Any and all corrections to the following minutes will be made at the 04/01/04 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
MARCH 18th, 2004
NEWFANE TOWN OFFICE

PRESENT:
Selectmen: Piet van Loon, Carleton Chaffee, Priscilla Cotton, Gary Katz, and Chris Williams.
Also Present: Ed Durgin of Verizon, Edward Druke, Sr., David Clarkson, Chris Petrak, John Spicer, Susan Jarvis, Teresa Stores, Kurt Bostrom, Road Foreman and Doris Knechtel as Administrative Assistant.

1. CALL TO ORDER
The regular meeting was called to order by Chairman van Loon at 6:30 p.m.

2. ROAD BUSINESS
A. ROAD COMMISSIONER'S REPORT - (See attached report)
(1) Item #3. - G. Katz and P. Cotton, members of the Traffic Calming Committee (TCC) received a letter from John Spicer regarding suggestions for traffic calming concerns. G. Katz indicated that he feels that the TCC should be a citizen body with up to seven members who come up with traffic calming ideas including the pros and cons of the proposal along with estimated costs. P. Cotton indicated that it is an advantage to have Selectboard members on the committee. P. van Loon indicated that the committee was established as a sub-committee of the Board.
(2) Item # 1. - G. Katz recommends the experience of riding with one of the town highway employees during snow plowing.

2. G. DECISION - CULHANE CORNER
In reviewing the plans proposed by Holombo Construction of Rindge, NH, K. Bostrom would suggest larger stone for the footing and a sub-drain behind the wall. Motion was made by G. Katz and seconded by P. Cotton to award the bid for the construction of the Culhane Corner project to Holombo Construction of Rindge, NH for the amount of $41,460. Unanimous. The contractor will be contacted about setting up a meeting to go over the details of the project with the Road Commissioner, Road Foreman and any Selectboard members interested in attending. The state Highway Structures Grant is for $50,000 with the town paying 20%.

2. F. SOUTH WARDSBORO ROAD (TH#1) PROJECT
The plans that were prepared by engineer Matt Beck turned out to be more than what the Selectboard had anticipated for a project. It was felt that the project could be the taking down of a few trees, removal of stumps and the shaving off of the corner by the current Road Crew. Motion was made by P. Cotton and seconded by C. Williams to have the project done according to the Road Foreman's recommendations by the Road Crew when they can get to it during this summer. Discussion: Those present discussed the pros and cons of having the highway crew take care of the project or hiring someone else to do some of the work in conjunction with the town crew. K. Bostrom indicated that there is a lot of work to do on the roads and this would not be a priority. Board members indicated that this project has been on the books for years and should be completed this construction season. It was suggested that A.S. Clark be contacted about what it might cost to do some or all of the project. P. Cotton withdrew her motion and C. Williams withdrew his second.

B. ROAD FOREMAN'S REPORT - (See attached report)
(1) Item #4 - Front York Rake - Motion was made by G. Katz and seconded by P. Cotton have K. Bostrom obtain prices for a new front york rake. Unanimous. At that point, the Board will make a decision depending on the monies available in the budget.
(2) Item #3. A. - Pressure Washer - The pressure washer is not performing well. K. Bostrom believes that a generator type would be better.

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

2. D. ACCESS/RIGHT OF WAY PERMITS
No Access/Right of Way permits were presented to the Board for action.

2. E. LOADER BID SPECIFICATIONS
The loader bid specifications were reviewed. No changes were made. Motion was made by G. Katz and seconded by P. Cotton to send the bid specifications for the purchase of a new loader for the town out to potential bidders. Unanimous.

2. H. OTHER ROAD BUSINESS
(1) South Newfane Bridge Proposal (BR#14) - P. van Loon would like to meet with the three property owners affected by the reconstruction of the South Newfane Bridge project along with G. Katz. He has suggested possibly meeting at the South Newfane Old Schoolhouse.
(2) C. Williams received a concern from a property owner on Baker Brook Road (TH#19) regarding the build up of gravel along the road in front of his property.
(3) The Selectboard has received a letter from Marshall Glickman and Margaret Wimberger asking for some assistance from the town for work on the town trails off of Porter Thayer and Spring Hill Road. Motion was made by G. Katz and seconded by C. Williams to deny the request as it has been a long standing policy of the Board to not maintain town trails and private roads. Unanimous. A letter is to be written to M. Glickman and M. Wimberger. Property owners on town trails may improve trails with permission from the Board. State law does not require the town to maintain town trails. (19 VSA ' 711(b).
(4) There will be a workshop sponsored by Vermont Local Roads addressing the issue of Beaver Conflicts on April 22nd at the NewBrook Fire House.

4. UNSCHEDULED MEMBERS OF THE PUBLIC
A. Susan Jarvis and Teresa Stores were present with their twins to express their concern about the dog incident on Brown's Road. The Board has found out that the boxer dogs in question belong to the Cutler's and not the Brown's. That error needs to be corrected. Dogs owners have a responsibility to keep their dogs under control at all times. It is the responsibility of the Windham County Sheriff's Department and the Constable to enforce any infractions of the ordinance. S. Jarvis and T. Stores indicated that they don't want to walk on Brown's Road because of their recent incident. They had their dog with them which may have incited the dogs living on Brown's Road. If S. Jarvis and T. Stores do have another problem with dogs not under control of the owner, they should contact the WCSD and/or the Constable.

3. SCHEDULED MEMBERS OF THE PUBLIC
A. EDWARD DURGIN - VERIZON
Edward Durgin of Verizon was present to discuss with the Board the request from the town for an easement area of 40.0' X 40.0' on Tax Map lot #00E085 owned by the town on Dover Road (TH#2), west of South Newfane Village. Verizon would like to install a concrete pad and telecommunications equipment on the town-owned land, for which a zoning permit has been applied for. The town was approached and given the okay for this project in 1991. Motion was made by G. Katz to grant the easement to Verizon only after the removal of all of the extra poles along Depot/Dover Road (TH#2) to the Green Iron Bridge (BR#49). Motion died for lack of a second.
The process for removing the extra poles has been happening for the past week or two. Motion was made by C. Williams and seconded by P. Cotton to grant the requested easement to Verizon upon agreement between the town and Verizon as to the exact location of the easement. Discussion: The purpose for the equipment is for better service and switching equipment. Question was raised about if Verizon has compensated private land owners with a monetary contribution for use of the land. E. Durgin indicated that the amount is sometimes between $1,500 - $5,000. G. Katz proposed an amendment to the motion seconded by C. Chaffee to request that Verizon compensate the Town of Newfane $5,000 for the requested easement. Discussion: Question was raised about earmarking the funds for something specific. It was decided to put it in the general fund. E. Durgin asked if the amount is negotiable to $2,500 or $3,000. Vote on the amendment: Three in favor, amendment passes. Vote on the main motion to approve the granting of the easement to Verizon. Unanimous.
A letter till be written to Verizon. E. Durgin will review the matter of compensation with his company and revise the easement language where necessary.

B. CHRIS PETRAK
Chris Petrak asked to come to speak to the Selectboard about traffic calming. He feels that with the paving of a section of Dover Road (TH#2) the motorist are going faster. Side dressing on the shoulders makes the road appear wider. He has grass out to the pavement on his property. He believes that more highly visible signs are needed. Pedestrian safety needs to be taken into consideration. John Spicer asked about the Arch Bridge and the Covered Bridge status of repairs. Response: the Arch Bridge is not on the state program as yet and the covered bridge is not scheduled for rehabilitation until 2007. There are some design concerns to be considered for under the structure to strengthen the bridge.
C. Petrak raised the question of enforcement. The Board will be meeting with the Windham County Sheriff's Department and the Vermont State Police. The Board has asked in the past that enforcement be in different locations and at different times during the day so that motorist don't get used to a certain routine.
Those present were reminded that the size and installation of signs need to be done according to the uniform standards code for signs. It was noted that motorists get used to speeding signs and don't pay much attention. Enforcement is the key to slowing motorist down.
The Traffic Calming Committee will be meeting in the near future to discuss TC issues.

B. David Clarkson expressed his reaction to G. Katz suggestion that the Traffic Calming Committee be made up of citizens and not Board members. He indicated that it is important to have one or two Board members as part of the committee to have some continuity. P van Loon indicated that the town should stay with the committee that was appointed. P. Cotton would like to move forward and get something done for traffic calming. E. Druke stated that there is a perception that motorists are speeding when in reality it may not be as excessive as people think. Traffic counters would give the time, speed and type of vehicle.

5. OLD BUSINESS
A. DOG ORDINANCE
P. van Loon went to the Windham County Humane Society about the charges for the two dogs that the Board received recently. A review of the contract between the Town of Newfane and the WCHS reveiled that the charges were legitimate. He also did a quick review of other Dog Ordinances from surrounding communities.
B. PERSONNEL POLICY
No updates to the Personnel Policy have been made for the Board's review.
2. H. OTHER ROAD BUSINESS - (cont.)
(5) K. Bostrom did receive some of the road name signs that are missing. However, the signs were only printed on one side. There are some signs stored in the lower level of Williamsville Hall that should be inventoried.
(6) Motion was made by C. Chaffee and seconded by P. Cotton to approve the Verizon Petition and Order for Pole and Wire Location, Order #9AAJUH to replace pole 101S and crossing Dover Road (TH#2) to Pole 101. Unanimous.
(7) Grant applications for the Highway Structures and Class II Paving projects are due at District #2 by April 15th. K. Bostrom will be contacted about getting together with Paul Gould, District #2 Technician to submit grant application requests for the stone arch culvert on Dover Road (TH#2) and possibly the replacement of Bridge #37 on Adams Hill Road (TH#26).
(8) A letter has been received from Floyd Robert, District #2 Administrator regarding the Annual Highway Financial Plan. He will be contacted about setting a date for the Selectboard and the Road Foreman to meet with him.
(9) The state would like the town to let them know what Class II roads will be paved this coming construction year so that they may plan for the painting of the center lines. K. Bostrom will be contacted to ask about what roads are to be paved.
(10) Both Depot Road (TH#2) and Grimes Hill Road (TH#5) were both mentioned as roads having problems. The paved surface of Depot Road is separated near the center where the pavement is supposed to meet. The base of Grimes Hill Road is deteriorating. The Board would like to have Paul Gould look at the two roads and advise the Board on what to do for improvements.

6. NEW BUSINESS
A. APPOINTMENTS
(1) LELAND & GRAY SCHOOL BOARD (2) No action was taken.
(2) CONSERVATION COMMISSION
Motion was made by P. Cotton and seconded by G. Katz to appoint Marc Pickering to serve as a members of the Newfane Conservation Commission until March of 2008. Unanimous. The recommendation for the appointment came from the Conservation Commission.

6. B. GOALS & OBJECTIVES 2004 - 2005
Board members will review the Goals & Objectives list at a future meeting.

6. C. SCHEDULE MEETINGS WITH BOARDS, TOWNS AND AGENCIES
The Selectboard will invite Sheriff Sheila Prue to the meeting of Thursday, April 1st to discuss law enforcement issues with her. It was suggested that the Board may want to consider at some time in the future training the town Constable to cover some hours of patrol.
The Board will be meeting with the Zoning Board of Adjustment and the Planning Commission on Thursday, April 8th to discuss the possibility of forming a Development Review Board for Newfane.

6. D. OTHER NEW BUSINESS
(1) There was some discussion regarding a situation regarding a situation of the Planning Commission is trying to confront regarding a Agrandfathering@ situation. It was suggested that the PC obtain an interpretation of the Agrandfather@ section of the Newfane Zoning Bylaw.
(2) The Board received a a letter from the Vt Agency of Human Services regarding the appointment of the Town Service Officer. The Selectboard appointed Barbara Williams at thier meeting of March 4th to serve in that capacity. The form was signed by the Board to be sent back to the state.

7. ADMINISTRATIVE ASSISTANT'S REPORT
A. M. Albert-Piasick, the Treasurer, asked the Board about the purchase of a new chair and a new printer. Motion was made by C. Chaffee and seconded by C. Williams to allow the purchase of a new chair for the amount of $129.00 and a new HP 9650 printer for the amount of $399.99 from Staples with a $50.00 rebate. Unanimous.
B. A reminder to the Board to have their registration for the Town Officer Conference at Mount Snow on Tuesday, May 4th in for the April 15th payorders.
C. The Vermont League of Cities and Towns will be conducting a ALets Communicate Tour@ as an educational initiative to raise awareness of the programs and services available to the VLCT members. Four will be attending the one in Dover on April 8th at 9:00 a.m.

8. MINUTES
(1) Minutes of 02/10/04 - Motion was made by P. Cotton and seconded by C. Williams to approve the minutes of the 02/10/04 meeting, as written. In favor: P. van Loon, P Cotton, G. Katz and C. Williams. Abstaining: C. Chaffee. Motion passes.
(2) Minutes of 03/04/04 - Motion was made by P. Cotton and seconded by C. Williams to approve the minutes of 03/04/04, as written. Unanimous.
(3) Minutes of 03/08/04 - Correction: Delete Tara add Tana Motion was made by C. Williams and seconded by G. Katz to approve the minutes of 03/08/04 as corrected. In favor: P van Loon, G. Katz and C. Williams. Abstaining: C. Chaffee and P. Cotton. Motion passes.

10. PAY ORDERS
Motion was made by P. Cotton and seconded by G. Katz to approve the Newfane Payroll and Accounts Payable Warrants for the following amounts:
03/06/04 Payroll $ 3,893.63
03/13/04 Payroll $ 4,048.32
03/15/04 Payroll $ 564.20
03/19/04 Acct.'s Payable #19 $ 9,663.26 Unanimous.
IRS Electronic Federal Payroll Tax Payments
03/10/04 $ 1,409.75
03/17/04 $ 1,189.62

VCDP Grant #220/941G #5 - March 19, 2004
$ 4,124.70 - Property owner and contractor plus $147.34 - WRC - Total - $4,272.04
There was some discussion by the Board as to the low housing program. C. Chaffee is a representative from Newfane on the committee. It appears that the current project is very close to expending their total loan amount. Motion was made by P. Cotton and seconded by C. Williams to approve the VCDP Grant #5 expenditure of $4,272.04. Unanimous.

11. EXECUTIVE SESSION
Motion was made by G. Katz and seconded by P. Cotton to enter into Executive Session at 10:20 p.m. to discuss a matter of personnel. Unanimous. Only Board members were present for the Executive Session.
Motion was made by C. Williams and seconded by C. Chaffee to come out of Executive Session at 10:25 p.m. Unanimous.
Motion was made by G. Katz and seconded by P. Cotton to approve the draft employee review for the Administrative Assistant, Doris Knechtel. Unanimous.

12. ADJOURNMENT
Motion was made by C. Williams and seconded by P. Cotton to adjourn the Regular Meeting of the Board at 10:27 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 - 03/18/04

1. Plowing
Tuesday evening, I rode along with Paul as he did the snow plowing on Baker Brook (TH#19), Parish Hill Road (TH#26), Timson Hill Road (TH#41), Sunset Lake Road (TH#42), and the other roads on his route. This gave me a much clearer understanding of what's involved in handling the plow and wing and some of the challenges the crew faces in plowing our roads. I highly recommend riding along with one of the crew for any Selectboard members who haven't had plowing experience before.
2. Upper Spring Hill Road
I shared Chris' information about the ledge under Upper Spring Hill Road with Kurt. Kurt is attempting to reach the property owner across from Scott Heller to discuss the anticipated improvement project.
3. Traffic Calming
John Spicer called to say he will be at the Board Meeting to share some traffic calming ideas.
4. Road Sign Storage
Kurt will check out the road signs being stored in the botton of Williamsville Hall.
5. Other Items
Kurt will share his ideas about Culhane Corner with us at the Selectboard meeting. He will also discuss his idea about getting a front-loaded York rake and why that would make sense. He will share his suggestion for the South wardsboro Road project and will also be reviewing the hazardous reporting requirements.

Gary Katz, Road Commissioner

ROAD FOREMAN'S REPORT 03/18/04
TOWN OF NEWFANE HIGHWAY

1. There are about 12 more trees to take down to meet our 1st goal. When these have been dropped all the branches will be removed.

2. Many roads have been raked, graded and material added due to mud. I feel we are in good shape right now but we have some time to go.

3. All the equipment is in working order but some of it has problems.
A. Steam cleaner/pressure washer.
B. Chevy pick-up transmission slips once in awhile.

4. A front mount York Rake would be a big advantage if purchased. Ours can still be used but we should look into a new one.

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