PITTSFIELD SELECT BOARD MEETING MINUTES 

 
To listen to a recording of the meeting, please click here:  https://bit.ly/409rOFH

Date:  October 19, 2023  
 
Agenda
 
Agenda Modifications:  MERP Agereement-NB#6; Historical Society-C#2
 
Minutes Approval:  Regular Meeting-October 5, 2023
 
Present:  Ann Kuendig, AJ Ruben ,Joyce Stevens (remotely TEAMS)
 
Public Present:  George Deblon
 
Correspondence:

1. Governor VT Recreation Grants
2. Historical Society

 
Old Business:

1. Village Center Designation-Map Descriptions
2. Loss Control Projects Update- Town Office Counter, Emergency Lights
3. Sand Shed Final Reimbursement
4. FEMA Buy-Out Appraiser Contract
5. Unemployment Mandate Info
6. Town Meeting Day Change
7. Town Hall Chairs

 
New Business:

1. MRGP Road Inventory Review
2. Fire Warden Appointment
3. Brookfield Service Agreement
4. PACIF Insurance Change
5. Treasurers Report-September Financials
6. MERP Agreement

 
Next Meeting Dates:     Regular- November 2, 2023
              Budget- November 9, 2023
 
Adjournment
 
 
Ann called the meeting to order at 6:04pm.  Seconded by AJ.  All in favor.  Ann moved to add two items to the Agenda (see above) AJ seconded. All in favor. 
AJ moved to accept the October 5, 2023 minutes. Joyce seconded. All in favor.  
Ann welcomed Pittsfield Road Commissioner George Deblon and moved to take NB1 MRGP road inventory out of order. AJ seconded. All in favor.
 
Correspondence:

1. Governor VT Recreation Grants-The state is making $6 million in grant money available to municipalities to develop recreation areas, either fund projects already planned or fund consultants to identify and develop plans. Applications open until December 15. AJ will take information and solicit consultants for estimates. Ann suggested contacting Rutland and Killington Recreation for leads.

 

1. Historical Society-the Historical Society returned the $200 donation from the town and requested it instead be put in the Town Hall Reserve Fund. AJ moved to deposit the donation into the Town Hall fund. Ann seconded. All in favor.

 
Old Business:

1. Village Center Designation-Map Descriptions-Ann edited the document of map descriptions and forwarded to Sydney at TRORC who will add this to the application to recertify the village center designation and submit to the Downtown Board by the November deadline.

 

1. Loss Control Projects Update- Town Office Counter, Emergency Lights-the latest estimate to extend the Town Office countertop across the office came in only $30 less than the original estimate. Ann says the building committee will work with the contractor to redesign in an attempt to bring down the cost and see if Denny Veilleux or Eric Schambach will bid on the project. Mike Juris submitted an estimate to replace the emergency lights at Town Office and Town Hall upstairs and replace the GFI outlet outside Town Office. $1,750 for labor. Devices will be ordered on Amazon $373.97. Dave Mckinnon’s estimate came in at $2,725 and did not include three devices at town hall and the GFI outlet. AJ moved to accept the Juris estimate. Ann seconded. All in favor.  All but $600 of the estimate will be paid out of the Town Office Reserve Fund. The $600 will be paid from the GF Town Hall maintenance.

 

1. Sand Shed Final Reimbursement-All of the forms needed to submit for the final reimbursement of the Sand Shed grant have been completed. Ann moved to have the chair sign the requisition letter and certificate of completion. AJ seconded. All in favor. Ann will submit to VTRANS October 20.

 

1. FEMA Buy-Out Appraiser Contract-RFP ‘s went out to four appraisers. Only Sargeant Appraisers submitted a contract to appraise the property that is slated for a FEMA buyout. Ann moved to accept the contract which will cost $1,200. AJ seconded. All in favor. Ann spoke with the state mitigation officer who is handling the buyout and she indicated that  even though the contract is more than the $1,000 allocated for getting an appraisal, the state will pay the extra cost.

 

1. Unemployment Mandate Info-Ann received information from VLCT that Pittsfield participates in their unemployment program as a reimbursable entity where there are more advantages to being in the pool rather than pay the state quarterly payments for unemployment insurance. The board would like the Clerk to clarify how the town gets notified if an employee files an unemployment insurance claim and if a claim can be contested.

 

1. Town Meeting Day Change-Ann moved to change the date of Pittsfield Town Meeting to Saturday March 9, 2024 at 9am because of a conflict with the election primary which takes place on Town Meeting day.  Joyce seconded. All in Favor.  Special COVID legislation passed last year which expires July 1, 2024, gives local legislative boards the authority to delay town meeting.

 

1. Town Hall Chairs-Steve Frankel is offering to sell the town 100 padded folding chairs for $1,200 and six new plastic 5-ft round tables for $75 apiece. Ann presented this as an opportunity for considerable savings knowing that in the next year or two, town hall chairs and tables will need to be replaced.  The board decided not to purchase at this time.

 
New Business:

1. MRGP Road Inventory Review-Ann provided an overview of the MRGP program to bring hydrologically connected road segments into compliance with state road standards to protect all water sources by the year 2036. The first assessment of Pittsfield’s roads was completed in 2017. George has worked with TRORC over the past three years to identify segments for remediation and submit invoices for reimbursement through the Better Roads grant program.  Ann says the state is urging municipalities to take over all reporting that is required-applying for grant money, reviewing and updating the inventory and filing the annual report and permit fees every April.  George says most of the remediation work requires filling ditches with gravel which makes cleanouts very difficult to maintain. The board asked George to work with Rita and Pete at TRORC to identify 14 segments that may only need crown  or bank work and/or culverts to bring Pittsfield into compliance by the end of next year. The board will revisit this topic in January 2024.

George also requested that residents be reminded not to ditch their leaves. Ann will put a notice in the Pittsfield Community Facebook page.  George also requested help in getting Consolidated to fix sagging telephone wires on Hawk Mountain Road that are at risk for being dragged down by trucks. He has been notifying them for three months with no response. The Board will draft a letter to Consolidated.

1. Fire Warden Appointment-Ray Colton was appointed Fire Warden with a term that expires June 30, 2027.  This is a duplicate appointment as ANR never received the appointment form last October. Ann moved to appoint Colton. AJ seconded. All in favor.

 

1. Brookfield Service Agreement-Ann moved to accept annual maintenance contract for the generator which covers one visit. Joyce seconded. All in favor.  Ann will put the invoice in orders so it can be paid before November 1 for a discount.

 

1. PACIF Insurance Change- Ann moved to have the Town Clerk DocuSign the PACIF directive on uninsured/underinsured vehicle coverage to indicate the Town wants the $250,000 coverage limits. AJ seconded. All in favor.

 

1. Treasurers Report-September Financials-Ann pointed out that the Mack truck had more than $12,000 in repairs going over budget just three months into the fiscal year. Joyce asked about the $10,000 paving line item in the highway budget. Ann questioned why there were two charges for heat annual cleaning, (one for an oil burner) at the Fire Department. Joyce will find out what the oil charge was for. Ann moved to accept treasurers report for September as well as August.  AJ seconded. All in favor.

 

1. MERP Agreement- Ann moved to accept and sign the Memorandum of Acceptance for the MERP program energy audit that will be conducted at Town Office. Under the terms of the MERP grant, the state will pay the contractor directly for their services. Joyce seconded. All in favor.  The board is waiting for a date to be scheduled but has requested a Monday or Friday as the office will have to be closed for at least four hours.  In connection with the MERP program, Joyce asked Vaughn Micchie if he would be interested in attending the regional energy resilience meetings that 14 communities in the White River Valley are engaged in.  Ann will send Vaughn background on the meetings and goals of the group to hire a regional coordinator to work with communities on developing and deploying energy saving projects and policies.

 
NEXT REGULAR MEETING: Thursday, November 2, 2023 @6pm Town Hall
 
ADJOURNMENT:
Ann asked if there was any further business to discuss.  As there was none, Ann moved to close the meeting at 8:02pm.  Joyce seconded.  All in favor.
                                                                                                  Respectfully submitted,
                                                                                    
                                                                                                   Ann Kuendig
 
Approved: November 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/45sbJfo
 
DATE:   October 5, 2023
 
PRESENT:  Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT:  Mark Shea, Breanna Franzoni-RCSWD
 
AGENDA MODIFICATIONS:  GMNF – Schedule of Proposed Actions: C2
 
APPROVAL OF MINUTES:  September 21, 2023 Regular Meeting
 
CORRESPONDENCE:
1.VT Agency of Natural Resources (ANR) – Wastewater Grants
2.Green Mountain National Forest (GMNF) – Schedule of Proposed Actions
 
OLD BUSINESS:
1.Citizen Concern/Complaint – Dietch letter follow-up
2.Village Center Designation – Map Assignments
3.Insurance – Loss Control Projects Update (Town Office Counter, Emergency Lights)
4.Sand Shed – Final Reimbursement
5.FEMA – Buy-out Appraiser
6.Insurance – Unemployment Mandate information
7.Town Property – Town Office Litter Update
8.MERP – Town Office Audit Update
9.Financials – August Treasurer’s Report
 
NEW BUSINESS:
1.Rutland County Solid Waste District (RCSWD) – Project Final Meeting
2.Budget – Hearing Schedule & Department Invitations
3.Town Meeting – Conflict with Primary Election
4.Events – Trunk or Treat Event
5.Town Property – Folding Chair sale
6.Town Property – Tree Trimming
 
NEXT REGULAR MEETING: Thursday, October 19, 2023 @6pm Town Hall
 
Ann called the meeting to order at 6:01pm.  Seconded by AJ.  All in favor.  Ann presented Mark Shea, RCSWD’s District Manager and Breanna Franzoni ,RCSWD Progam mgr, who were here to present a close-out of the Outreach Program begun in April. 
Ann made a motion to take NB1 out of order.  Seconded by AJ.  All in favor. 
 
CORRESPONDENCE:
 
 
Pittsfield Select Board Regular Meeting Minutes                                                           page 2
October 5, 2023
 
1.     VT Agency of Natural Resources (ANR) – Wastewater Grants.  Ann explained that there was money available for properties with water or wastewater issues not connected to the flood.  This information will be posted.
 
2.     Green Mountain National Forest (GMNF) – Schedule of Proposed Actions.  Ann pointed out that there were only a few.  The Telephone Gap project is still scoping, and the Forest-wide Open Management project is ongoing in all towns.  No action taken.
 
OLD BUSINESS:
1.     Citizen Concern/Complaint – Dietch letter follow-up.  The Secretary said that the letter went out this week.  A copy of the letter will be hand delivered to Erica Simister.
2.     Village Center Designation – Map Assignments.  Joyce and AJ both said that they still have some businesses to complete.  It was decided to have them completed and turn in next week.
3.     Insurance – Loss Control Projects Update (Town Office Counter, Emergency Lights).  Ann said that Mike Juris was consulted about the town office emergency lighting and it was decided that 18 need replacing.  He will further check the code for other requirements.  He will also provide the cost of labor for the replacements.  Ann said that the Town’s Amazon account could be used for the purchase of the fixtures.  This could be compared with McKinnon’s cost estimate.  The Town Hall and Town Office lights would be on separate bills.  Ann said she met with Richard about the countertop.  He said the whole countertop would be replaced.  Discussion.  Of concern were the Lister’s area and the location of the copier.  The design should be simplified to save on costs.  Also noted was the completion of the new steps on the gazebo.  There was some discussion about funding for that project.
4.     Sand Shed – Final Reimbursement.  Ann said that she had reviewed the invoice and had questions regarding several items.  Discussion.  She has asked Trish for copies of the invoices.
5.     FEMA – Buy-out Appraiser.  Grant money for the appraiser has been received and letters to four appraisers have been sent.  She will also contract two others. She noted that she and Trish have a meeting scheduled with State’s Hazard Mitigation on the next steps that need to be taken.
6.     Insurance – Unemployment Mandate information.  Ann said she is still waiting on Trish for this information.
7.     Town Property – Town Office Litter Update.  Joyce said she has spoken with several people and the suggestion of a trash can was presented.  The Board is not in favor of that option.  If it continues, a photo will be posted on the Town’s Facebook page.  Joyce said she would post signage tomorrow.
8.     MERP – Town Office Audit Update.  Ann said she is waiting for TRORC to advise her of the name of a vendor and the date.  It was noted that this cannot be done when the office is open.
9.     Financials – August Treasurer’s Report.  Ann pointed out a few things.  Town Clerk fees are running ahead, interest has increased, and is the figure for the fire alarm for one or two buildings?  She also wondered how the fuel prebuy fits into the budget.  Also in question are the portable toilet cost, office supplies, and service charge.  Some items in Highway were reviewed and discussed.  
 
NEW BUSINESS:
1.     Rutland County Solid Waste District (RCSWD) – Project Final Meeting.  Ann reviewed what the program was about.  Mark presented a handout of the 2023 Extended Outreach Grant Program.  It included a summary of Pittsfield’s participation which included an initial survey, a webinar, and 
Pittsfield Select Board Regular Meeting Minutes                                                           page 3
October 5, 2023
a concluding survey which would then permit the purchase at a reduced cost of a recycling bin or composter.  He explained that direct mailings were used for the first time this year and emails were sent to those who had purchased permits.  Town needs were identified, and tracking was discussed.  A question that was raised was whether there has been a change in thinking regarding
trash, recycling, etc. and was distance a factor that prevented participation in the program.  Mark presented Breanna who is the Program Manager, and she presented date information in the handout regarding recycling, composting, etc.  In summary, Pittsfield’s participation was better than average over comparable towns.  They were both thanked for attending tonight.
2.     Budget – Hearing Schedule & Department Invitations.  The schedule was discussed and to meet on the “off” Thursdays from regular meetings.  The dates decided so far are November 9 and 30; December 14 and 21; and January 11 (if needed).  All would be at 6pm.  The Secretary was asked to send letters out to all departments requesting their proposed budget for FY2024-3025, their choice of dates to present their budget to the SB on Nov. 9, 30, or Dec. 14, what they have spent money on and what activities they have participated in, if any.
3.     Town Meeting – Conflict with Primary Election.  Ann said she would check with VLCT about holding the Town Meeting on a Saturday because of the Tuesday conflict. 
4.     Events – Trunk or Treat Event.  Jordan Stevens has expressed an interest in organizing this event on Halloween.  The Board approved Tuesday, October 31 from 5-7pm on the Green with set-up beginning at 4pm.  Parking was discussed, traffic cones will be needed as well as traffic control.  Information on the event will be posted on the Pittsfield and Stockbridge Facebook pages.  The Board is happy to help in any way needed.  Ann made a motion to allow the organizers to use the Village Green on October 31st for Trunk of Treat.  Joyce seconded.  All in favor.   Ann also noted that the event will be included in the regional Halloween events.
5.     Town Property – Folding Chair sale.  Ann said that Steve Frankle has offered to sell folding chairs for $12 per chair.  She brought one to the meeting to show the Board.  She felt 100 chairs would be sufficient and offer $10/chair.  Discussion.  It was decided that the Board would think about it, and this was tabled for now.  
6.     Town Property – Tree Trimming.  This project should be performed before the snow season.  Currently there is enough money to do Heritage Heights, but the budget would have to be looked at to see if more money is available.  Joyce suggested speaking with George.  Ann said she would reach out to George.
 
NEXT REGULAR MEETING: Thursday, October 19, 2023 @6pm Town Hall
 
ADJOURNMENT:
Ann asked if there was any further business to discuss.  As there was none, Ann moved to close the meeting at 8:06pm.  Joyce seconded.  All in favor.
Respectfully submitted,
                                                                                    
Martha L. Beyersdorf, Secretary
 
Approved: October 19, 2023
 
 
                                                      /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                    A.J. Ruben