​PITTSFIELD SELECT BOARD SPECIAL BUDGET MEETING MINUTES
DRAFT
 
“To listen to a recording of the meeting please click here:  https://bit.ly/32Bsp9u
 
DATE:  December 21, 2021
 
PRESENT:   Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT: Trish Fryer
 
AGENDA MODIFICATIONS:  none
 
APPROVAL OF MINUTES:  December 7, 2021 Special Budget Meeting Minutes
 
OLD BUSINESS:

1. Budget Expenditures
2. Capital Improvement Proposals
3. Treasurer-fund proposal

 
NEW BUSINESS:

1. 6-month budget handout

 
NEXT SPECIAL BUDGET MEETING: Tuesday, December 28, 2021
NEXT REGULAR MEETING:  Thursday, January 6, 2022
 
ADJOURN
 
Ann called the meeting to order at 5:08pm.  Joyce seconded. All in favor.   AJ moved to approve the Minutes of the December 7, 2021 Special Budget Meeting Minutes.  Joyce seconded.  All in favor.  Ann moved to take NB1 out of order.  Joyce seconded.  All in favor.
 
OLD BUSINESS:

1. Budget Expenditures.  Highway: The Total Highway Fund Revenue and Expenses were discussed.  The Board wanted to look closer at some of the figures. The Town may be able to purchase a new grader sooner than 2023.  Equipment figures were discussed. Cemetery: It appears that the Cemetery will not need funding this year.  Joyce felt that they may need some new equipment.  General Fund – Dues & Contributions:  The Vermont Family Network is asking for a contribution of $250 for the first time.  Trish read their letter explaining what services they provide.  She noted that no requests have been received from NeighborWorks of Western Vermont or The Preservation Trust.  Reminders have been sent to NeighborWorks by the Auditors.  The Board discussed how much was budgeted for dues/contributions and it was felt $10,000 was the figure.  Since no changes can be made to dues, AJ moved to budget a $10,000 threshold for contributions only and 

Pittsfield Select Board Special Budget Meeting Minutes                                         page 2
December 21, 2021
 
have the dues separate.  Ann seconded.  All in favor. The Board decided to reduce the Rutland County Restorative Justice Center requested contribution of $1,000 to $500.  Quin-Town will level-fund their contribution from the requested $4116 to $3500.   Vermont Family Network will be budgeted $500. Under Budget Disbursement, the Board budgeted $1,000 towards the Computer Equipment Fund and $1,000 for the Recreation Fund.  Listers:  The Listers have requested $2,700 be put aside for the 10-year reappraisal.  Ann said she didn’t have a clear idea of the cost of the reappraisal.  They felt $90,000 - $100,000 would be a good estimate.  Ann said she would like to know how much the State contributes annually, then decide.  It was felt this would be an Article.  The Board questioned where the purchase of the software to scan land records and putting them online are anywhere under Office Expense.  The Secretary will check with Trish on this.  

1. Capital Improvement Proposals.  No action
2. Treasurer-fund proposal-No action

 
NEW BUSINESS:

1. 6-month budget handout.  At the last Select Board meeting the Board looked at this.  Trish plans to post this to the Town’s website and have it available at the January 11thSpecial Town Meeting.  

General Fund: Ann had a question regarding the revenue for the Late April Flood Note ($147,933.75).  Trish said that that was the money that was taken out to pay for the culvert.  Ann though that this was more than what was allotted for the project.  Trish cited the various items and amounts that made up that figure.  The money from the Municipal Planning Grant has been received but not deposited yet.  Joyce expressed concern about the apparent deficit between the revenue and expenses. The Undesignated Fund Balances and December’s activity need to be added which should give a positive end of year difference. The Board felt that there should be an explanation for the voters to understand the difference in revenue and expenses.  Ann had a question on Dues and Contributions.  They were all paid out.  There won’t be any in the 6-month budget.  Ann said the Building Committee looked into the cost to install a propane insta water heater.  Harveys quoted $3250 for the heater and install.  Town Hall Maintenance has $1,250 proposed in the 6-month budget.  Joyce thought the purchase should be taken from the Town Hall Reserve Fund not Maintenance and Repair.  
Highway: Trish was asked if the $6,465.99 from the Better Back Roads Grant had been received.  It appeared that it hadn’t.  Ann felt the Town should have received it by now.  Ann will reach out to Rita at Two Rivers Out of Quechee.
There were no other questions on the 6-month budget.  Ann requested that the sandwich board be placed on the Green with details on the January Special Budget Meeting.
 
 
 
 
Pittsfield Select Board Special Budget Meeting Minutes                                         page 3
December 21, 2021
 
OTHER BUSINESS:  

1. Joyce expressed her feeling that the Town Office should go back to an appointment only status.  Trish will be asked how she feels.  Ann said she would check with VLCT and add it to the next meeting’s agenda. 

 
NEXT SPECIAL BUDGET MEETING: Tuesday, December 28, 2021 at 5:00pm in the Town Hall.
NEXT REGULAR MEETING:  Thursday, January 6, 2022 at 6:00pm 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: 
 
 
                                                     /                                                                 /
           Ann Kuendig                                        Joyce Stevens                                   A.J. Ruben  

PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
DRAFT
 
To listen to a recording of the meeting click: https://bit.ly/3mpD6TM
 
DATE:  December 16, 2021
 
PRESENT:  Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT: Sandy Begin; Brett Yates (remote)
 
AGENDA MODIFICATIONS: Rutland Solid Waste – NB6; 6-month budget – NB7
 
APPROVAL OF MINUTES:  December 2, 2021, Regular Meeting
 
CORRESPONDENCE:
1.Green Mountain Conservation Camp
2.Regional Emergency Meeting – Committee
 
OLD BUSINESS:
1.Capital Plans - Departmental
 
NEW BUSINESS:
1.Direct Technical Assistance MOU
2.Town Meeting Warning – Draft March
3.Town Meeting – Select Board annual report
4.Town Office – Vacancies
5.Treasurers Report – November Financials
 
NEXT MEETING DATES: 
1.Budget MeetingDecember 21, 2021 @ 5:00pm at the Town Hall
2.Regular Meeting January 6. 2022 @ 6:00pm at the Town Hall
 
ADJOURNMENT
 
Ann called the meeting to order at 6:00pm.   Seconded by AJ.  All in favor.   A motion to accept the Minutes of December 2, 2021 Regular Meeting was made by Ann and seconded by Joyce.  All in favor.
 
CORRESPONDENCE:
1.     Green Mountain Conservation Camp.  This camp offers hands-on learning experiences about fish, wildlife, ecology, botany, forestry, hunter firearm safety, outdoor first aid and more.  It focuses on cultivating a caring attitude among the youth for Vermont’s fish and 
 
Pittsfield Select Board Regular Meeting Minutes                                                    page 2
December 16, 2021
 
wildlife resources.  This flyer will be forwarded to the RCML.  It is also posted at the Swiss Farm Market.
2.     Regional Emergency Meeting – Committee.  Ann said that the State has been reorganizing and wants to make regional committees to include an Emergency Management Director from each Town as a voting member.  Their first meeting will be held March 17, 2022.  Ann proposed Ryan Thompson to this committee and made a motion to name Doug Mianulli as an alternate.  Joyce seconded this motion.  All in favor. Ann said she would contact Victoria Littlefield to notify nominations as well as Ryan and Doug and would also update the job description to include this new responsibility.
 
OLD BUSINESS:
1.     Capital Plans – Departmental. 
a.     Highway – George is looking for another contribution to eventually replace the 27-year-old grader.  Information on what is currently in the fund was not known.  The goal is $200,000.00 to purchase a used one in 2023. Ann suggested $67,000.00 tentatively until current balance is known.
b.     RCML – The Library is looking to replace the metal bookshelves with wooden ones and put money away towards a computer.  They are asking for $5,000.00 for the shelving and $2,500.00 towards the computer.  It was decided to fund $3,800.00
c.     PVF&R – The Fire Department is asking for $65,000 in the Truck Fund to replace vehicles in 2026, $4,500.00 in the Equipment Fund for turnout gear& thermal camera, and $30,000.00 in the Firehouse Fund for paving the parking area and building an addition.  These were discussed.  Joyce asked if there might be grants available. AJ suggested communicating with the fire department and explain that the Town Building Committee and local volunteers can provide architectural plans and cost estimates so that they can come back next year with a 5-year plan. Tenative action. $65K for truck; $4,500 for equipment;$20K for firehouse fund.
d.     Listers – The Listers have requested $1,000 to replace hardware and furnishings.  Ann expressed concern and wanted to know more details.  Joyce suggested looking at what is in their Capital Budget now and readdress this at the next budget meeting.
 
NEW BUSINESS:
1.     Direct Technical Assistance MOU.  Ann reported that Pittsfield was one of eight communities awarded this direct assistance grant from FEMA.  Sarah is heading up this grant which will provide technical assistance from initially two professionals - a community planner and a grant writer.  Ann moved to have authorization to complete and send needed information to FEMA.  Seconded by AJ.  All in favor.
2.     Town Meeting Warning – Draft March.  Ann said that Trish is currently working on the March Warning-elected officials.  She said that she met with the Building Committee and what to request for next year. It was thought that $38,000.00 would be needed for electrical, sheetrock, and ceiling work in the basement to obtain a Certificate of 
Pittsfield Select Board Regular Meeting Minutes                                                    page 3
December 16, 2021
 
Occupancy.  The type of ceiling was discussed.  AJ suggested asking the voters in January what their opinions were of a 
dropped vs non dropped ceiling.  The currently $29,000 would cover new front stairs, re-siding the front including plastic soffits would be one of the first things to work on outside.  The addition of possible Articles was noted: 1) Building Committee, 2) RCML, 3) Fire Department, and 4) Highway, and 5) Listers.  Ann felt that there should be more discussion.  It was agreed to put this in the budget and highlight it.
3.     Town Meeting – Select Board annual report.  She said she would draft the report. Ann said she would like to emphasize fiscal reform and highlight community projects. 
4.     Town Office – Vacancies.  The Health Officer position has been vacant since Rebecca Steward resigned.  Sandy was asked if she was interested in assuming the position.  She said she was.  Ann moved to appoint Sandy as Health Officer until the term expires September 30, 2022.  Joyce seconded.  All in favor. Ann said she would bring the form that needs completion as well as any materials pertaining to the position to Sandy. The Town is still looking for a Custodian.  Several names were mentioned.  Ann said she has been reaching out and the hope is to hire someone soon.
5.     Treasurers Report – November Financials.  Ann had a question regarding the Mascoma note and what $6,900.00 was for.  Prebuy fuel figures for the Town Hall were also discussed.  It was determined that the Town Hall was overbudget due to construction and being open to the elements.
6.     Rutland Solid Waste.  A letter was received regarding the application for a grant.  The Board will sign and send a letter of support to the U.S. Department of Agriculture.
7.     6-month budget.  It was noted that this was what Trish was putting together as a handout at the January Special Town Meeting.  The Board decided to look closer at this on Tuesday at their Special Budget meeting. It was agreed that if it could not be finalized Tuesday, that it should be posted on the website as a DRAFT.  Joyce said that the Board needs to see the Undesignated Fund Balances and Miscellaneous Funds detail.  This was tabled until Tuesday.
 
NEXT MEETING DATES: 
1.Budget MeetingDecember 21, 2021 @ 5:00pm at the Town Hall
2.Regular Meeting January 6. 2022 @ 6:00pm at the Town Hall
 
 
Pittsfield Select Board Regular Meeting Minutes                                                    page 4
December 16, 2021
 
As there was no further business, Ann moved to adjourn the meeting at 7:37pm. Joyce seconded. All in favor.
 
Respectfully submitted,
                                                                                    
Martha L. Beyersdorf, Secretary
 
Approved: 
 
 
                                                     /                                                                 /
           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/3DMP53J  
 
DATE:  December 7, 2021
 
PRESENT:   Ann Kuendig, Joyce Stevens, AJ Ruben (all attendees were attending remotely)
 
PUBLIC PRESENT: Trish Fryer
 
AGENDA MODIFICATIONS:  
 
APPROVAL OF MINUTES:  November 23, 2021 Special Budget Meeting Minutes
 
OLD BUSINESS:

1. General Fund, Highway, Cemetery Expenditures
2. Capital Improvements - proposals
3. Special Town Meeting – finalize Warrant

 
NEW BUSINESS:

1. Treasurer – Reserve Fund proposal
2. Sand Shed – January bid approval

 
NEXT REGULAR MEETING:  Thursday, December 16, 2021 @ 6pm at the Town Hall
NEXT SPECIAL BUDGET MEETING: Tuesday, December 21, 2021 @ 5pm at the Town Office
 
ADJOURN
 
Ann called the meeting to order at 5:21pm.  Seconded by Joyce.  All in favor. AJ moved to accept the Minutes of the November 23, 2021 Special Budget Meeting.  Joyce seconded.  All in favor.
 
OLD BUSINESS:

1. General Fund, Highway, Cemetery Expenditures.  General Fund: Trish said that more Contribution requests have come in.  The Listers’ NEMRC Support was corrected to $1149.06 for the year.  Library: The Librarian Salary was discussed.  There was a discrepancy between what was voted on at last year’s Town Meeting which was a yearly salary and what the Library Trustees have requested, which is an hourly rate.  The Board felt that they should go by the annual salary, which would adjust the hours the librarian would work.  There is the option of adding an Article to the Warning asking for an increase, however Ann did not see how they could increase this position without increasing others.  Trish suggested that the Article could be written requesting the difference between what the Trustees are asking and what was previously voted on.  Joyce wanted to know how many patrons use the library each week.  They will be asked

Pittsfield Select Board Special Budget Meeting Minutes                                           page 2
December 7, 2021
 
to monitor this for a month.  Ann felt that too much was being requested for Library  Materials, Patron Services.  She thought there were other ways (fundraising, grants, etc.) of getting this money.  There was also concern that items listed as a Capital Improvement should be in the Budget instead.  Joyce suggested clarification on budgeting parameters be discussed with the library trustees and agreed to attend the next Trustee meeting to discuss this issue.  Ann said she would also like to attend.  Trish was asked how she disburses monies throughout the year.  The Board agreed on an annual budget of $9,780 for the library and $16,484 for an annual salary for the Librarian.  It was also decided to include an Article in the March Warning setting up a Reserve Fund with an initial deposit of $3,800.00 for bookshelves and/or other capital improvements.  An article for the salary will also be included in March.

1. Capital Improvements – proposals.  This was not addressed tonight.
2. Special Town Meeting – finalize Warrant.  Two changes were made, and the Warning was finalized.  Ann said she made the corrections and will send it to Trish for posting Thursday.  Board members will stop by the Town Office and sign it before then.

 
NEW BUSINESS:

1. Treasurer – Reserve Fund proposal.  Trish asked if some of the smaller funds could be redistributed to other existing funds.  The Robert S. Dumas Fund was in question as to what it was used for.  Trish said she will find out.  There was a question about adding some money to the Computer Fund, although no new ones are currently needed.  There was a question on what the history of the Bridge Fund was. 
2. Sand Shed – January bid.  Ann said that TRORC would like the Board’s approval to put the project out to bid in January.  She said that what the Town will have to pay in matching grants now is $84,250.00 to build a $421,250.00 sand shed.  The Town has applied for a TAP Grant of $25,894.00 but will not know if we will be awarded it until late February/early March.  There was discussion about adding money to the Contingency Fund in the event the Town is not awarded the grant.  Ann also said she heard from TRORC about pre-authorizing contractors.  Joyce asked if the bids are prepared.  Ann said they need to be updated but we can move forward with them without knowing the results of the grant.  Joyce moved to go ahead with the bidding process.  Ann seconded.  All in favor.

 
NEXT REGULAR MEETING:  Thursday, December 16, 2021 @ 6pm at the Town Hall
NEXT SPECIAL BUDGET MEETING: Tuesday, December 21, 2021 @ 5pm at the Town Office
 
As there was no further business to conduct, Ann moved to adjourn the meeting at 6:43pm.  Seconded by Joyce.  All in favor.
Respectfully submitted,
                                                                                    
Martha L. Beyersdorf, Secretary
 
Pittsfield Select Board Special Budget Meeting Minutes                                           page 3
December 7, 2021
 
Approved: December 21. 2021
 
 
                                                     /                                                                 /
           Ann Kuendig                                        Joyce Stevens                                   A.J. Ruben  

​PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES

 
To listen to a recording of the meeting click:  https://bit.ly/3rH2XtI
 
DATE:  December 2, 2021
 
PRESENT:  Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT: George Deblon; Robert Leitch & Susan Olsen via TEAMS
 
AGENDA MODIFICATIONS: none
 
APPROVAL OF MINUTES:  November 18, 2021, Regular Meeting
 
CORRESPONDENCE:
1.Class 4 Roads: Forsha Road – Leitch and Larkin Communications
2.Dog Complaint
 
OLD BUSINESS:
1.Skating Rink - update
2.Capital Plans - Departmental
 
NEW BUSINESS:
1.Special Town Meeting – Warning
2.Sand Shed – permit fee
3.Mask Requirements
 
NEXT MEETING DATES: 
1.Budget MeetingDecember 7, 2021 @ 5:00pm at the Town Office
2.Regular Meeting December 16, 2021 @ 6:00pm at the Town Hall
 
ADJOURNMENT
 
Ann called the meeting to order at 6:01pm.  Seconded by Joyce.  All in favor. A motion to accept the Minutes of November 18, 2021 Regular Meeting was made by AJ and seconded by Joyce.  All in favor.
 
CORRESPONDENCE:
1.     Class 4 Roads: Forsha Road – Leitch and Larkin Communications.  Ann said that a letter was received from Robert Leitch making several requests. Also received was a letter from David Larkin inquiring about what the Forest Service is doing and their status. George was asked to explain where the situation stands.  He said that the weather hasn’t been cooperating.  He also said that the property owner has run out of money and has spent 
Pittsfield Select Board Regular Meeting Minutes                                                    page 2
December 2, 2021
 
about $20,000 in road work.  George thinks that things are complete.  The road is tremendously better with the ditching and other work done to it.  The landowner was up this weekend and George said he’s received compliments on the road. He noted that the landowner may build a house up there and plans to take care of the plowing, etc. himself. George added that Joe Fuster has been to the site daily.   Bob has requested that the stones be moved and that a single lane of travel be more delineated.  Also, some of the soil around the base of the trees needs to be removed.  Ann cited what Chris Mattrick from the Forest Service noted in his recent letter regarding drainage, timber removal, tree mortality and bank destabilization.  The Board urged Bob to reach out to the property owner to resolve his requests thus eliminating the Board’s involvement.  Bob reemphasized his concerns about the width of the road and its return to a single lane status and about the dirt around the trees that would eventually kill them.  He said he was also concerned about the flagged stakes on his property.  Joyce said that because the Town has no zoning, there is no way to know what the landowner’s future plans are.  The only plans the Board are aware of are what the Forest Service has outlined in correspondence.  Bob also inquired about the Town’s involvement in a Class 4 road in not overseeing any of the work.  He was told that the Town’s only concern is assuring that the road is passable. George said that the logging will resume when the road freezes.  The Town has minimal authority and doesn’t feel there is anything that needs to be tended to now.  Joyce again said that a conversation with the landowner is the best option at this time.  Bob asked if the Town needs to be informed of any future work.  The response from the Board was that it should be but may not. He said he would like to see the Town institute some Class 4 permitting.  Ann said that she would send the landowner’s contact information to Bob and requested that he keep the Board informed.
2.     Dog Complaint.  Ann said that the Town Clerk received a concern about a dog chained up to a tree day and night.  This was passed along to Second Constable Doug Mianulli.  The situation was resolved.
 
OLD BUSINESS:
1.     Skating Rink – update.  Joyce said that the kit has been purchased and Coral has said that six families have volunteered to manage it.  The wood will cost around $1,000 and Bethel Mills is giving the project a 40% discount.   Joyce said that they had a donation jar at the store and that Coral also went to local businesses and received donations, so the cost of the wood is covered.  The fence around the court needs to be removed and Joyce suggested that the Fire Department use the Jaws of Life to do it.
2.     Capital Plans - Departmental.  It was decided to review the decision and table this until the next budget meeting.
 
NEW BUSINESS:
1.     Special Town Meeting – Warning.  Ann passed out a copy of the Warning that she drafted, and it was discussed.  Some clarifications and changes were made.  The budgets will be 
Pittsfield Select Board Regular Meeting Minutes                                                    page 3
December 2, 2021
 
handouts at the meeting and if available will be posted online.  AJ moved to approve the Draft of the Warning.  Joyce seconded.  All in favor. Ann said she would bring a final copy to the budget meeting for signing.
2.     Sand Shed – permit fee.  Ann said that the construction permit has been filled out. AJ asked about the cost of the permit. Ann said that it is based on $8/$1000.00 of project cost which is $2,269.00.  Ann moved to approve.  Joyce seconded.  All in favor. Ann said that the application for the grant has gone in.  She said that they are requesting $20,715.00 from the Feds with a match of $5,179.00.  The Town will not know whether it will be awarded this until late February/early March. Without the TAP, the Town’s portion to pay for this project would be $110,144.00.  A decision needs to be made as to whether to move forward with the project with the idea we might not get this grant.  Joyce said she would like to see what the bottom line, what we have left, is before any decision is made.  There was discussion about using the Reserve and/or Contingency Funds.  Ann said she would have figures available at the next budget meeting.
3.     Mask Requirements.  Ann noted the legislation that was just passed allowing Towns to issue their own mask mandates.  It was felt that all the Town Buildings should be mandated, but the Town should not impose a mandate on businesses.  The businesses can decide for themselves.  AJ felt the Town has the responsibility to enforce a safe environment. Ann responded that the option is there to use if so desired.  Discussion. AJ moved to impose the mask mandate on all locations in Pittsfield that are open to the public.  Seconded by Ann.  Joyce abstained.  Motion passed and will be reviewed in forty five days.  Ann and AJ signed.
 
NEXT MEETING DATES:
1.     Budget Meeting December 7, 2021 @5:00pm at the Town Office
2.     Regular Meeting December 16, 2021 @ 6:00pm at the Town Hall
 
As there was no further business, Ann moved to adjourn the meeting at 7:07pm. Joyce seconded. All in favor.
 
Respectfully submitted,
                                                                                    
Martha L. Beyersdorf, Secretary
 
Approved: December 16, 2021
 
 
                                                     /                                                                 /
           Ann Kuendig                                        Joyce Stevens                                   A.J. Ruben