Any and all corrections to the following minutes will be made at the 02/20/03 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
FEBRUARY 6th, 2003
NEWFANE TOWN OFFICE

PRESENT:
Selectmen: Piet van Loon, Jesse Anderson, Gorty Baldwin, Lynn Bedell, and Gary Katz.
Also Present: James Gray as Road Foreman and Doris Knechtel as Administrative Assistant.

1. CALL TO ORDER
The regular meeting was called to order by Chairman at 6:38 p.m.

2. SCHEDULED MEMBERS OF THE PUBLIC
A. MEETING WITH VTRANS REPRESENTATIVES - ROGER WHITCOMB & MIKE TUTTLE - BRIDGE #14 (SOUTH NEWFANE STORE)
Roger Whitcomb called to cancel the meeting with the Board this evening due to illness. They can reschedule to come on Thursday, March 20th at 6:30 p.m. Board members agreed with the change of date and time.

3. UNSCHEDULED MEMBERS OF THE PUBLIC
No one present.

10. CORRESPONDENCE
A. Correspondence has been received from Bahman Mahdavi regarding the posting of minutes and other town information on the Newfane website at no charge to the town. He would like to come to a meeting to make a presentation to the Board about the website. Various questions were raised. He will be contacted about attending a meeting.
B. A letter has been received from Central Vermont Public Service Corp which indicates that the electrical rate at the Town Garage will be increased due to the increase in kilowatt hour consumption over 1,800 for two consecutive months. A copy of the letter will be given to J. Gray. It was also suggested that Efficiency Vermont be contacted to have them view the electrical usage at the garage. The use of the welder at certain times could be a contributing factor.
C. Notification of a Public Service Board Hearing to be held on Monday February 10, 2003 at 7:00 p.m. at the Dover Town Hall has been received regarding the purchase Gateway Cablevision Corporation by Southern Vermont Cable the serves Dover, Jacksonville and Whitingham.
D. Information has been received from various state agencies regarding the change of use from and office/storage area to a deli with 6 seats located on VT Route 30 in the building owned by Brad Horn, Newfane Redevelopment Corp. The Wastewater system has been approved. John Feifel will need to issue a town septic permit. The Newfane ZBA has prepared a draft decision on their findings as a result of a hearing.
E. Information has been received from various state agencies for a proposed 3 bedroom single family residence with on-site water and sewer located on Wiswall Hill Road and owned by R. G. Annis. The state has approved the wastewater system design.
F. There will be a Planning Commission site plan hearing for the new layout of the parking area at the Inn at South Newfane at 3:00 p.m. on February 11th with a hearing to follow in the evening.
G. The monthly newsletter from Windham Regional Commission has been received along with other WRC notices and information.
H. The Zoning Administrator has sent a Certified Letter to a property owner on Hunter Brook Road regarding a zoning infraction involving a mobile home. The letter has been accepted, unlike other correspondence sent to the property owner.
I. The Brattleboro Development Credit Corporation Newsletter has been received as well as the January 2003 VLCT News.

5. D. OTHER OLD BUSINESS
(1) Through the budget process the Board had agreed on increases for the Town Highway Crew members and the Administrative Assistant. A form was presented to be signed by the Board. Some of the wording and the dates were corrected. Motion was made by L. Bedell and seconded by G. Katz to sign the form giving a 5% increase for the Road Foreman and a 3% increase for each of the members pf the Highway Crew and the Administrative Assistant. Unanimous.
(2) Williamsville Hall Steps Bid - P. van Loon has spoken with D. Cotton concerning the overhang above the door to the lift at the hall and he has agreed to assist the town with that plan. The bid for the steps is almost ready to be sent out. A section needs to be included relating to a five foot frost wall.

6. B. OTHER NEW BUSINESS
(1) The matter of the town’s bid policy was brought up by J. Anderson. The policy calls for any expense over $2,000 should be put out for bid. He feels that the policy is antiquated and burdensome. He suggested that the amount be raised to $5,000. Motion was made by J. Anderson and seconded by L. Bedell to raise the amount for any expense over $5,000 to be the bid policy. Discussion: Board members reviewed the town’s Bid Policy and raised other questions that may have an affect on changing the bid policy. Motion was made by J. Anderson and seconded by L. Bedell to table the issue until further review of the entire Newfane Bid Policy. Unanimous.

4. ROAD BUSINESS
A. ROAD COMMISSIONER’S REPORT - (No report received)
B. ROAD FOREMAN’S REPORT - (See attached report)
(1) Item #2 - Paul Gould, District #2 Acting Technician, will be assisting the town with estimates and paper work to receive a possible grant for the Monroe bridge (BR#15) railing and for the Culhane corner on Dover Road (TH#2) opposite the Green Iron Bridge (BR#49).
(2) Item #3 - Over weight tractor trailer logging trucks continue to use Parish Hill Road (TH#26) and South Wardsboro Road (TH#1). Logging operations could use smaller vehicles and bring them to a larger staging area. P van Loon will inquire of Vermont Local Roads about keeping tractor trailers off the town roads.

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 configuration for the access to the parking lot at the Inn at South Newfane. The proposed new access will be reviewed after the Planning Commission has dealt with their site plan approval hearing on February 18th. Drainage problems may be dealt with a condition on the permit.

4. F. OTHER ROAD BUSINESS
(1) Annual Town Highway & Bridge Weight Restriction List - The Vermont Department of Motor Vehicles requires that any municipality with special weight limits other than state legal limits for highways or bridges shall file a complete list of the limitations no later than February 10th of each year. Without the list, the special weight limits are unenforceable by DMV. The required list and background information was prepared by the Administrative Assistant. After much discussion, motion was made by L. Bedell and seconded by G. Baldwin to delete 40,000# maximum with permit approval for CB #17, the covered bridge, and just have the 20,000# posted limit. Unanimous. The school bus, town highway equipment and emergency vehicles should be exempt from the weight restriction.
On Bridge #49, the Green Iron Bridge, it has been suggested that by Paul Gould that the bridge be posted for 24,000#. Motion was made by L. Bedell and seconded by G. Katz to post Bridge #49 for 24,000# and to allow a maximum of 60,000# with permit approval. Unanimous. Motion was made by L. Bedell and seconded by G. Katz to send the Annual Town Highway & Bridge Weight Restriction List, as amended, to the Vermont Department of Motor Vehicles. Unanimous.

5. C. DRAFT PERSONNEL POLICY
Board members will hold a special meeting on Thursday, February 13th at 7:00 p.m. to review the proposed Personnel Policy changes. Fred Bacon will be contacted about attending the meeting for his input as he worked with L. Bedell and D. Knechtel on the revisions.

5. D. OTHER OLD BUSINESS - (cont.)
(3) At the March 20th meeting with Roger Whitcomb and Mike Tuttle, the Board will discuss the options for Bridge #14 by the South Newfane Store, whether to rehabilitate the bridge or replace it. Even though J. Anderson will not be a member of the Board, his input is certainly welcome.
(4) P van Loon indicated that he will be meeting with the Administrative Assistant to discuss her evaluation which will include comments from all Board members.

5. B. TOWN MEETING - ARTICLES OF WARNING
Information was prepared for the Town meeting Articles by the AA. The Board will review the information and discuss it at the meeting of February 20th.

6. NEW BUSINESS
A. APPOINTMENTS
(1) AUDITORS - 1 - No action taken.

6. B. OTHER NEW BUSINESS
(2) G. Katz questioned the process for the appointment of a new Road Commissioner after J. Anderson has left. The Board will make an appointment. J. Anderson indicated that the RC serves as a liaison between the Board and the highway crew and allows two town officials to be present when discussing a highway matter with a property owner.

7. ADMINISTRATIVE ASSISTANT’S REPORT - (See attached report)
A. Item #2 - It was reported by Attorney T. O’Connor that the agreements between the state and N. Mercede relating to property adjacent to the Brookline/Newfane Bridge (BR#19) have been signed. The town will be receiving a copy.

B. Item #5 - J. Anderson indicated that Joyce Van Pamelen contacted him about having the sixth grade class to coffee and pastries during Town Meeting. Good idea! She will be contacted

C. Item #7 - The Board will review the financial information received for October, November and December.

8. MINUTES
The Board members will wait until the next regular meeting to act on the minutes of the regular meeting of January 2nd, 2003.
Minutes of 01/16/03 - Corrections: - Page #1, 2.A. 3, delete sentence (At the boards urging Ed will change his position so that each will run unopposed - assuming that no additional petitions come in.) Page #2 4.B. (2) - Delete Ed, add Henry. Page #3, 4. F. (5) first sentence - “...by the Sheriff that speed on a portion of Baker Brook Road ...” Page #5, 8. Add to both May 16th and June 20th - L. Bedell objected to the minutes being a brief summary. There was a few miscellaneous spelling corrections. Motion was made by G. Katz and seconded by G. Baldwin to approve the minutes of January 16th, 2003 as corrected. Unanimous.
Minutes of 01/23/03 - Special Meeting - Correction: Page #1, 2. A. Last sentence - change and to an. Page #2, 2.A. L. Bedell voted in favor of the budget, she was not opposed as indicated in the minutes. Motion was made by G. Katz and seconded by L. Bedell to approve the minutes of the special Meeting of January 23rd, 2003, as corrected. Unanimous.
Minutes of 01/23/03 - Road Hearing - Corrections: Page #2, 8, second sentence. “... to walk up to Grimes Hill Road should Sears Road (is) be discontinued”. 9, third sentence, “The abutting owners will need to meet as a group to determine (that) these issues. Motion was made by J. Anderson and seconded by L. Bedell to approve the minutes of the Road Hearing of 01/23/03, as corrected. Unanimous. There was some discussion about sending a copy of the Road Hearing minutes to the abutting property owners along with a letter to remind them of their need to come to an agreement between all of the abutting owners.

4. F. OTHER ROAD BUSINESS
P van Loon will contact Hank Lambert of Vermont Local Roads regarding various road related questions dealing with damage to shrubs and fences within a town highway of way, No Thru Traffic, speed limit changes, etcetera.

9. PAY ORDERS
Motion was made by J. Anderson and seconded by G. Katz to approve the Newfane Payroll and Accounts Payable Warrants for the following amounts:
01/18/03 Payroll $ 2,581.56
01/25/03 Payroll $ 2,522.07
02/01/03 Payroll $ 2,745.41
02/03/03 Payroll $ 1,209.33
02/07/03 Acct.’s Payable #16 $ 371,837.34 Unanimous.
IRS Electronic Federal Payroll Tax Payments
01/22/03 $ 1,095.33
01/29/03 $ 827.11
02/05/03 $ 795.00

11. EXECUTIVE SESSION
No matters came before the Selectboard that required Executive Session.

12. ADJOURNMENT
Motion was made by J. Anderson and seconded by G. Katz to adjourn the Regular Meeting of the Board at 9:53 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 FOREMAN’S REPORT 02/06/03
TOWN OF NEWFANE HIGHWAY

1. Recent winter storms on 2/1,2,4,& 5/03 have kept the Road Crew busy sanding and salting highways. The more heavily traveled roads have quite heavy ice buildup in many places.

2. Paul Gould acting highway technician District #2, State of Vermont, Piet van Loon, and myself met to view Bridge #15 (Monroe) railing and deck and Culhane corner opposite Parish Hill Road (TH#26). Estimate of cost for repairs at BR#15 to be provided by Paul. Culhane corner to be viewed again after snow melt.

3. Overweight trucks on BR#49, Green Iron Bridge (Parish Hill Road - TH#26) and on South Wardsboro Road (TH#1) continue. Trailer trucks take up most of the traveled portion of highways causing passenger cars to stop.

4. The blacktop roads are cracking and heaving due to deep frost in the ground. Posting of roads for mud season will be needed soon.

5. Todd Lawley is out of work due to knee injury.

6. Equipment: A. The brakes on the L-9000 truck were repaired at Twin State. B. The emergency brakes on the F-550 to be repaired at Rountree Ford.

Respectfully submitted,
James O. Gray, Road Foreman

1. Roger Whitcomb called to indicate that he will not be attending this evenings meeting to discuss Bridge #14 as Mike Tuttle is sick with the flu. He has suggested that they will be able to attend the meeting of March 20th or at some other time that is mutually agreeable with them and the Board.

2. My understanding from Ken Mason of VTrans is that the signed agreement between the state and N. Mercede has not been completed. I have called Attorney T. O’Connor about the matter. He will be meeting with N. Mercede this weekend to discuss the matter and hopefully get the agreement signed. If this agreement is not completed soon, the towns of Newfane and Brookline will have to start condemnation proceedings in order to have this project started this construction season.

3. The Town Report is at the printers and should be ready this next week, to be mailed out on the 13th or 14th, hopefully.

4. Terry Redfield from CVPS called to let the Board know that the dying maple tree across the street from the Town Office will be removed this next week depending on the weather. He contacted Bill Guenther about the matter.

5. I spoke with Jon Julian and he may be doing a luncheon the day of Town Meeting to help raise money for the hall.

6. Melissa Wise of Newfane Hill Road/Steep Way called about a situation of neighbors, one in particular, who have been complaining about her barking dogs. These incidents have been reported to the Constable. They have gotten rid of two of the hunting dogs and have three remaining. They also have the dogs wear bark collars. She also indicated that on at least one occasion, it was not her dogs that were barking, but coy dogs. Pens are being built for the dogs. She will do what she need to comply with the dog ordinance, but does not want to be fined for incidents that do not relate to her animals.

7. The Board now has the October, November and December financial information. The December expenses have had the accruals adjusted, thanks to Shelba. I also prepared the comparative budget sheet showing the year to date adjusted figures, giving a six month expense figure.

Please send all comments, suggestions and questions to info@newfanevt.com