Newfane, Vermont - Board of Selectmen Meeting Minutes

Any and all corrections to the following minutes will be made at the next regular 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
JULY 19th, 2007
NEWFANE TOWN OFFICE

PRESENT:
Selectmen: Ellen Darrow, Daniel DeWalt, Joseph Mandell, Peter Rysz and Guy Wachtel.
Also Present: David Moore (EMC), Rod Francis (WRC), Robert Holden (Rescue Inc.), Edward Druke, Gunther Garbe, Fred Lawrence, Charles Bergmann, Mike Davis, Greg Morrow, Judy Egan, Christopher Williams as Road Commissioner, Todd Lawley as Road Foreman and Doris Knechtel as Administrative Assistant.

1. CALL TO ORDER
The Regular Meeting was called to order at 6:30 p.m. by Chairman Mandell.

2. MINUTES
Motion was made by E. Darrow and seconded by D. DeWalt to approve the minutes of the Special Meeting of July 2nd as written. Unanimous.
Minutes of 07/11/07 - Add to the 4th bullet: M. Mann submitted results of his recent traffic study which indicates that the speed limit should change to 25mph on Radway Hill. Motion was made by G. Wachtel and seconded by D. DeWalt to approve the minutes of the Special Meeting of July 11th as amended. Three in favor, one abstention. Motion passes.
Motion was made by D. DeWalt and seconded by P. Rysz to approve the minutes of the Special Meeting of July 16th as written. Four in favor, one abstention. Motion passes.

3. ROAD BUSINESS
A. ROAD COMMISSIONER’S REPORT
• Highway Crew has been doing a pretty good job. Lots of work to do to get the roads back into shape.
• Major concern - Covered Bridge. (See RF report, item #3) T. Lawley has spoken with Pam Thurber of VTrans about the possibility of a temporary bridge. The state and possibly Historic Preservation need to look at the bridge soon. Motion was made by G. Wachtel and seconded by D. DeWalt to address a letter to Pam Thurber asking for a temporary bridge as soon as possible to be used instead of the covered bridge. Discussion: Points that were brought up: planking and steal plates can’t hold, concern for emergency vehicle tires, state needs to inspect the condition, suggest that the covered bridge be picked up and placed somewhere else to be worked on. Vote on the motion. Unanimous.
3. B. ROAD FOREMAN’S REPORT - (See attached report)
• Item #2 - It is hoped that the town will received better service on the International from SG Reeds in NH.
• Item #4 - T. Lawley provided a list for the Board to review.
• Item #5 - Bids have been prepared for paving, roadside mowing and Grimes Hill Road (TH#5) and are due on August 2nd. Todd will be on vacation and asked the Selectboard to hold the bids for him to review befor a decision is made.

3. C. EXCESS WEIGHT PERMITS
Motion was made by G. Wachtel and seconded by D. DeWalt to approve the Excess Weight Permit submitted by Independent Partners (Mark Powling) for a three axle log truck with a maximum weight of 68,000# and a two axle Mack truck with a maximum weight of 60,000#. Unanimous.
3. D. ACCESS/RIGHT OF WAY PERMITS
Motion was made by P. Rysz and seconded by E. Darrow to approve the access permit submitted by Chester Harra....... for a new access onto his property (00A036) on Cushing Flats Road (TH#) with the condition that it be built to B71 standards for residential driveway, include an 18" culvert and the existing access be closed after construction has been completed. Stone wall if built is to be outside of the town highway right of way. Unanimous.
3. E. GRIMES HILL ROAD TH#5
The bids are to be sent out. Suggestion was made to have trucks use Grimes Hill Road (TH#5) when going in a westerly direction and to use Depot Road (TH#2) when going in an easterly direction. T. Lawley will check with John Alexander of District #2.
3. G. UPDATE OF RADWAY HILL/RIVER ROAD
The Board is waiting for the new plans from Dauchy - Kramer. It was suggested that the town hire Kevin Schrader to do the trimming of tress for better sight distance.
3. F. BRIDGE #14 - SOUTH NEWFANE
The Selectboard has received a response from Roger Whitcomb of VTrans regarding their letter July 5th about Bridge #14. One concern is the addition of a third rail system separating the sidewalk. It would add to the complexity of the bridge for engineering and for maintenance. There would also be an additional expense. After some discussion, motion was made by D. DeWalt and seconded by G. Wachtel to accept Roger Whitcomb’s advice and continue with the raised five foot (5') walkway with no inner rail. Unanimous. T. Lawley has agreed that the highway department can keep the sidewalk clear during the winter maintenance season.
The other item of his concern is the location of the centerline and the division of the extra width. The remnants of the old bridge abutment of the SE corner of the bridge have become part of the store parking lot. The sewer line running across the bridge to a manhole on the SW corner would be disturbed by any widening on the upstream side. VTrans prefers to leave the upstream fascia were it is and do the widening needed on the downstream side. Motion was made by P. Rysz that the town take the proposed drawing for Bridge #14 from R. Whitcomb for the Board to review on site to understand it better. Motion fails for lack of a second. Motion was made by D. DeWalt and seconded by G. Wachtel to accept that the upstream fascia will remain in the same place and to assume that the width of the bridge will not extend more than approximately on foot (1') downstream. Three in favor, one abstention. Motion carries.
LOCAL BOARD OF LIQUOR CONTROL COMMISSIONERS
Motion was made by E. Darrow and seconded by P. Rysz to recess the regular meeting of the Selectboard and meet as the Local Board of Liquor Control at 7:50 p.m. Unanimous.
Gregg Morrow and Mike Davis were present to explain that they are in the process of signing a lease with property owner, N. Mercede, to transfer the management of the Riverbend Bar & Grille to them. They expect to have the signed lease by next week.
Motion was made and seconded to table the decision on the First Class Liquor License until a special meeting on Thursday, July 26th at 5:15 p.m. before the BCA meeting. Unanimous.
Motion was made by D. DeWalt and seconded by G. Wachtel to adjourn the Local Board of Liquor Control meeting and reconvene the Regular meeting of the Selectboard. Unanimous.

4. SCHEDULED MEMBERS OF THE PUBLIC
A. DAVID MOORE - EMERGENCY MANAGEMENT PLAN
David Moore, Newfane’s Emergency Management Coordinator and Rod Francis from Windham Regional Commission were present to explain and review the town’s Rapid Response Plan with those present. This document is an update of a previous plan. Motion was made by G. Wachtel and seconded by E. Darrow to approve the Newfane Rapid Response Plan to be signed by Chairman J. Mandell. Unanimous.

5. EXECUTIVE SESSION - AA SEARCH
Motion was made by E. Darrow and seconded by P. Rysz to enter into Executive Session at 8:04 p.m to discuss a matter of personnel. Unanimous. Board members and Fred Bacon were present for the Executive Session.
Motion was made by D. DeWalt and seconded by G. Wachtel to come out of Executive Session at 8:31 p.m. Unanimous.
Motion was made by D. Dewalt and seconded by G. Wachtel to accept the recommendation of the search committee for the Administrative Assistant position, with a letter to be sent to the candidate on Friday, July 20. Unanimous.
Board members thanked Fred Bacon for his very capable assistance as a member of the AA search committee.
Motion was made by G. Wachtel and seconded by P. Rysz to approve the amended job description for the Administrative Assistant’s position. Unanimous.
4. SCHEDULED MEMBERS OF THE PUBLIC - (cont.)
B. ROBERT HOLDEN - RESCUE INC.
Board members thanked R. Holden for waiting until after Exec. Session.
As a representative from Newfane on Rescue Inc., R. Holden serves the town well be being on both the Executive Committee and the Finance Committee. He spoke of the percentage that Rescue actually gets for the billing. He would like to see better lines of communication between the towns and Rescue Inc. It was suggested that a dialogue could occur at a future meeting with several towns being invited to get some ideas from the communities.

7. OLD BUSINESS
A. FOLLOW-UP ON JUNK ORDINANCE
Letters are being sent to a property owner on Vic Benjamin Road for a “junk” school bus and a property owner on Newfane Hill Road for having more than three unregistered junk vehicles on the property within view of the road and adjacent properties.
8. NEW BUSINESS - A. APPOINTMENTS
(1) ANCIENT ROADS COMMITTEE - Waiting for input from the Conservation Commission.
(2) NEWFANE ELEMENTARY SCHOOL LAND
Motion was made and seconded to appoint Guy Wachtel to serve as the Selectboard representative on the Newfane Elementary School Land. Unanimous. G. Wachtel will no longer serve on the Traffic Calming Committee.
(3) DEVELOPMENT REVIEW BOARD - 4 Alternate positions. No action.
(4) REP. TO CONNECTICUT RIVER TRANSIT - No action.
(5) TOWN AGENT - No action.
8. B. WILLIAMSVILLE HALL LIFT
The lift has been registered with the Department of Public Safety but the paper work has not been returned to the town. The information is needed before an inspection can take place.

9. ADMINISTRATIVE ASSISTANT’S REPORT
A. Matt Mann of WRC would like to have a Board member join the WRC, a representative from VTrans and a Village Trustee on July 31st to view the Newfane Village sidewalk project. Either J. Mandell or G. Wachtel will try to attend.
B. CPA John Mudgett is planning on being here on Thursday, July 26th to start work on the FY 2007 Audit.

10. CORRESPONDENCE
• At a previous meeting, T. Lawley brought up the insulation of the “attic” section of the Newfane Town Office and a possible alarm or sprinkler system. G. Wachtel will have someone come to give an estimate for possible a fire retardant spray foam.
• A letter has been received from Fred Houston of River Road stating that recent grading of the road has lowered the road. Board will have T. Lawley look into the situation.
• Letter received from Fred Lawrence to indicate that he is resigning from the Williamsville Hall Committee. He also listed a number of concerns that he has relating to the hall.
• A letter of request has been received from the Williamsville Hall Committee regarding the poor, unsafe condition of the current gas stove and the possibility of getting a refurbished gas range that can be delivered, set up and the old one removed for $500. Motion was made by D. DeWalt and seconded by G. Wachtel to grant the Williamsville Hall Committee request to spend $500 from the hall account for this purpose. Unanimous.
• Information has been received from VTrans regarding an amendment to a financial agreement for Bridge #14 between the state and the town. The town’s share has changed from 5% to 10%. The Board asked that this be clarified before the document is signed.

11. PAY ORDERS
Motion was made by D. DeWalt and seconded by Peter Rysz to approve the Newfane Payroll Warrants and the Accounts Payable Warrant for the following amounts:
07/11/07 Payroll $ 3,143.74
07/18/07 Payroll $ 3,320.43
07/20/07 Payroll $ 691.02
06/29/07 AP Warrant #26 $ 6,498.04 (Accruals)
06/30/07 AP Warrant #27 $ 214,596.75 (Emergency - Flood)
07/20/07 AP Warrant #1 $ 44,492.13 Unanimous.

IRS Electronic Federal Payroll Tax Payments
07/10/07 - 07/18/07 $ 1,097.63
07/18/07 - 07/25/07 $ 1,171.48

Motion was made by G. Wachtel and seconded by Peter Rysz to approve the Grant Anticipation Note for the amount of $275,000 from Chittenden Bank for flood damages. Unanimous.

11. EXECUTIVE SESSION - IF NEEDED
12. ADJOURNMENT
Motion was made by D. DeWalt and seconded by G. Wachtel to adjourn the Regular meeting at 10:20 p.m. Unanimous.

Respectfully submitted,