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Board of Selectmen Meeting Minutes

Any and all corrections to the following minutes will be made at the 03/16/00 Board of Selectmenıs Meeting and are considered unapproved until then. Corrections will be noted in the minutes of that meeting.

MINUTES - REGULAR MEETING
BOARD OF SELECTMEN
MARCH 16th, 2000
NEWFANE TOWN OFFICE

PRESENT:
Selectmen: Mike Rohan, Jesse Anderson, Lynn Bedell, Richard Dowley, and Carter Van Iderstine.
Also Present: Janice Litchfield, Town Clerk, Greg Record, Hendrik "Piet" W. van Loon, Jim Robinson, Williamsville Hall Committee, Hilary Cooke, AFLAC - Flex-One, and Doris A. Knechtel, Administrative Assistant.
Newly elected selectman, Lynn R. Bedell, was sworn in by the Newfane Town Clerk, Janice Litchfield before the meeting began. Michael Rohan and Richard Dowley had been sworn in previously.

1. CALL TO ORDER

The organizational meeting was called to order by Michael Rohan at 7:01 p.m. 2. ELECT: CHAIRMAN, VICE-CHAIRMAN AND CLERK CHAIRMAN - L. Bedell nominated M. Rohan as the Chairman of the Newfane Board of Selectmen. Nominations were closed. In favor of Michael Rohan as Chairman of the Newfane Board of Selectmen: J. Anderson, L. Bedell, R. Dowley and C. Van Iderstine.

VICE-CHAIRMAN - R. Dowley nominated Lynn Bedell as Vice-Chairman of the Newfane Board of Selectmen. Nominations were closed. In favor of Lynn Bedell as Vice-Chairman of the Newfane Board of Selectmen: J. Anderson, R. Dowley, M. Rohan and C. Van Iderstine.

CLERK - J. Anderson nominated Administrative Assistant Doris A. Knechtel, as Clerk of the Newfane Board of Selectmen. Nominations were closed. In favor of Doris A. Knechtel to serve as Clerk of the Newfane Board of Selectmen. Unanimous.
Michael Rohan elected as Chairman of the Newfane Board of Selectmen.

Lynn Bedell elected Vice-Chairman of the Newfane Board of Selectmen.

Doris A. Knechtel elected as the Clerk of the Newfane Board of Selectmen.


3. MEETING SCHEDULE Motion was made by M. Rohan and seconded by R. Dowley to have the regular meetings of the Newfane Board of Selectmen on the first and third Thursday of each month beginning at 7:00 p.m. at the Newfane Town Office and to meet as the Board of Health and Local Board of Liquor Control Commissioners, as needed. Unanimous.
4. LOCATION FOR POSTING OF NOTICES & MINUTES Motion was made by J. Anderson and seconded by R. Dowley that the notices and minutes be posted at the following locations: Town Clerk's Office, Patsy's County Seat Market, Newfane Store, Lessing's Family General Store and the South Newfane General Store & Deli. Unanimous. It was also noted that the minutes are currently being posted on a website by another person. www.webwerk.com/newfane
5. OFFICIAL NEWSPAPER FOR POSTING OF NOTICES & ADVERTISEMENTS Motion was made by M. Rohan and seconded by L. Bedell 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 M. Rohan and seconded by L. Bedell to appoint Richard B. Dowley as the Road Commissioner for the Town of Newfane. In favor: M. Rohan, J. Anderson, L. Bedell, and C. Van Iderstine. Abstaining: R. Dowley. Motion passes.

B. CIVIL DEFENSE COMMITTEE - Motion was made by J. Anderson and seconded by C. Van Iderstine appoint Edward J. Druke, Sr., Todd Lawley, Steve D. Jones and Jay Wilson to serve as the Civil Defense Committee. Unanimous.

C. DELEGATES TO WINDHAM REGIONAL COMMISSION - Motion was made by M. Rohan and seconded by R. Dowley to appoint Hendrik W. van Loon and George B. Weir to serve as the Delegates to Windham Regional Commission from Newfane. Unanimous.

D. ANIMAL CONTROL OFFICER(S) - Motion was made by M. Rohan and seconded by J. Anderson to appoint the Windham County Sheriff's Department to serve as the Animal Control Officer(s) for the Town of Newfane. Unanimous.

E. POUNDKEEPER - Motion was made by M. Rohan and seconded by L. Bedell to appoint the VT/NH Veterinary Clinic to serve as the Poundkeeper for Newfane. Unanimous.

F. FENCE VIEWERS - Motion was made by M. Rohan and seconded by R. Dowley 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 L. Bedell and seconded by J. Anderson 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 J. Anderson and seconded by L. Bedell to serve as the Weigher of Coal for the Town of Newfane. Unanimous.

I. REPRESENTATIVE TO RESCUE, INC. - Motion was made by L. Bedell and seconded by R. Dowley to appoint Carter Van Iderstine to serve as the Representative of Rescue, Inc. from the Town of Newfane. Unanimous.

J. TOWN ENERGY COORDINATOR - Motion was made by M. Rohan and seconded by R. Dowley to appoint Edward J. Druke, Sr. to serve as the Town Energy Coordinator for Newfane. Unanimous.

K. TOWN SERVICE OFFICER - Motion was made by M. Rohan and seconded by J. Anderson to appoint Barbara Williams as the Town Service Officer for Newfane. Unanimous.

L. TREE WARDEN - Motion was made by M. Rohan and seconded by J. Anderson to appoint William C. Guenther as the Tree Warden for Newfane. Unanimous.

M. SEWAGE CONTROL OFFICER - Motion was made by J. Anderson and seconded by R. Dowley to appoint John F. Feifel to serve as the interim Sewage Control Officer for the Town of Newfane until the meeting of April 6th when he will be invited to come before the full Board. Unanimous.

N. COUNCIL ON AGING REPRESENTATIVE - Motion was made by L. Bedell and seconded by J. Anderson to appoint Barbara Kinoy to serve as the representative from Newfane on the Council on Aging. Unanimous.

O. PLANNING COMMISSION - Motion was made by M. Rohan and seconded by J. Anderson to appoint Gunther P. Garbe to the Newfane Planning Commission for a term of four years to serve until the year 2004. Unanimous. The PC will interview for the other four year term.

P. ZONING BOARD OF ADJUSTMENT - Motion was made by C. Van Iderstine and seconded by L. Bedell to appoint the following residents to serve as a member of the Zoning Board of Adjustment: Sarah Taylor to serve a four year term (2004), Susan Keese to serve a two year term (2002) and John E. Pyatak to serve a one year term (2001). Unanimous. A letter was received from John E. Pyatak indicating his interest to serve for one year on the ZBA.

Q. ZONING ADMINISTRATOR - Motion was made by L. Bedell and seconded by C. Van Iderstine to approve the appointment by the Planning Commission of Hendrik "Piet" W. van Loon to the position of Zoning Administrator for the Town of Newfane to serve until March 2003. Unanimous. The Board thanked him for agreeing to take to position and wished him well.
H van Loon presented the Board with his resignation letter from the Zoning Board of Adjustment. The letter was read by Chairman M. Rohan. Motion was made by M. Rohan and seconded by R. Dowley to accept the letter with regrets. Unanimous. Thank you again Piet.

R. WINDHAM SOLID WASTE MANAGEMENT DISTRICT - Motion was made by L. Bedell and seconded by R. Dowley to appoint Doris Knechtel as the Supervisor and Paul Van Gelder as the Alternate Supervisor from Newfane on the WSWMD Board. Unanimous.

S. VERMONT GREEN-UP - No one was appointed to serve as the Co-Chairman for Vermont Green-Up for Newfane. It was suggested that the Conservation Commission, the school or the Kindle Farm might be approached about coordinating the Green-Up efforts.

T. CONSERVATION COMMISSION - Motion was made by J. Anderson and seconded by L. Bedell to appoint Elizabeth Szczesniak-Johnson and Hollis Burbank-Hammarlund to the Newfane Conservation Commission to each serve four year terms until the year 2004. Unanimous. A letter was received from Elizabeth Szczesniak-Johnson to indicate her interest in serving as a member of the Conservation Commission.

U. TOWN FOREST COUNCIL - (5) - No appointments were made.

V. VILLAGE ENHANCEMENT COMM. - (10) - No appointments were made.
All of those appointed will be sent a letter asking if they accept their individual appointments.

W. ASSISTANT TOWN CLERK - Town Clerk, Janice Litchfield, has appointed Sandra Dowley and Shelbajean Hescock as her Assistant Town Clerks.

X. ASSISTANT TREASURER - Town Treasurer, Shelbajean Hescock, has appointed Janice Litchfield and Doris Knechtel to serve as her Assistant Treasurers.
There was some discussion about having some of the people interested in being appointed should come before the Board as some of the people are not known by all of the Board members. It was also suggested that it be all of the candidates or none of them. References may be enough.

Y. ELECTED OFFICIAL POSITIONS OPEN

(1) AUDITORS - No one was elected to fill the two vacant terms (2002 and 2003) for auditor at town meeting. There are two residents who have agreed to serve for until the next regular or special town meeting. Motion was made by J. Anderson and seconded by R. Dowley to appoint Bahman Mahdavi and Chris Petrak to serve as auditors for the Town of Newfane until the next regular or special town meeting. Unanimous.

(2) GRAND JUROR - Motion was made by M. Rohan and seconded by C. Van Iderstine to appoint John E. Pyatak to serve as the Grand Juror for the Town of Newfane until the next regular or special town meeting. Unanimous. Mr. Pyatak received enough write-in votes to serve as the Town Agent.

(3) LELAND & GRAY DIRECTOR - There is an additional Newfane vacancy on the Leland & Gray School Directors. Emily Long received enough write-in votes to be elected to one of the vacant positions. In the past, the School Board interviewed interested candidates and made a recommendation to the Selectmen. Tom Redden will be contacted about the process.


7. MEMBERS OF THE PUBLIC: UNSCHEDULED A. Jim Robinson - Williamsville Hall Committee - As a the result of a recent meeting, the committee has prepared a draft budget for expenditures to be considered at the Williamsville Hall which J. Robinson presented to the Board. Included on the list was design for kitchen/dining area, kitchen plumbing & fixtures, electrical improvements, upgrade and repair of windows, tables for dining, paint kitchen and dining room, meter for fuel oil tank and outdoor plantings. The estimated total ranged between $8,800 and $11,100. The proposed capital expenditures for the Williamsville Hall for FY 2000 is $15,000. Commitments made for the funds during FY 2000 may be spent during FY 2001. The Board has agreed to move forward with the upgrade and repair of the windows by the Draft Detective for the estimated amount of $125 per window. (20 - 22 windows total) The steps for the other proposals re discussed by the Board. DAK contacted the state Health Department and received a copy of the food service requirements. (See AA report item #7.) The committee would like to have architect, David Cotton, prepare a small scale kitchen design to meet the immediate needs based on state requirements. It was decided to contact Taylor Gillick of the health department and have him look at the hall kitchen area to determine the needs. M. Rohan will contact D. Cotton once the time and date has been established. Electrician, Art Campbell, will also be contacted to have him review what we have and what is needed for electrical improvements to the hall. Other board members and the committee will be notified of the meeting with the state. L. Bedell and J. Anderson would like to go forward with the improvements to the building with the funds available. J. Robinson indicated that much of the community interest has been around events including food. An adequate kitchen, especially a sink, would help as a way to have meals prepared. A monthly senior meal program has been suggested. M. Rohan indicated that the electrical, painting of the building and insulation are important projects to be done before a kitchen is designed. He suggested funds raisers could be a way to raise funds for the kitchen needs. DAK will contact Art Campbell about reviewing the current electrical situation at the hall and what is needed. The repair/replacement of the steps was mentioned by L. Bedell as an item to be placed on the long term list of projects. The next meeting of the Williamsville Hall Committee will be held on April 4th at 7:00 p.m.

B. Hilary Cooke - Flex-One - AFLAC - Board members were given documents concerning the details of the Flex-One AFLAC supplemental insurance program to be considered for offering to the employees at no cost to the town. The plan allows for benefits to be purchased on a pre-tax basis, if the employee chooses, including the current BC/BS program. The pre-tax plan will lower the reported Social Security earnings. AFLAC will assist with any forms needed for reporting to the IRS. L. Bedell expressed her concern the other independent carriers were not also presenting plans. She also questioned other aspects of the plan. Motion was made by C. Van Iderstine and seconded by J. Anderson to offer the opportunity for the employees to purchase supplemental insurance through the Flex-One plan from AFLAC and to have Chairman Michael Rohan sign the Resolution Adopting the Flexible Benefits Plan. In favor: M. Rohan, J. Anderson, R. Dowley and C. Van Iderstine. Opposed: L. Bedell. Motion passes. H. Cooke will meet with the highway employees on 03/21/00. R. Dowley inform them that they are not obligated to sign up for the plan. The printed material had the start date for the plan to begin on 03/01/00. This will need to be changed to 04/01/00. Motion was made by M. Rohan and seconded by J. Anderson to have the Administrative Assistant, Doris Knechtel, sign the verification of the change in start date from 03/01/00 to 04/01/00. Unanimous.


8. ROAD BUSINESS A. ROAD COMMISSIONER'S REPORT - No written report was submitted.

B. ROAD FOREMAN'S REPORT - (See attached report)
The Board reviewed the written report. No action was required.

C. Municipal Excess Weight Limit Permits - Motion was made by M. Rohan and seconded by C. Van Iderstine to approve the following Excess Weight Permits as proposed:
Contractor Vehicle Weights   Certificate of Insurance
Anderson Excavating 2 axle @ 46,900# Okay Yes
Anderson Excavating 3 axle @ 60,000# Okay  
Anderson Excavating 4 axle @ 69,000# Reduced to 60M#  
Barrows & Fisher Oil Co. 2 axle @ 33,000# Okay yes
Carroll Concrete Co. 3 axle @ 60,000# Okay yes
Carroll Concrete Co. 4 axle @ 69,000# Reduced to 60M#  
Eilers Bros. Trucking & Exc. 3 axle @ 60,000# Okay yes
Eilers Bros. Trucking & Exc. 5 axle @ 80,000# Denied  
S.T. Griswold & Company, Inc. 3 axle @ 60,000# Okay Yes
S.T. Griswold & Company, Inc. 4 axle @ 69,000# Reduced to 60M#  
S.T. Griswold & Company, Inc. 5 axle @ 80,000# Denied  
S.T. Griswold & Company, Inc. 6 axle @ 90,000# Denied  
Lynde Well Drilling, Inc. 3 axle @ 55,000# Okay Yes
Lynde Well Drilling, Inc. 3 axle @ 61,700# Reduced to 60M#  
Lynde Well Drilling, Inc. 4 axle @ 74,000# Denied  

Unanimous. The permit holders will be sent a copy of the Newfane Policy and Procedures for Excess Weight Permits and a Bridge Restriction List.


9. ADMINISTRATIVE ASSISTANT'S REPORT - (See attached report) A. Item #1 - Mark Morse of Townshend will be contacted to determine if the town or the fire department would like to "old" generator. If not Brookline will be contacted. If neither party wants it, it will be put out to bid with the funds being given to Grace Cottage.

B. Item #2 - Motion was made C. Van Iderstine and seconded by J. Anderson to sell the four "old" garage doors to Frank Suponski for the amount of $200. Unanimous. There is additional hardware for the doors in the Williamsville Hall.

C. Item #3 - A letter will be written to Roger Whitcomb of VAOT to let him know, in writing, the results of the town meeting vote on the covered bridge, ask what the next step for the town will be and to thank him for having VAOT participate in the special meeting of 02/17/00.

D. Item #5 - Board members discussed having someone from the sheriff's department come to a meeting to discuss having the WCDS spend quality time monitoring speeding offenders.

E. Item #6 - The Board suggested that the "old" computers be sold for whatever funds can be obtained, as their current value is not very much.


10. PAY ORDERS Motion was made by M. Rohan and seconded by L. Bedell to approve the Newfane Payroll and Accounts Payable Warrants for the following amounts:

03/04/00   Payroll   $ 2,654.15
03/11/00   Payroll   $ 3,202.84
03/15/00   Payroll   $ 676.33
03/17/00   Acct's Payable #19.a.  $ 11,543.90     Unanimous.

IRS Electronic Federal Payroll Tax Payments
03/08/00   $ 1,282.27
03/15/00  $ 991.67


11. MINUTES Motion was made by C. Van Iderstine and seconded by J. Anderson to approve the minutes of the Regular Meeting of March 2nd, 2000, as written. Unanimous.
12. OTHER BUSINESS Goals & Objectives - The Board discussed various goals & objectives to be considered during this next year, such as the Zoning Bylaws, Reappraisal, Williamsville Hall improvements, River Road improvements, Personnel Policy and possible discontinuance of some town highways. The Board will further discuss this matter at their meeting of April 6th. It is recommended that there be no more than 3 to 5 goals to be accomplished each year.
13. CORRESPONDENCE (1) Any Board members interested in attending the Town Officers Conference at Mount Snow on Thursday, April 27 should have the completed pre-registration form to the Town Treasurer by April 5th.

(2) The Board members and James Gray, Road Foreman, have reviewed the Vermont Historic Bridge Program for the Green Iron Bridge (BR#49) agreement between the state AOT and Newfane. Motion was made by M. Rohan and seconded by L. Bedell to have the Selectmen sign the Historic Preservation Easement Agreement between the State of Vermont Agency of Transportation and the Town of Newfane for Bridge #49 on Town Highway #26. Unanimous.

(3) A copy of a grant proposal in the amount of $2,000 for the Williamsville School Preservation Society has been received. They would like the Board to write a letter of support for their grant. Motion was made by M. Rohan and seconded by R. Dowley to have DAK draft a support letter for the WSPS grant proposal. Unanimous.

(4) A letter and Sketch Plan has been received from Robert Stevens of Stevens & Associates regarding the drainage design on West Street in the village. He estimates that the probable construction costs will be approximately $15,000, rather than the $7,500 budgeted. The Board would like to meet with Mr. Steven sometime the week of April 3rd at the site. Wm. Noyes, District #2 Technician, will also be notified. M. Rohan will contact B. MacFarland.

(5) A letter has been received from John Spicer regarding his thoughts on the Williamsville Covered Bridge and the rebuilding of the covered bridge relates to the Policies and Recommendations included in the Transportation section of the Newfane Town Plan.


14. ADJOURNMENT Motion was made by J. Anderson and seconded by C. Van Iderstine to adjourn the Organizational Meeting of the Board at 10:00 p.m. Unanimous.
Doris A. Knechtel
Administrative Assistant
Newfane Board of Selectmen

Posted: Town Clerk's Office, Newfane Store, Patsy's County Seat Market, Lessing's Family General Store and South Newfane General Store & Deli and www.webwerk.com/newfane



ROAD FOREMAN'S REPORT 3/16/00
TOWN OF NEWFANE HIGHWAY

1. Winter storms on 3/11 & 12/00 were very difficult to plow due to gravel roads being thawed. Plows dug in many locations. Many broken limbs in roads.

2. Culverts that were frozen have been opened with the steam jenny or chloride. This improves drainage and may prevent washing of road surface. All roads have been pushed back to provide drainage.

3. As son as roads dry out, highways will be graded and raked. Mud has been spotty on roads to this time.

4. Equipment: a. The SnowKing plow is at Vermont Municipal waiting for parts to improve performance. The plow frame has been improved. b. All other equipment is operational.

5. Posting of roads continues to prevent damage. Most truckers comply with posting. Violations, if known, have been notified by phone.

6. I have reviewed the maintenance agreement on Bridge #49 in South Newfane, and I recommend approval of VAOT agreement with the Town of Newfane. Road Foreman
Jim Gray



Administrative Assistant's Report
Date: March 16, 2000

1. Courtney Nau is interested in obtaining the "old" generator that was given to the town by Grace Cottage Hospital.

2. I heard from two different parties who are interested in purchasing the "old" garage doors. One is Frank Suponski for the amount of $200 (see letter) and the other is Jim Rogers for $50.

3. Roger Whitcomb of VAOT called and I told him of the results of the vote on the covered-bridge at town meeting.

4. I understand from Bahman Mahdavi that the Newfane web site receives about 150 "hits" a month, some from Alaska, Massachusetts and Connecticut.

5. Sheriff Graham stopped by to suggest larger 25 mph signs entering the villages may call more attention to the speed limit.

6. There has been some interest in the purchase of the "old" computer used by the Town Clerk and the Town Treasurer. The value listed in the town report are for $450. (IBM PS2) and for $2,240. (Gateway 2000 - 386/33) Printers are not included.

7. Williamsville Hall - J. Gray asked T. Jeffers about the installation of a sink at the hall, and Jeffers suggested a 3-bay sink but that the Health Department has to be involved. I contacted the Health Department and received a copy of the Health Regulations for Food Service. I called and spoke with Alfred Burns, of the Health Dept. about the Williamsville Hall. If the use is one day a month and is not advertised, it is considered "Occasional" use and no license is required. He also indicated that Senior Meals are exempt, depending on the location of the preparation. He recommends that the town plan for what is required, 3-compartment sink, hand sink for food preparers, etcetera. Many times he has seen "sinks" put in only to have the unit replaced because the needs increase and the requirements change for the license required. He suggests that the town contact Taylor Gillick of the Springfield Office (802) 885-5778 and meet with him and representatives from the town to review and/or make plans for what is required. The plumbing will need to be inspected whether a food license is required or not.

8. Jim Robinson, representing the Williamsville Hall Committee, will be attending the meeting this evening with a outline of the projects that the committee is proposing for the hall.


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