Rutland City Council approves two special-event permits, authorizes Pine Hill Park remediation contract and refers planning grant match to finance committee

Rutland City Council on March 3 approved two special-event permits, authorized the mayor to sign a contract tied to a grant for remediation work at Pine Hill Park, adopted a resolution to apply for a FY 2025 municipal planning grant and referred funding for the required 10% match to the Finance Committee. The council also authorized a sculpture placement agreement with Trinity Episcopal Church, received a staffing update from the human resources director and voted to enter executive session to discuss contract negotiations relating to the Rutland Regional Airport and the fire department.

The votes affect upcoming public events and several city projects that rely on outside funding. The council acted on the items largely by voice vote and by motions to suspend the rules where needed.

The meeting opens with public comment and proceeded through permits, contracts, committee reports and several referrals. Resident James Henry raised a traffic-safety complaint about a recent road reconfiguration and asked why the city had not placed temporary signage while awaiting VTrans line‑painting. "My question is, why has the city not stepped in and placed some kind of temporary signage in place?" Henry said. Alderman McCann said members at the traffic safety meeting discussed short-term fixes and that the city engineer was exploring options that do not require waiting for VTrans.

The council approved two event permits from the city packet. A permit for Spring Sprockets and Walkets, a bike-and-walking event through Pine Hill Park set for May 3, was approved after a motion to suspend the rules and a voice vote. The council also approved the Whoopie Pie Festival for Saturday, Sept. 13, after presentations by Lyle Jepsen, executive director of the Chamber of Economic Development, and Crispin White, events and membership manager. Jepsen said the Chamber expects a large downtown crowd; White told the board last year about a 1,187‑pound whoopie pie created at the event and said 7,500 people attended. "We want to make it even bigger and better," White said.

On contracts and grants, the council authorized the mayor to sign a contract with Global Action Sports Solutions tied to a grant for a remediation project at Pine Hill Park. Council discussion noted the grant award amount and the contract figure: according to the meeting record, grant awards were reported as $49,000 and the contract in the packet was $48,500. The motion to authorize the mayor to sign passed by voice vote.

Planning director Beau asked the council to adopt the municipal resolution required to apply for a FY 2025 Municipal Planning Grant. The grant request is for about $19,800 and carries a 10% local match. Council members moved to circulate the resolution for signatures and then referred the question of the 10% match to the Finance Committee for follow-up discussion; the referral passed. A council member noted the city could also consider using ARPA funds for matching costs.

Attorney LaChance presented a sculpture agreement with Trinity Episcopal Church and the Carving Studio and Sculpture Center to place a sculpture on the church lawn as part of the city's sculpture trail. The council moved to authorize the mayor to sign the agreement. Alderman Gillum noted the sculpture will sit at the corner of West and Church streets on church property, not on city land. A separate motion to refer the broader issue of sculptures on city property and associated insurance costs to the General Committee passed.

Human Resources Director Sharon Coyle delivered a staffing update covering hires and separations since the start of the COVID‑era. Coyle said the city hired 73 people and separated 90 since March 2020 and noted recruitment gaps in public works and other departments. She reported the city recently filled two wastewater treatment positions, is still recruiting one wastewater position, and expects two imminent retirements in the treasurer's office. Coyle said six full‑time positions were currently vacant because of extended military, workers' compensation or family leave. She listed upcoming recruitment events and asked the council to support a formal recruiting strategy. Alderman Gillum asked that her written report be added to the meeting minutes; the council agreed it would be submitted to the clerk.

Committee reports included a Finance Committee update that reviewed JCI contract questions and the balance of funds formerly identified as ARPA—Treasurer Markowski distributed a spreadsheet showing an available balance of $722,653. The Public Works Committee reported continuing work on inventorying lead service connections (an estimated $7 million loan application is under consideration) and a traffic study for Center and Wheel streets tied to downtown construction and future traffic patterns. The committee reported roughly 3,000 households still need to provide information for the lead‑service inventory.

The Board of Cannabis Commissioners approved a retailer renewal for a gas station operator; owner JD Sharp spoke in favor of approval and said operating in the city had been "overwhelming support." The motion to renew the license passed.

Near the meeting's end, the council voted to find that public knowledge of negotiations on a contract between the Rutland Fire Department and Rutland Regional Airport would place the city at a substantial disadvantage and then voted to enter executive session to discuss the matter with the mayor, fire chief, treasurer, clerk and city attorney present.

Votes at a glance

- Spring Sprockets and Walkets special-event permit (May 3): approved by voice vote after suspending the rules. - Whoopie Pie Festival special-event permit (Sept. 13): approved by voice vote following presentations from the Chamber of Economic Development. - Authorization for mayor to sign contract with Global Action Sports Solutions for Pine Hill Park remediation: approved; meeting record lists grant award ~$49,000 and contract ~$48,500. - Adopt and circulate FY25 Municipal Planning Grant resolution (apply for ~$19,800): motion passed; referral to Finance Committee for the 10% match passed. - Sculpture agreement with Trinity Episcopal Church: authorization for the mayor to sign passed; referral to General Committee to review sculptures on city property and insurance costs passed. - Cannabis retailer renewal (gas station): approved by the Board of Cannabis Commissioners by voice vote. - Motion to enter executive session to discuss Rutland Regional Airport / Rutland Fire Department contract negotiations: passed.

What happens next

- The mayor is authorized to sign the Pine Hill Park contract and the sculpture agreement; staff will circulate the municipal planning grant resolution for signatures and the Finance Committee will review funding for the 10% match. The General Committee will examine the insurance costs for sculptures placed on city property. The executive session will address the airport/fire department contract negotiations.

(Documentation: items and packet page references were discussed in the council packet; the council used voice votes for most approvals. Quantitative and budgetary figures reported in the meeting are recorded above as reported by staff or council members.)