MINUTES - ORGANIZATIONAL MEETING - BOARD OF SELECTMEN
MARCH 4th, 2004
NEWFANE TOWN OFFICE

PRESENT:
Selectmen: Carleton "Red" Chaffee, Priscilla Cotton, Gary Katz, Chris Williams, and Hendrik W. Piet van Loon.
Also Present: Greg Record, Edward Druke, Sr., Emily Long, David Clarkson, John Spicer, and Doris A. Knechtel, Administrative Assistant.

1. CALL TO ORDER
The organizational meeting was called to order by Piet van Loon 6:30 p.m. Members of the Board were recently elected to serve the following terms: Carleton ARed@ Chaffee (2005), Priscilla Cotton (2007), Chris Williams (2005) and Piet van Loon (2005). New member, Carleton ARed@ Chaffee was welcomed to the Board.

2. ELECT: CHAIRMAN AND CLERK
CHAIRMAN - P. Cotton nominated Hendrik W. APiet@ van Loon as the Chairman of the Newfane Selectboard. Nominations were closed. In favor of Hendrik W. APiet@ van Loon as Chairman of the Newfane Selectboard: C. Chaffee, P. Cotton, G. Katz and C. Williams.
VICE-CHAIRMAN - Board members agreed to have a Chairman Pro Tem appointed at any meeting where the Chairman may be absent.
CLERK - G. Katz nominated Administrative Assistant Doris A. Knechtel, as Clerk of the Newfane Board of Selectmen. Nominations were closed. Chairman P. Van Loon asked that the clerk cast one ballot in favor of Doris A. Knechtel to serve as Clerk of the Newfane Selectboard. Unanimous.
Hendrik W. Piet van Loon elected as Chairman of the Newfane Selectboard.
Doris A. Knechtel elected as the Clerk of the Newfane Selectboard.

3. MEETING SCHEDULE
Motion was made by C. Williams and seconded by G. Katz to have the regular meetings of the Newfane Selectboard on the first and third Thursday of each month beginning at 6:30 p.m. at the Newfane Town Office. Unanimous.
Motion was made by G. Katz and seconded by P. Cotton to meet as the Board of Health and Local Board of Liquor Control Commissioners, as needed on the first and third Thursday of the month. Unanimous.

4. LOCATION FOR POSTING OF NOTICES & MINUTES
Motion was made by P. Cotton and seconded by G. Katz that the notices and minutes be posted at the following locations: Town Clerk=s Office, Newfane Store, Williamsville General Store, The South Newfane General Store & Deli and the website, www.newfanevt.com. Unanimous.

5. OFFICIAL NEWSPAPER FOR POSTING OF NOTICES & ADVERTISEMENTS
Motion was made by C. Chaffee and seconded by P. Cotton to have the Brattleboro Reformer be the official newspaper for the posting of regular and special notices, legal notices and advertisements. Unanimous.

6. APPOINTMENTS
A. ROAD COMMISSIONER - Motion was made by P. Cotton and seconded by C. Williams to appoint Gary Katz to serve as the Road Commissioner for the Town of Newfane. Unanimous.
B. EMERGENCY MANAGEMENT COMMITTEE - Motion was made by G. Katz and seconded by P. Cotton to appoint Edward J. Druke, Sr., Todd Lawley, Steve D. Jones, Jay Wilson and Greg Record to serve as members of the Emergency Management Committee. Unanimous.
C. DELEGATES TO WINDHAM REGIONAL COMMISSION - Motion was made by G. Katz and seconded by P. Cotton to appoint Hendrik W. van Loon and George B. Weir to serve as the Delegates to Windham Regional Commission from Newfane. Unanimous. P. van Loon indicated that this will be the last year that he will serve in that capacity.
D. ANIMAL CONTROL OFFICERS - Motion was made by G. Katz and seconded by P. Cotton to appoint the Windham County Sheriff=s Department and the Town Constable to serve as the Animal Control Officers for the Town of Newfane. Unanimous.
E. POUNDKEEPER - Motion was made by P. Cotton and seconded by G. Katz to appoint the Windham County Humane Society to serve as the Poundkeeper for Newfane. Unanimous.
F. FENCE VIEWERS - Motion was made by P. Cotton and seconded by G. Katz to appoint Larry C. Robinson, Gregory L. Record and Theodor E. Schreyer to serve as the Fence Viewers for the Town of Newfane. Unanimous.
G. INSPECTOR OF LUMBER, SHINGLES, & WOOD - Motion was made by P. Cotton and seconded by G. Katz to appoint Carleton Chaffee to serve as the Inspector of Lumber, Shingles & Wood for the Town of Newfane. Unanimous.
H. WEIGHER OF COAL - Motion was made by P. Cotton and seconded by G. Baldwin to appoint Carleton Chaffee to serve as the Weigher of Coal for Newfane. Unanimous.
I. REPRESENTATIVE TO RESCUE, INC. - Motion was made by G. Katz and seconded by C. Williams to appoint Brian Copperthite, Sr. to serve as the Newfane Representative to Rescue Inc. Unanimous.
J. TOWN ENERGY COORDINATOR - Motion was made by G. Katz and seconded by P. Cotton to appoint Edward J. Druke, Sr. to serve as the Town Energy Coordinator for Newfane. Unanimous.
K. TOWN SERVICE OFFICER - Motion was made by G. Katz and seconded by P. Cotton to appoint Barbara Williams as the Town Service Officer for Newfane. Unanimous.
L. TREE WARDEN - Motion was made by G. Katz and seconded by P. Cotton to appoint William C. Guenther as the Tree Warden for Newfane. Unanimous.
M. SEWAGE CONTROL OFFICER - Motion was made by G. Katz and seconded by C. Williams to appoint John J. Feifel, Sr. to serve as the Sewage Control Officer for the Town of Newfane. Unanimous.
N. COUNCIL ON AGING REPRESENTATIVE - Motion was made by G. Katz and seconded by P. Cotton to appoint Thanice ANissa@ Petrak to serve as the representative from Newfane on the Council on Aging. Unanimous.
O. PLANNING COMMISSION - Motion was made by P. Cotton and seconded by G. Baldwin to appoint Guenther Garbe and John Feifel, Sr. to serve as members of the Newfane Planning Commission for a term of four years each to expire in March 2008. Unanimous.
P. ZONING BOARD OF ADJUSTMENT - Motion was made by P. Cotton and seconded by G. Katz to appoint Sarah C. Dreher to serve as a member of the Zoning Board of Adjustment for a term to expire in 2008. Unanimous.
Q. WINDHAM SOLID WASTE MANAGEMENT DISTRICT - Motion was made by P. Cotton and seconded by G. Katz to appoint Doris Knechtel as the Supervisor from Newfane on the WSWMD Board. Unanimous. P van Loon will invite Paul Van Gelder to attend a Board meeting to express any interest he may have in continuing to serve as the Alternate Supervisor
R. VERMONT GREEN-UP - Motion was made by P. Cotton and seconded by G. Katz to appoint Laura Bacon and Thanice ANissa@ Petrak to serve as the Co-Chairmen for Vermont Green-Up for Newfane. Unanimous.
S. CONSERVATION COMMISSION - Motion was made by P. Cotton and seconded by G. Katz to appoint Jennifer Gagliardi to the Newfane Conservation Commission to a serve four year term until the year 2008. Unanimous. One other four-year term needs to be filled as Elizabeth Szczesniak-Johnson is not interested in being reappointed. Also William Guenther may be resigning from his term of 2007. The Conservation Commission will be meeting on March 11th and they may have a recommendation.
T. VILLAGE ENHANCEMENT COMMITTEE - Motion was made by C. Williams and seconded by P. Cotton to appoint Charles A. Bergmann, Edward J. Druke, Sr., Chris Petrak, Thanice Petrak, John T. Spicer and Margaret Spicer to serve as members of the Village Enhancement Committee until March 2005. Unanimous. It was noted that the purpose of the committee is to plant trees and not become involved in traffic calming issues.
U. TRAFFIC CALMING COMMITTEE - Motion was made by G. Katz and seconded by C. Chaffee to appoint David Clarkson, Priscilla Cotton, Paul Dedell, Gary Katz and Peter Lilienthal to serve as members of the Newfane Traffic Calming Committee until March of 2005. Unanimous.
Each of the people appointed to the above positions will be sent a letter asking if they accept their individual appointments.
V. ASSISTANT TOWN CLERK - Town Clerk, Janice Litchfield, will appoint her Assistant Town Clerk(s).
W. ASSISTANT TREASURER - Town Treasurer, Maureen Albert-Piascik, will appoint her Assistant Treasurer(s).
6. X. ELECTED OFFICIAL POSITIONS OPEN
(1) TOWN AGENT & GRAND JUROR - Motion was made by G. Katz and seconded by C. Williams to appoint John E. Pyatak as the Town Agent and the Grand Juror for the Town of Newfane to serve until the March 1st, 2005 Town Meeting. Unanimous.
8. UNSCHEDULED MEMBERS OF THE PUBLIC
A. D. Clarkson asked if a meeting has been rescheduled to discuss the Development Review Board. After some discussion the Board agreed to have a Special Meeting on Thursday, April 8th beginning at 7:00 p.m. to discuss the DRB concept. Members of the Planning Commission and the Zoning Board of Adjustment will be invited to attend.

B. Leland & Gray Newfane Board Representatives - There are two positions from Newfane on the Leland & Gray Board that did not get filled at the recent election. It will be up to Minutes - Newfane Selectboard=s
the Selectboard to make the appointments to fill those positions until the next regular or special meeting. There were three three-year terms open and only one was filled. There was some discussion about staggering the terms, but that is up to the Leland & Gray Bylaws to determine. Some names were mentioned as possible candidates for the two open positions. These people will be contacted to determine their interest.

C. E. Druke spoke of Homeland Security Equipment Grant that the Emergency Management Committee will be working on to be submitted by March 31, 2004. The grants are provided from 100% federal funds and no match is required. The total State Homeland Security Grant is for approximately $10,494,800 to be distributed to 5 local response organizations in amounts of $2,098,960 each. He will leave off a copy of the grant proposal for the Board=s information.

9. ROAD BUSINESS
A. ROAD COMMISSIONER'S REPORT
(1) G. Katz reviewed the South Wardsboro Road (TH#1) project plans, as prepared by Beck Engineering, and the project site with K. Bostrom. He (KB) has an idea for a more modest approach to the project that can be accomplished by the Road Crew. P. van Loon asked that the Board members be ready to discuss the project more fully at the next meeting (03/18).
(2) The Culhane Corner proposals will be discussed at the next meeting. K. Bostrom has some comments about the proposals submitted. P. van Loon also asked that Board members to be prepared to discuss this project in detail on 03/18.
(3) K. Brostrom has been getting some gravel to stockpile out of the Cersosimo pit in Vernon.
(4) The Board discussed the posting of the roads for Amud season@. The Road Foreman has spoken with some of the loggers and does not feel that it is necessary to post the roads. There is a liability for any damages caused by overweight vehicles. Fire trucks and fuel oil/gas trucks are exempt from the posting. Motion was made by P. Cotton and seconded by G. Katz to have the Road Foreman post the roads, as necessary, for poor mud season conditions. Unanimous. D. Knechtel will notify K. Bostrom of the Board=s decision.
(5) There has been some raking being done on some of the muddy spots to aerate the road surface. Also complaints have been received from motorists. K. Bostrom is looking into the possible purchase of a front loaded york rake which is easier to observe and control.

9. D. OTHER ROAD BUSINESS
(1) The Board has received the paper work for the structures grant payment in the amount of $52,000 from the state. Motion was made by C. Chaffee and seconded by P. Cotton to have the Selectboard sign the final claim for the structures grant for Monroe Bridge (BR#15) to the amount to be returned to the town of $52,000. Unanimous.
(2) The town has received an application form for the Hazard Mitigation Grant Program for flooding events which occurred during the Summer of 2003. There was some flooding in the area of Newfane Hill (TH#20) and Upper Spring Hill Road (TH#23). The grant form is due by Friday, March 12. D. Knechtel will check with K. Bostrom about the possibility of submitting a completed application.
(3) There is also a Town Highway Grant Program that the town may apply for to replace the stone arch culvert on Dover Road (TH#2) with a concrete culvert. D. Knechtel will also check with K. Brostom on this matter.

9. B. EXCESS WEIGHT PERMITS
Motion was made by G. Katz and seconded by P. Cotton to approve the following Excess Weight Limit permits as amended:

Valley Crane Service calls ahead for special permission for specific and limited projects. There are required to indicate the route taken, date and estimated times of arrival and departure, and they are to provide an escort.

2. SCHEDULED MEMBERS OF THE PUBLIC
A. J. SPICER-VILLAGE ENHANCEMENT COMM. GRANT APPLICATION
John Spicer was present to review and discuss with the Board the grant application submitted to Community Planning/Educational Program through the Urban and Community Forestry Program by the Village Enhancement Committee. The grant request is for $1,700 with $2,050 to be the In-Kind match. The project will produce a detailed GIS-based map series showing existing and newly planted street trees along Dover Road in the Villages of Williamsville and South Newfane. The inventory will be used to monitor the maintenance and health of the existing street trees and plan for additional plantings when needed. Motion was made by G. Katz and seconded by P. Cotton to support the grant request, submitted by the Village Enhancement Committee to the Urban and Community Forestry Program, for $1,700 as long as there is no financial commitment from the town. Unanimous. Chairman Hendrik W. van Loon signed the proposal on behalf of the town.
In the future, any grant to be submitted by a committee of the town with the town as the applicant or co-applicant using the towns Federal Tax number shall be submitted to the Selectboard for review and discussion well in advance of the submission date for the grant, not after the date, which was the case for this grant and also a recent grant submitted by the Conservation Commission.

10. ADMINISTRATIVE ASSISTANT'S REPORT - (See attached report)

A. Item #1 - The lift at the Williamsville Hall has been repaired. Board members discussed the problems associated with the moisture by the lift door, the scraping of the door, the possibility of putting a roof over the door of the lift door and putting in a grate to take care of the moisture. Other items to be taken care of at the Williamsville Hall were also discussed: new furnace, change the locks, putting in a new platform at the lower back door second means of egress, insulation of the roof and the walls, painting inside and refinishing the floors. An update of the funds spent in this current fiscal year will be compiled for the next meeting to determine what funds may be left to take care of some of the items listed above.
B. Item #6 - There is a Local Board of Liquor Control Commissioners at the end of the meeting for a first class liquor license for the Riverbend Bar & Grill.
C. Shelbajean Hescock would like to know if the Board will pay her the four vacation weeks that are due to her on a weekly basis through the month of March. Board members agreed to this arrangement.
D. S. Hescock also wanted to know if she can purchase the old Listers computer that is upstairs in the attic. It is no longer listed as a town asset. The Board members agreed to give the computer to her at no charge.

14. CORRESPONDENCE
A. A copy of the Closing Statement, sent to the State Environmental Board by Attorney Timothy O'Connor, concerning the Shoreline and the Stonybrook case in connection with West River Acres has been received by the Board.
B. A copy of the final comments of the Windham Regional Commission sent to the State Environmental Board concerning the West River Acres project have been received by the Board.
C. A copy of a response Attorney Timothy O'Connor sent to the State Environmental Board regarding the final comments from the Windham Regional Commission.
D. The March 2004 Opinions has been received from the Secretary of State=s Office.

12. MINUTES
A. No minutes were available for review by the Board.
13. PAY ORDERS
Motion was made by C. Chaffee and seconded by P. Cotton to approve VCDP Grant #220/941G Check Warrant Report #4 in the amount of $6,713.85. Unanimous. C. Chaffee who serves as a member of the VCDP committee from Newfane that grants the loans spoke a bit about the process.

Motion was made by G. Katz and seconded by C. Williams to approve the Newfane Payroll and Accounts Payable Warrants for the following amounts:
02/24/04 Payroll $ 4,114.20
02/28/04 Payroll $ 3,336.05
03/01/04 Payroll $ 2,099.02
03/05/04 Acct=s Payable #19 $ 26,610.65 Unanimous.

P. van Loon will follow-up on the payment included in AP#19 to the Windham County Humane Society and the contract that the town has with them.

IRS Electronic Federal Payroll Tax Payments
02/25/03 $ 1,244.79
03/03/03 $ 1,307.19

15. ADJOURNMENT
Motion was made by C. Chaffee and seconded by P. Cotton to adjourn the Organizational Meeting of the Board at 8:40 p.m. Unanimous.

16. LOCAL BOARD OF LIQUOR CONTROL COMMISSIONERS
The meeting of the Local Board of Liquor Control Commissioners was called to order at 8:40 p.m. to review the request for a First Class Liquor License for The Riverbend Bar & Grill.
Motion was made by C. Chaffee and seconded by P. Cotton to approve the First Class Liquor License for The Riverbend Bar & Grill. Unanimous. The space is being leased from EGZ Associates.
Motion was made by G. Katz and seconded by P. Cotton to adjourn the meeting of the Local Board of Liquor Control Commissioners at 8:50 p.m. Unanimous.

Doris A. Knechtel
Administrative Assistant
Newfane Board of Selectmen

Posted: Town Clerk's Office, Newfane Store, Williamsville General Store and the South Newfane General Store & Deli. www.newfanevt.com

1. The lift at the Williamsville Hall has been repaired. The ramp just outside of the lift door needs to be planed down as the door is scraping. It has also been suggested that a grate be put in to help get the moisture away from the door.

2. There are four Excess Weight limit permits that can be acted on this evening. In the past, Valley Crane Service (all vehicles are excess weight) has called ahead for special permission for specific and limited projects. The route to be taken, date and estimated times of arrival and departure are reviewed by the Road Foreman.

3. A reminder that the posting of the roads where necessary for "mud season" is in effect from November 15 through May 15th. A copy of the notice is included in your packet of information.

4. I received an E-mail and downloaded the application for the Hazard Mitigation Grant Program for flooding events of Summer of 2003. The town did receive some funds for Newfane Hill Road (TH#20) and Upper Spring Hill Road (TH#23). Is there other work in that area that needs to be done? Culvert enlargement, etc.?

5. The Board needs to sign the final claim in the amount of $52,000 for the Structures Grant for Monroe Bridge (BR#15). All work, railing, resurfacing and joints, have been completed.

6. Local Board of Liquor Control Commissioners - There is an application for a First Class Liquor License for the Riverbend Bar & Grill, former Coach House Restaurant. He understands that the license is only good until April 30th, 2004 at which time he will have to apply for a renewal.

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