MINUTES - REGULAR MEETING - BOARD OF SELECTMEN
JULY 15th, 2004
NEWFANE TOWN OFFICE

PRESENT:
Selectmen: Piet van Loon, Carleton Chaffee, Priscilla Cotton, and Gary Katz.
Absent: Chris Williams
Also Present: Richard D. Hickey, Sheriff Sheila Prue, David Clarkson, Maria Rodman, India Lawrence, Mel Shakun, Nancy Riege, John Spicer, Peter Lilienthal II, Tana Lilienthal, Carol Ross, Chris Petrak, Fred C. Lawrence, Hermine Bergmann, Charles A. Bergmann, Kurt Bostrom as Road Foreman and Doris Knechtel as Admin. Assistant.

1. CALL TO ORDER
The regular meeting was called to order by Chairman van Loon at 6:33 p.m.

2. ROAD BUSINESS
A. ROAD COMMISSIONER's REPORT - (See attached report)
(1) G. Katz indicated that much of his report contains general information. He did however want to highlight item #4 F. - paving of few stretches of gravel roads as funds permit, namely Loop Road and a section of Steep Way that is hard to keep maintained.
(2) Item #1 - There is a letter that the Board has received from the Marilyn Van Ness regarding the drainage issue on Jones Hill Road (TH#52). A description and diagram of the proposal that was discussed with the Grays will be forwarded to all parties involved, which includes Van Ness, Gray and Spicer/Harris, to hopefully come to an agreement.
(3) Item #4. D. - It was noted that when the Highway Crew cleans up around the roll-off containers, they should look for names of those who leave the trash and report them to the Sheriff's Department.

2. B. ROAD FOREMAN's REPORT - (See attached report)
(1) Item #1 - Covered Bridge - K. Brostrom spoke with Mark Thompson of Daniel's Construction and the core bores on the sub-deck were good with the exception of the first 3@ in some areas were pithy. The company wants to start to put the runners on beginning July 26th. The Board agreed to notify the public of the closure of the covered bridge from Monday, July 26th through Friday, August 6th
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. H. OTHER ROAD BUSINESS
(1) K. Bostrom has put together specifications for the paving of South Wardsboro Road (TH#1). DAK will be putting them together to be sent out before the end of the week.
(2) P. Cotton expressed her concern about bridge repairs in the future and how to anticipate them. The state is currently inspecting the bridges within Newfane that are over 20' in length and will issue reports in the near future. The report will tell of any deficiencies that need attention. The state inspection is completed every two years.
(3) K. Brostrom should put together his highway computer needs so that the town can look into the purchase of a new computer for the garage.
(4) The question was raised about if the town has been paid for the post and cable that has been damaged as a result of an accident. Also, across from Culhane Corner there are post and cable that need to be removed as it is almost gone.
(5) K. Bostrom was reminded about some highway signs that are being obscured by vegetation. The vegetation needs to be removed.
(6) P. van Loon and J. Feifel visited the site that G. Cristelli complained about and it appears that some of the items have been removed.
(7) On Baker Brook Road (TH#19) across from the lower end of Parish Hill Road (TH#26) there is a driveway that is eroding the town culvert. K. Bostrom has spoken with the property owners. The town will be taking care of the culvert.
(8) A Petition and order for Pole and Wire Locations has been received from Verizon to replace pole #16 on Grimes Hill Road (TH#5). Motion was made by G. Katz and seconded by P. Cotton to approve of Verizon Job #9AAKRZ, File #04-177 to replace pole #16 on Grimes Hill Road (TH#5). Unanimous.
2. E. UPDATE - SOUTH WARDSBORO ROAD (TH#1) PROJECT
The slope rights agreement between the property owners and the town needs to be written up and approved.
2. F. UPDATE - CULHANE CORNER
The town will be checking on the status of the soil boring and engineering reports with Stevens and Associates.

11. EXECUTIVE SESSION
Motion was made by P. Cotton and seconded by C. Chaffee to enter into Executive Session at 6:54 p.m. to discuss a matter of employment. Unanimous. Present - Board members and the Administrative Assistant.
Motion was made by P. Cotton and seconded by G. Katz to come out of Executive Session at 7:02 p.m. Unanimous.
Motion was made by C. Chaffee and seconded by P. Cotton to amend the starting hourly rate for Richard D. Hickey from $12.75/hour (voted 07/01/04) to $13.00/hour. Unanimous.

3. SCHEDULED MEMBERS OF THE PUBLIC
A. SHERIFF PRUE - WCSD CONTRACT
Motion was made by G. Katz and seconded by P. Cotton to enter into Executive Session at 7:05 p.m. to discuss the contract between the Town and the Windham County Sheriff's Department. Unanimous. Present - Board members, Sheriff Prue and the Administrative Assistant.
Motion was made by G. Katz and seconded by P. Cotton to come out of Executive Session at 7:44 p.m. Unanimous.
Motion was made by G. Katz and seconded by C. Chaffee to await the receipt of the amended contract between the Windham County Sheriff's Department and the Town of Newfane. Unanimous.
3. B. BRIDGE #14 - AD-HOC COMMITTEE
The Ad-Hoc Committee was formed six weeks ago to come back to the Board with constructive suggestions and recommendations for a new Bridge #14. India Lawrence presented the information and thoughts compiled by the committee, along with an article from the Summer 2004 issue of Vermont Life on ADanville Focuses on Its Green@. The committee requests that the board continue to investigate the feasibility and costs of a piling-type bridge, a more traditional steel beam bridge, a concrete arch bridge, and the rehabilitation of the existing bridge. The steel truss covered
3. B. BRIDGE #14 - AD-HOC COMMITTEE
bridge, the wooden covered bridge and the cable suspension bridge were deleted from their original considerations. I. Lawrence also presented a summary list of concerns regarding the bridge structure, bridge appearance, roadway configuration, construction, snow and ice removal, maintenance, property owners= concerns, and procedural concerns. They also expressed their desire to avoid the use of a temporary bridge, if possible, and to include a sidewalk on the store side of the bridge (upstream) for pedestrians. The committee has met on two occasions with Roger Whitcomb of VTrans and discussed the various options. The Committee would like to have the Board request specific analysis from VTrans for each type of bridge, associated costs and the pros and cons. If the state is unable to do the analysis, they suggest that the town hire an outside consultant. This would be an unnecessary cost to the town and for the project. A copy of the comments and summary will be forwarded to R. Whitcomb.
The next step for the Board is to wait for the results of the additional borings, to be done by the state in August, before any decisions are made. The boardings are being done to ascertain the condition of the existing pier and the placement of the abutments. Board members thanked the committee for the work that they have supplied the Board with and will take their recommendations under advisement after the technical information from the state is received and the Board moves forward. The actual construction of the bridge will not take place until 2007 or later.

4. UNSCHEDULED MEMBERS OF THE PUBLIC
David Clarkson inquired as to when the Traffic Calming Committee will be scheduling another meeting to discuss pedestrian traffic on South Wardsboro Road (TH#1) and perhaps pedestrian and bicycle traffic on Bridge #14. They may also want to review the results of the traffic study recently conducted by WRC in South Newfane.

5. OLD BUSINESS
A. PERSONNEL POLICY - No action.
B. OTHER OLD BUSINESS
C. Chaffee received a copy of a letter that was sent to residents abutting cemetery property in Townshend. The letter expressed concern about trees that may need to be removed that may be in danger of falling into a cemetery and breaking grave stones. C. Chaffee was given a copy of the list of town owned cemeteries. He will review the condition of the trees surrounding the town owned cemeteries before contacting Bill Guenther, Tree Warden for his advice.

6. A. NEW NEWFANE POST OFFICE
P. van Loon, as Zoning Administrator, has discussed a town zoning application for the expansion the current Newfane Post Office with the property owners. In that the town has expressed an interest in submitting a proposal to build a new building on the Town Office property, P. van Loon will recuse himself from Selectboard discussions on the matter. He did not write the letter nor call the USPO about the town's interest. Other Board members present discussed the new post office. A draft letter will be written by the Administrative Assistant of the town's interest in pursuing the building of a new post office on the Town Office property, sort of a governmental complex. The letter is to be signed by the Board members, other than P van Loon.
6. C. GOALS & OBJECTIVES - 2004 - 2005
(1) WILLIAMSVILLE HALL
P. van Loon provided a break down of the square footage areas to be considered for refinishing of the floors, in particular, the main level. That floor is very difficult to keep looking clean. The Board will obtain estimates from a few vendors and then put the project out for bids when it is determined exactly which floor sections are to be refinished.
6. B. APPOINTMENTS
(1) LELAND & GRAY SCHOOL BOARD (1) - No action.
(2) WINDHAM SOLID WASTE ALTERNATE SUPERVISOR - No action
6. E. OTHER NEW BUSINESS
The VLCT Town Fair and Field Day is coming up on Wednesday, September 29th and Thursday, September 30th in Barre, VT. The Board would like to have the Road Crew attend on Wednesday, to participate in the snowplow rally and to check out the equipment exhibits.

7. ADMINISTRATIVE ASSISTANT's REPORT - (See attached report)
(1) Item #4 - The Post-Closure Recertification of the Newfane Landfill application will need to be completed and filed by November 9th, 2004. The previous application was completed by the AA, as a waiver was requested for the requirement that an engineer prepare the application. The materials and information requested does not appear to require an engineer. DAK will look into the matter further with the ANR Waste Management Division.
(2) Item #5 - Holombo Construction, whose bid was accepted for the project, called to inquire about the Culhane Corner project. Stevens and Associates will be contacted about the engineering progress and Holombo will be notified.

8. MINUTES
Minutes of 07/08/04 - Motion was made by P. Cotton and seconded by C. Chaffee to approve the minutes of the Special Meeting of 07/08/04, as written. Unanimous. There was some discussion regarding the reference to the ability of the town to possibly fine the Brown's for the removal of their boxer dog from the state while under quarantine. This matter will be reviewed.

9. CORRESPONDENCE
A. In the recent issue (July 2004) of Opinions from the Secretary of State's Office, it was noted by P. van Loon that Boards must stick to special meeting agendas. The statute reference was also reviewed. (1 VSA ' 312(c)(2))
B. A letter has been received from Marilyn Van Ness regarding the drainage on Jones Hill Road (TH#52). (See 2.A.(2) above)
C. A copy of the Windham County Sheriff's Department activity for Newfane has been received for 06/20/04 through 07/03/04.

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:
07/07/04 Payroll $ 3,151.07
07/10/04 Payroll $ 3,247.71
07/16/04 Payroll $ 1,601.66
07/16/04 Acct.'s Payable #2 $ 35,398.30 Unanimous.

IRS Electronic Federal Payroll Tax Payments
07/08/04 $ 1,876.83
07/14/04 $ 918.94
12. ADJOURNMENT
Motion was made by P. Cotton and seconded by G. Katz to adjourn the Regular Meeting of the Board at 10:15 p.m. and convene the meeting of the Local Board of Liquor Control Commissioners. Unanimous.

13. LOCAL BOARD OF LIQUOR CONTROL COMMISSIONERS
The Board has received a request from an Outside Consumption Permit from the Pfander Hospitality Corporation, d.b.a., as the Four Columns Inn. The deck adjacent to the Tavern Room and outdoor lawn near the pond is to be used for private group functions only. Motion was made by C. Chaffee and seconded by P. Cotton to approve the Outside Consumption Permit request from Pfander Hospitality Corporation, d.b.a., as the Four Columns Inn from July through the end of October. Unanimous.
Motion was made by G. Katz and seconded by P. Cotton to adjourn the meeting of the Local Board of Liquor Control Commissioners at 10:17 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 - 07/15/04

1. Jones Hill Road (TH#52)
Piet, Kurt, and I met with the Grays to discuss proposals for improving the drainage on Jones Hill Road. They were positive about it. Piet will prepare a letter to them and the Van Ness= describing the proposal and requesting their signed concurrence.
2. Vic Benjamin Road (TH#64)
Kurt and I looked at the Vic Benjamin Road site in preparation for a meeting with property owners Friday morning. One of the property owners would like to do some work that would eliminate an area where Town plows regularly have turned around on his property. We=ll need to figure out an alternative for the trucks to turn around.
3. Bensch Road (TH#13)
Kurt will try to meet with the Barnards during the coming week to describe the specific plans for a plow turn-around on their property at the end of Bensch Road. They are in agreement with the idea.
4. Other Items
A. Kurt has noted that considerable work needs to be done to make our roads as good as they should be. While many projects have been completed and others begun, the overall effort will take years, highlighting the value of an agree-upon priority list of projects. This will allow us to determine what can be done within the budget and to project out-year plans.
B. I spoke with Kurt about the Board's reminder that vacation time is to be taken in full-day increments and personal time in half-day increments. He will go over this with the Crew.

C. The realignment of the culvert in front of Thom Dahlin's new place is on the list and will be taken care of by the Crew.
D. At the Board's request, Kurt will take care of a quick regular Monday morning clean-up around the recycle bins in the Town lot.
E. Kurt will follow-up with Chris or Piet about use of the Town backhoe for foundation work near the exit at Williamsville Hall. No problem.
F. Kurt has suggested that there are a few stretches of gravel road that we should consider paving to the extent that funds are available. One is Loop Road (TH#78). Another is a small difficult to maintain segment of the Steep Way (TH#21). He will share his thoughts with the Board. Such projects would be in addition to re-paving plans.

Gary Katz, Road Commissioner

ROAD FOREMAN'S REPORT - 07/15/04

1. Covered Bridge (CB#17) - Daniels Construction wants to start July 26. Core bores were done on the sub-deck.
2. Newfane Hill Road (TH#20) - The ditches are done and the next step is some roadside clean-up and hay and seed.
3. South Wardsboro Road (TH#1) - Paving - The Bid spec will be sent out shortly. I have already met with four contractors.
4. Jones Hill Road (TH#52) - I stacked out a culvert plan on the land owners property. I am just waiting for the okay.
5. Equipment
A. Loader - Our loader has been taken and a loaner left.
B. 4900 - New scan tubes and cans have been put on.
C. L9000 - Rear scan tube loosened up and some bolts need to be replaced.

Thanks,
Kurt Bostrom, Road Foreman

To: Newfane Selectboard MEMORANDUM
From: Doris A. Knechtel
Subject: Administrative Assistant's Report
Date: July 15, 2004

1. The tax bills were mailed yesterday in time for the first payment due on August 15th, thanks to all of the helping hands provided to Maureen by Janice, Piet, Shelbajean and myself.

2. There were some gentlemen here from Watchman Security Systems of Milford, NH to look into a proposal for the Windham Solid Waste Management District to set up a surveillance system for the roll-off containers. I=ll let your know what the District decides.

3. I have received the end of the year financial information for June 30th, 2004 but the expenses items do not quite correspond to the information on my summary report . I will look further into the matter before making copies for the Selectboard and for Kurt.

4. The town received an application for Post-Closure Recertification of the Newfane Landfill. I will review the application to determine what needs to be done. The expiration date for the current certification expires on May 9th, 2005. The new application needs to be completed and filed by November 9th, 2004.

5. Holombo Construction called asking about the status of the Culhane Corner project. The town accepted their bid for the project on March 18th.

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