​PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES

 
To listen to a recording of the meeting please click here: https://bit.ly/3B0cYJJ
 
DATE:  November 21, 2024
 
PRESENT:  Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT: 
 
AGENDA MODIFICATIONS: OB#3 – MERP grant
 
MINUTES APPROVAL: 
 
CORRESPONDENCE:
1.     Barnard Select Board – request for information
 
OLD BUSINESS
1.     Audit - RFP
2.     Fire Department – new fence
3.     Grants – MERP grant
 
NEW BUSINESS:
1.     Finance – Treasurer’s Report for October
2.     Maintenance – Town Office Renovations
3.     Town Warrant – potential articles
4.     Resignation – Planning Commission Appointment – Planning Commission
 
ADJOURNMENT:
 
NEXT MEETING DATES:
·       Regular – December 5, 2024 5:30pm Town Hall
·       Budget – December 12, 2024 5:00pm Town Office
 
Ann called the Regular Meeting of the Select Board to order at 6:08pm.  Seconded by AJ   . All in favor.
 
CORRESPONDENCE:
1.     Barnard Select Board – request for information.  Ann said that Barnard was interested in talking about how Pittsfield moved from the Bethel Solid Waste District to the Rutland Solid Waste District.  Our contract was up and provided the opportunity.  Ann said she would follow up with Cathy, Barnard’s Town Administrator.
 
OLD BUSINESS
1.     Audit – RFP.  Ann said she drafted the information for the audit, and we were wondering about who counts as part-time/seasonal.  She asked VLCT and they responded.  Basically, it’s not an
 
Pittsfield Select Board Regular Meeting Minutes                                                           page 2
November 21, 2024
 
Elected official on a on a stipend.  VLCT gave an example of who they consider to be employees and who they don’t count.  The Board had some questions about certain positions.  Ann said that the RFP requests that we tell them who are employees.  Discussion.  She said Pittsfield has 2 full-time employees and 15 part-time/seasonal.  Ann said she would get payroll information from Trish and bring this back to the Board at the December 12th meeting or maybe the budget meeting.  It was decided to send the RFP out on December 13th with a deadline of January 25th.  Then bids could be addressed at the February 1st meeting. 
2.     Fire Department – new fence.  Capital Steel will supply the materials.   Joyce explained what would be involved in the installation.  AJ said he would like the Fire Department to approve the plans before starting the project. Joyce will get Fire Department approval. The materials could probably be stored over the winter at the Town Garage where they can be painted and ready for installation in the spring.  The total cost for the materials from Capital Steel comes to $3,264 with probably another $3,000 for installation.  AJ made a motion contingent upon getting everything from the Fire Department, that we approved the supplies and quote.  Seconded by Ann.  All in favor.  Ann said she felt the money could come from the ARPA funds. 
3.     Grants – MERP grant.  Ann said that Pittsfield was one of twenty towns selected, and we were awarded $157,899.07.  Ann presented the grant agreement.  She explained that the grant goes into effect once Pittsfield gets the agreement back.  The start date for the award is December 16th, and the completion date is December 31, 2026.  Ann reviewed the projects planned.  Discussion.  Ann moved that the Board accept the grant and sign it.  Seconded by Joyce.  All in favor.  Ann felt the Board should produce a schedule as to when each project could be started.  This could be done at a later time. 
 
NEW BUSINESS:
1.     Finance – Treasurer’s Report for October.  Ann made a motion to approve the Treasurer’s report for October.   Seconded by Joyce.  All in favor.
2.     Maintenance – Town Office Renovations.  There was discussion as to what was planned and other options.  The primary concern is the safety of office staff and the library.  Joyce made a motion to start the work based on the $5,200 estimate of Denis Veilleux plus an estimate of $500 for the electric to be relocated.  Seconded by AJ.  All in favor.  Joyce said she would speak with Denis.
3.     Town Warrant – potential articles.  Ann said that she was looking at how the Town Report could be delivered differently.  She said that thirty days before Town Meeting, a postcard would be sent out explaining that Town Report will be available on the Town’s website and if residents wanted a hard copy to contact the Town Clerk.  A link would be provided.  This change would save the Town money especially since the number of printed reports could possibly be 100 instead of 450.  Ann read the wording of the proposed Article.  She then moved that the Board put this on the Warrant as an Article.  Seconded by AJ.  All in favor.
The subject of a 1% local Rooms & Meals Tax was discussed.  It was suggested that the Board find out from the Tax Department how much was collected last year.  AJ said he would contact them.  It has to be voted on, and we would like to know how much Pittsfield could potentially receive from this.  Further discussion.  It was pointed out that a local option tax is effective beginning the next tax quarter following 90 days’ notice to the Department.  Ann pointed out that this Article could be rescinded as well.   Ann moved to also include an Article on the local meals and room tax on the Town Meeting warrant.  Joyce seconded.  All In favor.
 
Pittsfield Select Board Regular Meeting Minutes                                                           page 3
November 21, 2024
 
4.     Resignation – Planning Commission.  Ann said that Mike Moran said he would like to resign from this position.  He still needs to send a formal resignation letter.  Joyce said she would check with him in the morning at the store.  Discussion followed for a possible position with the Building Advisory Board or the Recreation Commission.  Ann moved to accept Mike Moran’s resignation.  Seconded by Joyce.  All in favor. Appointment – Planning Commission.  Ann said that the Planning Commission has forwarded the name of Rose O’Brien to assume Mike’s position.  Ann moved to officially appoint Rose O’Brien.  Seconded by Joyce.  All in favor.  The Secretary will send Rose a Letter of Appointment. 
 
ADJOURNMENT:  As there was no further business to discuss, Ann moved to adjourn this meeting at 7:01pm.  Seconded by Joyce.  All in favor.
 
NEXT MEETING DATES:
·       Regular – December 5, 2024 5:30pm Town Hall
·       Budget – December 12, 2024 5:00pm Town Office
 
Respectfully submitted,
 
Martha L. Beyersdorf
Approved:  December 5, 2024
 
 
                                                      /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                    A.J. Ruben

 

​Pittsfield Select Board Budget Meeting Minutes

 
To listen to a recording of the meeting please click here: https://bit.ly/3B0cYJJ
 
DATE:  November 21, 2024
 
PRESENT:  Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT:  Dave Colton (Fire Dept)
 
AGENDA MODIFICATIONS:    
1.     C#1: Rutland County Housing Trust – donation letter
2.     C#2: Park House – donation letter
 
MINUTES APPROVAL:  November 14, 2024 Budget Meeting
 
CORRESPONDENCE:
1.     Town Report – Rutland County Housing Trust donation letter.
2.     Town Report – Park House donation letter
 
OLD BUSINESS
1.     Budget – GF Line Items
2.     Wages – Lister Salary
 
NEW BUSINESS:
1.     Budget – 10 yr Capital Budget Report
2.     Budget – Fire Department
3.     Correction – October 10 Budget Minutes
 
ADJOURNMENT:
 
NEXT MEETING DATES:
·       Regular – December 5, 2024 5:30pm Town Hall
·       Budget – December 12, 2024 5:00pm Town Office
 
Ann called the meeting to order at 5:00pm.  She noted two Agenda Modifications (see above).  Ann said that there were a few potential edits to November 14 Budget meeting minutes.  The title should say BUDGET not REGULAR on the first page.  Under NB#1, it should indicate the Listers are keeping their current payment schedule.  The 1st tier is the Lister-in-Training, the 2nd is anything after one year, and the 3rd is for the Head Lister.  Ann moved to accept the edited November 14th Draft Minutes.  Seconded by AJ.  All in favor.  Dave joined the meeting, and Ann moved to take NB#2 out of order. 
 
CORRESPONDENCE:
1.     Town Report – Rutland County Housing Trust donation letter.  Ann said that they did not put in a request but have affiliated with Neighborworks.  Discussion.  Decision to donate $100 to each group and put Neighborworks on the same line with Housing.
2.     Town Report – Park House donation letter.  They requested $600.
Pittsfield Select Board Budget Meeting Minutes                                                            page 2
November 21, 2024
 
OLD BUSINESS
1.     Budget – GF Line Items
·       Quin Town Seniors requested $4,116. 
·       Tri Valley Transit requested $350
·       We are still waiting to hear from New Story Center, Vermont Center for Independent Living, VT Rural Fire Protection Task Force, Vermont Family Network, Rutland County Restorative Justice Center, Preservation Trust of Vermont, Pittsfield Community Connection, White River National Resource, and the Conservation District. 
·       Still waiting on WRVA, Connie said she would have the Cemetery for the next Budget Meeting on December 12th.  The Board also hasn’t heard from NEMRC and Dues and Contributions haven’t been completed.  The Library needs a reminder.
·       Wages – Lister Salary.  Ann said that the Listers have figured they will spend 400 hours for the three of them. Discussion about the hours and salary.  AJ moved that starting in the ‘25/’26 budget the rate of $18/hr for the new trainee Lister, $19/hr for the regular Lister, and $20/hr for the head Lister.  Seconded by Joyce.     All in favor.  The Listers salary was set at $7,500. The Assessor/Admin Independent Contractor figure was discussed and lowered to $2,500. 
 
NEW BUSINESS:
1.     Budget – 10 yr Capital Budget Report- Ann said she sent the edits to Gina at TRORC and requested new tables for Town Office, Ton Hall and the Fire Department Truck Fund.  Discussion.  Members were to send additional edits to Ann and then final report to be reviewed at next regular meeting. The report might not be presented at Town Meeting because the report won’t be available in time for the Town Report. 
2.     Budget – Fire Department.   The budget items discussed included Heat (leaving it at $2,975 for now), Equipment (items needed for the new truck and how to pay for them), and the new Iamresponding Cell Phone Paging app.  Dave explained how that worked and the advantages.  Training/Certificate was discussed briefly.  Ann said the Board is dealing with their insurance company and they have been invited to a meeting.  This could be discussed when they meet with them.  Dave said that he’s working with WRVA on setting up a First Responder Course.  Dave was thanked for coming.
3.      Correction – October 10 Budget Minutes.  Ann reviewed some of the proposed edits and moved that these changes to the October 10th meeting Minutes reflect what actually happened in the meeting.  Seconded by Joyce.  All in favor. 
 
ADJOURNMENT:  Ann moved to adjourn the budget meeting at 6:08pm.  Seconded by AJ.  All in favor.
 
Respectfully submitted,
 
Martha L. Beyersdorf
Approved:  December 5, 2024
 
 
                                                      /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                    A.J. Ruben

 

PITTSFIELD SELECT BOARD BUDGET MEETING MINUTES

 
To listen to a recording of the meeting please click here: https://bit.ly/4f6qqKk  
 
DATE: October 10, 2024
 
PRESENT: Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT: Trish Abbondelo
 
APPROVAL OF MINUTES:  September 26, 2024 Budget Meeting
 
NEW BUSINESS:
1.     Auditors – Town Report Timeline review
2.     Budget – General Fund
 
NEXT MEETING DATE:
1.     Regular Meeting – Thursday, October 17 , 2024 5:30pm Town Hall
2.     Budget Meeting – Thursday, October 24, 2024 5:00pm Town Office
 
ADJOURNMENT:
Ann called this Budget Meeting to order at 5:14pm.  AJ seconded.  All in favor.   The Minutes of September 26, 2024 will be addressed at the next budget meeting.
 
NEW BUSINESS:
1.     Auditors – Town Report Timeline review.  Discussion.  January 16, 2025 was added as the final deadline for submission of an Article with a final vote by the Select Board late in January/early February.  Town Meeting will be held on March 4, 2025 at 6pm.  The availability of refreshments was discussed but no decision was made.  Ann said that she would like to add two items to Town Report: information on Vermont Alert and the volunteer brochure.
2.     Budget Meeting – General Fund   
Expenses:
·       Planning Commission (Printing, Copies, Typing, Advertising, Postage)            $150.00
·       Recreation Commission (Printing, Copies, Typing, Advertising, Postage)         $150.00
·       Employee Benefits (Health coverage for Trish and George) 
-        Medical Insurance for Trish and George - $1,052.10/per month/per employee
-        Health Reimbursement for Trish and George- $468.82/per employee for year
-        Trish explained to the Board how these figures were obtained; it was agreed that the funds in the HRA account left over would help fund the insurance premiums that exceed $1,000 a month. This cap will be revisited next budget deliberations.
-        Town Officer Mileage – discussion mostly addressing mileage for Listers – increase to $400.00
-        Town Officer Education – there are not many in-person meetings/webinars, etc. – no change
·        Other
-        HRA Service Charge – increase to $50.00
-        Miscellaneous – meals for election officials, etc   - no change
 
Pittsfield Select Board Budget Meeting                                                                          page 2
October 10, 2024
 
·       Salaries – COLA 2.5%; discussion
-        Auditors – same total budget, adopt Listers’ salary spacing method for 1st year $18.00 and subsequent years $20.00 per hour
-        Election Officials – increase year to $1,380.00
-        Custodial-Shovel – Town Office no change, keep at $20.00 per shovel
                                  Town Hall – add to chart, also $20.00 per shovel
-        Fire Chief – increase to $1,000.00 stipend
-        Select Board – increase to $5,000.00 stipend with Chair receiving $2,000.00 and remaining members $1,500.00 each.
-        Select Board Secretary – increase per meeting to $150.00
-        Grant Writer – reduce to $1,000.00
-        Town Clerk/Treasurer – increased 5% to $23,133.75 for each position
-        Asst. Town Clerk/Treasurer – increase COLA 2.5% to $16,684.00
-        Road Commissioner – 5% increase to $28.35 and $42.53 overtime per hour
Ann asked Trish if the Wage Report from VLCT had been received yet.  It has not.
AJ moved that the Road Commissioner and Town Clerk/Treasurer receive a 5% increase for 2026.  The Assistant Town Clerk/Treasurer will receive 2.5% increase in 2026.  Seconded by Joyce.  All in favor.
 
NEXT MEETING DATE:
1.     Regular Meeting, Thursday, October 17, 2024 @5:30pm  Town Hall
2.     Budget Meeting, Thursday, October 24, 2024 @5:00pm Town Office
 
ADJOURNMENT: As there was no further business to conduct, Ann moved to adjourn at 6:49pm.  AJ seconded.  All in favor.
 
Respectfully submitted,
 
Martha L. Beyersdorf
Approved: Updated Approval November 21, 2024
 
 
                                                      /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                    A.J. Ruben

 
 

​PITTSFIELD SELECT BOARD Budget MEETING MINUTES
 
To listen to a recording of the meeting please click here:  https://bit.ly/40MGNrI
DATE:  November 14, 2024
 
PRESENT:  Ann Kuendig, AJ Ruben
 
PUBLIC PRESENT:  Herb Kuendig, Jeremy Rayner
 
AGENDA MODIFICATIONS:  Bethel Area Food Shelf – C3
 
MINUTES APPROVAL:  October 24, 2024
 
CORRESPONDENCE: 
1.     Town Report – Rutland County Humane Society request for donation
2.     Town Report – Tri-Valley Transit request for donation
3.     Town Report – Bethel Area Food Shelf request for donation
 
OLD BUSINESS:
1.     Audit – RFP review
2.     Budget – GF line items
 
NEW BUSINESS:
1.     Budget – Listers
2.     Capital Budget: 10yr Capital Budget Report
 
ADJOURN
 
NEXT MEETING DATES:
            Budget – November 21, 2024 at Town Hall @5:00pm
            Budget – November 21,2024 at Town Hall @6:00pm
 
Ann called the meeting for budget deliberations to order at 5:01pm.  AJ seconded.  All in favor.  AJ moved to approve the Minutes for October 24 2024.  Ann seconded.  All in favor.  Ann had one Agenda Modification (see above).  An error was discovered on the Minutes of October 10th.  Ann said she would add this onto the next agenda to correct.  She introduced the Listers who were present tonight.  She proposed to take NB#1 out of order to discuss the Listers budget.  Ann noted that Listers were the first department to submit their budget. 
 
CORRESPONDENCE: 
1.     Town Report – Rutland County Humane Society request for donation.  The Board approved adding them to the list and sending $150
2.     Town Report – Tri-Valley Transit request for donation.  They requested $350.  The Board agreed.  Ann read some of the letter that was sent and noted that people should be made aware of some of the things Tri-Valley does that could include Pittsfield.
3.     Town Report – Bethel Area Food Shelf request for donation.  They requested $500 which was approved.  The following groups remained the same as last year: Quin Town Seniors, CVCAC, Red Cross, VNH, and Green Up.  Community Care Network/Rutland Mental Health was
Pittsfield Select Board Budget Meeting Minutes                                                page 2
November 14, 2024
 
discussed.  The Secretary was asked where the letter was sent.  It went to Community Care at a PO Box in Rutland.  AJ noted that Community Care Network probably was not part of the Rutland Mental Health donation that was sent $600 last year. The board will ask Trish what address that check was sent to.  The WRVHS Booster Club was removed, and the Child First Advocacy Center would be discussed further.
 
OLD BUSINESS:
1.     Audit – RFP review.  Ann read through the RFP with periodic discussions.  There was discussion as to who was considered a part-time employee (receiving a paycheck).  Ann said she would call VLCT for clarification regarding the Fire Chief and Select Board members.  Whether to lock into a contract with an auditor was discussed.  Ann said she would confirm the numbers with Trish.  It was also decided to include the Trustee of Public Funds in the audit.
2.     Budget – GF line items.  The Board went through some of the highlighted line items, noting ones for which they are waiting.  The Fire Department and Cemetery have not responded. The Board will ask Trish to reach out to both.  If they are not received, then the Board will level or reduce funding based on previous actuals.  
 
NEW BUSINESS:
1.     Budget – Listers.   
·       Postage was reduced to $150
·       Supplies were reduced to $200
·       The three tier pay schedule was discussed.  Listers in Training for the first yearthen regular Lister pay, then Head Lister.The idea of working remotely was discussed and could be set up for them.  Discussion on the Listers’ salary increase and NEMRC’s decreasing as the workload changes.  Ann asked the Listers if they could anticipate the number of hours in ‘25/’26 so the Board can recalculate salaries.  There is a budget meeting next Thursday and if they could provide the number of hours, then the salaries could be worked out.
2.     Capital Budget: 10yr Capital Budget Report.  Tabled to next meeting
 
NEXT MEETING DATES:
            Budget – November 21, 2024 at Town Hall @5:00pm
            Budget – November 21,2024 at Town Hall @6:00pm
 
ADJOURN
As there was no further business, Ann moved to adjourn the meeting at 6:23pm.  AJ seconded.  All in favor.
Respectfully submitted,
 
Martha L. Beyersdorf
Approved:  November 14, 2024
 
 
                                                      /                                                                  /
           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/4epn2JP
 
DATE:  November 7, 2024
 
PRESENT:  Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT:  Brett Yates via Teams
 
AGENDA MODIFICATIONS:  OB#6 CD Renewal;  OB#7 TRORC Capital Budget and Program Report; NB#5 Donation of Chairs; NB#6 Grants in Aid
 
MINUTES APPROVAL:  October 17, 2024  Regular Meeting
 
CORRESPONDENCE:
1.     Citizen Concern/Complaint – Haskins re: court lights
2.     Citizen Concern/Complaint – Simister re: tree removal
3.     ACT 250 Jurisdictional Opinion re: Schweitzer
 
OLD BUSINESS:
1.     Town Attorney – Update
2.     TRORC – DRAFT of Regional Plan
3.     Insurance – Pittsfield EMS
4.     Grant – MERP Implementation Grant Update
5.     Recreation – Facilities Grant
6.     Finance – CD Renewal
7.     Budget – TRORC Capital Budget and Program Report
 
NEW BUSINESS:
1.     Maintenance – asphalt recycling; PACIF grant Town Office project
2.     Village Green – tree removal/new
3.     Town Buildings – Fire Extinguisher Service
4.     Mutual Aid – Agreement
5.     Donation – Chairs
6.     Grants – Grants in Aid
 
ADJOURN:
 
NEXT MEETINGS: 
Budget: November 14, 2024 Town Office 5:00pm
Regular: November 21, 2024 Town Hall 5:30pm
 
Ann called the meeting to order at 5:31pm.  Joyce seconded.  All in favor.  Ann presented some Agenda Modifications (see above).  Ann moved to accept.  Joyce seconded.  All in favor.  AJ moved to accept the Minutes for the October 17, 2024 Regular Meeting.  Ann seconded.  All in favor.
 
 
 
Pittsfield Select Board Regular Meeting Minutes                                                           page 2             
October 17, 2024
 
CORRESPONDENCE:
1.     Citizen Concern/Complaint – Haskins re: court lights.  Ann said that the Board received a letter from Patty Haskins with concern about the lights at night.  She felt that if no one is currently using the court after dark they are turned off.  Discussion.  Ann said that currently the lights shut off at 9pm but could be reduced to 7pm.  It was felt that when ice skating resumes, they increase to 9pm again.  Ann moved that the lights be adjusted to 7pm and then when the winter progresses, then they can be adjusted.  AJ seconded.  All in favor.
2.     Citizen Concern/Complaint – Simister re: tree removal.  Ann said that this is for the records that Erica asked Trish about removing all the trees that had been cut down.  Joyce noted that Green Mountain Power was not going to take the cut wood but if anyone wants to take it, it’s free for the taking.  George removed most of it.  
3.     ACT 250 Jurisdictional Opinion re: Schweitzer.  Kenneth Schweitzer asked for a jurisdictional opinion of whether he needed an Act 250 permit to develop property.  He wants to build a 480 square foot off grid guest house on property located on Route 100.  The opinion states that an Act 250 permit is not needed as the development is not commercial.  The Board expressed concern that the property was in the flood plain.  The Board felt that AJ as Zoning Administrator could reach out to Kenny and talk to him about this.  It was also felt that these ACT 250 decisions  should go to the Listers.
 
OLD BUSINESS:
1.     Town Attorney – Update.  AJ said that he has not heard back yet.
2.     TRORC – DRAFT of Regional Plan.  Mark Stugart sent an email to the Board stating that he attended the TRORC meeting via Zoom but didn’t come away with any specific recommendations or comments that the Board would want to submit.  There were some suggested edits/additions made by attendees.  They suggested promoting a communal “maker” space which would help new companies.  They also suggested there should be a definition/classification for the poverty levels.  A recommendation should be made in the Natural Resources section regarding the use of federally funded grants to improve the study of groundwater quality, pollutants, etc.  It was also felt that “weatherization” was a very vague term.  AJ and Ann thanked the Planning Commission for their efforts in this and they will discuss this at their next meeting.  As a side note, they are going to welcome a new proposed member to the Commission.  They are going to talk with her and it’s Rose O’Brien.  Ann said she thanked them for this information and will put her on our agenda for the next regular meeting as an official appointment.
3.     Insurance – Pittsfield EMS.  Ann wanted to put this on the record and say that the Board received a letter regarding insurance coverage for Pittsfield’s EMS.  PACIF is asking that the town get something in writing from WRVA stating that people who are EMS certified will be insured for workers’ comp and liability insurance through WRVA, not the Town of Pittsfield.  There has been talk about putting together a class for certification.  PACIF also needs to determine if the Pittsfield First Responders currently hold a valid license from the Vermont Department of Health.  Dave Colton was under the impression that the EMS was operating under the WRVA license. Matt Parrish of WRVA did indicate that the only person that is legally able to offer emergency care is Rachel Hunt and that is because she is employed by WRVA.  AJ moved to have Ann send the letter to Matt and request advice on how it should be answered. Joyce seconded. All in favor.
 
 
 
 
 
Pittsfield Select Board Regular Meeting Minutes                                                           page 3
November 7, 2024
 
4.     Grant – MERP Implementation Grant Update.  There was supposed to be an answer on this grant of $240,000 on October 25 to get Town Office heat pumps and other things.  That hasn’t happened.  Ann said she would let the Board know when the announcement Is made.
5.     Recreation – Facilities Grant.  Ann announced that the recreation grant is closed.  She wanted it on the record that we received $12,139.70 that will go into the Recreation Reserve Fund. 
6.     Finance – CD Renewal.  Ann wanted it on the record that the bank changed its funds.  The Board had agreed to roll over the principal and interest in the Reappraisal Fund, which is $16,837.85 while adding a $1,500 deposit.  The terms were changed from 3 months at 4.5% to 6 months at 4%.  AJ moved to approve this change.  Joyce seconded.  All in favor.
7.     Budget – TRORC Capital Budget and Program Report.  Ann said that she looked at the report and edited some of the most obvious changes.  She asked the members to look the report over and then discuss it at the next regular meeting.  She noted that some of the information used in the report was outdated.  What really needs to be looked at is the difference in the town buildings.  Geena Baber grouped the town office, library, and town hall together and she confused the Town Hall Building Fund with the Town Office Building Maintenance Fund.  Issues with the Mack truck were discussed with George and a 10-year plan needs to be started.  Ann said she was under the impression that the Equipment Fund for the Fire Department was specifically for gear, but the report included the scuba gear.  Issues with the replacement of assorted items were discussed and some additional details need to be obtained.  Discussion.  This will be revisited at the next regular meeting.
 
NEW BUSINESS:
1.     Maintenance – asphalt recycling; PACIF grant Town Office project.  There was a question regarding the asphalt recycling payment being taken from the Paving Fund.  Joyce said she spoke with Trish, and this was actually a purchase by George for a project. It will be taken out of highway budget instead of Paving Reserve.  The Town received $1,000 from the PACIF grant for the Town Office.  Discussion.  Ann suggested that all the invoices and estimates be brought to the next regular meeting to compare all of the project bids and make a decision on moving forward.
2.     Village Green – tree removal/new.  There are 2 sugar maples on Village Green Route 100 that need to be taken down and Two other trees in the Cemetery that need pruning. There was some discussion as to where the funds for the tree work will come from.  Ann moved to accept Trees, Inc.’s proposal and engage with the $1,250 taken from the tree fund for park’s General Fund and investigate where to take the $1,350 from for the Cemetery.  AJ seconded.  All in favor. 
3.     Town Buildings – Fire Extinguisher Service.   George saw Marble Valley and spoke to them about recharging the extinguisher at the Town Garage. Invoice will be sent to the Town. Ann got Marble Valley pricing sheets that will be discussed at next Budget Meeting.
4.     Mutual Aid – Agreement.  Ann explained that when the roadside mowing was previously discussed,mthe Board talked about the possibility of getting together with other towns or renting/leasing/buying a mower.  Ann said that in the Minutes of the TAP meeting, she noticed that there was a public
 
 
 
 
 
 
Pittsfield Select Board Regular Meeting Minutes                                                           page 4
November 7, 2024
 
works emergency mutual aid agreement on the agenda.  She spoke with Rita at TRORC and was told that towns use this when they need to work out emergency or non-emergency agreements to share equipment, labor, etc.  Ann said It’s something for us to think about as George explores potential sharing a roadside mower with other towns.
5.     Donation – Chairs.  An email from Mark Stugart was received offering about a dozen chairs.  Discussion.  It was decided not to accept the offer primarily because of the storage space needed for them.
6.     Grants – Grants in Aid.  This is reimbursement paperwork for the municipal Grants in Aid.  There were three projects that were done for the municipal roads grant.  The town was awarded $10,000 this year and $1,000 was spent on TRORC’s assistance.  The project deadline was September 30th but was actually completed in July.  The reimbursement application needs to be submitted by December 15th.  George said that a total of $22,495 was spent on these three projects but the town will only receive $10,000.  Ann moved to have the Chair sign and submit.  AJ seconded.  All in favor. 
 
OTHER: 
·       Ann asked the Secretary about stamps that she had requested from Trish for mailing.  They were for sending out donation request letters to those that didn’t have an email address or whose email was not valid. 
·       The Listers will be attending the next budget meeting.  They have turned in their budget, but the Board would like some information on how much they’ve spent and how much more they plan to do.  The Board hasn’t heard from the Fire Department yet.  They could come to the next November budget meeting, then the Library comes in early December. 
·       The Board was made aware that the new owner of Keith Mills’ house has two horses and two donkeys.  Also, pigs, chickens, and a rooster.  There may be a problem with a neighbor because of the rooster, so the Board should keep this in mind. 
 
NEXT MEETINGS: 
Budget: November 14, 2024 Town Office 5:00pm
Regular: November 21, 2024 Town Hall 5:30pm
 
ADJOURN:  As there was no further business to conduct, Ann moved to close the meeting at 6:52pm.  Joyce seconded.  All in favor.
 
Respectfully submitted,
 
Martha L. Beyersdorf
Approved:  December 5, 2024
 
 
                                                      /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                    A.J. Ruben

​PITTSFIELD SELECT BOARD BUDGET MEETING MINUTES

 
To listen to a recording of the meeting please click here: https://bit.ly/3NJEsWC
 
DATE:  October 24, 2024
 
PRESENT:  Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT:  Trish Abbondelo
 
AGENDA MODIFICATIONS:  OB#2: PACIF Renewal; edits update
 
APPROVE MINUTES:  October 10, 2024 Budget Meeting
 
CORRESPONDENCE: 
1.     VLCT – Dues Response
2.     Green-Up VT – donation request
 
OLD BUSINESS:
1.     Budget – General Fund line items
2.     Insurance – PACIF renewal
 
NEW BUSINESS:
1.     Finance – Discuss FY24-25 Audit
2.     Budget – Highway
3.     Finance – CD renewals
 
ADJOURN:
 
NEXT MEETING DATES:
·       Regular: November 7, 2024; Town Hall; 5:30pm
·       Budget: November 14, 2024; Town Office; 5:00pm
 
Ann called the meeting to order at 5:02pm.  Seconded by Joyce.  All in favor.  She noted an Agenda Modification (see above).   The Minutes of the October 10th meeting were approved at the last meeting but were not there for signing.  They were signed tonight.  George Deblon was present to participate in the discussion of the Highway Budget.  Ann moved that NB#2 be taken out of order. 
 
CORRESPONDENCE:
1.     VLCT – Dues Response.  Ann asked if the secretary had sent a donation request letter to VLCT.  She had, so was told that no group the Board sends money to for dues, does not warrant a letter each year regarding Town Report.  But Ann added that they sent a nice thank you letter.
2.     Green-Up Day – This letter is in response to the letter recently sent to service providers for donation requests.  Ann said that they are requesting $50.00. 
 
 
 
Pittsfield Select Board Budget Meeting Minutes                                                            page 2
October 24, 2024
 
OLD BUSINESS:
1.     Budget – General Fund line items.  The Board reviewed the Saguaro Technologies contract for IT services.  There was discussion on several items and their review of some of the software used.  A question arose regarding Audio Conferencing.  Trish said she would look into this.
2.     Insurance – PACIF renewal.  The Select Board explained that they were questioning the agreed-to figures suggested for the bandstand and the veterans’ memorial stone.  The Board felt the bandstand was underassessed and suggested $60,000.00 and leave the stone as it is.  Trish reminded the Board that if the numbers are raised, the annual bill to the Town would increase as well.
 
NEW BUSINESS:
1.     Finance – Discuss FY24-25 Audit.  There was a discussion about who should manage the RFP.  Joyce asked to have this put on the next budget meeting’s agenda.  Also have Trish review the RFP and discuss more at the next meeting.
2.     Budget – Highway.  George said he had  something  else to say before they began looking over his budget.  He had handouts  explaining that on October 7th, a Home Depot tractor trailer was making a delivery on Hawk Mountain Road and went off the road.  The driver had removed the forklift to assist in removing the truck, but it ended up down an embankment and upside down.  George noted that there was considerable damage done to the road by the trucks there to help remove the Home Depot truck and forklift.  He presented an invoice from Harvey’s Plumbing and Excavating ($808.40) for road material and gave the Board the hours and cost for the Mack town truck ($180.00)  and grader ($240.00).  The Board discussed the billing of the incident to Home Depot’s insurance and have them forward it.
Geoge said that as far as he’s concerned, he would keep everything on the budget the same.  He did have a few concerns though.  He said that roadside mowing has been a problem, and he doesn’t know what he will do next year. 
He said it’s hard to find anyone with a mower to rent/borrow.  George gave a brief history of the Town’s roadside mowing.  Joyce suggested leaving this item on the budget for now.  George said he would check out some other options and speak with a few more people.
Temporary Help: $5,250.00 was budgeted last year.  It will be kept the same.
Fuel: It was decided to keep the gasoline at $500.00 but reduce the Diesel to $2,000.00.
Hired Equipment: Rochester Road Maintenance will stay the same.  Backhoe: George said he plans to use it more.  No cost was presented.  Trucks: keep the same.  All Other: keep the same.  Materials: Gravel will remain the same.  Sand will remain the same.  Salt will be zeroed out as the Town doesn’t use it anymore.  Chloride was reduced to $6,500.00.  Culverts reduced to $6,000.00
and Guardrails/Signs will remain the same.
Other: Garage Supplies reduced to $1,500.00, MRGP Annual Fee kept the same, Miscellaneous reduced to $750.00 and Tree Trimming increased to $6,000.00.
Repairs: It was decided to keep the items in this category the same.  A few potential projects were discussed and the best way to fund them. 
3.     Finance – CD renewals.  Trish says the Reappraisal/record preservation CD comes up for renewal November 16 and she is suggesting rolling over principal and interest ($38,425.67) in the Reappraisal fund and adding a $5,000 deposit. She also suggested rolling over the principal and interest ($16,837.85) in the Record Preservation fund and adding a $1,500 deposit. The CD would
4.      
Pittsfield Select Board Budget Meeting Minutes                                                                  page 3
October 24, 2024
 
be renewed for 3 months at 4.25 interest. The Contingency Fund CD comes due February. Joyce moved to approve investment. AJ seconded. All in favor.
 
 
 
 
NEXT MEETING DATES:
·       Regular: November 7, 2024; Town Hall; 5:30pm
·       Budget: November 14, 2024; Town Office; 5:00pm
 
As tonight’s business was addressed, Ann moved to adjourn the meeting at 6:35pm.  Seconded by Joyce.  All in favor.
 
 
 
Respectfully submitted,
 
Martha L. Beyersdorf
Approved: November 14, 2024
 
 
                                                      /                                                                  /
           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/3NAvjQk
 
DATE:  October 17, 2024
 
PRESENT: Ann Kuendig, AJ Ruben; Joyce Stevens via Teams
 
PUBLIC PRESENT:  Brett Yates (Mountain Times) via Teams
 
AGENDA MODIFICATIONS:  Appointment for Green Up Day Coordinator – OB#3
 
APPROVAL OF MINUTES:  October 3, 2024 Regular Meeting
 
CORRESPONDENCE:
1.     VT Agency of Commerce and Community Development – HUD’s Report on VT Recovery Housing Program TRORC – draft of regional plan
2.     GMNF – schedule of plans
 
OLD BUSINESS:
1.     Town Attorney – update
2.     Insurance – PACIF renewal
3.     Appointment – Green Up Day Coordinator
NEW BUSINESS:
1.     Building Maintenance – update
2.     Village Green – removal of trees; planting two new ones
3.     Finance – Treasurer’s Report for September
4.     Generator – Brook Field maintenance
5.     Audit – Bid
6.     Executive Session – 1 V.S.A. §313 (1) (E) potential civil litigation
 
NEXT MEETING DATES:
1.     Budget – October 24, 2024 Town Office @ 5pm
2.     Regular – November 7, 2024 Town Hall @ 5:30pm
 
ADJOURNMENT:
 
Ann called the meeting to order at 5:31pm.  She had one Agenda Modification (see above).  AJ moved to accept the Minutes of the October 3, 2024 meeting.  Seconded by Joyce.  All in favor.
 
CORRESPONDENCE:
1.     VT Agency of Commerce and Community Development – HUD’s Report on VT Recovery Housing Program.  They would like this report to be posted so people can see how the money they received was spent.  Ann said to have it posted outside the Town Clerk’s Office.
2.     TRORC – draft of regional plan. The Regional Planner sent this.  There will be a public hearing at the Bethel Town Office on November 4, 2024 from 5-7pm.  Remote access will be available. 
 
Pittsfield Select Board Regular Meeting Minutes                                                           page 2
October 17, 2024
 
This regional plan is in addition to our own Town’s Plan.  Some changes were made. Ann moved to forward this to the Planning Commission for their review.  AJ seconded.  All in favor.
 3.   GMNF – schedule of plans.  The only item pertaining to Pittsfield is the Telephone Gap project.  No decision has been made on the four plans.  A decision is expected to be made on January 1, 2025.     
 
OLD BUSINESS:
1.     Town Attorney –  update.  AJ said that he would follow up with Attorney John Cassarino. He requested this be added to the next regular meeting agenda.
2.     Insurance – PACIF renewal.  Ann suggested forwarding the vehicle schedule to
Geena at TRORC to include as data in the  Capital Budget  report. She went on to point out various items in the policy.  It was noted that the Veteran Memorial on the Green was being insured as well as the bandstand.  Discussion.  It was felt that these two items were assessed a little low.  Joyce said she would see about determining a replacement cost for the two structures.  The insurance policy was discussed in more detail and some points clarified. 
3.     Appointment – Green Up Day Coordinator.  Ann made a motion to approve the appointment of Kristina Tooker as a Green Up Coordinator.  Seconded by Joyce.  All in favor.    The Secretary will send Kristina a Letter of Appointment.
 
NEW BUSINESS:
1.     Building Maintenance – update. 
·       Ann questioned the charge for asphalt recycling of $94.00.  She said that she didn’t find any reference to this fee in the original paperwork.  There was no mention of recycling asphalt.  Joyce said she would follow up with this matter. 
·       Two estimates have been given for work in the Town Office.  One for $5,600.00 and another for $4,500.00. The estimate for the PACIF grant for the work in the office (extending the counter, removing a wall, and replacing a  door)  was discussed.  It was decided to move forward and apply for the grant.  Joyce made a motion to have Ann sign as Chair on the grant application.  Seconded by Ann.  All in favor. 
·       Ann wondered about the storage arrangement for the net and paddles for pickleball.  Discussion.  It was decided to forward this to the Recreation Commission.  AJ said he would take this to their next meeting. 
·       The status of the burner and furnace cleaning for the Town Office, Town Garage, and Fire Department.  These will be scheduled with CV Oil Company.
·       Joyce said that she, Herb, and Caleb met at the Barnard Fire House to see plans for the addition.  Joyce said that a septic system design and property survey would be needed.  These files plus any others related to the Fire House would be made available.  Estimates for the costs of everything will also be needed. 
2.     Village Green – removal of trees; planting two new ones.  Joyce said that she spoke with Connie.  Connie plans to meet with Davey trees on Friday, the 18th about removing two trees and some limbs in the cemetery.  Discussion.  The Board was made aware that permission to remove any trees must be given by the Tree Warden, Kris Sperber.  Joyce said she would speak with Kris.
 
 
 
 
Pittsfield Select Board Regular Meeting Minutes                                                           page 3
October 17, 2024
 
3.     Finance – Treasurer’s Report for September.  There was some discussion.  AJ moved to approve this report.  Seconded by Ann.  All in favor.
4.     Generator – Brook Field maintenance.  The Board discussed the proposed contract with Brook Field Service.  It is offered at $407.00 by November 15.  They are also offering an auto-renewal for the next year.  The price will never go up more than 3%.  Ann moved to approve Program #1 as our 2025 Preventative Maintenance Agreement and in addition, sign up for the Automatic Renewal Subscription.  Seconded by AJ.  All in favor.
5.     Audit – Bid.  $10,000.00 has been set aside for this.  It was felt that an audit for 2024-2025 could not be started until September 2025.  It will be put out for bid in May/June 2025.  The Secretary was asked to place this item on the Tickler File for late March/early April 2025. Discussion with the Treasurer on what should be included in the audit will be put on the agenda for the next budget hearing.
Ann adjourned the Regular Meeting at 6:27pm to enter into Executive Session.  Seconded by AJ.  All in favor. 
 
6.     Executive Session – 1 V.S.A. §313 (1) (E) potential civil liability.
 
The Board came out of Executive Session at 6:49pm.  Ann moved to accept.  AJ seconded.  All in favor.
Ann moved to readjourn the regular meeting at 6:50pm.  Seconded by AJ.  All in favor.
 
NEXT MEETING DATES:
1.     Budget – October 24, 2024 Town Office @ 5pm
2.     Regular – November 7, 2024 Town Hall @ 5:30pm
 
 
Respectfully submitted,
 
Martha L. Beyersdorf
Approved: November 7, 2024
 
 
                                                      /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                    A.J. Ruben

​PITTSFIELD SELECT BOARD REGULAR MEETING MINTES

 
To listen to a recording of the meeting please click here: https://bit.ly/3XGmRDJ  (no audio)
 
DATE: September 19, 2024
 
PRESENT: Ann Kuendig, AJ Ruben, Joyce Stevens
 
PUBLIC PRESENT: Geena Baber, TRORC
 
AGENDA MODIFICATIONS:   Recreation Grant Reimbursement-OB#5
 
APPROVAL OF MINUTES:  

1. Sept 5, 2024 Regular Meeting.  Tabled until the next meeting.  

 
CORRESPONDENCE:

1. Emergency Management – LEMP-VEM Changes
2. TRORC – Road inventory

 
OLD BUSINESS:

1. Appointments – Green-Up Day
2. Town Hall – Wi-Fi Extender
3. Grants – MERP Project Implementation Grant
4. Policy – Village Green Use Policy
5. Recreation Grant Reimbursement

 
NEW BUSINESS:

1. Budget – Capital Budget Project: Geena Baber
2. Building Maintenance –
3. Budget – Pre-budget June Financial Report Review
4. Budget – Pre-budget Service Contract/invoice review
5. Fire Dept – new fire truck delivery schedule

 
NEXT MEETING DATE: 

1. Budget: Thursday, September 26 , 2024 5:00pm Town Office
2. Regular: Thursday, October 3, 2024 5:30pm Town Hall

 
ADJOURNMENT:
 
Ann called the meeting to order at 5:31pm.  Joyce seconded.  She welcomed Geena Baber from TRORC and explained the 10-year Capital Budget project she has been working on.  Ann moved to take OB#1 out of order, AJ seconded.  All in favor.  
 
 
 
 
 
Pittsfield Select Board Regular Meeting Minutes                                                           page 2
September 19, 2024
 
CORRESPONDENCE:
1.     Emergency Management – LEMP-VEM Changes. This correspondence from Vermont Emergency Management explains the changing ways towns will be updating their emergency management plans.  Ann said copies were sent to Emergency Mgt Co-directors Ryan and Candace.
2.     Road Inventory.  This notice is to remind Towns that they need  to conduct two inventories  for VTRANS, one is for culverts the other for road erosion compliance.  Ann will send the form to George for action.  She noted that the last inventory recorded by VTANS was completed in 2016.  Bridges also need review.
 
OLD BUSINESS:
1.     Appointments – Green-Up Day.  It was suggested that perhaps Kristina would consent to work with Olivia as coordinator.  Joyce said she would ask.  
2.     Town Hall – Wi-Fi Extender.  Saguaro has quoted a price of $4,226 for extending WIFI to Town Hall from Town Office building.  Joyce met with Saguaro ‘s Brian Davis who inspected the building and then revised the quote to $3,200. This quote also includes updating the current WIFI 5 to WIFI 7 which will create more capacity for extra devices. Joyce suggested waiting to act after the Board sees how much is in the Computer Fund.  The Board plans to meet next week with more information.
3.     Grants – MERP Project Implementation Grant.  Ann explained the conversations she has had with Harry from TRORC who is filling out the energy implementation grant application that is now due September 27, 2024. Joyce got an estimate for installing heat pumps at Town Office between $25-$30K  and will get estimates of converting lights to LED and replacing Town Office Windows next week to be forwarded to Harry so he will have accurate estimates of funds that will be needed for these projects.
4.     Policy – Village Green Use Policy.  Ann said she sent out one paragraph edit to the draft policy AJ amended.  Ann moved to adopt the Village Green Policy for the Town of Pittsfield as well as the Liability Waiver for Vendors.  Joyce seconded.  All in favor.
5.     Recreation Grant Reimbursement. Ann reviewed the invoices to submit for the Recreation Facilities grant reimbursement. The court paving, lights and grant writer invoices came to $23,238.33.  which is $1,196.67 short of full reimbursement. The board agreed to purchase a pickleball net, paddles and balls, two basketballs and a court liner to protect the asphalt to bring the total amount subject to ½ reimbursement $24,435.40.
 
NEW BUSINESS:
1.     Budget – Capital Budget Project: Geena Baber.  Geena had questions regarding how we get money from the State towards the Highway budget and other grant programs the town has applied for. Geena explained the scope of her work in meeting with departments to come up with a ten-year capital budget that will be submitted to the town by October 31st for review with the departments.
2.     Building Maintenance – Joyce said that she hasn’t had time to reach out to volunteers to coordinate work.  Ann said that she will get more primer and white pain to begin painting the town hall outside basement window trims.  
3.     Budget – Pre-budget June Financial Report Review.  The Board reviewed line items of the final June financial report to note overages and large unspent funds to help inform board in budget deliberations.
4.     Budget – Pre-budget Service Contract/invoice review tabled for future meetings.
Pittsfield Select Board Regular Meeting Minutes
Page 3
 
5.     Fire Dept – new fire truck delivery schedule.  It was noted that the new truck was at the fire station and members are looking it over to get an idea of where to place the equipment when it is delivered in an estimated two weeks. The Board discussed the amount of funding available for payment on delivery. It was determined that the Town has enough for full payment. It was noted that there is still no word on the grant application which had been submitted last February, 
 
NEXT MEETING DATE: 
1.     Budget: Thursday, September 26 , 2024 5:00pm Town Office
2.     Regular: Thursday, October 3, 2024 5:30pm Town Hall
 
 
ADJOURNMENT: As there was no further business to conduct, Ann moved to adjourn at 7:34pm.  Joyce seconded.  All in favor.
Respectfully submitted,
 
Martha L. Beyersdorf
Approved:  October 3, 2024
 
                                                      /                                                                  /
           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/3MFmKTN
 
DATE: September 5, 2024
 
PRESENT: Ann Kuendig, AJ Ruben; Joyce Stevens via Teams
 
PUBLIC PRESENT: Harry Falconer from TRORC
 
AGENDA MODIFICATIONS: NB#5 – A+ Electric independent contractor paperwork
 
APPROVAL OF MINUTES:  July 29, 2024 Regular Meeting
 
CORRESPONDENCE:
1.     Rep. Harrison – Public Safety Task Force
 
OLD BUSINESS:
1.     Appointments – Lister and Green-Up Day
2.     Town Hall – Wi-Fi Extender
3.     Finances – July Treasurer’s Report
4.     Insurance – PACIF inquiry update
 
NEW BUSINESS:
1.     Grants – MERP Project Implementation Grants
2.     Building Maintenance – Town Office and Town Hall
3.     Budget – FY26 Hearing Schedule
4.     Tax Changes – FY26 State Education
5.     Contractors – Independent Paperwork A+ Electric
 
NEXT MEETING DATE: Thursday, September 19, 2024 6pm Town Hall
 
ADJOURNMENT:
 
Ann called the meeting to order at  5:32pm.  AJ seconded.  All in favor.  Ann added an Agenda Modification (see above) as NB#5.  AJ seconded.  All in favor.  AJ moved to approve the Minutes of the July 29th meeting.  Ann seconded.  All in favor.
 
CORRESPONDENCE:
1.     Rep. Harrison – Public Safety Task Force.  Ann presented an email sent by Rep. Harrison to all of the communities in his district to extend an invitation from the Vermont Public Safety Communications Task Force.  They are holding a series of regional meetings to hear from First Responders, fire departments, and police chiefs about the 911 System and the need to regionalize the 911 centers.  Ann said she forwarded the invitation to Dave Colton, Caleb Hawley, and the fire department.  The nearest meeting is in Pittsford on September 12th which participants can attend in person or remotely.
 
Pittsfield Select Board Regular Meeting Minutes                                                           page 2
September 5, 2024
 
OLD BUSINESS:
1.     Appointments – Lister and Green-Up Day.  Ann said that Jen Howard met with the Listers and would like to be considered for the upcoming vacant position.  Ann moved to appoint Jen Howard to fill out Betty Warner’s term until Town Meeting 2025.  Joyce seconded.  All in favor.  Joyce was asked if she heard from Amelia Hurd about the Green-Up Coordinator position.  She said that she didn’t.  This will be addressed at the next regular meeting.  The Energy Coordinator position is still vacant, and we are still advertising.
2.     Town Hall – Wi-Fi Extender.  AJ said that he went online and researched what he could.  He also said he contacted Larry Gold from Computer EZ.  He suggested about $400 or $500 in parts and about $400 or $500 in labor.  The Wi-Fi system would require some extra wiring in the Town Office Building and then on the outside something aimed at this building. There would be a wire in the Town Hall that would go to a router which would provide Wi-Fi for the whole building.  Larry could probably start next week.  AJ made a motion to hire Computer EZ  and their electrician to do wiring, and the installation for $1,400.  AJ said he would contact Larry and ask him to send us a written estimate for less than $1,400 as well as an estimate for the wiring.  The money would come from the Town Hall Maintenance line item.
3.     Finances – July Treasurer’s Report.  Ann said that this had been tabled from the last meeting and in reviewing it she had a couple of questions.  These were discussed.  The Board also discussed the paving and sealing for the basketball court.  They will also speak with George about the gravel purchases and labor estimates for paving Village Green which the Board would like to come out of the paving reserve account.  The Board would like some changes made to existing reports as well as creating a few new ones to assist them in reviewing the monthly reports.  These will be discussed with Trish to see what’s possible.
4.     Insurance – PACIF inquiry update.  Ann said that the rescue squad is certified through WRVA.  The person legally certified to administer emergency care prior to when the ambulance arrives is certified through WRVA and the fire department.  She added that there is an effort to get certification for other members of the fire department.
 
NEW BUSINESS:
1.     Grants – MERP Project Implementation Grants.  Ann stated Harry was here to inform us about the MERP Project Implementation Grants which just opened.  He’ll also explain how Pittsfield qualifies and why he thinks it looks pretty good that we can get this grant.  Vermont Efficiency put together a Vermont Energy Burden Report, and the goal was to assign a dollar figure to each community as to how much they spend on energy and transportation as a percentage of the median salary.  Pittsfield came out at 12% which is the second highest.  This report was used by the legislature as part of their climate report to help communities meet standards for energy resilience.  Act 172 of 2022 created this energy resilience program where priority should be given to communities that have a really high energy burden.  In the interest of getting this money obligated as quickly as possible before the end of the year, which the state has to do, they are coming up against a September 20 deadline to take applications.  They have $36 million to give out for awards up to $500,000 each, which is designed to be a zero match to the award.  He said that the energy audit on Town Office identified some things that the money could be used for: window replacement, weatherization concerns, changing lighting to LED, programable thermostats, heat pump water heater, EV charging, solar and battery storage for backup power.  The projects would need to be completed by the end of 2026.  There was more discussion.  AJ moved that the Board authorize Harry and
 
Pittsfield Select Board Regular Meeting Minutes                                                           page 3
September 5, 2024
 
TRORC to go forward with the grant application.  Joyce seconded.  All in favor.  Harry was thanked for his work and for coming tonight to present the information.
2.     Building Maintenance – Town Office and Town Hall.  Ann said that the Board was charged with looking through the list that Joyce prepared and come up with some priorities.  Items at the Town Office were discussed and what funds and grants could be used to pay for them. The same with the Town Hall. Some of the projects include power washing, painting, and work on the windows. There was discussion on the eventual replacement of the roof and consider standing seam as a possible replacement.  Joyce was asked if she could send out copies of her list to everyone. 
3.     Budget – FY26 Hearing Schedule.  Ann presented a list of proposed dates for the budget meetings.  This list is similar to how it was done last year.  Ann suggested that the Board start on September 19th and have a preliminary meeting during its regular meeting before meeting with Trish. Discussion.  Ann added that she would like to go through last year’s budget line by line in the June Financial report, and review everything in light of our tax situation including contracts for services.  AJ made a motion to approve the budget schedule and to send out notices that some meeting times will be changed.  Seconded by Joyce.  All in favor.  Ann said that she also revised the budget letter to the departments and would like to include the quick books format for each department  to use to make it easier for the Board to review.  There was some discussion amongst the Board regarding the arrangement with TRORC on the ten-year capital improvement budget project and whether the report will be issued by October 31st.
4.     Tax Changes – FY26 State Education.  Ann wanted to make the Board aware that the Legislature has revised the education funding formula for calculating a community’s CLA by adding a statewide adjustment figure that will be used once the state completes its Equalization Study by January 1. This may help the Board anticipate the town’s education tax rate during budget deliberations.
5.     Contractors – Independent Paperwork A+ Electric.  Ann moved to approve the independent contactor paperwork for A+ Electric.  Seconded by AJ.  All in favor.
 
NEXT MEETING DATE:
1.     Regular Meeting, Thursday, September 19, 2024 5:30pm Town Hall
 
ADJOURNMENT:  As there was no further business to conduct, Ann moved to adjourn at 7:06pm.  Joyce seconded. All in favor.
 
Respectfully submitted,
                                                                                   
Martha L. Beyersdorf, Secretary
 
Approved: September 26, 2024
 
 
                                                      /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                    A.J. Ruben

​PITTSFIELD SELECT BOARD REGULAR MEETING MINTES

 
To listen to a recording of the meeting please click here:
​https://pittsfieldvt-my.sharepoint.com/:v:/p/meeting/EccadxdIL6ZCtSYsU_ZDoWkBqiaDc0-1x6sY5WiWQ8BSqQ?nav=eyJyZWZlcnJhbEluZm8iOnsicmVmZXJyYWxBcHAiOiJTdHJlYW1XZWJBcHAiLCJyZWZlcnJhbFZpZXciOiJTaGFyZURpYWxvZy1MaW5rIiwicmVmZXJyYWxBcHBQbGF0Zm9ybSI6IldlYiIsInJlZmVycmFsTW9kZSI6InZpZXcifX0%3D&e=wHyjqZ
 
DATE: July 25, 2024
 
PRESENT: Ann Kuendig, Joyce Stevens, AJ Ruben
 
PUBLIC PRESENT: Craig Westling
 
AGENDA MODIFICATIONS:  C#5- Parking: Vet Center request
 
APPROVAL OF MINUTES:  July 2, 2024 Special Meeting
 
CORRESPONDENCE:

1. GMNF Schedule of Proposed Action
2. Declaration of Inclusion Survey
3. Hazard Mitigation Grant Program
4. VHCB Easement Monitoring
5. Vet Center request

 
OLD BUSINESS:

1. Route 100: Demo Project Notice of Acceptance/Tax Bill
2. Dogs: Judicial Bureau Dog Ordinance Enforcement
3. Appointments: Planning Committee/Green-Up Day
4. Budget: Capital Budget Project Update
5. Grants: Grants in Aid Construction Summary

 
NEW BUSINESS:

1. Financial: CD Renewal
2. Town Buildings: Building Maintenance
3. Recreation: Commission Update
4. Financials: Treasurer’s Report June
5. Computer: IT Proposals
6. Fuel: Pre-Buy Program
7. Open Meeting Law: Updates
8. Town Office: Accessible Parking Spot
9. Village Green/Parks: Use
10. Brown Town Hall
11. Executive Session: 1 V.S,A. § 313 (1) (A) Contracts

 
NEXT MEETING DATE: Thursday, August 22, 2024 6pm Town Hall
 
ADJOURNMENT:
 
Ann called the meeting to order at 5:37pm.  Seconded by AJ.  All in favor.  There is an Agenda Modification (see above).  Ann moved to approve the July 2, 2024 Special Meeting.  Seconded by AJ.  All in favor. 
Pittsfield Select Board Regular Meeting Minutes                                                                          page 2
July 25, 2024
 
CORRESPONDENCE:
1.      GMNF Schedule of Proposed Action.  This is the quarterly document outlining proposed action of the GMNF.  The only ones that pertain to Pittsfield are the Telephone Gap and Forest-wide Opening Maintenance.
2.      Declaration of Inclusion Survey is a follow-up to a request by a Grassroots Group two years ago to adopt the Declaration of Inclusion.  They would like to know if the Town has done any of the projects requested.  Ann reviewed them.  AJ moved that Trish be asked to post a copy on the website and Town Office and that the survey be completed and sent in.  Ann seconded the motion.  All in favor.  Ann will complete the survey and return it.
3.      Hazard Mitigation Grant Program. TRORC is reaching out to towns to submit a pre-application form for eligible projects for buying out flood prone properties. The State has released a significant amount of property.  Steve Turner’s property is the only one Ann could think of, and he’s not interested. 
4.      VHCB Easement Monitoring.  This is the email that Trish sent from Sophie Becker, and we have an easement on the Parmenter place property.  They are doing sky monitoring.  The Town  had to do some erosion rip rap mitigation following the 2019 flooding. The property cannot be developed.  The VHCB is looking for affordable housing. Ann will respond to them.
5.      Vet Center request.  The Veterans Outreach Project  is a mobile drop-in center that would like to stop in Pittsfield once a month for 2-3 hours.  They provide mental health services at no charge to eligible veterans and other aids to vets.  They would like to use Pittsfield as a regional center and are requesting space to park the trailer and an additional 4-5 parking spaces.  AJ moved to invite the veterans’ support group to set up in Pittsfield and if in the winter, if needed, the Town Hall could be utilized provided they fill out an application.  Ann seconded.  All in favor. The Board feels this would be good, so Ann will respond.
 
OLD BUSINESS:
1.      Route 100: Demo Project Notice of Acceptance/Tax Bill.  Ann said that at the last meeting she was tasked with drawing up an acceptance notice for Harvey’s.  Harvey’s returned it requesting a word change that spelled out the $500 credit for the fuel, furnace, and fuel tank.  Harvey’s also sent an email asking if the Town could consider a $100 salvage deduction for the pellet stove.  Ann moved that we accept this and sent it to the Town Clerk for the file and the additional $100 credit.  So, the total bid is $22,504.  AJ seconded.  All in favor.  Harvey’s is going to start the demolition of the garage on Saturday.    Ann said that she received a tax bill from Trish that generated for this property.  Trish asked Ann to speak with the Listers about changing the classification of the lister card.  There should not have been a bill.  Betty said it should be the property owner who applies for an abatement.  The Town is the owner.  The Listers can determine how best to do this.  Ann said the Select Board would have to submit a formal notice to request an abatement.  AJ and Joyce moved that the Listers do what they have to do to abate the tax bill.  Seconded by Joyce.  All in favor.
2.      Judicial Bureau Dog Ordinance Enforcement: Ann moved to sign the letter appointing Trish, Doug Mianulli and AJ as officials for enforcing the dog ordinance. AJ seconded. All in favor.
3.      Town Appointments: Planning Committee/Green-Up Day.  Craig Westling appeared and said that he would be interested in serving on the Planning Committee.  Ann contacted Pete “Pasta Pete” Timpone and is interested.  Mike Moran has offered to serve at a previous meeting. Ann moved to officially appoint Mike, Pete Timpone, and Craig Westling to serve on the Planning Commission.  Joyce seconded.  All in favor.  Craig was also appointed to the White River
Pittsfield Select Board Regular Meeting Minutes                                                                          page 3
July 25, 2024
 
Consortium  which currently has Jordan Stevens and Dana Decker as delegates.  AJ moved to appoint Craig to the WR Consortium and provide contact information for Jordan and Dana.  Ann seconded.  All in favor.  The Secretary will send appointment letters.
Rebecca Steward resigned in May as an official on Green-Up Day.  Discussion.  Olivia Grasso will be asked if she will be in attendance in May or away at school.  This will be added to the next agenda.
4.      Budget: Capital Budget Project Update. Gina Babers at TRORC had a project to solicit opinions from all the departments and put together a 10-year capital budget.  The Board signed a contract in which she would deliver a report at the end of July.  She is requesting an extension to deliver the project at the end of November.  Discussion.  Ann moved to agree to the extension of November 1st.   AJ seconded.  All in favor.
5.      Grants: Grants in Aid Construction Summary.  Ann said that this is an update that we go through every year.  The Municipal Roads Grant Permit, hydrologically connected roads, that inventory we have to do that we get grant money for.  Ann spoke with George, and he will meet Rita and Pete at TRORC.  He met with them and was able to find three segments so they can apply for pre-construction.  The three segments are all on Townsend Brook Road. They include remove the greater berm, lowering the high road shoulder, and road crowning and additional gravel to meet roadway traveling standards. TRORC submitted this information to the Agency of Transportation, and they approved the projects and started construction.  They much be completed by December 2024.
 
NEW BUSINESS:
1.      Financial: CD Renewal.  Ann said there are 3 CDs with two of them up in November.  Currently the Contingency Fund has $50,000 in it. Trish has recommended a 3/6-month CD renewal at 4.5% or a 9/12 month at 4.3%.  Discussion.  The Board felt 6 months was a safe option.  Ann moved to have the Treasurer renew the $50,000 CD in the Contingency Fund for 6 months at 4.5%.  AJ seconded.  All in favor.  Discussion about moving some additional money with the $50.000.  Ann moved to add to the motion an additional $15,000 to equal a total of $65,000 in the Contingency Fund for 6 months at 4.5%.  Joyce seconded.  All in favor. 
2.      Town Buildings: Building Maintenance.  Ann said that she drafted a letter to send to all the abutting landowners informing them of the project.  The paving project needs to be completed by August 31st.  There was a discussion about the location of the new drop box. 
3.      Recreation: Commission Update.  Ann said she put it on the agenda because they never determined how the commission is going to operate.  Will they be more of an advisory commission and submit to the Select Board or seek funding and maintain contracts?  AJ said the commission would be happy to serve in an advisory role, submit ideas to the Select Board, and seek funding.  AJ explained what some of the commission’s ideas are. 
4.      Financials: Treasurer’s Report June.  Discussion.  Ann moved to accept.  AJ seconded.  All in favor.  The report will be kept for budget time because this has end-of-year information.
5.      Computer: IT Proposals.  Ann reminded the Board of the request to have members of the Planning Commission have their own email accounts.  Recently, Microsoft has required their business accounts to have a multi recognition program to authenticate email that goes to their server and
Pittsfield Select Board Regular Meeting Minutes                                                                          page 4
July 25, 2024
 
comes out.  They are requiring a subscription to the exchange program for commercial accounts. Ann said she asked Brian what that means and he said that every subscriber will have to pay $4/month to maintain the emails.  Ann  reviewed the departments and came up to approximately 17-20 potential subscribers.  This would amount to approximately $1,000 per year.  The idea behind this is to get away from personal emails.  A town official is subject to the open meeting laws and may be required to have any official correspondence kept separate and available if requested.  Brian suggested an alternative method at no cost.  He would set up a distribution list for each main email address.  The users can send him the address they want to use, and he will set that up.  The email would go automatically and not be passed on.  The problem would be that someone for each main email would need to be responsible for responding to questions/requests, etc.  A third option involves the computer when used downstairs.  It’s slow.  What would be involved in using the library’s Wi-Fi?  Brian is assuming that they won’t be able to run between the two buildings.  The cost for the parts and installation would be approximately $4,226.  The Board agreed that the Town Hall needs a strong Wi-Fi system.  Joyce said she would speak with Matt Wing, who works for EC Fiber. 
6.      Fuel: Pre-Buy Program.  Discussion.  The pre-buy program runs from August to the end of May.  Ann prepared a history of previous years’ usage, etc.  It was decided: Town Hall (Oil) – 72.42  gallons @ $3.60 utilizing credit,Town Office (LP Gas) 1400 gallons @ $2.19*; Town Garage (LP Gas) - 550 gallons @ $2.19; PVR (LP Gas) 850 gallons @ $2.19. *TH & TOB share LP.  Ann moved to approve the pre-buy purchases as noted.  AJ seconded.  All in favor.
7.      Open Meeting Law: Update.  Ann said that all departments will be made aware of the updates that go into effect on January 1, 2025.  The changes include: all non-advisory bodies must hold all special/regular meetings as hybrid meetings (must have a physical location and remote access); all State/Local decision making bodies must electronically record their meetings and a recording must be posted in a designated electronic location for a minimum of 30 days following the approval and posting of the official Minutes of the meeting recorded; State chairs of decision making bodies, local legislative body chairs, municipal managers and mayors must participate in an annual professional Open Meeting Law training starting January 1st; and we have to post on our website an explanation of the procedures for submitting notice of an open meeting law violation to the public body or the Attorney General and a copy of the text.  We also have to have a copy of V.S.A. 314.  Ann said she would circulate this before she sends a copy to Trish and also look for a template.
8.      Town Office: Accessible Parking Spot.  Ann said that we have a painted designated spot and AJ added that there’s supposed to be a sign posted.  The problem with the posting of signage is in the winter, it’s in the way of the plow.  Ann moved to ask George to post the handicapped accessible sign per Federal Regulations in the spot that’s already designated.  AJ seconded.  All in favor.
9.      Village Green/Parks: Use. This was another request by a resident not living on the main road to be allowed to bring “free stuff” to the Green or designated green space before the bridge for one day.  Discussion  The Board felt that allowing this would open up the Town to potential liability issues.  The Board decided that someone must attend the event all day and they must sign a waiver for free/for sale items.  Ann asked AJ to draft a statement and the Board will formally adopt it. 
10.   Town Hall Rental: Brown.  The event is for a memorial gathering for her grandmother, Evelyn Payette, who was a resident of Pittsfield to be held on August 3rd.  She’s requesting a waiver from
 
Pittsfield Select Board Regular Meeting Minutes                                                                          page 5
July 25, 2024
 
non-resident to resident.  Ann moved to agree to the waiver request, $50 for clean-up fee and $50 for the rental fee  AJ seconded.  All in favor. 
11.   Executive Session: 1 V.S,A. § 313 (1) (A) Contracts.  Ann moved to enter Executive Session at 7:18pm.  Ann moved to re-enter the regular meeting at 7:35pm.  Joyce seconded.  All in favor.  
 
ADJOURNMENT:  As there was no further business to conduct, Ann moved to adjourn at 7:36pm.  Joyce seconded. All in favor.
 
Respectfully submitted,
                                                                                                        
Martha L. Beyersdorf, Secretary
 
Approved: August 29, 2024
 
 
                                                      /                                                                  /
           Ann Kuendig                                        Joyce Stevens                                    A.J. Ruben