MINUTES - REGULAR MEETING - BOARD OF SELECTMEN
JUNE 3rd, 2004
NEWFANE TOWN OFFICE

PRESENT:
Selectmen: Piet van Loon, Carleton Chaffee, Priscilla Cotton, Gary Katz, and Chris Williams.
Also Present: Carolyn Lorie? of the Reformer, Ed Druke, Steve Jones, Byron Tart, Maria Rodman, Lila Shoshkes, Norma Shakun, Chris Petrak, Nissa Petrak, John Spicer, Eleanor Applegate, Charles Bergmann, Hermine Bergmann, Myra Fassler, Tana Lilienthal, Peter Lilienthal, Walter Phelps, Kurt Bostrom as Road Foreman and Doris Knechtel as Administrative Assistant.

1. CALL TO ORDER
The regular meeting was called to order by Chairman van Loon at 6:31 p.m.
The Board has received a few pieces of correspondence regarding Bridge #14. P van Loon suggested that the Board take 10 minutes to review the materials before discussion later during the meeting.

2. ROAD BUSINESS
A. ROAD COMMISSIONER'S REPORT - (See attached report)
(1) Item #2. B. - The Board has suggested that the "No Parking" signs be installed on Depot Road (TH#2) in the area of Indian Love Call where they will be most effective to augment the existing signs. The Traffic Ordinance should also be double checked.
(2) Item #2. C. - Motion was made by G. Katz and seconded by P. Cotton to have two "Trucks Entering" signs installed on Baker Brook Road. Discussion: C. Williams will work with K. Bostrom about the best location of the signs. C. Chaffee Suggested that the signs be included in the Traffic Ordinance. Vote on the Motion: Unanimous.
(3) Item #3. C. - Motion was made by G. Katz and seconded by P. Cotton to purchase a used chipper from D & E Tree Company for the town for $6,000 to be paid for through the FY 2005 Capital Fund. Unanimous.
(4) Item #3. B. - Motion was made by G. Katz and seconded by P. Cotton to trade-in a Chevy pickup for a new one-ton pickup with a V-plow and utility instead of replacing the F 550 at this time. Discussion: Questions were raised about "Why a V-plow?", "Why a utility body?", and "Have you looked into surplus equipment from the state?". K. Bostrom responded that the one-ton has a route of its own for some of the small "driveway" roads. The one-ton is proposed to be a single wheel F350, not a dual wheel. He will also check about surplus equipment. The motion was withdrawn as it was evident that more explanation and review needs to occur before a decision is made on the replacement of the F550 or the Chevy one-ton.
(5) Item #4 - On another matter concerning trees, C. Williams mentioned the removal of a spruce tree at the intersection of Loop Road (TH#76) and VT Route 30.
(6) Item #5 - Before any activity is done to soften the curve on Steep Way (TH#21) an estimated cost should be obtained. There should be a priority list of all proposed road projects in Newfane. Board members did not feel that this project should be very high on a priority list.
(7) Item #6 - Piet and Kurt have spoken of the possibility of the need for a new agreement and an alternate plan for taking care of the drainage on Jones Hill Road (TH#52). In the meantime, any plugged culverts should be cleaned out with assistance from the South Newfane/Williamsville Fire Department.
(8) Item #7 - For the FY 2005 budget there is $68,000 for paving. K. Brostrom would like to use the funds to replace a culvert on Depot Road (TH#2), fix the gap in the pavement on Depot Road (TH#2), and do some needed work on Grimes Hill Road (TH#5) for the two depressions. The original plan was to pave South Wardsboro Road (TH#1) from the end of the flood damaged area to Grout Road (TH#19). Motion was made by G. Katz and seconded by P. Cotton to use the paving funds for FY 2005 for repairs to Depot Road (TH#2) and Grimes Hill Road (TH#5). Unanimous.

2. B. ROAD FOREMAN'S REPORT - (See attached report)
(1) Board members asked K. Bostrom about the status of the Covered Bridge deck replacement. He is waiting to hear back from M. Renaud about the use of laminated decking to replace the current diagonal deck boards.
(2) Item #1 - Rain Damage - K. Bostrom had the road crew work in teams to take care of the rain damage on Stratton Hill Road (TH#35) and New Road (TH#30).
(3) Next week the crew will be working on Newfane Hill Road (TH#20) doing some ditch work using geotextiles. K. Bostrom has met with some of the landowners and the state about the drainage on Newfane Hill Road (TH#20) and Upper Spring Hill Road (TH#23).
(4) Item #2 - Equipment - The International L 9000 is DOT ready. The crew is learning how to use the new front end York rake. The chipper had been used on Otis Lane (TH#22).

2. C. EXCESS WEIGHT PERMITS
No Excess Weight Limit Permits were received for action by the Board.
2. D. ACCESS/RIGHT OF WAY PERMITS
No Access/Right of Way Permits were received that required action.
2. E. UPDATE - SOUTH WARDSBORO ROAD (TH#1) PROJECT - No update.
2. F. UPDATE - CULHANE CORNER
Borings will be done by on Culhane Corner by Steven's & Associates mid-June. Steven's and Associates have asked for assistance from the town crew for flagging, which has been agreed to. Four of the five crew members have been recently trained for flagging. This will be a savings on the cost of the project as S & A would have to hire flaggers at $76.00/hour.
2. G. DISCUSSION OF FOG LINES
At this time the Board has decided not to consider having white Afog lines@ painted on the sides of some paved roads in town. A wider shoulder is often needed for the lines to be effective.
6. A. APPOINTMENTS
(2) CONSERVATION COMMISSION - 2007
Byron Tart, a resident with property on Sunset Lake Road (TH#42) indicated that he is interested in serving as a member of the Newfane Conservation Commission. He has 25 years of experience in Environmental Health. Motion was made by G. Katz and seconded by P. Cotton to appoint Byron Tart to serve as a member of the Newfane Conservation Commission until March of 2007. Unanimous. The vacancy was created by the resignation of former member William Guenther.

5. OLD BUSINESS
A. DISCUSSION OF BRIDGE #14 - SOUTH NEWFANE BRIDGE
Chairman P. van Loon read the correspondence from citizens John Spicer and Bud Bergmann regarding their ideas about the repair or replacement of Bridge #14 in South Newfane. The town also received correspondence from Roger Whitcomb of VTrans Structures division indicating that the westerly abutment may not be reused due to the increased and excess loads created by removing the pier. He also indicate that it may be possible to build the new bridge half at a time without the use of a temporary bridge. Selectboard member G. Katz read a list of considerations that he feels are important for making the decision on Bridge #14.
Comments made by the members of the public were: keep the integrity of the village, don't make it a thoroughfare; more borings should be done to check the condition of the center pier; engineering report is opinion, need some real numbers and data.
Board members indicated that, based on the information presented to them, regarding the pier and the abutments, it is not an option to rehabilitate the existing bridge. A new bridge will have to follow the state and federal guidelines in order receive a majority of the funds needed to build a new bridge. The current design is preliminary. Motion was made by G. Katz and seconded by C. Williams to reaffirm an earlier decision of the Selectboard to build a new bridge #14 in South Newfane and to not reconsider a rehabilitation of the current bridge #14. Discussion: Some members of the public still commented on having only one opinion from the state. The state does have other departments available to them; structures, soils, historic, archeological, etc. Additional borings are planned by the state. The town will not be hiring additional outside engineering reports on bridge #14. Vote on the motion: Unanimous.
After some discussion, it was decided to have an ad-hoc committee of volunteers who will bring to the board within six weeks with constructive suggestions for the new bridge. Roger Whitcomb has agreed to meet with the committee at some point during that time. There was also a suggestion made to sell the South Newfane General Store to the town or the state and move the bridge location more to the south. This would add considerable cost to the project. There may also be a question about the historic significance of the house.
Those present thanked the Board for their time and giving them a chance to be heard.

3. SCHEDULED MEMBERS OF THE PUBLIC
A. OPENING OF BIDS - ROADSIDE MOWING
The following bids were received for the mowing of the town highway roadsides within Newfane:
O'Maple Services of Vermont $9,000 Certificate of Insurance
Lowes Caretaking $3,200 Certificate of Insurance
Motion was made by G. Katz and seconded by P. Cotton to award the bid for the mowing of the roadsides to Lowes Caretaking for the amount of $3,200. Discussion: Questions arose about the type of equipment Lowes Caretaking has for getting at the brush over the fence. C. Chaffee indicated that the town used to have high schools students use a scythe. The town also used to have a former employee use a weed wacker around areas not accessible by the roadside mower. Vote on the motion. Unanimous. The Board will have Kurt follow up on the equipment to be used.

4. UNSCHEDULED MEMBERS OF THE PUBLIC
No members of the public present wished to bring any matters to the Board.

5. OLD BUSINESS
B. PERSONNEL POLICY - The review of the proposed Personnel Policy with any additional changes that may be needed has not been prepared for this meeting.
C. OTHER OLD BUSINESS
(1) P. van Loon indicated that he received word from Verizon and they have decided at this time to no pursue the idea of using the town property for some of their equipment.

6. NEW BUSINESS
A. APPOINTMENTS
(1) LELAND & GRAY SCHOOL BOARD (1) - No candidate was suggested.
(3) WINDHAM SOLID WASTE ALTERNATE SUPERVISOR - No action.
6. B. GOALS & OBJECTIVES - 2004 - 2005
Board members will review and prioritize the list of the items to be considered for improvements to Williamsville Hall for the next meeting.
6. C. SCHEDULE MEETINGS WITH BOARDS, TOWNS AND AGENCIES
The meeting with the Dummerston Selectboard on June 9th at 7:00 p.m. in Dummerston will be warned as a Special Meeting of the Newfane Selectboard.

7. ADMINISTRATIVE ASSISTANT'S REPORT - (See attached report)
(1) Item #5 - For the interview process for the hiring of a new member of the town highway crew to replace Paul Jones, who will be retiring in July, P. van Loon, C. Chaffee and K. Bostrom will be involved in the process. Application are due on June 17th. G. Katz will be out of town from June 12th through July 1st or 2nd.

8. MINUTES
Minutes of 05/06/04 - Page #1, 2.B.(1) Delete the word deposited and insert the word found. Page #4, 3.A. insert the word to after Trans.; Page #4 5.C.(1) Delete the word mute and insert the word moot; Page #5, 6.D.(1) Change the second and third sentences to read "He will be asked to give the Board a report on progress being made. A list of questions and a performance evaluation will be completed for the personnel file." Motion was made by P. Cotton and seconded by C. Williams to approve the minutes of the Regular Meeting of 05/06/04, as corrected. Unanimous.
Minutes of 05/20/04 - Page #1, 2.(2) , last sentence to read "The work that Kurt is planning for that area is regular maintenance." Page #1, 2.B.(2) second sentence change " to The. Page #1, 2.B.(4) change from to form. Page #2, 2.F., last sentence, delete be helpful. Page #2, Hearing second &, fourth sentence, change is to as. Page #4, 5.C.(1) change effect to affect.. Page #4, 6.D. (1) add the word likely after WRC. Motion was made by P. Cotton and seconded by C. Williams to approve the minutes of the Regular Meeting of 05/20/04, as corrected. Unanimous.

9. CORRESPONDENCE
A. Correspondence has been received from ANR regarding the Land & Water Conservation Fund Grant awards. The Newfane Playground Renovation received a grant in the amount of $9,621. The total cost of the project is $19,242.
B. A copy of the Windham County Sheriff's Department activity for Newfane has been received for 05/09/04 through 05/22/04.
C. The May 2004 VLCT News has been received. The VLCT Town Fair and Field Day will be Wednesday, September 29 and Thursday, September 30 in Barre.
D. The spring RSVP Newsletter has been received.

(2) P. Cotton has received a price for color correct light tubes to replace the existing florescent bulbs. The cost is $2.39/tube for a total cost of $162.52. Board members agreed to the expense.

10. PAY ORDERS
Motion was made by P. Cotton and seconded by C. Chaffee to approve the Newfane Payroll and Accounts Payable Warrants for the following amounts:
05/22/04 Payroll $ 3,222.78
05/29/04 Payroll $ 3,138.98
05/31/04 Payroll $ 3,734.75
06/04/04 Acct.'s Payable #24 $ 18,976.92 Unanimous.
IRS Electronic Federal Payroll Tax Payments
05/28/04 $ 1,719.46
06/02/04 $ 919.94

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

12. ADJOURNMENT
Motion was made by G. Katz and seconded by C. Williams to adjourn the Regular Meeting of the Board at 9:55 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

1. Road and Driveway Culvert Inventory
Paul is still interested in doing the inventory after he retires. Specific timing has not yet been set. Kurt has prepared Inventory Forms. A copy is attached.
2. Signs
A. The first batch of replacement signs has come in and is being installed; a second group is on order.
B. Kurt has asked where specifically we would like the new ANo Parking@ signs along Depot Road (TH#2)
C. Mr. Powling has requested that the Town put up a ATrucks Entering@ sign on Baker Brook Road. If this is okay with the Board, Kurt can go ahead and do it.
3. Equipment
A. The new York Rake has been set up on the truck and has been used to work gravel on Beetlestone Drive (TH#25).
B. Replacement of the F 550 is coming up next month according to our equipment replacement plan. Instead, Kurt recommends keeping the F 550 (he thinks it is good for another five years) and trading in the Chevy pick-up for a new one-ton pick-up with a V-plow and utility body. His concern is that we would wind up spending a lot on the current pick-up, which is used the most of any of the equipment. I suggest the Board approve Kurt's recommendation.
C. Kevin and Kurt have found a good used Chipper that would be excellent for the Town's chipping needs which are obviously much more modest than those of a tree service company. The Chipper will cost $6,000 compared to the $20,000 that we had budgeted. I told Kurt that is was okay to go ahead on the used Chipper.
4. Trees
Kurt is meeting with Bill Guenther on Friday to look at trees to remove in the right of way along Sears Road (TH#44) and on Steep Way (TH#21). No problems anticipated. Each of the trees is clearly diseased, severely damaged, or a hazard.
5. Curve on Steep Way
Gunther Garbe had asked if anything could be done to ease the big curve on the Steep Way (TH#21) near the Town-owned property. Kurt has some ideas but there is a utility pole that would have to be moved before anything else could be done. He'll follow-up with the utility companies.
6. Jones Road
We still need the letter concerning the proposal for dealing with the water issue on Jones Hill Road (TH#52). I discussed this with Piet who has suggested that we may want to try a different option which the Board can discuss.
7. Paving
While there is no State money available to us for paving projects this coming year, we do have $68,000 budgeted for this and need to decide how best to use those funds. Some will be needed for the repairs along the center strip on Depot Road (TH#2); we need to determine what else we want to do. Kurt had asked if it were possible to roll-over some of the funds for a larger project in future years. Doris indicates we do not have this option.
Gary Katz, Road Commissioner

1. Rain Damage
Stratton Hill Road (TH#35) - Two days were spent fixing damage. New ditches were dug, all culverts were cleaned and run-offs were made.
New Road (TH#30) - Regraded and the backhoe was used to clean the ditches.
Other Roads - Some ditch lines opened up and culverts plugged; but almost all have been fixed.

2. Equipment
L 9000 - New Front pins and bushings, new rear springs and helpers
Int. 7400 - New S-can and bracket, we replaced a canister also.
Ford F 550 - A new York rake has been put on the truck and the guys are learning how to use and adjust it.
Chipper - A used chipper has been purchased form D & E Tree Company. It has a 12' capacity and power feed. The purchase price : $6,000 (very food deal).

3. Jones Hill Road (TH#52) - We still have a water run off problem on this road that needs to be taken care of.

4. Dust Control - The applicator tank has been received. We are just waiting for the bulk tanks.

5. Road Work - Gravel, Grading and/or Ditch work have been done on these roads: Stratton Hill Road (TH#35), Parish Hill Road (TH#26), New Road (TH#30), Sunset Lake Road (TH#42), Penner Road (TH#31), Jones Hill Road (TH#52), Deer Hill Road (TH#37), Wiswall Hill Road (TH#11), Chapin Road (TH#39), Eager Road (TH#13), Beetlestone Drive (TH#25), Grimes Hill Road (TH#5), Toby Hill Road (TH#29), and Baker Brook Road (TH#19).

6. Signs - Road signs have been put out; more are on order.

Kurt Bostrom, Road Foreman

To: Newfane Selectmen MEMORANDUM
From: Doris A. Knechtel
Subject: Administrative Assistant's Report
Date: June 3, 2004

1. Byron Tart will be in attendance at the Selectboard meeting this evening to discuss his interest in serving as a member of the Conservation Commission until 2007 to fill the vacant position left due to Bill Guenther's resignation.

2. You have received in your packet various document relating to Bridge #14 from Roger Whitcomb, Gary Katz, John Spicer, Bud Bergmann and an article that I found in a publication about AAre Our Bridges Falling Down?@.

3. The two recent rentals of the Williamsville Hall commented on how much they enjoyed the hall. There was only one comment about not being able to clean the main floor and have it look decent.

4. A resident was in the other day to ask about the use of the river banks in front of her rental unit on the Rock River and opposite Roger Sandes. She provided me with the printed materials regarding AWho owns the rivers in Vermont?@ The subject comes up every year.

5. The employment advertisement for a new member of the Highway Crew has published. I have one application to date and have had two others picked up.

6. The advertisement for a new furnace at the town office has been sent out to potential bidders today and faxed to the Reformer to be advertised.

7. The Listers have asked for and been granted an extension for the filing of the abstract of the Grand List (August 14) due to all of the work involved for Act 68. Bill Krajeski has been here to assist with the rolling over of the information from Access.Pro to the NEMRC side. Ted and I will attempt to complete the work sooner than August 14th so that the grievance process can be completed and tax bills can be issued.

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