now was not the time.
2.    Budget Schedule – Finalize.  Ann presented a handout with the dates of the budget meetings and other dates and deadlines. Joyce said she would like to see bank statements from various organizations that do fundraising, etc. The Board agreed that they would like to see what these groups have as these funds are also considered Town money. The first budget meeting is next week. 
3.    Box Culvert Project – Update.  Ann said that the project has been completed and the road was reopened last Friday. Final inspections have taken place and Ann said she took care of the paperwork.  A section of the old culvert was removed by Champlain Construction and the Board wants to know where it went as it is considered Town property and nothing in the contract addressed its disposal.  Ann is waiting to hear more from Champlain Construction as to where it is and when they can get it back.  Dave Manning has requested that the trees that were removed be replaced. It was noted that the trees were not actually on Dave’s property and their removal was part of the project. It was agreed that the cost of new trees could not be submitted to FEMA.  The discussion on trees was tabled to the next meeting.  AJ moved to table, seconded by Joyce.  All in favor.
4.    Land Records Online – Update.  It was noted that this project had already been approved by the Board but with the new pricing information, etc. received from Adam Saunders at NEMRC.  The Board wants to know now what the annual cost would be and how much the Town would gain from moving forward with this project.  In addition, the Board wants to know how far back will scanned records go and how long will it take to scan?  More information will be requested from the Town Office.
5.    Sand Shed Grant Application – The newest figures were reviewed for this project.  Ann said she felt that if the grant was received, no further money would need to be requested from the voters.  Ann moved to accept the Municipal Project Manager’s application and have him submit it by the October 1stdeadline.  Seconded by AJ.  All in favor.
6.    Town Hall Projects – Update.  Ann said the floor system is in and the water mitigation issue is finished.  She noted that the latter became more involved that originally planned.  
The appeal letter has drawn in $5,955.00 so far. She would like to see the names of the contributors on the website as well as in the Town Report.  
7.    Citizen Concern/Complaint – follow up rooster complaint.  Rebecca sent a letter to the Board indicating that she found a private mediator and what his name, hours, and fees were.  It seems that Bill has disregarded the request to keep the rooster quiet until 7am.  Ann asked Rebecca what she would like the Town to do.  Rebecca said she had spoken with the Secretary of State’s Office and obtained some information from them.  She would like to mediate this issue and keep it civil.  She would also like to involve other affected parties in the mediation.  AJ offered that the Town would be willing to pay up to several hundred dollars for the mediation if Bill agrees to the mediation.  The Board reexplained the process of developing an ordinance.  It was agreed by all that it would take time and couldn’t be hurried.  AJ made a motion to send a letter to Bill Leimgruber explaining that the Town is willing to pay for mediation if he is willing, again urging Rebecca to contact an attorney, and that the Board move forward with a Warning for the January 11 Special Meeting asking the voters whether they would like the Board to move towards drafting a Town Noise Ordinance.  Joyce seconded the motion.  All in favor.It was decided to further discuss possible expenses at the next meeting  
 
NEW BUSINESS:
1.    Citizen Concern/Complaint – Forsha Road work.  Robert Leitch, the owner of 1231 Forsha Road, sent a letter to the Board stating that there was recent activity taking place on Forsha Road that was impacting his property. He went on to identify impacts to his property and requested communication of future impacts by the contractor performing the work.  He cited road materials pushed to cover the base of roadside maple trees, three locations where road materials were deposited, extensive and unnecessary road widening, cutting and removal of trees, and covering of the Forest Service boundary survey marker.  George had sent an email to Ann informing her of what was happening on Forsha Road.  He went on to say that some logging by the cemetery was going to take place and the contractor started fixing the road without contacting George.  Karl Loukes, the contractor, subsequently spoke with George and they discussed work on the road.  George said he told Karl he could cut any trees beside the road that would make it easier for them to get the trucks in and out, what the right of way was, but that it was not necessary to use that much.  Said he was VERY specific about that.  The three parties met, and the contractor agreed to clean up the mess.  At tonight’s meeting George said he tried to help, but felt the property owner should have a third party approved by the town inspect and clean up the damage to the road.  David Larkin had also sent a letter of complaint and photos of the destruction.  George felt that at this point, an excavator the town has worked with before needs to be on site to do clean up.  George said that the contractor isn’t prepared or knowledgeable enough to do it without creating more damage.  Discussion.  It was decided to put a note on the excavator tonight explaining that the company is not to continue with any work until further notified.  Ann drafted the note and Carl said he would take it up.  Phone calls would be made to the owner and contractor and a letter would be sent to all parties.  Joyce made a motion to write a letter to the owner, to F & W Forestry, call the logger, and put a note on the excavator saying no further work until notified.   Ann seconded.  Joyce also said she would contact the Town’s attorney and let her know what was going on.  AJ will draft a cease and desist letter to both the property owner and logging company.  
1.    August Financials – Treasurer’s Report.  Ann said she found an issue with the Profit and Loss statement. This will be tabled until the next meeting.
 
NEXT MEETING DATE: Budget MeetingSeptember 22, 2021 @5:00pm in the Town Office and available remotely via TEAMS.
 
As there was not further business to discuss, Ann moved to adjourn the meeting at 8:08pm.  Joyce seconded the motion.  All in favor.
Respectfully submitted,
                                                                                    
Martha L. Beyersdorf, Secretary
 
Approved: October 26, 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://bit.ly/2X1hWlqand https://bit.ly/2X0K5cl
                        
DATE: September 2, 2021
 
PRESENT: Ann Kuendig, A.J. Ruben (Joyce Stevens via TEAMS)
 
PUBLIC PRESENT:  in person: Rebecca Steward, Betty Warner
 
AGENDA MODIFICATIONS:   

1. Sand Shed Grant Application – C5

 
APPROVAL OF MINUTES: August 19, 2021 Regular Meeting
 
CORRESPONDENCE:

1. Land Records Online - Update
2. American Rescue Plan Act (ARPA) – TRORC Update
3. VT Outdoor Recreation Community Grant Program
4. VLCT Town Fair & Business Meeting

 
OLD BUSINESS: 

1. Citizen Concern/Complaint – follow-up rooster complaint
2. Delinquent Dog List - Update
3. Lister vs Private Assessor – Discussion
4. Budget/Capital Budget/Town Meeting Schedule
5. Box Culver Project - Update
6. Unemployment Benefit Charges - Update

 
NEW BUSINESS:

1. Municipal Roads General Permit Grant Agreement
2. Public Property Request

 
NEXT MEETINTG DATE:  Thursday, September 16, 2021
 
ADJOURNMENT
 
Ann called the meeting to order at 6:01pm.  AJ seconded.  All in favor. Ann indicated the Agenda Modification (see above).  AJ motioned to accept the Minutes of the August 19, 2021 Regular Meeting.  Ann seconded.  All in favor.  Ann took the following out of order to address the public present: OB#1 and OB#3.
 
CORRESPONDENCE:

1. Land Records Online – Update.  The Assistant Town Clerk sent an update regarding his request.  To buy the NEMRC Land Records Module, there is a one-time fee of $695.00.  Installation and training on the module will be done remotely and will take about an hour. They bill $145/hour for this time. Louis said he would check to see if the annual support agreement would increase.  When the Town is ready for the Land Records Portal add-on, there is a one-time setup fee of $800.00 and an annual hosting charge of $1,200.00/year.  The result would be a website that would allow anyone with internet access to view and purchase documents in the Land Records Module.  There was discussion about how this would initially be paid for, what fund/s could be used, and how the Town would receive the revenue.  It was felt that the revenue would ultimately pay for the additional yearly expense. Ann moved to approve the additional expenses in moving forward to putting our land records online and that we request that NEMRC put in writing how they are going to process the fees  and return them to the Town of Pittsfield.  AJ seconded.  All in favor.
2. American Rescue Plan Act (ARPA) – TRORC Update.  ARPA funds have been disseminated to counties. Pittsfield will now be receiving $53,706.89.  Pittsfield has already received $28,946.00 for just the first year.  Ann explained that over the next two-year period, Pittsfield will receive a total of $165,306.00 in ARPA funding. The Board will go forward in deciding how to spend those funds.  Ideas will be received from the public at the January Special Meeting and then announced at the March meeting.
3. VT Outdoor Recreation Community Grant Program.  This was not received by the Board in a timely manner. Discussion.  It was decided to forward this to the Planning Commission because they are taking the lead on the Brick Grant Program from FEMA.  
4. VLCT Town Fair & Business Meeting.  This event will be held in Burlington this year.  It appeared that none of the Board members were planning to attend.  Ann designated herself as the representative.
5. Sand Shed Grant Application – Municipal Planning Project Manager Pete Fellows has sent the first draft of the SFY 2022 Environmental Mitigation Grant Application which is the first grant the Town is applying to for the additional funds to complete the sand shed project.  He wants to apply for $113,586.00.  Ann asked the Board to review the handout and it will be discussed again at the next meeting.

 
OLD BUSINESS: 

1. Citizen Concern/Complaint – follow-up rooster complaint.  AJ was tasked with meeting with Bill Leimgruber. AJ said he advised him about the continuing crowing issue and the threatening behavior instance with another neighbor.  Bill said he was committed to keeping the rooster boxed more in the morning and evening.  He said he wasn’t aware of the other issue and had never witnessed any aggressive behavior.  Bill agreed that we live in a small community and need to get along and if someone came to him with an issue, he would listen.  AJ felt that there was room to mitigate the problem.  Rebecca was asked how things have been lately.  She said that the rooster is out around 5:45am and that it crows all day with short breaks.  It was felt that 7am would be more reasonable.  Rebecca added that she may have a solution that might work.  She felt that if the space was enlarged to an appropriate size it might help.  Another option would be to have some playthings for the rooster.  She said that she just cannot live with the constant crowing.  AJ said he didn’t feel that a follow up visit would help, but that corresponding by letter would be more effective.  Ann said that the Board can work on a noise ordinance but that it would need to be brought to the public and might be more controversial.  This could be done at the special town meeting proposed for January to discuss the budget.  Rebecca felt that there were enough people to support an ordinance.  AJ said that this issue needs mediation and asked if Rebecca would consider that.  Options would include 1) mediation at no or low cost, 2) draft an ordinance, 3) and sending a follow up letter requesting a 7am wake up time.  Ann asked Rebecca how she would like to proceed.  Rebecca said that she didn’t want to have any direct dealing with  Bill.  AJ asked Rebecca to call the Rutland County Diversion Program and ask if they offer mediation services.  She should also contact an attorney and see what they could do to help her.  In the meantime, the Select Board will discuss putting that Warning on for the January meeting and moving forward and doing some research.  Ann asked Rebecca to let the Board know how she makes out with her phone calls.
2. Delinquent Dog List – Update.  Trish checked with the Town of Stockbridge and one of the dogs is licensed there.  The other dog is licensed in Massachusetts and the owner will obtain and forward those records when she returns to Massachusetts for work.  
3. Lister vs Private Assessor – Discussion.  At the last meeting, Betty was tasked to meet with Rick Favor to see what his responsibilities would be to the Town if hired.  Betty said she also wanted to bring up another issue that deals with the Grand List.  She said that the Grand List, once it is Lodged, becomes the As Billed Grand List, and belongs to the Select Board on behalf of the Town.  There are instances where changes need to be made to the GL and need approval from the Select Board.  She explained two instances that they have discovered and when Errors and Omissions would come before the Board.  She noted that they found that there were two properties that were sold and should have been subdivided but never shown on the Grand List.  One involved a 22-acre property that sold off 11 acres and a 1.5-acre property that sold .7 acres.  To solve this problem, the two tax bills sent out would need to be deleted and four created to reflect the properties.  AJ made a motion to have the Listers correct the error by working with Trish and Janice to identify the properties, to issue four new tax bills and to contact the owners of the first tax bills and let them know of the error and resolve any overpayments that may have been made.  The Board would resolve not to penalize or fine these property owners for failing to make the August deadline.  Ann seconded the motion.  All in favor. Betty said that she had a phone conversation with Assessor Rick Favor, and he explained the duties he would have as he had explained to Joyce previously.  Betty said that she had some “buts” and was concerned about what should be put on public record.  It was decided to enter Executive Session.  Ann moved to enter Executive Session citing 1 VSA Section 312 (A) to discuss the terms of a potential contract at 7:00pm.  AJ seconded the motion.  All in favor. Ann adjourned Executive Session and reopened the regular meeting at 7:16pm.  AJ seconded the motion.  All in favor. Ann presented the outcome of the Executive Session.  Betty said that what she would like to see is an Assessor who deals with the data collection and software.  The Lister would serve in an oversight role making sure deadlines, etc were maintained. Ann said she would call VLCT and Betty said she would take the four different scenarios and see how they can fit into what is wanted.  This discussion will continue at the next regular meeting.
4. Budget/Capital Budget/Town Meeting Schedule.  Discussion.  The Board decided to begin budget meetings on September 21st, with meetings on Tuesdays at 5pm on weeks alternating with their regular meetings.  Various departments will be invited to attend meetings and submit their 6thmonth interim budget, a 12 mth budget beginning in July and an updated capital budget through 2027.  The deadline for submission is October 1st.   The Board decided to hold the Special Meeting on Tuesday, January 11, 2022.  The timetable prior to that date was determined.  The Auditors will be asked to provide a timetable for producing and printing bids for the Town Report.  
5. Box Culver Project – Update.  Ann noted that all the pieces have been moved into place.  Construction will begin on Tuesday, September 7th.  The footbridge is in place.  
6. Unemployment Benefit Charges – Update.  Trish sent some follow-up correspondence she has had with VLCT. The Board still questions these claims. They decided to have Trish follow up with the VT Department of Labor.  

NEW BUSINESS:

1. Municipal Roads General Permit Grant Agreement.  This agreement is for the $6,100.00 that pays for this year’s road improvements which include Liberty Hill.  Ann moved to have the Chair sign the grant agreement. AJ seconded.  All in favor.
2. Public Property Request.  This is a request by Kelly Ziegler and friends to hold a yard sale on September 18thon Town property on the corner of Route 100 and Parmenter Place.  Discussion. Concern was expressed over possible liability to the Town as well as safety and parking.  It was thought that the Village Green would be a better place if it’s not the same weekend as the Town Bazaar.  The ballfield could be offered if it is the same weekend.  Joyce offered to speak with Kelly.

 
OTHER BUSINESS: 

1. Joyce asked about any follow up regarding the Polinator.  Ann said she emailed them but never received a response. She said she would reach out again.
2. Ann said that the appeal letters were sent out and within one week, $3625.00 has been received from both residents and out of state property owners.  She would like to see a list of contributors included in the Building Committee’s Report in this year’s Town Report.  She also noted that the Committee did not receive the second grant for $25,000.00 that they applied for through the Vt Arts Council.

 
NEXT MEETINTG DATE:  Thursday, September 16, 2021.  
 
As there was no further business to discuss, Ann moved to adjourn the meeting at 8:34pm.  Seconded by AJ.  All in favor.
Respectfully submitted,
                                                                                    
Martha L. Beyersdorf, Secretary
 
Approved: September 16, 2021
 
 
                                                     /                                                                 /
           Ann Kuendig                                        Joyce Stevens                                    A.J. Ruben