MINUTES - REGULAR MEETING - BOARD OF SELECTMEN
JUNE 17th, 2004
NEWFANE TOWN OFFICE

PRESENT:
Selectmen: Piet van Loon, Carleton Chaffee, Priscilla Cotton, and Chris Williams.
Absent: Gary Katz
Also Present: Lyssa Singleton, Bruce Garrow, Gunther Garbe and Doris Knechtel as Administrative Assistant.

1. CALL TO ORDER
The regular meeting was called to order by Chairman van Loon at 6:36 p.m.

2. ROAD BUSINESS
A. ROAD COMMISSIONER'S REPORT
The Road Commissioner was not present at the meeting. No report was submitted.
2. B. ROAD FOREMAN'S REPORT - (See attached report)
(1) K. Bostrom was not in attendance at the meeting. P van Loon reviewed the report that was submitted. Of particular concern was the covered bridge deck.
(2) Item #4 - Covered Bridge - A box of loose screws and nails that have been removed from the deck of the covered bridge over the past week were brought to the Board's attention. It has been reported that a few motorists have received flat tires on their vehicles. K. Bostrom submitted a plan for removing the current diagonal boards and installing a new deck and runners. R. Whitcomb will be contacted about the proposal and to also let him know the extent of the problem. When the deck is repaired, vehicles will have to detour onto Baker Brook Road (TH#19) and Parish Hill Road (TH#26). The proper signing of the detour and the weight limits will be double checked. After the bridge is repaired, it should be properly posted for a 20,000# weight limit. It was suggested that another option may be to put in a Bailey bridge until after the covered bridge has been rehabilitated.
(3) G. Garbe would like the Road Crew to look at a plugged culvert on Newfane Hill Road (TH#20) about 40' southerly of his driveway. The culvert may need to be replaced.
(4) Item #5 - There is some logging being done on Newfane Hill Road (TH#20) by Joe Wright. He will need to submit a permit for a temporary logging access.
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
The soil borings for the Culhane Corner project were done by Steven's & Associates today (06/17/04). The town should be hearing back from them in the near future.
2. G. UPDATE - DECK - COVERED BRIDGE - (See 2.B.(2) above)
2. H. ROAD CREW APPLICATIONS FOR EMPLOYMENT
Four applications have been received for the position on the Road Crew that is being vacated by the retirement of Paul Jones. Interviews will be set up with Piet, Red and Kurt participating.

2. I. OTHER ROAD BUSINESS
There was a question regarding the posting of speed limits from 45 to 35 to 25 mph along Dover Road (TH#2). This will be double checked.

3. SCHEDULED MEMBERS OF THE PUBLIC
A. LYSSA SINGLETON AND BRUCE GARROW
Lyssa Singleton and Bruce Garrow were present to Board the grant that has been applied for through Vermont's Land & Water Conservation Fund and to ask for the town's support of the project. The project consists of removing and replacing all disintegrating wooden structures to meet current safety standards, adding a play structure designed for ages 3 - 5, adding a Atherapeutic swing@ and resurfacing the playground to provide access to all children, install a blacktopped area the size of a 2 basketball court with two-height-adjustable basketball hoops with backboards, and install four sets of spectator bleachers for community sporting events. The amount of the grant request is for $9,621. The overall cost for the project is estimated to be $54,362.82 with $23,780.60 being raised as a match. The project will be done in stages as grant funds and other funds to be raised are available. Volunteers have assisted with the playground work in the past at the school. Board members complemented the time and work that has gone into the writing of the grant. The Board encouraged them to move forward with this and future grants. With the property available, there could be a nice recreation area for soccer, volley ball, baseball and exercise. P. van Loon suggested that the recreation department at the Town of Brattleboro be contacted about potential liability issues. Chairman P. van Loon will act as the liaison from the Selectboard in working with the school as needed on this project.

3. B. OPENING OF BIDS - TOWN OFFICE FURNACE
The following bids were received for the installation of a new furnace at the Town Office.

CIFCO, $5,650.00,ThermoPride model OL33-200,Sprinkler
Fleming Oil Co., $4,805.00, ThermoPride OL33-200 R/B
Kearley Fuel Service, $5,966.00, ThermoPride RF-OL33-200
A.R. Sandri, Inc., $4,185.00, Metromatic Furnace - LB200, Sprinkler

After some discussion, motion was made by C. Williams and seconded by C. Chaffee to accept the bid as submitted and specified by A.R. Sandri, Inc. for the installation of a new furnace at the Town Office for the amount of $4,185.00. Unanimous.

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

5. OLD BUSINESS
A. PERSONNEL POLICY - No action
B. OTHER OLD BUSINESS
(1) The Board has been contacted by someone interested in breaking up and taking away the Aold@ trailer on the South Wardsboro Road (TH#1) at their expense. The town does not have the authority to give anyone permission to remove a trailer as it does not belong to the town or to the property owner. Again the Selectboard discussed the Junk Ordinance and the possibility of getting legal advice for putting a lien on the property of those who do not respond to the violation notices and take care of the problem. Only one offender cleaned up the junk vehicles. The one involving the trailer on TH#1 had been turned over to Sheriff's Department, some time ago, with a request to prosecute the matter and nothing happened. There needs to be more Ateeth@ to the process to clean up the junk. There are others in town that should be cited for violations of the ordinance.

6. A. APPOINTMENTS
(1) LELAND & GRAY SCHOOL BOARD (1) - No action
(2) WINDHAM SOLID WASTE ALTERNATE SUPERVISOR - No action.
B. GOALS & OBJECTIVES - 2004 - 2005
(1) WILLIAMSVILLE HALL
At a special meeting of the Board on May 13th at the Williamsville Hall, the Selectboard reviewed projects that may be considered for improvements to the hall. The Selectboard used the list contained in the minutes of that meeting to consider what items to prioritize of the hall. One area mentioned, as needing to be done, is the refinishing of the floors, particularly on the main first floor. It would be easier to keep clean and aesthetically, it would look better. For this upcoming fiscal year there should also be a roof installed over the outside handicap access, a platform built at the easterly exit door on the middle level and a new furnace installed. The floors will need to be measured for a bid for refinishing. A bid will also need to be prepared for a new furnace installation.
D. OTHER NEW BUSINESS
(1) The Board has received the Law Enforcement contract from the Windham County Sheriff's Department for the 2005 Fiscal Year. The contract was reviewed. Questions arose about being repeatedly charged for alarms. It was felt that the property owner should pay after the first alarm. It was mentioned that the budgeted amount should be included within the contract, as the WCSD has gone over budget for Fiscal Year 2004. There was also a question on the Anew@ section, #18, pertaining to a percentage to be added for administration. Before signing the contract, the financial situation of going over budget will be looked into and section #18 will also be reviewed. The Board will invite the Sheriff in the time that the contract is to be signed. There was also the suggestion of hiring a special officer or contracting with a neighboring town.
(2) There was discussion regarding trees falling into cemeteries and breaking cemetery stones and markers. C. Marchant has notified property owners in Townshend of potential problems. C. Chaffee will look into the matter in Newfane. He will check with C. Marchant and W. Guenther, Tree Warden.
(3) The Bridge #14 Ad-hoc Committee met with Roger Whitcomb of VAOT to discuss the safety concerns of the bridge. The Selectboard has agreed to replace the bridge. It was the understanding of the Board, in setting up the Ad-hoc committee, to have them deal with issues from the deck up. There was a suggestion of the committee to Roger Whitcomb to have a three-way stop at the intersection of Dover Road (TH#2) with Auger Hole Road (TH#3). Another suggestion was to look into the possibility of purchasing the South Newfane General Store for realignment of the road. Things to be considered are the historic significance of the house and the fuel tanks. The Ad-hoc committee is scheduled to give their report of recommendations for Bridge #14 at the July 15th meeting of the Selectboard.

7. ADMINISTRATIVE ASSISTANT'S REPORT - (See attached report)
A. Item #1 - J. Borta was not present, but he did drop off a proposal for cross walks in the Newfane Village area. The location of the cross walks should be reviewed and approved by the Village Trustees. It is felt that there should be some in the village area and one by the Town Office/Post Office area.
B. Item #4 - It is the responsibility of the towns to clean up the trash around the recycling containers that is left by inconsiderate people. These people can be prosecuted. K. Bostrom could arrange for alternate highway personnel to pick up the area on Monday mornings. The trash can be brought to the WSWMD facility at no cost to the town. Keeping the doors closed will help to keep the litter from blowing out of the containers.
C. Item #6 - Before the Selectboard makes a decision for any additional cost for the mowing of the Landfill cap and the Town Office field, the hourly rate will need to be determined.
D. Item #8 - Board members will review the March 2004 financial information.

8. MINUTES
Minutes of 05/27/04 - Motion was made by P. Cotton and seconded by C. Williams to approve the minutes of the Special Meeting of 05/27/04, as written. Unanimous.
Minutes of 06/03/04 - Motion was made by P. Cotton and seconded by C. Williams to approve the minutes of the Regular Meeting of 06/03/04, as written. Unanimous.

9. CORRESPONDENCE
A. The Selectboard is invited to the Brattleboro Development CC 50th birthday celebration on June 24th.
B. Information has been received from regarding the Chapter 117, Planning and Development law, changes that occurred during the last legislative session.

5. C. OTHER OLD BUSINESS - (cont.)
(2) The town has received the color correct light tubes to replace the existing florescent bulbs. The current ballasts in the fixtures are not correct. It was suggested that about 13 ballasts be replaced (every other one) for about $16.75 each plus the cost of the electrician for installation. The replace the entire fixture would be much more expensive.

10. PAY ORDERS
Motion was made by C. Williams and seconded by P. Cotton to approve the Newfane Payroll and Accounts Payable Warrants for the following amounts:
06/09/04 Payroll $ 3,216.66
06/12/04 Payroll $ 3,104.42
06/17/04 Payroll $ 1,321.41
06/18/04 Acct.'s Payable #25 $ 46,341.21 Unanimous.
IRS Electronic Federal Payroll Tax Payments
06/09/04 $ 2,118.52
06/16/04 $ 933.08
Motion was made by C. Chaffee and seconded by P. Cotton to approve the expenditure of $589.37 from the Newfane/Dummerston #220/941G fund, report #7. Unanimous.

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

12. ADJOURNMENT
Motion was made by C. Williams and seconded by P. Cotton 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

ROAD FOREMAN'S REPORT - 06/17/04

1. Newfane Hill Road (TH#20)
Half of the hill has been ditched, culverts cleaned, roadsides cleaned up and run off made. This is a very slow job, many years of material needs to be removed.
2. Otis Lane (TH#22)
Road sides were cleaned, ditches were dug and two culverts were replaced.
3. Trees
I met with Bill Guenther about Sears Road (TH#44), Browns Road (TH#45), and Steep Way (TH#21). Some landowners have been notified but not all yet. After I have gotten in touch we will start our take downs.
4. Covered Bridge (CB#17)
A box of nails have been left at the office for everyone to see. These have been taken out of the bridge this week. I spoke to the Renaud Brothers and they said it would be $60,000 to redeck it. I have an idea to straighten it out (see copy).
5. Logging Permit
Joe Wright is cleaning lots on Newfane Hill Road (TH#20). Joe wasn't aware of a need for an access permit. So when he does apply, I say we grant it to him, because the location of his landing is fine.

Kurt Bostrom, Road Foreman

To: Newfane Selectboard MEMORANDUM
From: Doris A. Knechtel
Subject: Administrative Assistant's Report
Date: June 17, 2004

1. Jim Borta of the Newfane Market will be in this evening to discuss with the Board some of his ideas about crosswalks in Newfane. Two of the Village Trustees have been made aware of his coming to the Board on this matter.

2. The Listers have sent out the change of appraisal notices and filed the abstract of the grand list with the Town Clerk. Grievance hearings are to be held on June 30th and July 1st by appointment from 9:00 a.m. to 3:00 p.m. If all goes well, the Board may be able to set the tax rate at a special meeting in order to get the tax bills out by July 15th for the first payment on August 15th.

3. Paul Perry, resident engineer for the Brookline/Newfane bridge project, has indicated that the towns do not have direct responsibility for the removal of the hazardous waste generated from the paint removal. He also indicated that the project is moving along. The steel has been installed.

4. You will find a copy of a letter that resident Lin Hozempa wrote to the Waste District regarding the abuse of the recycling containers. (Copy in your folders). The District discussed her letter at the supervisor's meeting of June 10th. The District is looking into installing a surveillance camera in Newfane to assist in catching some of the abusers of the system. The funds for the camera will come from a grant.

5. The person who cooks for the Senior Meals at the Williamsville Hall, Linda Hellus, has suggested that the town may want to look into purchasing 30" gas ranges for about $299. Rather than repairing the current Garland range at the cost of $300 - $400 for a thermostat for one oven.

6. Chris Lowe, of Lowe Caretaking, called about the roadside mowing. I stated in the letter I sent to him that the field in back of the Town Office and landfill cap (required once a year) is to be included. It was not mentioned in the bid specifications, so this would be extra at an hourly rate. The accepted bid was for $3,200. There is $9,000 in the budget for mowing of the roadsides.
7. Fred Bacon was in regarding the condition of the covered bridge deck. Kurt has included an idea for the repairs in his report.

8. You have received the financial information for March of 2004.

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