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 - SPECIAL MEETING OF THE NEWFANE SELECTBOARD
MARCH 24th, 2004
NEWFANE TOWN OFFICE

PRESENT:
Selectmen: Piet van Loon, Red Chaffee, Priscilla Cotton, Gary Katz and Chris Williams.
Also Present: Floyd Roberts, District #2 Administrator, Paul Gould, District #2 Technician, John Alexander, District #2 Technician #4, Kurt Bostrom, Road Foreman and Doris Knechtel, Administrative Assistant.

1. CALL TO ORDER
The Special Meeting was called to order at 10:00 a.m. by Chairman Piet van Loon. Introductions were made around the table.

2. ANNUAL MEETING WITH FLOYD ROBERTS - DISTRICT #2 ADMINISTRATOR
A. TOWN HIGHWAY PLAN FOR FISCAL YEAR 2004
Floyd Roberts, VTrans District #2 Administrator, was present to review and discuss the preliminary figures for the Annual Highway Financial Plan for Newfane Fiscal Year 2004 as prepared by D. Knechtel according to 19 VSA ' 306(e). The figures were compiled from the highway budget passed at the recent Town Meeting and the Capital Budget and plan. The information is used to determine funds to be allocated for the various highway programs.
The amount to be received from the state for the Newfane Class 2 and Class 3 roads is expected to be $131,407.44, more than what was originally anticipated. The amount to be raised in taxes for the town highways is $329,842.56, plus $27,500 from the Capital budget for a total amount of highways expenditures for Fiscal Year 2005 of $488,750, including the capital amount. Motion was made by G. Katz and seconded by P. Cotton to approve and sign the Annual Town Financial Plan for Town Highways as presented. Unanimous.

2. B. HIGHWAY PROJECTS
(1) Floyd Roberts explained the Town Highway Grants program. The Town Highway Structures program is for town culverts of 3' in diameter or greater, bridges of 6' span of greater or retaining walls. The split is 80/20 or 90/10 if the town has adopted Town Highway codes and standards and has conducted a highway infrastructure study. The state grant amounts are limited to $150,000 for any one project. The Town Highway Class 2 Roadway programs provides grants for resurfacing or reconstruction of Class II highways. The split is 70/30 or 80/20 if the town has adopted Town Highway codes and standards and has conducted a highway infrastructure study. Again the grant amount is limited to $150,000 for any one project. F. Roberts had a spread sheet showing the amount of funds available to the District along with the amount that towns have received in recent years in each program. Chances are good that Newfane could receive a grant this year for the Class II program. The town needs to submit an application soon. (April 15th)
(2) The Culhane Corner project was discussed. F. Roberts was given a copy of the bids received, two of which were for engineering only. He may be able to amend the application to include the engineering portion of the project. Applications are good for two years.
(3) The condition of Depot Road (TH#2) and Grimes Hill Road (TH#5) were discussed. Paul Gould will look at the road related problems with Kurt Bostrom, Road Foreman.

2. C. BRIDGE PROJECTS
(1) There was discussion about the substantial number of bridges that Newfane has as compared to other towns within the District#2, other than Chester. Newfane has received structure funds in recent years for Monroe Bridge (BE#15) and Bruce Brook Bridge (BE#32). The Adams Hill Road (TH#27) bridge (BE#37) to be replaced by a culvert was mentioned as well as the stone arch culvert on Dover Road (TH#2) as possible projects to be applied for. The Dover Road (TH#2) project may have to involve the state Historic division.
(2) Arch Bridge (BE#12) - Questions were raised about the condition of the Arch Bridge (BE#12) in Williamsville. The bridge reports should mention the deficiencies. Section 3 of the Local Officials VTrans Handbook speaks of state assistance for major rehabilitation or reconstruction of bridge. Currently Newfane has two bridges on the program, the covered bridge (CB#17) and Bridge #14 in South Newfane, both of which are scheduled for 2007. The town may want to consider putting the Arch Bridge on the program. There are many major bridge rehabilitations or reconstruction throughout the state that have plans Aon the shelf@.
(3) Covered Bridge (CB#17) - There was discussion regarding the condition of the covered bridge. C. Williams indicated that something has to be done before 2007. The deck needs some serious work. The current plan is for the bridge to be rehabilitated in 2007 as per Historic Preservation and VTrans. It was noted that covered bridges were not made to carry the type of traffic that exists today. A few years ago there was some discussion of moving the bridge to the Town Garage property to be used as part of the town trail system. The state will be conducting bridge inspections this year on all bridges of a 20' span or longer.

2. D. OTHER ROAD ISSUES
(1) Newfane needs to complete a Town Highway Infrastructure Study as per the guidelines outlined on page 7-5 of the VTrans Local Officials Handbook for 2004. Roads, bridges, causeways, culverts and any highway retaining walls on Class 1,2, and 3 town highways is to be included in the inventory. K. Bostrom has been in contact with Bob Niles about the RSMS program and he has also put a call in to Matt Mann of WRC about assisting in the required inventory.
(2) The Green Iron Bridge (BE#49) in South Newfane is holding up fairly well after the removal of the membrane and the application of black-top.
(3) F. Roberts was thanked for the installation of the new speed limit signs along VT Route 30 through the village area.
District #2 representatives, Floyd Roberts, Paul Gould and John Alexander, were thanked for their attendance and participation in the meeting.

3. TO TRANSACT ANY OTHER BUSINESS THAT MAY LEGALLY COME BEFORE THE BOARD OF SELECTMEN
A. Appointment - Motion was made by C. Williams and seconded by P. Cotton to appoint Robert H. Lyons to serve as a representative from Newfane on the Leland and Gray School Board until March Town Meeting of 2005. Unanimous.
B. Excess Weight Limit Permits - Motion was made by P. Cotton and seconded by C. Williams to approve the following Excess Weight Limit Permits as revised. - Unanimous

3. C. Dog Incident - Browns Road (TH#45)
It has been determined that the dogs involved in the incident on Browns Road (TH#45) on March 7th with Susan Jarvis belong to Darcey Cutler and not the Patricia Brown. P. van Loon suggested that a letter be written to each party, Patricia Brown, Darcey Cutler and Susan Jarvis.
It was suggested that the letter to P. Brown be an apology that her dogs were not involved in the March 7th incident as originally believed and that the order of March 8th has been removed. The Brown's will still need to meet the conditions of the September 9th, 2003 hearing.
A possible letter to D. Cutler will indicate that her dogs have threatened a pedestrian, a violation of the Newfane Dog Ordinance. This will be considered a first offense. A copy of the ordinance will be sent to her. Her dogs were not licensed at the time of the incident but have since been licensed for 2004. The letter to Susan Jarvis will include copies of the letters to P. Brown and D. Cutler.
Motion was made by R. Chaffee and seconded by C. Williams to have the Chairman write three brief and to the point letters to Patricia Brown, Darcey Cutler and Susan Jarvis. Discussion: P. Cotton would like more detail, in particular to remind the Brown's where they stand. The Board needs to talk with the Windham County Sheriff's Department about the dog situation. They have a responsibility to keep the Board informed of incidents that occur. Vote on the motion: Unanimous. P. van Loon mentioned that he spent about one hour at the Humane Society recently reviewing Dog Ordinances. Copies are forthcoming from the towns of Dover, Jamaica, Putney and Westminster for wording to possibly be included in a revised Newfane Dog Ordinance.
D. Town Office Furnace - The Board received an estimate for the replacement of the furnace at the Town Office from Kearley Fuel Service. No estimate has been received for the replacement of the furnace at the Williamsville Hall. Motion was made by G. Katz and seconded by P. Cotton to prepare a bid for the replacement of the Town Office furnace. Unanimous.

4. ADJOURNMENT
R. Chaffee moved to adjourn the Special Meeting at 11:26 a.m. All in favor.

Doris A.. Knechtel, Administrative Assistant
Newfane Board of Selectmen

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