PITTSFIELD SELECT BOARD SPECIAL BUDGET MEETING MINUTES

 
DATE:  October 26, 2021
 
PRESENT:  Ann Kuendig, AJ Ruben (Joyce was not in attendance)
 
PUBLIC PRESENT: Trish Fryer, Caleb Hawley, Greg Martin, Dave Colton
 
AGENDA MODIFICATIONS: none
 
APPROVAL OF MINUTES:  September 22, 2021 and October 12, 2021 Special Budget Meeting Minutes
 
OLD BUSINESS:

1. General Fund, Highway Fund, Cemetery Fund expenditures

 
NEW BUSINESS:

1. PVF&R budgets and capital plan

 
NEXT BUDGET MEETING: November 9, 2021
 
ADJOURN
 
Ann called the meeting to order at 5:03pm.  AJ seconded. All in favor.  AJ moved to approve the Minutes of the September 22, 2021 and October 12, 2021 Special Budget Meeting Minutes.  Ann seconded. All in favor.  Ann said that the Pittsfield Volunteer Fire and Rescue representatives were here tonight to discuss their budget and capital plan.  She moved to take New Business 1 out of order.  AJ seconded.  All in favor.
 
NEW BUSINESS:

1. PVF&R Budgets and Capital Plan. 

Budget: Caleb said that he and Trish worked together to produce a budget.  He said he didn’t see any big changes. The only thing they adjusted were the utilities and only slightly.  The electricity and telephone increased $100.00 each.  Expense of Dues decreased $200.00.  Ann said she had questions.  She asked about the Equipment line item.  Caleb said that $7200 was budgeted and so far $6364 has been used. Caleb said that he looked at the Capital Equipment Fund as broad terminology.   They felt that the Equipment line item was more for day-to-day purchases.  They thought the Equipment Reserve Fund should be used for major items or repairs (ex. a new thermal imaging camera, turnout gear, boots, etc.). Boots for a member and several helmets were purchased using the regular budget.  Ann explained that by seeing what was spent from
 
 
Pittsfield Select Board Special Budget Minutes                                                        page 2
October 26, 2021
 
the Reserve Fund it helps the Board during budget deliberations know how to budget for the next year.  The Board asked about the maintenance of the vehicles.  It was felt that Engine 1 needs new springs, and the expense could be covered by using money allocated to the other vehicles.  They didn’t feel that the other vehicles would need to use their budgeted amount of $1000 each.  State Inspections have shown that some parts are under warranty, and some are not.  There were no further questions on the budget by the Board.
 
Capital Plan: Caleb said that they are on track with the vehicles.  Right now, they are concentrating on Engine 4 and Rescue 1.  Trish said that the total for the Truck Replacement Fund should be $103,543 after the November tax payments come in.  Caleb said they are hoping that Engine 1 will last a few more years to allow focus on Engine 4 and Rescue 1.  Should they decide to sell the Rescue Truck (Ford F-150), it will be worth something and provide a cushion.  The Tanker sale would go right to the truck fund.  The Tanker is due to be paid off in October 2023. Approximately $43,000 annually has been going to pay off that loan.  There hasn’t been any turnout gear purchased using the Capital Equipment Fund.  Caleb said they try to use their regular budget before tapping the Capital Fund.  The thermal camera has been used a lot, especially with chimney fires and detecting the heat signature of bodies in a fire.  It was estimated that to replace it would cost around $9,000.00.  They would keep the old one as a backup. There have been water issues involving the Firehouse. The driveway needs work.  It is higher than the building so that the water runs into the garage.  In the winter, this issue causes the door to freeze shut.  Different ways of water diversion were presented.    Paving seemed the best option.  It would help keep the firehouse cleaner and an apron across the front and extending beyond the sides of the building  could allow the addition of backup lines to assist drivers as well as washing vehicles. A quote of $20,000.00 has been obtained and they are looking to doing this project next year.  Regarding the PVFD's fund derived from their fund-raising efforts as opposed to Town taxpayer income, Caleb said that the fire department will not submit bank statements for the aforementioned funds to the Town as requested.  They feel it is their money and not the taxpayer's funds.  The PVFD will continue to provide balance statements for these funds to allow the Selectboard to consider these funds when determining budgeting of Town funds.  There was discussion about contradicting views expressed by VLCT and the State Treasurer as to who “owns” this money.  Caleb said that anyone can see their books, but they will not turn them over.    AJ said that he would research this so that an agreement can be reached.Caleb, Greg, and Dave were thanked for coming and presenting their budget and capital fund plans.  
 
OLD BUSINESS:

1. General Fund, Highway, Cemetery Expenditures: 

Pittsfield Select Board Special Budget Minutes                                                        page 3
October 26, 2021
 
   
NEXT SPECIAL BUDGET MEETING: Tuesday, November 9, 2021 @ 5:00pm in the Town Office.  The Library Board of Trustees will present their budget. 
 
Ann made a motion to adjourn the meeting at 6:31pm.  AJ seconded.  All in favor.
 
Respectfully submitted,
                                                                                    
Martha L. Beyersdorf, Secretary
 
Approved: November 9, 2021
 
 
                                                     /                                                                 /
           Ann Kuendig                                        Joyce Stevens                                   A.J. Ruben  

​PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES

 
 DATE:  October 21, 2021
 
PRESENT:  Ann Kuendig, AJ Ruben. Joyce Stevens
 
PUBLIC PRESENT:  Robert Leitch, and Brett Yates via TEAMS
 
AGENDA MODIFICATIONS:  
 
APPROVAL OF MINUTES:  October 7, 2021, Regular Meeting
 
CORRESPONDENCE:
1.Health Officer – dog bite report
2.Resignation – Energy Coordinator
 
OLD BUSINESS:
1.National Opioids Settlement – update
2.Class 4 Roads – work permits
 
NEW BUSINESS:
1.Appointments – Town Office Vacancies
2.Town Hall – Life Battery
3.Town Hall – Reserve Fund Allocation
4.Town Garage – EC Fiber
5.Insurance – MVP Health Insurance renewal
6.Executive Session – Evaluation of a Public Officer
7.September Financials – Treasurers’ Report
 
NEXT MEETING DATE: 
1.Budget MeetingOctober 26, 2021 @5:00pm
2.Regular Meeting November 4, 2021 @ 6:00pm
 
ADJOURNMENT
 
 
 
 
 
 
 
Pittsfield Select Board Regular Meeting Minutes                                                    page 2
October 21, 2021
 
Ann called the meeting to order at 6:03pm. Seconded by AJ. All in favor. 
 
AGENDA MODIFICATIONS:Ann presented the resignation of the Energy Coordinator as C2 and the Culvert 33 Sale NB6. Joyce suggested taking NB6 out of order and making it the last item so that the Secretary didn’t have to be outside until the regular meeting resumed. The others agreed. 
 
APPROVAL OF MINUTES:  AJ moved to approve the Regular Minutes of the October 7, 2021 meeting. Seconded by Joyce. All in favor. 
 
CORRESPONDENCE:
1.     Health Officer – dog bite report. This incident occurred on October 12, 2021. Ann said she contacted Rebecca Steward, the former Health Officer, to see if she knew why Gifford indicated Pittsfield. She had no further information. She placed a call to the victim Sean Lewis but has not heard back. If she doesn’t hear from him soon, she said she would call the dog’s owner who has a second home in Pittsfield. 
2.     Resignation – Energy Coordinator. Ann said she received the resignation from Matt Corron who indicated that he didn’t have the time to devote to this position. Ann moved to accept Matt’s resignation. Seconded by AJ. All in favor. There was a brief discussion as to this position. AJ said he recently attended the Planning Commission meeting and said that many towns have an Energy Committee in lieu of a single person. This could be considered in the future. The position is not mandated for an immediate replacement so will be addressed after Town Meeting.
 
OLD BUSINESS:
1.     National Opioids Settlement – update. Ann spoke with VLCT, and it was suggested she contact the Attorney General’s office. The issue has not really affected Pittsfield. Ann passed out a handout highlighting aspects of the settlement. She suggested that the Board members look it over and added that Pittsfield might register.
2.     Class 4 Roads – work permits. Ann provided some background and referred to the handout “Model Class 4 Highway Policy and Guidance” from VLCT. Typically, anyone wanting to make an improvement to a Class 4 road speaks with Road Commissioner George Deblon and apply for a permit. The only one the town now requires is a Driveway Permit. Joyce asked about the overweight permits for trucks. Ann felt that they may be obtained from the State and George may receive a copy. She added that George would need to know if heavy equipment is going to be on the roads, in which case a Class 4 permit might not be necessary. Ann suggested speaking with George for his input on whether the town should create a policy or not. Ann moved to table this until more is known. Joyce seconded. All in favor. Bob Leitch was asked for his input. He said that his concern was what would be happening going forward and simply doesn’t know what to expect when he next goes to his property.
Pittsfield Select Board Regular Meeting Minutes                                                    page 3
October 21, 2021
 
NEW BUSINESS:
1.    Appointments – Town Office Vacancies. Ann said she has had several conversations with Anne Muller. She had submitted a bio to the Board, and it was felt she would be a good fit for the Auditors’ position as she is retired and has experience. Ann moved to appoint Anne Muller to the position of Auditor which was vacated by Rebecca Steward. AJ seconded. All in favor.
Ann also said that she approached Cathy Capetta about the Health Officer position and Cathy is considering it.
2.    Town Hall – Life Battery. It was discovered recently that the battery which is dedicated to the lift had been drained when power to the building was turned off for some work that was being done. It was not made known that the lift has its own power shut-off. Ann suggested having a sign/s made indicating to anyone turning off the main power that they also need to turn off the power to the lift. Where to locate the sign/s was discussed. Cost of battery to be taken from the Town Office maintenance line item.
3.    Town Hall – Reserve Fund Allocation. Joyce said that she spoke with Trish and the money has been transferred. For the record, AJ moved to authorize Trish to move the money. Joyce seconded. All in favor.
4.    Town Garage – EC Fiber. Trish provided figures to the Board as to the cost for EC Fiber to set the Town Garage up with their service for phone and internet. Currently Consolidated Communications is providing those services. George has indicated that the internet is spotty and when it rains it is not there at all. EC Fiber assessed the area, and a conduit will need to be utilized. George has indicated that there is one in place and will speak with EC Fiber to see if this can be used. Ann was asked if there would be additional costs to the figure of $103.82. It was decided to table this until more information could be obtained regarding the conduit and the phone/internet charges.
5.    Insurance – MVP Health Insurance renewal. AJ moved to have Trish renew the policy with MVP Healthcare. Joyce seconded. All in favor.
6.    September Financials – Treasurers’ Report. AJ said he had a question about what was done with the recent tax sale money ($19,000). Joyce said she felt it was income after expenses. Joyce said she also talked with Trish about the figures for fuel. It turned out that they had been reversed and are now corrected. She also questioned the fact that all moneys go to the General Fund and are then disbursed to the appropriate fund. Ann moved to accept the September report. Joyce seconded. All in favor.
7.    Culvert 33 – Sale. Ann said that George was approached by Tweed Valley Travelers who wanted to purchase the culvert. The result was this: Champlain Construction felt that since Pittsfield was willing to take one section, they might as well take both. Tweed Valley Travelers will pick up the two sections from Champlain Construction and pay the Town $500 for each section. The Board discussed where the money should be deposited. AJ moved to approve the sale of the culverts. Joyce seconded. All in favor.
 
 
 
Pittsfield Select Board Regular Meeting Minutes                                                    page 4
October 21, 2021
 
The regular meeting was adjourned at 6:59and Ann moved to go into Executive Session to consider a merit raise for the Town Clerk/Treasurer per 1 V.S.A. § 313 (a) (3). Seconded by Joyce. All in favor.
 
8.    Executive Session – Evaluation of a Public Officer. 
 
Executive Session ended at 7:17 and the regular meeting resumed. AJ moved to authorize the payment of a one-time bonus of $750 to the Town Clerk as a thank you for her hard work, but declined her request for an extra raise in salary. Joyce seconded. All in favor. The board will have further discussion about whether to adopt personnel policies for implementing merit pay for town employees. 
 
NEXT MEETING DATE: 
1.     Budget Meeting October 26, 2021 @5:00pm            Town Office
2.     Regular Meeting November 4, 2021 @ 6:00pm        Town Hall
 
As there was not further business to discuss, Ann moved to adjourn the meeting at 7:19pm. AJ seconded. All in favor.
 
Respectfully submitted,
                                                                                    
Martha L. Beyersdorf, Secretary
 
Approved: November 4, 2021
 
 
                                                     /                                                                 /
           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/3FXKSME
 
DATE:  October 12, 2021
 
PRESENT:  Ann Kuendig, Joyce Stevens, AJ Ruben 
 
PUBLIC PRESENT: Trish Fryer
 
AGENDA MODIFICATIONS: none
 
APPROVAL OF MINUTES:  September 22, 2021 Special Budget Meeting
 
OLD BUSINESS:

1. General Fund, Highway Fund, Cemetery Fund expenditures

 
NEW BUSINESS:

1. Schedule Department Hearings

 
NEXT BUDGET MEETING: October 26, 2021
 
ADJOURN
 
Ann called the meeting to order at 5:07pm.  AJ seconded. All in favor.
 
Agenda Modification: none
 
Approval of Minutes: This was tabled to the next budget meeting.
 
New Business: The Board addressed an item from the last meeting before beginning Parks and Grounds.
Highway – 

• Town Garage Phone/Internet: The garage has been using Consolidated Communications and the Town Office is using EC Fiber.  Trish spoke with EC Fiber and they may be less expensive.  Discussion. The Board agreed to have EC Fiber come to the garage and prepare a quote for installation.  Trish will set it up and hopefully have more information at the next meeting.

Parks and Grounds – Connie submitted budget figures for the three time frames.
Portable Toilet – Trish is waiting for a bill but anticipated $700.00 for the next year.
General Fund (continued) – Office Expense

• Tech Support & Software: Trish stated that she didn’t budget correctly in the past.  She will use Saguaro’s figures.  $4,615/year. There may be a subscription rate increase, but it’s not known yet.  
• Website Maintenance – increase to $190.00 annually.
• Office Supplies – keep at $2,000.00 annually
• Postage – Trish said that this year was unusual due to elections, Covid, etc.  She feels that keeping the numbers the same would be safe.  $1,700.00 annually 
• Salaries:  COLA for 2022 will be 6%.  Discussion. The Board discussed how much COLA to give the following positions: Town Clerk/Treasurer, Asst. Town Clerk/Treasurer, Parks & Grounds (2 employees), Auditors (3), Listers (3), and Hired Labor.  AJ motioned to increase pay due to COLA at 4% and will wait for Trish to present new figures for her position due to additional work assigned to her.  Ann suggested the Board review the Wage Guidelines to include possible rate increases (non COLA).  
• Employee Benefits: No figures available yet.
• Town Office Education: decision to increase to $750.00 annually in anticipation of more in-person workshops/meetings.  
• Town Officer Mileage: will remain the same at $500.00 annually.
• Health Reimbursement Account (HRA): leave at $1,750 annually.

 
New Business:

1. Schedule Department Hearings.  The Fire Department will be attending the October 26thmeeting.  Listers and Library still need to be scheduled.

 
Next Special Budget Meeting: Tuesday, October 26, 2021 @ 5:00pm in the Town Office.
 
Ann made a motion to adjourn the meeting at 6:34pm.  AJ seconded.  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/3FCYbSM
 
DATE:  October 7, 2021
 
PRESENT:  Ann Kuendig, AJ Ruben.  Joyce Stevens via TEAMS
 
PUBLIC PRESENT:  Carolyn Stockwell.  Sarah Gallagher, Caroline Massa, Robert Leitch, and Brett Yates via TEAMS
 
AGENDA MODIFICATIONS:  none
 
APPROVAL OF MINUTES:  September 16, 2021, Regular Meeting
 
CORRESPONDENCE:
1.Citizen Concern/Complaint – follow-up letter from Robert Leitch re: Forsha Road
2.Citizen Concern/Complaint – letter from Stockwell/Leimgruber re: rooster noise issue
3.Resignations 
a.Health Officer
b.Auditor
4.Community Solar
5.GMNF – Schedule of Proposed Actions
6.Transportation Alternatives Grant Program
7.ARPA Reporting Timeline
8.Flood Resilient Communities Fund
9.National Opioid Settlement
 
OLD BUSINESS:
1.Citizen Concern/Complaint – further discussion on Steward noise complaint
2.Box Culvert Project – update
3.Land Records Online - update
4.Sand Shed Grant Application – update
5.Unemployment Charges – update
6.Town Hall project – donations update
7.August Financials – Treasurer’s Report
 
NEW BUSINESS:
1.Town Highway Truck sale
2.Halloween Events in Quin-Town Valley
3.Permits – Class 4 Road Work 
4.BRIC Technical Assistance Program Worksheet

 
NEXT MEETING DATE: 
1.Budget MeetingOctober 12, 2021 @5:00pm
2.Regular Meeting October 21, 2021 @ 6:00pm
 
ADJOURNMENT
 
Ann called the meeting to order at 6:00pm.  Seconded by AJ.  All in favor. AJ moved to approve the Regular Minutes of the September 16, 2021 meeting.  Seconded by Ann.  All I favor. Ann moved to take two items out of order due to public present and via TEAMS.  AJ seconded.  All in favor.
 
CORRESPONDENCE:
1.     Citizen Concern/Complaint – follow-up letter from Robert Leitch re: Forsha Road.  Ann reviewed the letter that Robert had sent to the Board.  It was noted that the logging company has been working with George. It was unsure if the road would be narrowed.  Stones have been put back onto Bob’s property and soil is being pushed around trees, however tree replacement will not happen.  Work will continue on the road to widen it allowing for the access of trucks and George will be monitoring this closely.  George has a responsibility to maintain roads for travel by property owners, but as Class 4 roads, they do not require the same maintenance as other classes of roads.  The plan is to repair all the damage.  Joyce noted that George has said that it will look worse before it is better.
2.     Citizen Concern/Complaint – letter from Stockwell/Leimgruber re: rooster noise issue.  See OB1.
3.     Resignations.  Rebecca Steward resigned from both positions.  Ann said that the Select Board has an obligation to appoint a replacement to serve until Town Meeting Day in March.  Suggestions were made for the positions and Ann said she would contact the people to see if they were interested.
c.     Health Officer
d.     Auditor
4.     Community Solar.  This is a new program where municipally owned electric accounts can save money and protect the environment.  Discussion.  This will be forwarded to Energy Coordinator Matt Corron and the Planning Commission.
5.     GMNF – Schedule of Proposed Actions.  Ann said there was nothing in this that dealt with Pittsfield.  No action taken.
6.     Transportation Alternatives Grant Program.  Ann said that this is the second grant program that the Town are going to apply for Sand Shed funding.  She said that she reached out to Pete Fellows at TRORC to see if this grant could be applied for before knowing whether approval for the first grant was received or not.
 
7.     ARPA Reporting Timeline.  Ann said that she received notification that the first report that was due October 31st, has been postponed to March 31, 2022. This was sent to Trish for her files.
8.     Flood Resilient Communities Fund.  Vermont Emergency Management has received approval to being soliciting application under this new fund (FRCF).  The focus of this funding is for flood-vulnerable structure and buyout projects and natural resource projects.  Deadlines are October 29, 2021 and January 31, 2022.  This will be kept on file in the Town Office for possible future funding.
9.     National Opioid Settlement.  This correspondence outlines proposed settlements in response to litigation brought by states and local political subdivisions against the three largest distributors.  Ann said she would like to contact VLCT for their comments.  Pittsfield’s participation could help get more funding for the state.
 
OLD BUSINESS:
1.     Citizen Concern/Complaint – further discussion on Steward noise complaint.  Carolyn read from a prepared statement addressing their first encounter with Rebecca Steward and read from a letter to the Board dated September 18, 2021 hoping for a resolution.  She noted that they have had chickens for the last three years.  She also wanted to address some misinformation that appeared in The Mountain Times.  Carolyn left her phone number with the Board and encouraged Rebecca to contact her in a friendly manner in the future. 
2.     Box Culvert Project – update.  Ann said that rip rap has been put out to deter erosion. Champlain Construction repaired the culvert at the entrance to Dagg Road.  There has been no resolution to the missing section of culvert.  Champlain Construction offered to sell it to the Town. George however offered to split the culvert with Champlain Construction and pick up one of the sections. Champlain can keep the other. Joyce moved to act on George’s plan. AJ seconded.  All in favor.
3.     Land Records Online – update.  Trish said that Louis will be doing the scanning later in the Fall on Wednesday afternoons.  There will be no increase in the budget for his time as it falls within the 18hrs/week already budgeted.  The initial module has already been approved.  Future purchases will be addressed later.  Forty years of scanned documents needs to be completed before a subscription would need to be purchased if that is what is decided.
4.     Sand Shed Grant Application – update.  The application has been filed.  Bidding will have to wait until word is received on the grant.
5.     Unemployment Charges – update.  Ann said she attended a VERB meeting and noted that when the rates are set, they will not include any claims for 2020.  She will speak with Trish again on this and see if she has heard from the Department of Labor.
6.     Town Hall project – donations update.  The current donations total $8,383.00.  Ann said she applied to the Mascoma Foundation for Capital Grant funding for $50,000.00.  We should know by December 10th.

 
7.     August Financials – Treasurer’s Report.  AJ moved to approve.  Joyce seconded.  All in favor.
 
NEW BUSINESS:
1.     Town Highway Truck sale.  George sent an email saying that Ray Harvey has offered $40,000.00 for the truck.  There has been other interest, but George wanted to recommend selling to Harveys. Ann made a motion to accept Ray’s offer. Joyce seconded.  All in favor.  The money will be put into the Highway Maintenance Reserve Fund.
2.     Halloween Events in Quin-Town Valley.  Ann and Betty Warner met with Quin-Town via Zoom regarding a joint Halloween event: a pumpkin decorating contest.  Joyce said she would contact parents regarding getting pumpkins and handling the contest.  Ann offered to decorate the Band Stand.  She also asked what the Board thought about the community supporting these events.  Trick or treating around the Green was also discussed.  Another Zoom meeting is scheduled, and a notice will be prepared and posted on the Town’s website.
3.     Permits – Class 4 Road Work.  This was tabled to the next meeting.
4.     BRIC Technical Assistance Program Worksheet. Sarah from the Planning Commission had submitted a worksheet for the FY20 Building Resilient Infrastructure and Communities Direct Technical Assistance Grant (BRIC Grant).  Caroline Massa, the State’s Hazard Mitigation Planner, was asked to review it.  Four deliverables were noted and discussed: 1) Engineering and planning analysis to identify priority flood mitigation projects; 2) Communication support (talking point development and materials); 3) Priority project development for further scoping; and 4) Application preparation.  Technical assistance could be used to help in identifying areas prone to flooding.  George could also be involved in this.  Help in identifying future projects that funding could be applied for as well as communication could use their assistance as well.  This technical assistance is available until 2023. Caroline said that an agreement with FEMA would be available to the Board ahead of the November 4thSelect Board meeting and Ann will place it on the agenda.
 
OTHER BUSINESS:
1.     Motion activated lighting.  Martha suggested that motion activated lighting be added to the parking lot side of the Town Building.  This was thought to be a good idea and at least 2-3 locations will be looked at.
2.     Clapboard damage by Town Office side door.  It was suggested that a rain guard for the area by the door be added and that the damaged clapboards be replaced.    
 
NEXT MEETING DATE: 
1.     Budget Meeting October 12, 2021 @5:00pm
2.     Regular Meeting October 21, 2021 @ 6:00pm
  

 
As there was not further business to discuss, Ann moved to adjourn the meeting at 7:18pm.  Joyce seconded the motion.  All in favor.
Respectfully submitted,
                                                                                    
Martha L. Beyersdorf, Secretary
 
Approved: October 21, 2021
 
 
                                                     /                                                                 /
           Ann Kuendig                                        Joyce Stevens                                    A.J. Ruben