Pittsfield Select Board Regular Meeting Minutes

To listen to a recording of the meeting, please click here:  https://bit.ly/3R9e21x
 
DATE:   January 19, 2023
 
PRESENT:   Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT:  Brett Yates
 
AGENDA MODIFICATIONS:   C#1 – AARP Grant; OB#5 – Mower Purchase; OB#6 – MRPG Permit & Fee; NB#5 – Grand List Certification; NB#6 – Chad Rogers IC Paperwork; NB#7 – Executive Session
 
APPROVAL OF MINUTES:   January 5, 2023 Regular Meeting
 
CORRESPONDENCE:
1.   Grants – AARP Grant
 
OLD BUSINESS:
1.  Budget – Final Revisions
     a.  Capital Improvement Budgets
     b.  Budget Summary
2.  Town Meeting – Warrant
3.  Town Trucks – Grader Purchase Agreement
4.  Town Hall – Useage/Rental Policy Final
5.  Parks & Grounds – Mower Purchase
6.  Grants – MRPG Permit & Fee
 
NEW BUSINESS:
1.  Town Meeting – 2024 Primary Conflict
2.  Vermont AOT – Mileage Certificate
3.  Treasurer’s Report – December Financials
4.  Town Hall – Project Invoices: Cal’s Drywall final & change Order; Rogers Builder; CV Oil ductwork
5.  Grand List – Certification
6.  Independent Contractor – Chad Rogers paperwork
7.  Executive Session – 1 V.S.A. § 313 (1)(E) probable civil litigation
 
NEXT MEETING DATE:  Thursday, February 2, 2023 6pm Town Hall
 
ADJOURNMENT:
 
Ann called the meeting to order at 6:00pm.  Joyce seconded.  All in favor.  Ann presented several Agenda Modifications (see above).  Joyce moved to accept the Agenda Modifications. Seconded by Ann.  All in favor.  Joyce moved to approve the Minutes of the January 5, 2023 meeting.  Seconded by Ann.  All in favor.

CORRESPONDENCE:
1.   Grants – AARP Grant.  This correspondence presents the AARP Community Challenge grant program to make communities more livable and benefit those 50 and over.  Ann said she was thinking about painting the basketball/pickleball court and purchasing pickleball equipment.  The application is due by March 15, 2023 and the project completion date is November 30, 2023.  Discussion.  It was thought the cost might be around $2,500.  Ann moved to engage the grant writer in applying for this community challenge grant.  She said she would work with him in defining the project and would report back to the Board.  Seconded by Joyce.  All in favor.
 
OLD BUSINESS:
1.  Budget – Final Revisions include:
     - Highway: Hired Equipment – Rochester road maintenance: approved change from $2,200 to $2,500
     - Highway: Other – MRPG annual fee: approved deduction from $1,990 to $1,350
     - Highway: Town Trucks – Grader re: budget/transfer to reserve fund.  Ann moved to have the Town
       Treasurer transfer $83,000 that’s in the current budget to purchase the grader to the Highway
       Equipment Reserve   Fund.  Seconded by AJ.  All in favor. 
- Salaries: Librarian - AJ moved to give the librarian a 4% raise to take effect at the beginning of the
  FY23-24 budget on July 1, 2023.  This brings the total annual salary to $17,143.26.  Seconded by Joyce.
  All in favor. 
     a.  Capital Improvement Budgets:
     - Fire Department: Truck Fund deposit of $70,000 to be an Article on the Warrant.
     - Highway: $25,000 for Building Maintenance to be Article on the Warrant.
     - Highway: no deposit for the HW Equipment Fund for first payment of new grader.  It won’t arrive until
       at least January, 2024 and the down payment of $218,000 will carry through until January, 2025.  This
       will be part of the FY24-25 budget deliberations.                             
     - $2,500 for PVF&R Equipment Fund to be made with GF/HW Undesignated Funds.
     - $10,000 for Town Hall Reserve Fund to be made with GF/HW Undesignated Funds.
     - $10,000 for Village Green Paving Project Reserve Fund to be made with GF/HW Undesignated Funds.
     - $2,400 for Library Capital Improvement Fund to be made with GF/HW Undesignated Funds.
      $25,000 total rounded up to come from GF/HW Undesignated Funds.  This will be reviewed with Trish.
     b.  Budget Summary – Ann moved to accept the new proposed budget, Capital Improvement Budget,
     and Budget Summary once the documents have been updated.  Seconded by AJ.  All in favor.
2.  Town Meeting – Warrant.  Ann moved to approve the Warrant for Town Meeting once the edits to the
     Articles have been made.  Seconded by AJ.  All in favor.  A copy will be sent to the Treasurer for review,
     then the Select Board will sign.
3.  Town Trucks – Grader Purchase Agreement.  The total purchase price is $281,500 after $45,000 for the
     trade-in of the 1996 current grader.  This represents the purchase of a Caterpillar 120AWD Lever Motor
     Grader with option of a Craig 301-12RM Snow Wing.  A 7-year warranty is included.  Anticipated
     delivery is January, 2024.
4.  Town Hall – Useage/Rental Policy Final.  Ann reviewed the changes made that had been previously
     discussed.  She said that she added a line about emptying all trash containers and taking the trash with
     the renter.  Ann moved to accept as final the Town Hall Rental Policy.  Seconded by Joyce.  All in favor.
     The Board signed. Trish will be asked to post on the Town’s website under Ordinances and Policies. 
     There will be further discussion on how to administer this agreement.
5.  Parks & Grounds – Mower Purchase.  Ann said that the mower was purchased on the final day of 
     the original quote.  The new quote increased by $2,320.31.  Joyce said she would contact the company
     to discuss this overpayment.  Trish will be asked to make the appropriate changes to fund the mower
     and pay the repair bill for the old mower.  Seconded by Joyce.  All in favor.  The Board discussed how
     the Treasurer should make the appropriate changes to fund the mower.  Joyce seconded.  All in favor.
6.  Grants – MRPG Permit & Fee.  Ann said that she and Trish will sit down next week and apply for the
     next five-year municipal roads general permit using the ANR online portal.  The Chair will sign the
     application and pay the $640 fee.  Seconded by Joyce.  All in favor.
 
NEW BUSINESS:
1.  Town Meeting – 2024 Primary Conflict.  Ann said that Trish received notification that the Presidential
     Primary will be held on the same day as Town Meeting in 2024.  Both events cannot be held on the
     same day.  The Towns will be given the opportunity to hold Town Meeting on another day.  Discussion.
2.  Vermont AOT – Mileage Certificate.  Tabled to the next meeting.
3.  Treasurer’s Report – December Financials.  Joyce moved to table this to the next meeting.  AJ seconded.
     All in favor.
4.  Town Hall – Project Invoices: Cal’s Drywall final & two Change Orders; Rogers Builder; CV Oil ductwork.
     Ann moved to accept for payment the following invoices, Joyce seconded, all in favor: 
     - Cal’s Drywall $2,530.81 final payment from undesignated surplus; $2,570.36 Change Orders from         Town Hall Reserve Fund.
     -  Rogers Builder $5,000 for insulation from undesignated surplus
     -  CV Oil $1,975.78 for ductwork and thermostats from undesignated surplus
5.  Grand List – Certification.  Ann moved to accept and sign the Listers’ Grand List Certification.  Seconded
     by AJ.  All in favor.
6.  Independent Contractor – Chad Rogers paperwork.  Ann moved to accept and approve Chad Rogers’
     independent contractor paperwork.  Joyce seconded.  All in favor.
7.  Executive Session – 1 V.S.A. § 313 (1)(E) probable civil litigation.  Ann moved to enter into Executive
     Session at 7:50pm.  Seconded by Joyce.  All in favor.
 
Ann moved to resume the regular meeting at 8:09pm.  Seconded by Joyce.  All in favor. 
Ann moved to adjourn the meeting at 8:09pm.  Seconded by Joyce.  All in favor.
 
NEXT MEETING DATE:  Thursday, February 2, 2023 6pm Town Hall
 
Respectfully submitted,
                                                                                   
Martha L. Beyersdorf, Secretary
 
Approved: February 2, 2023
 
 
                                                      /                                                                  /
           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/3ilyfV2
 
DATE:   January 5, 2023
 
PRESENT:   Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT: (via Teams) Dan Webb, Brett Yates
 
AGENDA MODIFICATIONS:   NB#4 – Town Hall Rental Request; NB#5 – move Executive Session
 
APPROVAL OF MINUTES:   December 15, 2022 Regular and Special Budget Meeting Minutes
 
CORRESPONDENCE:  
1.  Resignation – Brian Smith, Justice of the Peace
2.  Green Mountain National Forest – Schedule
 
OLD BUSINESS: 
1.  Budget
     a.  Final Revisions
     b.  Capital Improvements
     c.  Summary
2.  Town Meeting – Warrant
3.  Town Hall – Useage/Rental Policy update
 
NEW BUSINESS:
1.  Select Board – Draft Report for Town Report
2.  Town Trucks – Grader Lease
3.  Control Technologies – Contract
4.  Town Hall – Rental Request
5.  Executive Session – 1 V.S.A. § 313(1)(E) probable civil litigation
 
NEXT MEETING DATE:  Thursday, January 19, 2023
 
ADJOURNMENT:
 
Ann called the meeting to order at 6:00pm.  Seconded by Joyce.  All in favor.  Ann introduced the Agenda Modifications (see above).  AJ moved to approve the Minutes of both the Regular and Special Budget Meetings of December 15, 2022.  Joyce seconded.  All in favor.  Ann moved to take NB#4 out of order and present first.  AJ seconded.  All in favor.
 
CORRESPONDENCE:  
1.  Resignation – Brian Smith, Justice of the Peace.  Brian’s letter of resignation cited his move to the Town of Woodstock.  Ann moved to accept Brian’s resignation.  Joyce seconded.  All in favor.
2.  Green Mountain National Forest – Schedule.  Ann said that this correspondence addressed the first quarter of the year schedule.  The only item to affect Pittsfield is the Telephone Gap.  “Scoping” will begin this month with expected implementation in December.  They will be looking at recreation management, wildlife, fish, rare plants, forest products, vegetation, watershed management, road management, and climate change adaptation.  Ann moved to accept this report.  AJ seconded.  All in favor.
 
OLD BUSINESS: 
1.  Budget
a.  Final Revisions.  Trish provided an updated Revenues and Receipts Proposed Budget for June 2022 and FY’24.  The proposed tax rate without any of the possible Articles is $.4451.  Last year was $.4285 including Articles.  Ann said she would like to reduce this figure.  The Board proceeded to review the proposed budget items and Undesignated Fund Balance for potential reductions.  Discussion.  The Board questioned a few items under Listers but will contact Betty Warner for more clarification.  Revisions were made to the following:
- HW Miscellaneous reduced by $1,000.
- HW Repairs Loader reduced by $500 as it is under warranty.
- HW Repairs Ford F-550 reduced by $500 as the truck is new.
- HW Repairs Grader reduced by $1,500 as a new grader is expected early next year and will be under   warranty.
- Fire Alarm yearly inspection reduced by $200 based on 4Security estimate for both Town Office and Town Hall.
With these revisions, the proposed anticipated tax rate would be $.42.  The Board would also like to use $20,000 from the General Fund Undesignated Funds and $5,000 from the Highway Fund Undesignated Funds.  This money would be added to the General Fund to bring down the tax rate. 
     b.  Capital Improvements. 
-  Fire Department – requests $70,000 for replacement of Engine 4 and Rescue 1. They also request $2,500 for a set of new gear.
-  Highway – Discussion regarding the amount to request for the new grader.  It would be either $20,000 or $66,500 depending on whether it is leased or purchased.  George will obtain more information from the company.
-  Town Hall – requesting $10,000 for continued renovations and repairs.
-  Paving Reserve – requesting $10,000 for Village Green project.
-  Highway Equipment Fund – requesting $25,000 to renovate the heated Town Garage Building. 
-  Library Capital Improvement Fund – requesting $2,400 for librarian and patron desks and seating.
c.  Summary – Trish will be asked to recalculate the basic tax rate as well as the tax rate with each Article.
2.  Town Meeting – Warrant.  Ann drafted the Warning and gave copies to Joyce and AJ for review.  She also went over the open positions.  She will have a final copy to present at the next meeting.
3.  Town Hall – Useage/Rental Policy update.  Revisions were reviewed.  Ann said she would make further edits for a final copy at the next meeting.  Fees were discussed.
 
NEW BUSINESS:
1.  Select Board – Draft Report for Town Report.  Ann presented a draft copy of the Select Board’s Annual Report for Town Report.  Discussion.  She said she will forward the final copy to the Auditors.
2.  Town Trucks – Grader Lease.  The Board discussed whether to order now with a down payment and leave the decision to lease or purchase.  Joyce offered a motion to have George order the grader and find
out if there would be a penalty to pay off early if leasing or if a down payment could be paid and then decide at Town Meeting whether to lease or purchase.  Ann seconded.  All in favor.
3.  Control Technologies – Contract.  The Town Office lost heat recently and it was discovered that a Service Contract was never signed last year.  A contract has since been sent over and if signed, the invoice will be recalculated.  It has been recommended by the Town Clerk/Treasurer that the Town not enter into any agreement with Control Technologies.  Ann added that CV Oil was contacted, and they can also work on this system. 
4.  Town Hall – Rental Request.  Dan Webb said that he would like to rent the Town Hall to hold an Acoustic Music Jam every other Tuesday from 6:30-8:30pm.  It would be open to the public for either participation or listening and would be free for all.  He said he would like to start when feasible, possibly January 17th.  The Board explained that there is another group using the first Tuesday of the month and there might be other future conflicts.  Everyone felt they could be worked out.  Dan said that possible future performances/guest performers might happen.  Joyce moved to add the Acoustic Music Jam to the Town Hall calendar every other Tuesday beginning January 17, 2023.  Ann seconded.  All in favor.  Joyce requested that Dan pick up the key at the store and drop it off the next morning.  Dan agreed.
5.  Executive Session – 1 V.S.A. § 313(1)(E) probable civil litigation.  Ann moved to enter into Executive Session at 8:11pm.  The Board left Executive Session at 8:28pm.
 
Ann moved to adjourn the Regular Meeting at 8:30pm.  Joyce seconded.  All in favor.
 
NEXT MEETING DATE:  Thursday, January 19, 2023 @6pm Town Hall.
 
Respectfully submitted,
                                                                                   
Martha L. Beyersdorf, Secretary
 
Approved: January 19, 2023
                                                     /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                    A.J. Ruben