​PITTSFIELD SELECT BOARD SPECIAL BUDGET MEETING MINUTES

 
“To listen to a recording of the meeting please click here: https://bit.ly/315Ieoh
 
DATE:  November 23, 2021
 
PRESENT:   Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT: Trish Fryer, Betty Warner
 
AGENDA MODIFICATIONS:  Skating Rink – OB#2; PDF Subscription – OB#3
 
APPROVAL OF MINUTES:  November 9, 2021 Special Budget Meeting Minutes
OLD BUSINESS:

1. General Fund, Highway, Cemetery Expenditures

 
NEW BUSINESS:

1. Board of Listers Budget/Capital Improvements Plan
2. Treasurer – Reserve Funds Proposal
3. Special Town Meeting Schedule - Warrant

 
NEXT SPECIAL BUDGET MEETING: Tuesday, November 30, 2021
NEXT REGULAR MEETING:  Thursday, December 2, 2021
 
ADJOURN
 
Ann called the meeting to order at 5:03pm.  AJ seconded. All in favor.  Ann had two Agenda Modifications (see above). Seconded by AJ.  All in favor.  AJ moved to approve the Minutes of the November 9, 2021 Special Budget Meeting Minutes. Ann seconded.  All in favor.  Betty Warner from the Board of Listers was present to discuss their budget and capital plan.  Ann moved to take New Business #1 out of order.  AJ seconded.  All in favor.
 
OLD BUSINESS:

1. General Fund, Highway, Cemetery Expenditures.  

       General Fund: Trish said she has a spreadsheet for actual January to November plus two more columns.  Tech Support &               Software: Discussion of purchasing Adobe vs Nitro and their costs. Joyce moved to purchase Adobe (five licenses) at $188 annually.  AJ seconded. All in favor.  Trish was given approval to order Adobe now with the credit card.  The bill would be paid in January.  Increased to $2878 for 6mo, $4840 12mo, $5028 ’22 12mo (Saguaro, QB payroll, QB check fee). Planning Commission: Misc./Assistance from TRORC discussed.  Salaries: A decision needs to be made on the Librarian but waiting for new budget capital plan submission from the Library Trustees.  Disaster Fund Reimbursements: Trish said there are no new figures from the 
State, but the requirements for a 17.5% state reimbursement have been confirmed.  She said she is hoping to use the state reimbursement to pay off the Late April 2019 Flood Note before  May.  If not, the note will have to be rewritten and interest paid.  Trish went through some of the Disbursements and noted which ones are missing figures. Highway and Cemetery were tabled to the next meeting.

1. Skating Rink.  Joyce said that Coral sent over an estimate but does not have any volunteers yet due to the short notice.  The size of 40’ x 70’ was determined to allow for room for a bench. The kit which includes the liner, corner pieces, but not any of the wood is $675.00.  Joyce asked if money from the Recreation Fund could be used.  There is more than enough to purchase the kit and lumber.  AJ moved to disburse up to $1000 for the skating rink from the Recreation Reserve Fund if a three-member volunteer steering committee will be available for management/maintenance.  Seconded by Joyce.  All in favor.
2. PDF Adobe Vs Nitro Subscription-(see discussion and motion under OB#1)

 
NEW BUSINESS:

1. Board of Listers Budget/Capital Improvements Plan. There was clarification as to what needs to be included in the various budgets and what needs to be Warned.  Betty said that the budget is like past years except for a few items.  Computer: Trish explained the computer billing for Saguaro.  It will be in two parts, January and July, instead of monthly.  Supplies: will remain the same. Postage: increased this year due to postcards being mailed regarding the reappraisal.  It will be increased to $300 for the 6mo proposed budget due to mailings. Postcards and/or Reappraisal Booklets will be mailed/emailed/ and available online.  License Fees: It was anticipated that there would be a slight increase for VALA and Apex. Mapping: This can only be estimated going forward as fees would depend on the number of maps recorded each year. It was agreed that money in the Reappraisal Fund could offset some of the budgeted items.  There was discussion about setting money aside annually for the next reappraisal which is supposed to be done every ten years.  Betty felt it would be irresponsible not to plan ahead. Ann thought that any money set aside to a reserve fund should be included in Capital Planning and should be an Article in the Warning.  Salaries: The Listers are proposing hiring a private assessing firm such as NEMRC to do all the computer transactions and interface processing at an estimated cost of $6,000 annually. An elected Board of Listers would still be maintained to do inspections and local communications as well as convey report and other data to the private assessor and print the tax bills, but Lister hours would be reduced to an estimated cost of $3360.     There was discussion on the present Lister wage system versus a single hourly rate the same for everyone.  Betty suggested that the Select Board determine the figure.  The Select Board is using a 4% salary increase for 2022.  Lister Training: reduced to $700.  The cost for NEMRC support is not known at this time.
2. Treasurer – Reserve Funds Proposal.  Table to the next meeting.
3. Special Town Meeting Schedule – Warrant.  Joyce reviewed the timeline: Tuesday-Jan 11 @ 6pm for Special Town Meeting; December 8 or 9– post Warning on bulletin boards and website;  January 3 – deadline to submit to newspaper of record for publication on January 6 five days before town meeting.   An interim budget will be available as a handout at the meeting and available online. Ann asked if the Noise Ordinance and ARPA Funds should be included on the Warning for open discussion.  The Board  will submit a Warning to Trish for publishing/posting.

 
 
 
 
NEXT SPECIAL BUDGET MEETING: Tuesday, November 30, 2021. There will be no meeting this date. Budget discussions can also take place during a regular meeting.
 
NEXT REGULAR MEETING:  Thursday, December 2, 2021 @6pm in the Town Hall.
 
 
Ann made a motion to adjourn the meeting at 6:52pm.  AJ seconded.  All in favor.
 
Respectfully submitted,
                                                                                    
Martha L. Beyersdorf, Secretary
 
Approved: December 7, 2021
 
 
                                                     /                                                                 /
           Ann Kuendig                                        Joyce Stevens                                   A.J. Ruben  

​PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES

 
DATE:  November 18, 2021
 
To listen to a recording of th4e meeting click: https://bit.ly/3DSgpOY
PRESENT:  Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT: Betty Warner
 
AGENDA MODIFICATIONS:   Pittsfield Public Safety Resources List – NB#3; Proposed Skating Rink – NB#4
 
APPROVAL OF MINUTES:  November 4, 2021, Regular Meeting
 
CORRESPONDENCE:
 
OLD BUSINESS:
1.Sand Shed – grant update
2.BRIC Grant – agreement update
3.Town Office – request for PDF subscription update
4.Lister vs Assessor - update
 
NEW BUSINESS:
1.October financials – Treasurer’s Report
2.Holiday Tree event
3.Pittsfield Public Safety Resources List
4.Proposed Ice-Skating Rink
 
NEXT MEETING DATES: 
1.Budget MeetingNovember 23, 2021 @5:00pm at the Town Office
2.Regular Meeting December 2, 2021 @ 6:00pm at the Town Hall
 
ADJOURNMENT
 
Ann called the meeting to order at 6:04pm.  Seconded by AJ.  All in favor. Ann presented two Agenda Modifications (see above).  Ann moved to take OB#4 out of order.  Seconded by AJ.  All in favor. Joyce moved to approve the Minutes of November 4th’s meeting.  Seconded by AJ.  All in favor.
 
CORRESPONDENCE:
OLD BUSINESS:
1.     Sand Shed – grant update.  The letter of support for the VTrans Fall 2021 Transportation Alternatives (TA) Grant Application was presented.  Ann was asked to put it on the 
Pittsfield Select Board Regular Meeting Minutes                                                    page 2
November 18, 2021
 
Town’s letterhead instead of TRORC’s.  She added that probable construction costs will be up to date and are being prepared by Dubois & King.  This will bring the grant request as current as possible.  The position of Construction Engineer was discussed.  It would be better to hire someone from the outside and the cost is typically 10% of the construction cost but could possibly be reduced to 8%.  Ann moved to have the Chair sign this letter of support to go along with the application, which is due by November 24th. AJ seconded.  All in favor.
2.     BRIC Grant – agreement update.  Ann said she has not heard from Sarah and the Planning Commission.  Joyce said that she saw Sarah recently and was told that the Planning Commission cannot move forward at this time.  Ann moved to table this to the next meeting.
3.     Town Office – request for PDF subscription update. Joyce said she spoke with Louis. The Board felt that it was not necessary to install the program on five computers, but there didn’t seem to be any price difference for less than five others than one.  It was asked if Nitro was a better program and more cost effective.  It was also asked if there were incidental costs associated with the program such as a monitoring fee, etc.  Joyce suggested tabling this to the budget meeting for follow-up.  
4.     Lister vs Assessor – update.  Betty prepared a handout outlining various scenarios involving Listers, Assessor, and Lister/Assessor.  In these examples, she outlined roles and responsibilities as well as areas of concern.  Continued discussion.  Ann questioned whether the Board of Listers could be changed from elected to appointed officials.  It was emphasized that the Select Board would not have oversight over the Listers, and it everything was outsourced, it would not be done in one step.  Betty said that she would like the Select Board to look into finding someone to replace her and have that person be appointed between Town Meeting and when the tax bills are produced.  Budgeted figures were briefly addressed and will be discussed in more detail at the next special budget meeting next week.
 
NEW BUSINESS:
1.     October financials – Treasurer’s Report.  Joyce moved to approve.  Ann seconded.  All in favor.
2.     Holiday Tree event – Ann said that she spoke with Cindy Bryant and Betty from the Library Board.  They had expressed an interest in having a tree lighting and decorating become event.  It was felt Sunday, December 5that 5pm would be a good date.  This event could include music, caroling, and a live tree/artificial tree.  Cindy said she approached the Fire Department, and they will bring Santa on one of the trucks. Ann said that there is an Ambassador at Killington that works as Santa at the different resorts, and he will be Pittsfield’s Santa and Killington is allowing him the use of the Santa suit.  AJ requested that the event not be labeled as a Christmas event in any way out of respect for non-Christian beliefs.  He said that there cannot be a Town event that speaks to “Christmas.” 
 
Pittsfield Select Board Regular Meeting Minutes                                                    page 3
November 18, 2021
 
Joyce made a motion to call it a Holiday Tree event and only publicize it as a Holiday Tree Lighting event.”  Ann seconded.  All in favor.
3.     Pittsfield Public Safety Resources List.  Ann said that she received notification from TRORC that we need to have to provide all public safety mutual aid agreements.  She said this notification went to Dave Colton. She saw Doug and asked what he knew about this.  He said he would try and track them down.  Ann wondered if TRORC had them.  No action was taken on this.
4.     Proposed Ice-Skating Rink.  Joyce said Coral had spoken with her about putting a skating rink out on the ball field.  The basketball court mentioned as it has lights.  Joyce said that there could be some issues with that, so that it should only be daylight skating at first.  The court was discussed further.  The fire department is looking to use money in the recreation fund for the liner, etc. and have a collection bucket for donations.  AJ said that there should be someone to oversee the maintenance. Joyce said that Coral is researching the costs associated with this project.  Ann said that the Select Board supports the idea and would have Coral prepare a proposal for next week’s budget meeting.  Joyce noted that if it is not started now, it might be too late for this winter.  Ann moved to table any action on this until next week’s budget meeting.
 
NEXT MEETING DATES:
1.     Budget MeetingNovember 23, 2021 @5:00pm at the Town Office
2.     Regular Meeting December 2, 2021 @ 6:00pm at the Town Hall
 
As there was no further business, Ann moved to adjourn the meeting at7:26pm. AJ seconded. All in favor.
 
Respectfully submitted,
                                                                                    
Martha L. Beyersdorf, Secretary
 
Approved: December 2, 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/3FhyJRC
 
DATE:  November 9, 2021
 
PRESENT:   AJ Ruben, Joyce Stevens (Ann attending via Teams)
 
PUBLIC PRESENT: Trish Fryer, Cindy Bryant, Betty Warner, via Teams: Amanda Barrett
 
AGENDA MODIFICATIONS: COVID 19 Notification Letter – NB#2
 
APPROVAL OF MINUTES:  October 26, 2021 Special Budget Meeting Minutes
 
OLD BUSINESS:

1. General Fund, Highway, Cemetery Expenditures
2. Sand Shed Grant
3. Town Office PDF Subscription

 
NEW BUSINESS:

1. Roger Clark Memorial Library – Budgets/Capital Plan
2. COVID 19 Notification Letter

 
NEXT SPECIAL BUDGET MEETING: Tuesday, November 23, 2021
NEXT REGULAR MEETING:  Thursday, November 18, 2021
 
ADJOURN
 
Ann called the meeting to order at 4:59pm.  Joyce seconded. All in favor. Ann had one Agenda Modification – COVID 19 Notification Letter will be NB#2.  AJ moved to approve the Minutes of the October 26, 2021 Special Budget Meeting Minutes.  Ann seconded.  All in favor. Representatives of the Library were here tonight to discuss their budget and capital plan.  Ann moved to take New Business #1 out of order.  Joyce seconded.  All in favor.
 
NEW BUSINESS:

1. RCML Budgets and Capital Plan. 

Budget:  Cindy presented a line-by-line description of the various budgets requested. The increases to the budget included: 
Library Materials/Patron Services – This is a rename for Books, DVD’s, CDs to include online streaming services, etc.  Amanda said that newer titles are typically not included in the Interlibrary Loan service.  These would need to be purchased to be more in line with what patrons want.  Also streaming services have costs associated with them.  She added that reading materials are extremely limited and cited examples.
Pittsfield Select Board Special Budget Minutes                                                        page 2
November 9, 2021
 
Green Mountain Library Consortium – This is based on $1/patron. The number of patrons was increased from 230 to 275. The number of patrons previously budgeted for was 250, therefore $25 was added to the budget.
Museum Passes – This is a new line item.  Some of these need to be purchased. They are offered to libraries at a reduced price. $500 added to the budget.
Supplies (office/cleaning) – an overall increase of $200 
Telephone/Internet – an overall increase of $100
Programs/Events – an overall increase of $300
Social Media/Advertising – an increase of $20 due to inflation.  
Interlibrary loan currier – an increase of $540.  This allows the borrowing of books from other libraries.  Betty has been acting as the courier between Pittsfield and Rochester.  Amanda added that there is a grant that they will be applying for next year to help reduce the cost.  There was more discussion on the grant.
Technical Services – an increase of $150 to include online monitoring of Wi-Fi.
Mileage - $100 added to a previously unbudgeted item. Cindy said that they coordinate trips to pick up items.  Ann asked what the librarian would need to use her car for?  Cindy used the example of the Story Walk. She picked up and returned the materials from the woman in Montpelier who designed them.
Periodicals – The library subscribed to one adult and one children’s magazine. An additional $14.60.
Ann felt that this past year was a building year for the library, and did they anticipate the need for the increase in the budget?  Cindy said they are still building but are hopeful for increased use.
 
Capital Plan:  Betty said that she had made arrangements with an architectural designer who will work pro bono.  Cindy said that there is a library who is redoing their facility and Pittsfield can obtain the bookcases that they are replacing.  Due to the current supply situation, they are not available yet.  There was discussion about some items in the Capital Expenditure listing that should be in the Budget instead.  The Continued Adult Book Collection should be in the Budget.
 
Payroll – There was discussion about the current offering and why is seems higher.  Cindy said that they need to be competitive in the offering.  As far as increasing the current hours, they cannot be more than 24 hours or benefits, etc. become involved.  
 
OLD BUSINESS:

1. General Fund, Highway, Cemetery Expenditures – Ann moved to table this to the next meeting. Joyce seconded.  All in favor.
2. Sand Shed Grant –Ann said that the question now is whether they move forward with the Municipal Mitigation Grant.  Notification needs to be made if accepting.  Ann presented a handout with answers to the questions posed at the last meeting.  Ann 

Pittsfield Select Board Special Budget Minutes                                                        page 3
November 9, 2021
 
moved to accept the Municipal Mitigation Grant for $56,000.  Seconded by AJ.  All in favor. Ann signed the Letter of Acceptance. Ann added that the transportation grant is still going to be applied for.  A Letter of Recommendation needs to be completed and Ann said she would have it at the next meeting then a motion to proceed can be made then.

1. COVID 19 Notification Letter.  Ann said she sent a Draft of the letter to Board members.  AJ, Joyce, and Trish all felt that this doesn’t really apply to the office specifically and should not go further.    

 
OTHER BUSINESS:

1. Bonus for Town Clerk/Treasurer – Joyce said that when doing the orders, she expected to see the bonus.  Discussion.  Ann told Joyce to add it to the next Request for Order.

2.Ann presented items to address at the next meeting.
 
NEXT SPECIAL BUDGET MEETING: Tuesday, November 23, 2021 @ 5:00pm in the Town Office.  
NEXT REGULAR MEETING:Thursday, November 18, 2021 @ 6:00pm in the Town Hall.
 
Ann made a motion to adjourn the meeting at 6:44pm.  Joyce seconded.  All in favor.
 
Respectfully submitted,
                                                                                    
Martha L. Beyersdorf, Secretary
 
Approved: November 23, 2021
 
 
                                                      /                                                                 /
           Ann Kuendig                                        Joyce Stevens                                   A.J. Ruben  

​PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES

 
DATE:  November 4, 2021
To listen to a recording of the meeting please click https://bit.ly/3BJv5Ot
 
PRESENT:  Ann Kuendig, Joyce Stevens (AJ Ruben not present)
 
PUBLIC PRESENT: 
 
AGENDA MODIFICATIONS:  Sand Shed Grant – NB#2; Town Office PDF Subscription – NB#3
 
APPROVAL OF MINUTES:  October 21, 2021, Regular Meeting
 
CORRESPONDENCE:
1.Green Up VT – grant
 
OLD BUSINESS:
1.Town Garage – EC Fiber update
2.Town Roads – Class 4 Road work permits
 
NEW BUSINESS:
1.Town Office Vacancies – Planning Committee & Emergency Management Co-Director
-Appointments – Planning Committee & Emergency Management Co-Director
2.Sand Shed – grant update
3.Town Office – request for PDF subscription
 
NEXT MEETING DATE: 
1.Budget MeetingNovember 9, 2021 @5:00pm at the Town Office
2.Regular Meeting November 18, 2021 @ 6:00pm at the Town Hall
 
ADJOURNMENT
 
Ann called the meeting to order at 6:00pm.  Seconded by Joyce.  All in favor.
 
CORRESPONDENCE:
1.     Green Up VT – grant.  Green Up VT is offering to bring a water bottle filling station and up to $1,000 for installation to Towns.  The deadline for applications is December 15thwith the awarding on December 31st. Discussion.  Ann said there were certain stipulations to apply, and it was felt that Pittsfield didn’t have a need.  No action taken.
 
 
 
 
 
Pittsfield Select Board Regular Meeting Minutes                                                    page 2
November 4, 2021
 
OLD BUSINESS:
1.     Town Garage – EC Fiber update.  Ann said that there would be upfront costs.  The existing culvert cannot be used and a new one would have to be dug which would be an added installation cost.  A ditch digger would need to be hired and a new culvert and wire installed for Dig Safe.  Digging wouldn’t be easy as the driveway would need to be crossed.  George had suggested that since Consolidated Communications is installing fiber optic cable through town that it would be better to wait.  Ann moved to table any action on switching the garage over to EC Fiber.  Joyce seconded.
2.     Town Roads – Class 4 Road work permits.  This item had been previously tabled pending more information.  Ann said she spoke with George, and it was felt that since there has only been this one incident, it would be better to wait on this.  Joyce asked if the Town required weight permits.  Ann said she wasn’t sure and would follow up with George. Ann moved to table this until there was need for a policy.  Joyce seconded.
 
NEW BUSINESS:
1.     Town Office Vacancies – Planning Commission & Emergency Management Co-Director.  Ann said she received a resignation for these two positions from Tim Carter.  Ann moved that the Board accept Tim’s letter of resignation.  Joyce seconded.
Appointments – Planning Commission & Emergency Management Co-Director.  Ann said that she spoke with Ryan Thompson and gave him a description of the positions and what each one involved.  He said he would take on both positions.  Ann moved that the Board appoint Ryan as an interim Planning Commission member for a term ending in March.  Joyce seconded.  Ann also moved to appoint Tim to the position of Emergency Management Co-Director. Joyce seconded.  All in favor.  The Secretary will send Ryan a letter of appointment.
2.     Sand Shed – grant update.  Ann said that she received word from VTrans that Pittsfield has been awarded the grant but only for $56,000 not the $82,645 requested in Federal funding.  The question now is how the shortfall will impact the Town’s costs.  The plan was to apply for a second grant through the Transportation Alternative program if possible.  Pete Fellows at TRORC will complete the application.  We won’t know whether we will be awarded the money until January. The original grant was for $351,250 in total costs.  But the anticipated cost last fall was $431,408.  The new budget total would be $421,250.  The local responsibility 20% match would be $84,250.  Joyce said she had a problem with all the cost increases.  The main reason for the increase is the cost of cement for the floor and walls.  The grant is a water mitigation grant due to its proximity to the Tweed.  Ann said that now we need to go with the current design, or the Town may have to pay back the Federal funds already expended. Ann said that the question now is should the Town accept the grant, fill out the form and go forward.  Joyce questioned the hourly rate for Pete Fellows. She felt that it has increased. Ann said she will look at the contract. Joyce also wanted to know if the second 
 
Pittsfield Select Board Regular Meeting Minutes                                                    page 3
November 4, 2021
 
grant would require more hoops.  Ann said she would speak with Pete.  Joyce said she isn’t willing to proceed with the second grant until questions are answered.  Ann moved to table further discussion until it is determined if there are stipulations the grant and if a maximum figure can be noted in the bid offering.  Joyce seconded.  It was decided to discuss this issue at the next Budget meeting.
3.     Town Office – request for PDF subscription. Louis Cocci, the Assistant Town Clerk & Treasurer has requested that the Town purchase Adobe Acrobat.  The cost would be $15.70 per month and cover the five Town computers.  Brian from Sequoia Technologies has suggested a program called Nitro with a yearly cost of $175 for one computer for three years.  Ann wasn’t sure why this program is needed and why all five computers would need to be able to edit/sign a PDF.  Joyce moved to table this to the budget meeting and obtain more information in the meantime as to why it is needed.  Ann seconded.
 
OTHER BUSINESS:
1.     Ann said that she hasn’t had the time to check out exterior lights for the Town Hall and Town Office but it’s on her list.
2.     Ann said she received an email from Cindy Bryant regarding expanding Christmas decorations on the Gazebo with a tree lighting and caroling.  Ann suggested that she and any other Board member meet with Cindy to discuss this further. The Board has been looking at ways to involve the community more in events.  
3.     Joyce said that she met and talked with someone who plays music in Woodstock and asked if he would be interested in performing In Pittsfield.  She told him what was available at the Town Hall.  He said he spoke with some other musicians and would be interested  
 
As there was no further business, Ann moved to adjourn the meeting at 6:39pm. Joyce seconded. All in favor.
 
Respectfully submitted,
                                                                                    
Martha L. Beyersdorf, Secretary
 
Approved: November 18, 2021
 
 
                                                     /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                   A.J. Ruben