PITTSFIELD SELECT BOARD REGULAR MEETING MINUTES
To listen to a recording of this meeting please click here: https://bit.ly/4jNoLg2
DATE: February 6, 2025
PRESENT: Ann Kuendig, Joyce Stevens, AJ Ruben
PUBLIC PRESENT:
· PVF&R – Dave Colton, Rachel Hunt (via TEAMS), Caleb Hawley
· Stockbridge Fire – Chief Jim Manyon, Dan Novotny
· PACIF Director of Risk Management – Fred Satink (via TEAMS)
· VT Dept. of Health EMS Program Administrator – Ray Walker (via TEAMS)
· WRVA Executive Director – Matt Parrish (via TEAMS)
· George Deblon
AGENDA MODIFICATIONS: OB#4 – Finance – CD Renewal: Contingency Fund
MINUTES APPROVAL: January 16, 2025 Regular Meeting
CORRESPONDENCE:
1. Resignations – WRVA, E911, EC Fiber
2. FEMA – Grant Closeout Letter
OLD BUSINESS:
1. Insurance – EMS Insurance-PACIF, EMS Administrator, PVFR, WRVA
2. Audit – RFP Bids
3. Building Maintenance – Projects
4. Finance – CD Renewal: Contingency Fund
NEW BUSINESS:
1. Town Highway – Certificate of Highway Compliance
2. Permits & Licenses – Liquor Licenses
3. Vermont Ethics Commission – Ethics Liaison to the State Board.
4. Executive Session – 1 V.S.A. 313 (1) (A) Contracts
ADJOURN
NEXT MEETING DATE: Regular Meeting Thursday, February 20, 2025 @5:30pm Town Hall
Ann called the meeting to order at 5:31pm. Joyce seconded. All in favor. AJ moved to accept the Minutes of the January 16th meeting. Joyce seconded. All in favor. Ann said that she had one Agenda Modification tonight (see above). Ann welcomed the representatives (see above). She moved to take OB#1 out of order. Joyce seconded. All in favor.
Pittsfield Select Board Regular Meeting Minutes page 2
February 3, 2025
CORRESPONDENCE:
1. Resignations – WRVA, E911, EC Fiber. Martha Beyersdorf and Herb Kuendig both resigned. Ann made
a motion to accept these resignation letters. Joyce seconded. All in favor. Discussion about how best to
publicize these positions, including a brief job description.
2. FEMA – Grant Closeout Letter. Ann said that they received closeout letter for the buyout from FEMA.
She said she’d like to put it on the record that it’s been received and will go in the file. At this point, the only other thing the Board needs to do is follow up and make sure that nothing has been put on the land.
OLD BUSINESS:
1. Insurance – EMS Insurance-PACIF, EMS Administrator, PVFR, WRVA. Ann provided some background
explaining that the Select Board has been having discussions regarding insurance protection for EMS and Rescue Squad members since September. That was when the Select Board received notification from PACIF that there was a question as to whether Pittsfield Fire & Rescue had a certification from the Dept. of Health. The Board conversed with the Fire Department to find out if that was true. The Board then contacted WRVA as the Board and PVFD were under the impression they were operating under WRVA’s insurance. WRVA reported that only employees of WRVA were covered by WRVA’s insurance when running on Pittsfield PVFD&R calls. Ann said that they invited Wade from PACIF to a meeting and to investigate further as to whether the PVFD&R members had workers’ compensation and liability coverage when going on calls for Pittsfield. With all the conversations, the Board felt it was best to get everyone together to try and resolve this issue. The Board invited Stockbridge fire and rescue personnel to the meeting as we understood Stockbridge was also lacking clarity about insurance coverage for their calls.
Fred Satink was asked what PACIF is looking for in order to make sure that Pittsfield’s First Responders are in fact insured and for what? Fred responded by saying that PACIF provides workman’s compensation coverage and liability for emergency medical personnel that perform those services on behalf of the member. Fred said that he understood that when EMS personnel are operating under the license of another entity, like WRVA, they essentially are under the operational control of the entity and WRVA’s insurance would provide coverage. There were some questions about who is an employee of WRVA versus being affiliated with WRVA and which entity covers personnel when personnel are called out by the EMS system or otherwise (by witnessing an accident or responding to a medical call without 911 initiating the run). Presumably, that entity’s coverage should be covering them during those activities. So, the question becomes “whose employees are they?” Fred asserted that our staff may be personnel in your department but when they are providing EMS services that may change. Joyce explained that our First Response is through the Fire Department and if Pittsfield gets a 911 call, the Fire Department goes out as a first responder for the Town of Pittsfield, or Stockbridge. Joyce said she didn’t understand how this all started because it’s been this way for a long time. AJ expressed his concern about the statement that PACIF made that we “probably” have coverage for work comp and liability, noting that we’ve been doing this for decades with the assumption that we are paying PACIF to ensure our people and our Town is case an incident happens. Fred said he’s looking at an assigned risk policy for the Town but then confirmed that PACIF provides coverage when PVFD&R personnel go on calls. If one of our personnel is also an employee of WRVA (we have one person in that category), WRVA may cover insurance claims for that person only. Fred confirmed that Pittsfield has workman’s comp for your volunteers and also liability of medical liability coverage for those same personnel. Ray had a question for Joyce when she said that Pittsfield responds as a first response. If an ambulance is needed, then you call for one. What Ray wanted to know was what
was that first response? And are they responding as EMS personnel, and are they members of WRVA? Joyce commented that Pittsfield pays every month to provide ambulance services to the Town. Ray asked if the people who are providing any medical care holding and any EMS/EMT certification? Ann asked Dave or Rachel to explain the situation. Rachel Hunt stated that she is certified as a paramedic and employed by WRVA and provides that level of care when called out for Pittsfield first response calls.
Pittsfield Select Board Regular Meeting Minutes page 3
February 3, 2025
She said the State is offering a course, Vermont Emergency First Responder, which is basically a super basic first responder and upon completion they earn a card and certification as participate in a VEFR course similar to a super basic first responder. Ray pointed out that if anyone is not affiliated with WRVA and does not have a certificate for VEFR or higher, they aren’t authorized to do EMS in Pittsfield. Joyce expressed some confusion about who could respond to rescue calls in Pittsfield and Ray clarified that only people with certificates for VERF, EMT, AMT or paramedic care and affiliated with WRVA were allowed to provide medical rescue services and still be covered by liability insurance. Ray noted there is a Good Samaritan Law that allows anyone to provide reasonably necessary emergency care without liability. To be covered by the Town’s insurance a person must be responding on behalf of a licensed agency/department that was dispatched to the call. He further clarified that if you’re a person that holds an EMT license in Pittsfield Fire Department, but you aren’t a member of WRVA, because they are the responding ambulance service, you are not authorized to provide EMS in Pittsfield. Regarding scope of service Ray said that if certified as a Firefighter 1, you are required to be AED and CPR certified also, so if responding as a firefighter and there’s a cardiac arrest, you can put an AED on someone and do any care that does not require an EMS license; if you want to administer oxygen or provide care beyond a first aid level, then you need an EMS license. Ann asked going forward, Pittsfield either affiliates with WRVA or apply for an EMS license. Ray said that was correct.
Joyce mentioned that some of our fire department members had trouble getting on the portal via the State website and was told that it had been figured out. Dave Colton said that because we were contracted with WRVA, our personnel should be automatically “members.” Matt Parrish went on to explain how the system has changed. Insurance and changes in certifications have brought us to this point where you need to be affiliated with a licensed agency. Matt said to be affiliated one must be in contact with WRVA about training and certification and WRVA will run a background check on that person as wel.
Ray responded that scope of practice for VEFR was very small: the heart saver version of CPR, bleeding control, administer NARCAN. You don’t take vital signs or administer oxygen. Caleb Hawley said that the next step is to try and get more people to join the fire department and have current members get their certifications. Some other examples of certifications vs non-certifications were discussed as well as differences in the levels of certifications. Ann asked how we wanted this left and was told that Pittsfield is good. Joyce said that one of the biggest things to make sure of was that our town, and others, know that PACIF is covering us if go out and do a quick first response of stopping bleeding, CPR, etc. She asked Fred if he needed anything else. She assured him that Pittsfield would continue to get an affiliations with WRVA for our EMS staff and do coursework needed for the Fire Department and go from there. Ann thanked everyone for their time in attending tonight. Following the meeting, members of the Fire Department held a discussion with the Select Board related to things talked about In the meeting with officials.
2. Audit – RFP Bids. There were two inquiries, but only one actually submitted a bid and it was Sullivan Powers and Company for $29,000. The question of whether the Town needed an audit and how it was going to be funded were discussed. Discussion of current budget and whether to put more in next year. A.J. thought this large an expense should go on a Warning for next year with an explanation to the taxpayers. Ann said that VLCT suggests that a professional audit be done every three years. Discussion about funding. AJ moved that we respond to Powers and Sullivan and say thank you for your response, but we don’t have enough funds for it at this time. We aren’t going to accept the bid. AJ added that the Board should have a long conversation about how to fund this. Ann seconded. All in favor.
3. Building Maintenance – Projects. The following projects were addressed:
· Town Hall: pertains to an email about flooring tiles coming up at the door. This can be addressed in the spring.
Pittsfield Select Board Regular Meeting Minutes page 4
February 3, 2025
· Town Office: problem with the lighting in the hallway in the entrance by the elevator; also, one is blinking downstairs. Joyce asked for permission to have the electrician do the first phase before the lights go out. Joyce made a motion to have the lights fixed and we hire Nate from A+ Electric to do that work. Ann seconds. All in favor. The Select Board accepted his estimate to replace all of the lighting in the Town Office Building for $5,150. He will start on the project as soon as he can, beginning with the hall fixtures. The project will be completed once the Town Office renovations are completed. These funds will be drawn from the MERP implementation Grant ($157,000)
· Town Office & Town Hall: decision to purchase12 foot ladder
· Town Hall: Joyce said she asked Heather Turnbull for an estimate for this roof. She added that the cost could go up based on the proposed tariffs. No decisions yet.
4. Finance – CD Renewal: Contingency Fund. The Select Board decided to add $15,000 to the Contingency Fund balance of $67,006.38. Also split the $82,006.38 between two CD’s. Ann made a motion to have Trish put $41,000 in a 3-month CD @3.93% (May 13, 2025) and another $41,006.38 for 6-month CD @3.69% (August 13, 2025). Seconded by Joyce. All in favor.
NEW BUSINESS:
1. Town Highway – Certificate of Highway Compliance. Ann said this is something that is done annually. The Board has adopted the Certificate of Compliance for Town Road and Bridge Standards that the Select Board passed in June of 2019. Ann made a motion to have the Board sign the Certificate of Compliance as well as the Annual Financial Plan. Joyce seconded. All in favor. This affirms that for 2026, we have 14.72 miles of Class 3 roadways, which will earn the Town $25,469 from the State.
2. Permits & Licenses – Liquor Licenses. Ann moved that the Board approve all of the license applications for the named businesses. Seconded by AJ. Joyce recused herself.
· Swiss Farm Market: Second Class Liquor and Tobacco
· Clear River Properties: First and Third Class, Outside Consumption permit
· Vermont Farms Catering: First and Third Class
· Original General Store: First and Second Class, and Tobacco
3. Vermont Ethics Commission – Ethics Liaison to the State Board. Ann explained that the new law requires municipalities to do a bunch of different things such as:
· revise our Conflict of Interest Policy
· post various things
· appoint a Select Board member as the Liaison to the State Ethics Board.
· Select a designee
Ann moved to appoint AJ Ruben as the Liaison to the State Ethics Commission and make him the designate. He will receive any complaints that we get via alleged violations. Seconded by Joyce. All in favor.
Ann moved that the Board entered Executive Session at 6:53pm. Seconded by Joyce. All in favor.
4. Executive Session – 1 V.S.A. 313 (1) (A) Contracts
Ann moved that the Board resume the Regular meeting at 7:19pm. Seconded by Joyce. All in favor.
NEXT MEETING DATE: Regular Meeting Thursday, February 20, 2025 @5:30pm Town Hall
Pittsfield Select Board Regular Meeting Minutes page 5
February 3, 2025
ADJOURN:
As there was no further business to discuss, Ann moved to adjourn at 7:21pm. Seconded by Joyce. All in favor.
Respectfully Submitted,
Martha L. Beyersdorf
____________________________________________________________________________________
Ann Kuendig Joyce Stevens AJ Ruben
approved: February 20, 2025
To listen to a recording of this meeting please click here: https://bit.ly/4jNoLg2
DATE: February 6, 2025
PRESENT: Ann Kuendig, Joyce Stevens, AJ Ruben
PUBLIC PRESENT:
· PVF&R – Dave Colton, Rachel Hunt (via TEAMS), Caleb Hawley
· Stockbridge Fire – Chief Jim Manyon, Dan Novotny
· PACIF Director of Risk Management – Fred Satink (via TEAMS)
· VT Dept. of Health EMS Program Administrator – Ray Walker (via TEAMS)
· WRVA Executive Director – Matt Parrish (via TEAMS)
· George Deblon
AGENDA MODIFICATIONS: OB#4 – Finance – CD Renewal: Contingency Fund
MINUTES APPROVAL: January 16, 2025 Regular Meeting
CORRESPONDENCE:
1. Resignations – WRVA, E911, EC Fiber
2. FEMA – Grant Closeout Letter
OLD BUSINESS:
1. Insurance – EMS Insurance-PACIF, EMS Administrator, PVFR, WRVA
2. Audit – RFP Bids
3. Building Maintenance – Projects
4. Finance – CD Renewal: Contingency Fund
NEW BUSINESS:
1. Town Highway – Certificate of Highway Compliance
2. Permits & Licenses – Liquor Licenses
3. Vermont Ethics Commission – Ethics Liaison to the State Board.
4. Executive Session – 1 V.S.A. 313 (1) (A) Contracts
ADJOURN
NEXT MEETING DATE: Regular Meeting Thursday, February 20, 2025 @5:30pm Town Hall
Ann called the meeting to order at 5:31pm. Joyce seconded. All in favor. AJ moved to accept the Minutes of the January 16th meeting. Joyce seconded. All in favor. Ann said that she had one Agenda Modification tonight (see above). Ann welcomed the representatives (see above). She moved to take OB#1 out of order. Joyce seconded. All in favor.
Pittsfield Select Board Regular Meeting Minutes page 2
February 3, 2025
CORRESPONDENCE:
1. Resignations – WRVA, E911, EC Fiber. Martha Beyersdorf and Herb Kuendig both resigned. Ann made
a motion to accept these resignation letters. Joyce seconded. All in favor. Discussion about how best to
publicize these positions, including a brief job description.
2. FEMA – Grant Closeout Letter. Ann said that they received closeout letter for the buyout from FEMA.
She said she’d like to put it on the record that it’s been received and will go in the file. At this point, the only other thing the Board needs to do is follow up and make sure that nothing has been put on the land.
OLD BUSINESS:
1. Insurance – EMS Insurance-PACIF, EMS Administrator, PVFR, WRVA. Ann provided some background
explaining that the Select Board has been having discussions regarding insurance protection for EMS and Rescue Squad members since September. That was when the Select Board received notification from PACIF that there was a question as to whether Pittsfield Fire & Rescue had a certification from the Dept. of Health. The Board conversed with the Fire Department to find out if that was true. The Board then contacted WRVA as the Board and PVFD were under the impression they were operating under WRVA’s insurance. WRVA reported that only employees of WRVA were covered by WRVA’s insurance when running on Pittsfield PVFD&R calls. Ann said that they invited Wade from PACIF to a meeting and to investigate further as to whether the PVFD&R members had workers’ compensation and liability coverage when going on calls for Pittsfield. With all the conversations, the Board felt it was best to get everyone together to try and resolve this issue. The Board invited Stockbridge fire and rescue personnel to the meeting as we understood Stockbridge was also lacking clarity about insurance coverage for their calls.
Fred Satink was asked what PACIF is looking for in order to make sure that Pittsfield’s First Responders are in fact insured and for what? Fred responded by saying that PACIF provides workman’s compensation coverage and liability for emergency medical personnel that perform those services on behalf of the member. Fred said that he understood that when EMS personnel are operating under the license of another entity, like WRVA, they essentially are under the operational control of the entity and WRVA’s insurance would provide coverage. There were some questions about who is an employee of WRVA versus being affiliated with WRVA and which entity covers personnel when personnel are called out by the EMS system or otherwise (by witnessing an accident or responding to a medical call without 911 initiating the run). Presumably, that entity’s coverage should be covering them during those activities. So, the question becomes “whose employees are they?” Fred asserted that our staff may be personnel in your department but when they are providing EMS services that may change. Joyce explained that our First Response is through the Fire Department and if Pittsfield gets a 911 call, the Fire Department goes out as a first responder for the Town of Pittsfield, or Stockbridge. Joyce said she didn’t understand how this all started because it’s been this way for a long time. AJ expressed his concern about the statement that PACIF made that we “probably” have coverage for work comp and liability, noting that we’ve been doing this for decades with the assumption that we are paying PACIF to ensure our people and our Town is case an incident happens. Fred said he’s looking at an assigned risk policy for the Town but then confirmed that PACIF provides coverage when PVFD&R personnel go on calls. If one of our personnel is also an employee of WRVA (we have one person in that category), WRVA may cover insurance claims for that person only. Fred confirmed that Pittsfield has workman’s comp for your volunteers and also liability of medical liability coverage for those same personnel. Ray had a question for Joyce when she said that Pittsfield responds as a first response. If an ambulance is needed, then you call for one. What Ray wanted to know was what
was that first response? And are they responding as EMS personnel, and are they members of WRVA? Joyce commented that Pittsfield pays every month to provide ambulance services to the Town. Ray asked if the people who are providing any medical care holding and any EMS/EMT certification? Ann asked Dave or Rachel to explain the situation. Rachel Hunt stated that she is certified as a paramedic and employed by WRVA and provides that level of care when called out for Pittsfield first response calls.
Pittsfield Select Board Regular Meeting Minutes page 3
February 3, 2025
She said the State is offering a course, Vermont Emergency First Responder, which is basically a super basic first responder and upon completion they earn a card and certification as participate in a VEFR course similar to a super basic first responder. Ray pointed out that if anyone is not affiliated with WRVA and does not have a certificate for VEFR or higher, they aren’t authorized to do EMS in Pittsfield. Joyce expressed some confusion about who could respond to rescue calls in Pittsfield and Ray clarified that only people with certificates for VERF, EMT, AMT or paramedic care and affiliated with WRVA were allowed to provide medical rescue services and still be covered by liability insurance. Ray noted there is a Good Samaritan Law that allows anyone to provide reasonably necessary emergency care without liability. To be covered by the Town’s insurance a person must be responding on behalf of a licensed agency/department that was dispatched to the call. He further clarified that if you’re a person that holds an EMT license in Pittsfield Fire Department, but you aren’t a member of WRVA, because they are the responding ambulance service, you are not authorized to provide EMS in Pittsfield. Regarding scope of service Ray said that if certified as a Firefighter 1, you are required to be AED and CPR certified also, so if responding as a firefighter and there’s a cardiac arrest, you can put an AED on someone and do any care that does not require an EMS license; if you want to administer oxygen or provide care beyond a first aid level, then you need an EMS license. Ann asked going forward, Pittsfield either affiliates with WRVA or apply for an EMS license. Ray said that was correct.
Joyce mentioned that some of our fire department members had trouble getting on the portal via the State website and was told that it had been figured out. Dave Colton said that because we were contracted with WRVA, our personnel should be automatically “members.” Matt Parrish went on to explain how the system has changed. Insurance and changes in certifications have brought us to this point where you need to be affiliated with a licensed agency. Matt said to be affiliated one must be in contact with WRVA about training and certification and WRVA will run a background check on that person as wel.
Ray responded that scope of practice for VEFR was very small: the heart saver version of CPR, bleeding control, administer NARCAN. You don’t take vital signs or administer oxygen. Caleb Hawley said that the next step is to try and get more people to join the fire department and have current members get their certifications. Some other examples of certifications vs non-certifications were discussed as well as differences in the levels of certifications. Ann asked how we wanted this left and was told that Pittsfield is good. Joyce said that one of the biggest things to make sure of was that our town, and others, know that PACIF is covering us if go out and do a quick first response of stopping bleeding, CPR, etc. She asked Fred if he needed anything else. She assured him that Pittsfield would continue to get an affiliations with WRVA for our EMS staff and do coursework needed for the Fire Department and go from there. Ann thanked everyone for their time in attending tonight. Following the meeting, members of the Fire Department held a discussion with the Select Board related to things talked about In the meeting with officials.
2. Audit – RFP Bids. There were two inquiries, but only one actually submitted a bid and it was Sullivan Powers and Company for $29,000. The question of whether the Town needed an audit and how it was going to be funded were discussed. Discussion of current budget and whether to put more in next year. A.J. thought this large an expense should go on a Warning for next year with an explanation to the taxpayers. Ann said that VLCT suggests that a professional audit be done every three years. Discussion about funding. AJ moved that we respond to Powers and Sullivan and say thank you for your response, but we don’t have enough funds for it at this time. We aren’t going to accept the bid. AJ added that the Board should have a long conversation about how to fund this. Ann seconded. All in favor.
3. Building Maintenance – Projects. The following projects were addressed:
· Town Hall: pertains to an email about flooring tiles coming up at the door. This can be addressed in the spring.
Pittsfield Select Board Regular Meeting Minutes page 4
February 3, 2025
· Town Office: problem with the lighting in the hallway in the entrance by the elevator; also, one is blinking downstairs. Joyce asked for permission to have the electrician do the first phase before the lights go out. Joyce made a motion to have the lights fixed and we hire Nate from A+ Electric to do that work. Ann seconds. All in favor. The Select Board accepted his estimate to replace all of the lighting in the Town Office Building for $5,150. He will start on the project as soon as he can, beginning with the hall fixtures. The project will be completed once the Town Office renovations are completed. These funds will be drawn from the MERP implementation Grant ($157,000)
· Town Office & Town Hall: decision to purchase12 foot ladder
· Town Hall: Joyce said she asked Heather Turnbull for an estimate for this roof. She added that the cost could go up based on the proposed tariffs. No decisions yet.
4. Finance – CD Renewal: Contingency Fund. The Select Board decided to add $15,000 to the Contingency Fund balance of $67,006.38. Also split the $82,006.38 between two CD’s. Ann made a motion to have Trish put $41,000 in a 3-month CD @3.93% (May 13, 2025) and another $41,006.38 for 6-month CD @3.69% (August 13, 2025). Seconded by Joyce. All in favor.
NEW BUSINESS:
1. Town Highway – Certificate of Highway Compliance. Ann said this is something that is done annually. The Board has adopted the Certificate of Compliance for Town Road and Bridge Standards that the Select Board passed in June of 2019. Ann made a motion to have the Board sign the Certificate of Compliance as well as the Annual Financial Plan. Joyce seconded. All in favor. This affirms that for 2026, we have 14.72 miles of Class 3 roadways, which will earn the Town $25,469 from the State.
2. Permits & Licenses – Liquor Licenses. Ann moved that the Board approve all of the license applications for the named businesses. Seconded by AJ. Joyce recused herself.
· Swiss Farm Market: Second Class Liquor and Tobacco
· Clear River Properties: First and Third Class, Outside Consumption permit
· Vermont Farms Catering: First and Third Class
· Original General Store: First and Second Class, and Tobacco
3. Vermont Ethics Commission – Ethics Liaison to the State Board. Ann explained that the new law requires municipalities to do a bunch of different things such as:
· revise our Conflict of Interest Policy
· post various things
· appoint a Select Board member as the Liaison to the State Ethics Board.
· Select a designee
Ann moved to appoint AJ Ruben as the Liaison to the State Ethics Commission and make him the designate. He will receive any complaints that we get via alleged violations. Seconded by Joyce. All in favor.
Ann moved that the Board entered Executive Session at 6:53pm. Seconded by Joyce. All in favor.
4. Executive Session – 1 V.S.A. 313 (1) (A) Contracts
Ann moved that the Board resume the Regular meeting at 7:19pm. Seconded by Joyce. All in favor.
NEXT MEETING DATE: Regular Meeting Thursday, February 20, 2025 @5:30pm Town Hall
Pittsfield Select Board Regular Meeting Minutes page 5
February 3, 2025
ADJOURN:
As there was no further business to discuss, Ann moved to adjourn at 7:21pm. Seconded by Joyce. All in favor.
Respectfully Submitted,
Martha L. Beyersdorf
____________________________________________________________________________________
Ann Kuendig Joyce Stevens AJ Ruben
approved: February 20, 2025
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