| Any
and all corrections to the following minutes will be made at the 01/16/02
Board of Selectmen's meeting and are considered unapproved until then.
Corrections will be noted in the minutes of that meeting.
MINUTES - REGULAR MEETING - BOARD OF SELECTMEN
JANUARY 2nd, 2002
NEWFANE TOWN OFFICE
PRESENT:
Selectmen: Richard Marek, Jesse Anderson, Lynn Bedell, Gary Katz and Piet
van Loon.
Also Present: David Clarkson, Todd Ambroz as Vermont State Police, and
Doris Knechtel as Administrative Assistant.
1. CALL TO ORDER
The regular meeting was called to order by Chairman Richard Marek at 7:02
p.m.
2. SCHEDULED MEMBERS OF THE PUBLIC - No one scheduled.
3. UNSCHEDULED MEMBERS OF THE PUBLIC
A. David Clarkson was present to congratulate those members of the Board,
J. Anderson, L. Bedell and R. Marek, for serving the community over the
past few years. Those that are leaving and those that are staying are
much appreciated for the important service that they give to the town.
D. Clarkson indicated that the Board lends a sympathic ear with dealing
with the public and uses good non-partisan judgment making it more equitable
for the townspeople. He feel that because there are more women on the
voter checklist, there should be more women on the Board. He was reminded
that there were three women on in 1991-92, Ellen Darrow, Eileen Houston
and Doris Knechtel. It is hoped that residents will come forward to serve
on the Selectboard. D. Clarkson thanked the Board for their service to
the community.
4. ROAD BUSINESS
A. ROAD COMMISSIONER'S REPORT - (See attached report)
B. ROAD FOREMAN'S REPORT - (See attached report)
(1) Item #5 - Todd Lawley has been out with an injured knee leaving the
town Highway crew one member short to help with all of the snow removal.
J. Gray has also been sick for a few days. J. Gray is working on the updated
numbers for equipment replacement for the Capital Budget. He hopes to
have that completed for the next meeting.
(2) Item #3 - Vehicles continue to be parked within the highway right
of way, hampering snow removal. The Newfane Village area is the primary
problem.
4. C. EXCESS WEIGHT PERMITS
No excess weight limit permits were presented to the Board for action.
4. D. ACCESS/RIGHT OF WAY PERMITS
No Access/Right of Way permits were presented to the Board for action.
There has been a "change in access" application received from
C. Bergmann for a different configuation for the access to the parking
lot at the Inn at South Newfane. The proposed new access will be reviewed
by the Road Commissioner and the Road Foreman.
4. F. OTHER ROAD BUSINESS
There has been some discussion about the possiblity of new legislation
that would require towns to have separate sand storage sheds. This could
be another expense for the town. The Vermont League of Cities and Towns
is opposed to the idea.
6. B. DRAFT PERSONNEL POLICY
Board members will give their suggested changes to to L. Bedell to incorporate
into the current Draft Personnel Policy for a future discussion at a Board
meeting. Board members discussed certain aspects of items to be included
within the policy. Other suggestions were to formalize the application
process, include COBRA language, etcetera. The retirement program, VMERS,
may not mention the % paid by the employer and the employee as it varies
for each plan from year to year. Some members felt that it would be a
good idea to have the employees review the policy, as they have in the
past, to review any changes that have been adopted.
5. C. CAPITAL PLAN & BUDGET
A copy of the proposed Capital Plan to date was given to each Board member
to review and discuss. J. Gray is working on updating the equipment costs.
On the highway projects it was suggested that the Dover Road (TH#2) South
Newfane Corner be taken off the list and Upper River Road (TH#15) should
be listed, which would also involve the state. The Board members discussed
the additional $10,000 for the Village Sidewalks. There may be undesignated
funds that may be designated for the sidewalks. Also discussed were the
(1) Town Office building; finishing off the upstairs storage space, sorting
and organizing of the "stuff" that is there, painting of the
inside of the building and the replacement of the furnace and (2) Williamsville
Hall building; painting on the outside, having a design-build roof over
the handicap access, and painting on the inside of the building. Maintenance
of the town buildings is important. It was decided to include $15,000
- $20,000 for Williamsville Hall. Also discussed was the installatioin
of a new phone system for an estimated cost of $4,000. The Board may consider
the expenditure for this current FY rather than an expense for FY 2004.
5. B. FINANCIAL INFORMATION/PROPOSED BUDGET FOR FY 2004
Board members reviewed the anticipated revenue budget and made some increases
in the Town Clerk's fees and the Judicial Fine income.
The proposed expense budget was reviewed some changes were made. The matter
of the health insurance costs was discussed. A top priority after town
meeting will be for the Administrative Assistant to look at other health
insurance options for the employees at a lesser cost. Currently the town
provides Plan J-BCBS through VLCT.
There was discussion of the amount being requested for special appropriations.
One request, SEVCA has changed from $400 to $1,600, and increase of $1,200.
The Board decided to have this appropriation considered as a special article
to let the voters decide if they want to increase the request for funds
by that percentage of increase.
3. UNSCHEDULED MEMBERS OF THE PUBLIC - (cont.)
B. Trooper Todd Ambroz of the VT State Police stopped by the meeting to
arrange with R. Marek to ride with him sometime to experience what happens
during police patrol work. L. Bedell also expressed interest in riding
with Trooper Ambroz sometime.
6. NEW BUSINESS
A. APPOINTMENTS
(1) AUDITORS - 1 - No action taken.
6. B. FINANCIAL INFORMATION /PROPOSED BUDGET FOR FY 2004
The Board members were given a comparative spread sheet for the expenses
with additional items filled in for FY 2004 budget requests received to
date. The proposed highway budget numbers have been included. The Board
reviewed the numbers and asked questions about some of the amounts, in
particular the bridge costs and the cost of diesel fuel. There was also
questions raised about the hazardous waste compliance costs and funds
for the painting of white lines on the sides of some paved highways. Cost
for the lines would be considered in contracted services - maintenance.
The yellow center lines are the responsibility of the state. The overall
proposed Highway budget in 2.99% over the FY 2003 approved budget. J.
Gray in comfortable with the numbers presented. J. Gray is obtaining more
realistic numbers for the replacement of equipment for the highway department
for the capital budget and plan.
L. Bedell questioned some of the numbers that were discussed and filled
in by the Board members present at the meeting of 12/05. The increase
for the Lister was requested by the Listers for entry of information on
sales and Zoning and Septic permits from the "old cards" to
the new system. It was suggested by L. Bedell, that high school kids be
used for the data entry. L. Bedell suggested that there be formalized
budget request guidelines that would provide written back-up for each
line item. Other members felt that hearing from the departments with a
verbal explanation would be sufficient. Some explanations are provided
in the "comment" section of the spread sheet. The working budget
spread sheet provides the Board with several years of budget and actual
audited expenses. The current year expenses show as of 09/30, which is
one quarter. It was also mentioned that the current financial information
should be received on a monthly basis. The October and November financial
information have not yet been received.
The Board also discussed the employee rate increases to be cost of living,
or cost of living and merit. To figure the Social Security and the VMERS,
a 3% increase will be used for most of the employees plus additional for
the Road Foreman. In order to have more time to work on the budget, the
Board will have a special meeting on January 9th.
5. C. OTHER OLD BUSINESS
A temporary repair of the steps at the Williamsville Hall has been completed
by P. van Loon. J. Anderson indicated that contractors who may be interested
in replacing the steps should be lined up soon. Eric Gilbertson of the
VT Historic Preservation was sent a copy of the proposed bid to be sent
out for his comments but he has not responded as yet. He will be contacted.
6. B. DRAFT PERSONNEL POLICY
The Board may consider having a special meeting to discuss the proposed
personnel policy.
7. ADMINISTRATIVE
ASSISTANT'S REPORT - (See attached report)
A. Item #2 - The Board reviewed the health insurance information regarding
to the meeting between representatives from VLCT and BCBS, the town employees
and P. van Loon. The town currently pays 80% of the health benefit costs
and the employee pays 20%. Employees will be contacted about whether or
not they want to switch from the current BCBS JY Plan to one of the other
two options.
B. Item #5 - The Board would like to have both R. Sparks and D. Brown
be more specific about their plans for the removals of their junk vehicles
from their property. Motion was made by G. Katz and seconded by R. Marek
to write a letter to D. Brown and to R. Sparks asking them to be more
specific about the removal of the vehicles from their propertyor the town
will begin the process to issue a ticket for the violation of the Junk
and Junk Vehicle ordinance. Unanimous.
8. MINUTES
The minutes of 05/16/02, 06/20/02 and 12/19/02 have not been completed
for this meeting.
9. PAY ORDERS
Motion was made by G. Katz and seconded by R. Marek to approve the Newfane
Payroll and Accounts Payable Warrants for the following amounts:
12/24/02 Payroll $ 3,461.65
12/28/02 Payroll $ 3,382.92
01/01/03 Payroll $ 1,740.47
01/03/03 Acct.'s Payable #14 $ 62,084.83 Unanimous.
IRS Electronic Federal Payroll Tax Payments
12/24/02 $ 1,395.22
12/31/02 $ 1,180.80
10. CORRESPONDENCE
B. A letter has been received from Jesse Anderson which indicates that
he will not be completing his term of office and will be resigning from
the last year to be served. He has agreed to serve through Town Meeting
Day. The Board accepted his early resignation with regret. He wanted to
make people aware of the extra opening so that people will take out a
petition to run for the vacancy. R. Marek will also be resigning his last
two years of office to serve as a Representative for Windham-6. The Board
will be looking to appoint someone to complete R. Marek's term until March
4th. There will be one three-year term, one two-year term and three one-years
terms available on the Selectboard this year.
11. EXECUTIVE SESSION
No matters came before the Selectboard that required Executive Session.
12. ADJOURNMENT
Motion was made by P. van Loon and seconded by G. Katz to adjourn the
Regular Meeting of the Board at 10:55 p.m. Unanimous.
Doris A. Knechtel
Administrative Assistant
Newfane Board of Selectmen
Posted: Town Clerk's
Office, Newfane Store, Williamsville General Store, and South Newfane
General Store & Deli.
www.newfanevt.com
ROAD COMMISSIONER'S REPORT 01/02/03
1. Holidays and Snow. I have little else to report. Please refer to last
meeting's report for old business.
Jesse Anderson, Road Commissioner
ROAD
FOREMAN'S REPORT 01/02/03
TOWN OF NEWFANE HIGHWAY
1. Winter storms on 12/20, 25, 26, & 30/02 and on 01/01/03 have kept
the road Crew busy plowing, sanding and salting. It appears that no let
up is in sight. Winter sand is hard to get.
2. Daniels Construction repaired the railing on Bridge #15 (Monroe Bridge)
on 12/27/03.
3. Vehicles continue to remain in roads during winter storms, Newfane
Village area is the primary problem. Back Street was today.
4. Equipment: A. All equipment is operational.
5. Todd is out with an injured knee. Time period is not known.
6. Bridge decks on Brookline BR#19 and Green Iron Bridge #49 are in very
poor condition.
Respectfully submitted,
James O. Gray, Road Foreman |
