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
AUGUST 17th, 2006
NEWFANE TOWN OFFICE

PRESENT:
Selectmen: Piet van Loon, Dan DeWalt, Patricia Halloran and Joseph Mandell.
Also Present: Edward Druke, Larry Underwood of Lane Construction, Richard Homberger, Andy Rosen of Brattleboro Reformer, Nicholas Lawley, Gunther Garbe for the Planning Commission, 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 by Chairman P. van Loon at 6:30 p.m.
3. A. OPENING OF BIDS
(1) PAVING BIDS
The following bids were received for paving of sections of roads in Newfane:

Company	Loop Road	Bruce Brook Road	Grimes Road Hill	Side Dressing /ton	Total
Whitcomb Const	17,851.68	25,613.28	45,299.52	3,508.26 70.56	92,272.74
Springfield Paving	97.800.00			350/hour	81.50
Warner Bros.	12,300.00	36,100.00	51,300.00	3,600.00 83.00	103,300.00
Lane Construction	10,788.95	31,580.90	44,799.15	3,960.00 71.45	91,129.00

Motion was made by J. Mandell and seconded by D. DeWalt to take the bids received under advisement and to have the Road Commissioner and the Road Foreman review the bids and advise the Selectboard on their findings. Unanimous.
(2) HEATING FUEL BIDS
The following bids were received for the prepaid purchase of 19,000 gallons heating fuel which includes the town, fire departments and school and for diesel and unleaded fuel:

Company	Pre-Paid	Diesel	Unleaded
Barrows & Fisher	$2.519/gal	$47,861	0.17 over cost
A.R. Sandri, Inc.	$2.469/gal	$2.789	$2.739
	Payment due before first delivery no later than 09/15/06 Alternatively, payment terms of net 30-days available at $2.539/gallon

Motion was made by P. Halloran and seconded by J. Mandell to take the bids received under advisement and review them before making a decision. Unanimous.
6. E. OTHER NEW BUSINESS
Chairman van Loon informed those present that Priscilla Cotton has submitted a letter of resignation from her position as a Selectboard member. The Board regrets her decision. A big thank you Priscilla from the townspeople and the Board for her years of service to the town. The Selectboard will need to fill the vacant position by appointing an interested resident to serve until March of 2007. Anyone interest should submit a letter of interest by the September 7 th meeting.
2. ROAD BUSINESS
A. ROAD COMMISSIONER'S REPORT
(1) C. Williams is pleased with the ditching that has been done on South Wardsboro Road (TH#1). Bensch Road (TH#13) was looked at. (See the RF report).

2. A. ROAD COMMISSIONER'S REPORT - (cont.)
(2) C. Williams is concerned about the poor condition of the Arch Bridge (BE#12). P. van Loon indicated that a request for a proposal had been sent to several potential contractors to repair the bridge. Some responded that they would be unable to do the job. Only F.W. Whitcomb expressed an interest. To date they have not looked at the bridge. It was suggested that photos be taken on a weekly basis. There may be funds for the repairs through a state structures grant.
2. B. ROAD FOREMAN'S REPORT - (See attached report)
(1) Item #6 - T. Lawley is looking for a price to do the needed crack sealing on Depot Road (TH#2).
(2) Item #7 - Board members agreed to let the road crew attend the annual picnic at the Townshend Dam on August 18th starting at ten-thirty in the morning.
(3) Item #9 - The state paints the Class 2 town highway center lines on a two-year schedule. T. Lawley will contact the state.
(4) Item #10 - The Board encourages the highway employees to take advantage of the training courses being offered.
2. H. OTHER ROAD BUSINESS
(1) Newfane Hill Common - It was reported that there was a very successful meeting held at the Old Newfane Hill Common on 08/16 with interested citizens and Selectboard members. Instead of a bridge across the existing drainage swale it was decided to put in a culvert and have a foot path over the top with hand rails and a fence along a portion of the roadway to make sure vehicles do not drive onto the property. Ed Druke indicated that some of the committee members could build the header on the inlet side of the culvert.
(2) D. DeWalt received a call from Marilyn Van Ness regarding diversion ditch across their property on Jones Hill Road (TH#52) and drainage coming onto their driveway. They may be able to build up their drive to make it higher than the road. There is ledge there and to put in a culvert would mean having to blast. Jones Hill Road is going to be sloped up soon and the highway crew will look at it at that time.
(3) G. Garbe questioned the drainage from Steep Way (TH#21) onto the town property (formerly Williams). Piet, Chris and Todd will look at the site.
(4) Some questions were raised about whether or not the manholes at the Newfane Village Sidewalk project will work. The project has been designed and reviewed by state and other engineers.
2. G. CULHANE CORNER UPDATE
Richard Homberger, Attorney in Fact for Mary Culhane, was present to discuss M. Culhane's concerns as expressed in her recent e-mail (08/17/06, 5:09 p.m.). First issue is the minutes of July 27th that the Culhane's have not responded to the draft easement agreement. The information at that time from the attorney for the town indicated that the easement had been sent to the Culhane's attorney and it was found out later that the easement had indeed not been sent until August 11th.

Second issue, she is surprised at the one page easement, which refers to the revised plans as prepared by Stevens & Associates. She does not feel that the easement contains any protection for her property rights. Third issue is the proposed plantings. Instead of the three 12@ sugar maples, she would prefer 3" sugar maples and instead of 7 rhododendrons she would prefer a total of 11. R. Homberger did indicate that the additional cost would be about $1,000 and that he would assist with the extras and the plantings if necessary. Motion was made by D. DeWalt and seconded by P. Halloran to accept the request of Mary Culhane to specify three - 3" sugar maples and to add an additional four rhododendrons for a total of eleven with the size to be determined. Unanimous.
2. H. OTHER ROAD BUSINESS - (cont.)
(5) J. Mandell indicated that he heard from Jim Gray who expressed his concerns about the new signs on Grist Mill Road (TH#68).
6. NEW BUSINESS
D. NEWFANE HILL COMMON - COMMITTEE/OUTLINE OF DUTIES
The group in attendance at the 08/16/06 meeting at the Old Newfane Common was given a copy of a letter drafted by P. van Loon outlining some proposed areas of work to be accomplished at the old common. There has also been a donation made toward improvements to the land. E. Druke will write a AThank You@ from the committee for the funds. Motion was made by P. Halloran and seconded by J. Mandell to establish a fund and an expense line for the Old Newfane Common Restoration. Unanimous. Before the marking of the trees for logging, Bud Keller will mark preliminary path locations to various sites. There is an old well at the common that needs to be capped. The town will try to locate a large flat stone to be used for that purpose that will be then be covered over with loam. The location will be noted.
6. NEW BUSINESS
A. SCHEDULE TOWN PLAN HEARING
The Planning Commission has completed its hearing process and has turned over the proposed Town Plan for the Selectboard to hold a public hearing. WRC would like to have a combined hearing with the town. The required posting of a notice is 15 days. After discussion with Board members, P. van Loon will coordinate with WRC to set a hearing date for September 6th or 13th at 7:00 p.m. at the Town Office.
5. OLD BUSINESS
A. (1) PERSONNEL POLICY
Selectboard members well review the Personnel Policy, page by page, at a special meeting of the Board either before or after the Town Plan Hearing on 09/06 or 09/13. It was noted that the Board may want to review the discipline, grievance, personnel/sick leave sections before the meeting. They also agreed to change any reference of Department Head to Supervisor.
5. A. (2) WIRELESS TELECOMMUNICATIONS FACILITIES BYLAW
P. van Loon continues to work on the Wireless Telecommunication document and hopes to have it completed for discussion at the next meeting. (09/07/06)
A. (3) HEALTH ORDINANCE AMENDMENTS
Until the time Health Ordinance is revised and approved by the state, John Feifel will continue to inspect the installation of new and replacement septic systems.
5. B. REVIEW OF JUNE 2006 FINANCIAL INFORMATION
Board members reviewed the June 2006 financial information with D. Knechtel's assistance. A few of the expenses may have been miscoded. A letter will be written to the Town Treasurer asking her to review the specific areas in question. This may help for the upcoming professional audit. The Board will also search for some additional training Town Treasurer, probably through NEMRC, as mentioned in the 2005 audit report.
5. C. OTHER OLD BUSINESS
(1) Boardband Survey - Board members have reviewed the draft Broadband Survey letter as proposed by Chairman van Loon. No changes were made. The Board does want the postcard to be addressed to the Newfane Broadband Survey rather than the Newfane Selectboard. The draft letter will be forwarded to the people who are in charge of the mailing and the website.

(2) Traffic Delineators - A copy of a letter to D. DeWalt from W. Phelps regarding the section of the law dealing with temporary traffic control devices was reviewed. D. DeWalt would
5. C. (2) OTHER OLD BUSINESS - (cont.)
like to have the town purchase two delineators to be used in Williamsville. It is proposed that the delineators be taller than what had been used previously and to have something that associates them with the town. D. DeWalt is willing to find the volunteers to be the Akeepers of the cones@. W. Phelps has the catalogs showing the cones and a 25 mph sign. Motion was made by D. DeWalt and seconded by P. Halloran to purchase two traffic delineators to be used in Williamsville for a cost not to exceed $200.00. In favor: D. DeWalt, P. Halloran and J. Mandell. Opposed: P. van Loon. Motion passes.
6. NEW BUSINESS
B. APPOINTMENTS (6) 911-COORDINATOR
Katy Robinson, Zoning Administrator, has expressed an interest in serving as the 911-Coordinator for Newfane. Motion was made by J. Mandell and seconded by D. DeWalt to appoint Katy Robinson to serve as the 911-Coordinator for Newfane. Unanimous.
B. OTHER APPOINTMENT
Motion was made by D. DeWalt and seconded by P. Halloran to appoint Robert Crego to serve as a representative from Newfane on the Connecticut River Transit Board. Unanimous.
6. C. DISCUSSION NEWFANE PARKING LOT - STAGING AREA
The Village Sidewalk project is near completion and the Board would like to have the contractor leave the staging area graveled for additional parking or use of the area for the roll-off containers. Chairman van Loon will approach the contractor.
6. E. OTHER NEW BUSINESS
(1) A proposal has been received from Per-A-Pave (contractors for the Village Sidewalk project, for the paving of a section of West Street (TH#1) that the town is responsible for. The cost is $2,925. Motion was made and seconded to approve the proposal in the amount of $2,925 to be taken out of the paving budget line item. Discussion: Concern was expressed as to the other proposed paving projects and the cost. The bids are all over budget and T. Lawley may have to decide on cutting back on one of the projects. Grimes Hill Road (TH#5) should remain on the schedule as it is more heavily traveled than Loop Road (TH#76) or Bruce Brook Road (TH#21). There may be some funds available through a state grant for retreatment. Vote: All in favor of the motion.
(2) Selectboard Vacancy - The Selectboard is asking for interested candidates to submit a letter of interest to the Board by September 7 th. The Board will interview the field of candidates with a set of questions at a special meeting to be held for that purpose.
7. ADMINISTRATIVE ASSISTANT'S REPORT - (See attached report)
A. Item #6 - Chairman van Loon will check into having the ASmart Cart@ in the Brookside area to help slow down the speeding in the area. He will also contact the WCSD about having a patrol car there from time to time for speed enforcement.
B. Other items were reviewed and some items were taken care of earlier during the meeting. No action was required on the other information.
8. MINUTES
Motion was made by J. Mandell and seconded by P. Halloran to approve the minutes of July 6th, as written, to approve the minutes of July 27th with the correction on page #3 Item 5. C. (3) to strike the word co-chair and add Aco-represent the Selectboard@ in its place, and to approve the minutes of August 3rd, as written. Unanimous.
6. D. NEWFANE HILL COMMON - (cont.)

The town would like to have the common be a nice park area to be maintained by the town.
6. D. NEWFANE HILL COMMON - (cont.)
Town Tree Warden, Bill Guenther, will mark the old pines and the ash that have frost cracks for removal. The logging is for thinning, not clear cutting. Paths and important marker and monument locations are to be noted. The Town is the landowner and the Board will work with the committee to accomplish the desired goals.
9. CORRESPONDENCE
A. Jodi French has requested that the Selectboard consider her continuation as the WRC representative for Newfane during the time that she has to live out of town while her and her husband are building a house. Jodi is very effective as a representative and the Board agrees to retain her in that position.
B. A copy of a letter has been received from Brady & Callahan regarding the mater of the Town of Newfane/Appeal of White that was sent to the White's attorney, Stephen Phillips. C. Information has been received that the Windham County Natural Resources Conservation District will be conducting a stream survey in the Rock River watershed within the next couple of weeks. They have sent letters to landowners involved requesting permission to cross properties. The project report will be available in the spring of 2007.
D. Project Review Sheet - Kindle Farms wants to place two yurts on the property. Applications are pending.
E. A revised proposal has been received from Zaluzny Excavating Corporation for the Culhane Corner wall.
10. PAY ORDERS
After much discussion Board members agreed to add the Lane Construction invoice for the paving of Grimes Hill Road (TH#5) for the amount of $27,734.42 which is less the interest charge and less an agreed amount of $5,000.
Motion was made by P. Halloran and seconded by D. DeWalt to approve the Newfane Payroll Warrants and the Accounts Payable Warrant for the following amounts:
08/09/06 Payroll $ 2,487.43
08/15/06 Payroll $ 3,034.74
08/18/06 Payroll $ 316.22
08/22/06 Payroll $ 171.84
08/25/06 Payroll $ 347.63
08/18/06 AP Warrant #4 $ 84,770.66 Unanimous.
IRS Electronic Federal Payroll Tax Payments
08/15/06 - 08/16/06 $ 864.74
08/15/06 - 08/23/06 $ 1,245.42
11. EXECUTIVE SESSION - IF NEEDED
No matters came before the Board that required the need of an Executive Session.
12. ADJOURNMENT
Motion was made by P. Halloran and seconded by J. Mandell to adjourn the Regular meeting at 10:30 p.m. Unanimous.

Posted: Town Clerk's Office, Newfane Store, Williamsville General Store, and South Newfane General Store & Deli. www.newfanevt.com

ROAD FOREMAN'S REPORT
August 17, 2006

1. Roads: The last heavy rain we had has made a lot of ditch work and grading again. The crew is grading and doing backhoe work on the worst roads first. I went and looked at the complaint on Wiswall Hill (TH#11) and Bensch Roads (TH#13) and found that it wasn't that bad and that there are a lot worse roads than those two. We did grade Wiswall Hill Road (TH#11) but haven't done anything with Bensch Road (TH#13) as it isn't bad. The crew has replaced three culverts on South Wardsboro Road (TH#1) and one on Eddy Road (TH#71), we are now doing ditch work and cleaning culverts on South Wardsboro Road (TH#1). Fred Jutras is going around with the people doing the bridge and culvert inventory. They started on Tuesday and should be done this week if the guy can make time to finish it. The crew got up most of the stop signs and some of the signs for Baker Brook Road (TH#19) and Parish Hill Road (TH#26). Joe is still cutting brush behind the guard rails and cutting brush around signs.
2. Equipment: We have had to repair three trucks: >90 Mack had an over charging problem and burned up the batteries and alternator, it has been fixed; the L4900 has gone to DJ's to have the oil pan replaced as it was rusted and leaking; and the L7400 is at Delury's having the exhaust brake fixed.
3. Paving: Larry Underwood from Lane Construction was in and we went over this years paving bid. Warner Bros. also called about the paving.
4. New F350 dump truck is done at Tenco and should be at Rountree Ford. Paul Ziffer was supposed to fax a copy of the invoice so we can get a pay order signed and pick it up.
5. Granite Curbing: We picked it up from Dick Marek's house and it is at the garage.
6. Crack Sealing: I called Tri State Asphalt and Manning paving as well as NoCom to get some prices on sealing the center crack on Depot Road (TH#2) from the Dummerston town line to the top of the hill above the swimming hole pull off.
7. The annual town employee picnic for all the Windham County Road Crews is going to be Friday, August 18th at the Townshend Dam starting at ten-thirty. The crew would like to attend.
8. The Arch Bridge (BE#12) by the old town garage has me pretty concerned. I have been checking it often and it is deteriorating very rapidly. The westerly abutment has lost a lot of gravel and has a pretty big hole in it and the crack on both sides of the arch appears to be getting much wider. We had to cut off a piece of re-bar off the side rail s it was sticking out in the road. I know that the town is working on getting a contractor to look at it. I am just giving you an update.
9. I have had complaints about the line striping on the black top, as soon as the paving is done I will get hold of the state line crew and have them schedule it to be done unless the Board wants to have it done now. The only section of road that would be affected is Grimes Hill Road (TH#5) from VT Route 30 to Newfane Hill Road (TH#20). All the rest of class two highways are ready as soon as West Street (TH#1) is done. I think that West Street will be done by the contractor.
10. There are some classes coming up that the crew is interested in through Vermont Local Road Program. 1. Trucks and Winter Maintenance in Westminister. 2. Front End Loaders in Wilmington. 3. Winter Road Maintenance in Wardsboro. 4. Basics of a Good Road, also in Wardsboro. Some of these classes a few of us have taken so not everyone will be going to all of them.

To: Newfane Selectboard MEMORANDUM
From: Doris A. Knechtel
Subject: Administrative Assistant's Report
Date: August 17, 2006

1. Staging Area - If the Selectboard is going to want to move the roll-off containers behind The Nu-Tique Shoppe, WSWMD measured and put up some stakes. The distance they need is thirty-five feet (35').

2. Culhane Corner - After a few phone calls back and forth, it was learned that the easement agreement between the town and the Culhanes was sent on August 11th to the Culhane's attorney.

3. There is an updated proposal from Zaluzny Excavating regarding the cost involved for the Culhane Corner in your folders.

4. It is not on the agenda, but the draft broadband letter should be discussed. Bahman did have some comments, which are attached

5. There has been some positive feedback from citizens regarding the restoration of the Old Newfane Common.

6. Jennifer Stanchfield called about the excessive speeding on Dover Road in the Brookside Village area.

7. State Trooper Travis Valcourt stopped by to introduce himself and ask about any
potential spots in Newfane.

8. You have received the July 2006 financial information.