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Board of Selectmen Meeting Minutes

Any and all correction to the following minutes will be made at the 10/02/03 Newfane Selectboard's meeting and are considered unapproved until then. Corrections will be noted in the minutes of that meeting.

MINUTES - REGULAR MEETING - BOARD OF SELECTMEN
SEPTEMBER 18th, 2003
NEWFANE TOWN OFFICE

PRESENT:
Selectmen: Piet van Loon, Gorty Baldwin, Priscilla Cotton, Gary Katz and Chris Williams.
Also Present: Sheriff Sheila Prue, Edward Druke, Sr., James O. Gray as Road Foreman and Doris Knechtel as Administrative Assistant.

1. CALL TO ORDER
The regular meeting was called to order by Chairman Piet van Loon at 6:34 p.m.
2. SCHEDULED MEMBERS OF THE PUBLIC
A. SHERIFF SHEILA PRUE
Sheriff Sheila Prue was asked to attend the meeting to discuss various topics relating to traffic calming and speed enforcement. Topics discussed were:

  • additional funds to be added to the current budget of $19,000 which gives the town 790 hours per year at $24.00/hour or 15 hours per week.
  • new grant received by the WCSD which will be good for four years. May be used for regional law enforcement services - Townshend, Newfane, Brookline and Dummerston.
  • having deputies on patrol at different times and in different locations, not in the same place each day. Visibility very important.
  • current seat belt grant gives free time to the town and the current cop patrol hours is only a half time charge.
  • use of the A smart cart. Video equipment not legal in Vermont.
  • A No Passing zone not helpful according to the Sheriff.
  • proposed move to Putney will not change the service to Newfane.
  • more details in the reports regarding hours and type of law enforcement use.
  • request for cross walks. Petition at the Newfane Store to be discussed at the October 2nd meeting. Cross walks sometime give a false sense of security. Pedestrians need to be watchful. AStop, look and wave.
Sheriff Prue was thanked for her willingness to meet with the Board.

3. UNSCHEDULED MEMBERS OF THE PUBLIC
A. E. Druke spoke regarding Emergency Management and the confidential information and letters that have been received by the NewBrook Fire Department. The state spoke of having only one user and one password. E. Druke feels that there should be a second person, such as T. Lawley to also have access to the information. E. Druke does not have a computer.
5. OLD BUSINESS
A. PERSONNEL POLICY - No action
B. TRAFFIC ORDINANCE REVIEW &
D. ACCESS/RIGHT OF WAY POLICY DISCUSSION

P. van Loon has reviewed the Traffic Ordinance and to the Access Policy from Grafton and has noted a few proposed changes. The options for the Board are to consider putting the access
requirements within the traffic ordinance or to have a stand alone policy. G. Katz and P. van Loon will sit down and review the proposed changes before making recommendations to the Board on October 16th.

C. DOG ORDINANCE REVIEW
P. Cotton and G. Baldwin will review the current Newfane Dog Ordinance along with the state statutes with the idea of coordinating with the state statute or using the statute only. Some of the areas to consider are: the definition of a vicious dog and who makes that determination; the addition of the owner having the benefit of the hearing process; and the confine and/or muzzle issue to be cleared up comparing the statute with the ordinance.

E. OTHER OLD BUSINESS
(1) Thermostats at the Williamsville Hall to have locks installed and when the doors are refurbished, the main door lock is to be changed.
(2) P. van Loon has contacted someone about color correct fluorescent tubes. ($8.00/). (3) P. van Loon reported that he recently received in the mail a letter from WRC and Steve Oventon relating to the Route 30 Corridor Traffic Calming. It seems that Stratton Corp. has a monetary condition on their Act 250 permit of $35,000, with the suggestion of $15,000 for Winhall, $10,000 for Jamaica and $5,000 each for Townshend and Newfane to be used for traffic calming projects. Questions were raised about whether this is a one time contribution or a yearly amount such as the agreement that the town has with Eagle River Mining for road maintenance. It was suggested that the funds be divided evenly and that perhaps it could be used toward enforcement. P. van Loon will be in contact with S. Oventon. The Board will discuss the matter further at their meeting of October 2nd with some of the Newfane members of the VT Route 30 Committee present.
(4) The Board discussed the sign designed for the South Newfane entrance coming in an easterly direction. The sign is to be put on the Jenness property out side of the town highway right of way. The Board for the most part agreed that the sign should be put up as a traffic calming effort. P. van Loon did not agree with some of the extra wording. There may be as many as a total of 10 welcome signs through out the community entering each village from various locations.

4. ROAD BUSINESS
4. A. ROAD COMMISSIONER'S REPORT - (See attached report)
(1) Item #1 - Before payment is released for the work that was done by Bazin on Bridge #32, the town would like to have Fred Nicholson look at it. The town is concerned about the upstream northwest wing wall that appears to narrow the channel. The bridge was built as designed.
(2) Item #3 - The Reiff's need to be contacted about flagging for their access and a diagram for their sign location.
(3) Item #5 - The town will file with the state for a grant application to replace bridge #37 on Adams Hill Road (TH#27).
4. B. ROAD FOREMAN's REPORT - (See attached report)
(1) Item #3. B. - The expansion joints are to be done on Bridge #15 (Monroe Bridge) by Nicom sometime this next week.
(2) Item #2 - The retreatment and side dressing has been completed by Lane Construction. Lane did a good job. Before they are paid, they need to separate the amount of resurfacing that was used for Monroe Bridge (BR#15).
(3) Item #5 - The sand bids and the band rail bids will be put together and sent out soon.

4. D. ACCESS/RIGHT OF WAY PERMITS
No Access/Right of Way Permits were presented to the Board for action.
4. F. OTHER ROAD BUSINESS
(1) The covered bridge deck (CB#17) is loose again. Very poor design.
(2) G. Katz, J. Gray and DAK attended the FEMA Public Assistance Briefing at the Chester Town Office today. A FEMA representative will be here next week to assess the flood damage on Newfane Hill Road (TH#20) and Upper Spring Hill Road (TH#23). At that time, the representatives will be asked about a hydraulic study for that area to determine if existing drainage should be changed.
(3) Board members discussed the size and locations of the run-offs on Timson Hill Road (TH#41). The drainage has been in existence for several years and would be costly to the taxpayers to make a change.
(4) There was discussion regarding the amount of gravel that should be on the town roads for better drainage and wear. It is estimated that one inch per year is lost. It was suggested that there be a gravel road program with a prioritized list of amounts to be added each year. The current gravel budget for FY 2004 is $35,000. Gravel is becoming a limited resource. The town may want to consider paving more of the roads which currently have a gravel surface.
(5) C. Williams indicated that the culvert at Sinon's on Timson Hill Road (TH#41) is still plugged. M. Stone and J. Sinon will be contacted.
(6) The plans for the railing to be added to Monroe Bridge (BR#15) by Renaud Brothers should be reviewed by Paul Gould at District #2.
(7) J. Gray reported that there are cable personnel on Dover Road (TH#2) who are installing TV cable without proper signing and no traffic control.

4. F. JOB APPLICATIONS
Five applications have been received for the opening on the town highway crew. A set of copies will be made for each Board members and the Road Foreman to review for comments and questions.

6. NEW BUSINESS
A. APPOINTMENTS
(1) REPRESENTATIVE TO RESCUE, INC.
One potential candidate to Rescue Inc. was in to ask questions about serving the town as a representative. . He also mentioned another person who may also be interested. No response has been received for this evenings meeting.
B. SCHEDULE MEETINGS WITH BOARDS, TOWNS AND AGENCIES
The Village Trustees have been invited to the October 2nd meeting to discuss VT Route 30 Traffic Calming and other matters. The Board will contact representatives of the Leland & Gray Board and the Elementary School Board to discuss unfunded mandates and other concerns of the school and town for Thursday, October 16th.
C. TOWN FLAG POLE
Shelbajean Hescock has offered to purchase a flag pole to be put up in front of the Town Office. Board members felt it is very generous on her part. The town will have to decide where the pole will be located. Also, if the flag is to be up 24 hours it needs to be lit. A spot light will be installed.

6. D. OTHER NEW BUSINESS
Motion was made by G. Katz and seconded by P. Cotton to sign the agreement with Barrows for the purchase of #2 fuel oil at the prepaid price of $1.019 per gallon for 10,000 to be distributed to five locations; Town Office, Williamsville Hall, Town Garage, NewBrook Fire Department and South Newfane/Williamsville Fire Department. Unanimous.

7. ADMINISTRATIVE ASSISTANT'S REPORT - (See attached report)
A. The items listed on the report were discussed during the meeting or the items were information in nature and did not require any action.

8. MINUTES
The Board reviewed the minutes of the Regular Meeting of 09/04/03 and the Special Meetings of 08/28/03, 09/09/03 a.m., and 09/09/03 p.m. Motion was made by P. Cotton and seconded by G. Katz to approve the minutes of the Regular Meeting of 09/04/03, and the Special Meetings of 08/28/03, 09/09/03 a.m. and 09/09/03 p.m., as written. Unanimous.

9. PAY ORDERS
Motion was made by P. Cotton and seconded by G. Baldwin to approve the Newfane Payroll and Accounts Payable Warrants for the following amounts:
09/06/03 Payroll $ 2,797.19
09/13/03 Payroll $ 2,797.93
09/15/03 Payroll $ 408.76
09/19/03 Acct.'s Payable #7 $ 228,659.00 Unanimous.
IRS Electronic Federal Payroll Tax Payments
09/10/03 $ 1,574.31
09/17/03 $ 855.27

10. CORRESPONDENCE
A. For the recertification of the Windham Solid Waste Management District one of the requirements is to have the district towns with recycling sites sign an agreement which allows the site to be located in the community as part of the district recycling program. Motion was made by G. Katz and seconded by P. Cotton to have the Chairman Hendrik APiet@ W. van Loon sign the document on behalf of the town of Newfane. Unanimous.
B. A letter has been received by the Board from Town Clerk, Janice Litchfield, asking that she be allowed to increase the hourly rate of her Assistant Town Clerk, Sally Topitzer, from $6.50 per hour to $8.00 per hour. There has been an increase in the amount of recording, mostly due to property owners remortgaging there homes. With that there has been an increase in revenues. The Board does not object to the increase in the hourly rate as long as the budget line item of $3,200 for FY 2004 is not exceeded. For the next budget year, FY 2005, J. Litchfield should budget for the Assistant Town Clerk accordingly for the amount of hours needed.
C. P. van Loon indicated that in the matter of a zoning permit received from Charles Chandler, he will recuse himself for dealing with the permit and have John Feifel, Acting Zoning Administrator, process the application because of the pending law suit between the Town, the Zoning Administrator and some members of the Zoning Board of Adjustment brought by Charles Chandler.

11. EXECUTIVE SESSION
No topics presented the need for an Executive Session.


12. ADJOURNMENT
Motion was made by G. Katz and seconded by P. Cotton to adjourn the Regular Meeting of the Board at 10:00 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 of 09/18/03

1. Bruce Brook Bridge
The bridge (BR#32) work on Bruce Brook Road (TH#21) has been completed. Paul and Floyd from VTrans have both looked at the bridge and say it's fine. Jim is concerned about the placement of one of the wing walls and recommends that we ask Fred Nicholson to take a look at it. I agree.
2. Paving
All of the paving work has been completed on Dover Road (TH#2) and Depot Road. In addition, the Parish Hill Bridge (BR#49) has been re-paved and it seems to be a good job.
3. Reiff Access Permit
Jim and I went to look at the Reiff property in relation to their access and right-of-way applications. We couldn=t find any flags and so were unable to do a review. Need to ask them to flag the spots.
4. Lucy Hudock Letter
Jim and I will visited the site. Jim has hand-raked the berm that Ms. Hudock was concerned about.
5. Adams Hill Road Bridge
Jim and I visited the site. Jim pointed out the problems. It is clear that the bridge needs to be replaced. Apparently we had put in a request to the State for this two or three years ago (when the Vic Benjamin Bridge was done). We need to follow up with the State and re-file the application.
6. Other Items
A. Jim and I looked at the two culverts on Hobby Hill. They do need to be re-set.
B. We met with Bill Creamer, surveyor, on the South Wardsboro Road (TH#1) project on 09/15. This was the result of some confusion since e really need an engineer at this point. Jim will meet with Matt Beck, engineer, on 09/24. (I won=t be able to be there.)
C. Cersosimo Industries has asked to be notified when we put out our request for bids for winter sand.
D. It is correct that none of the road crew worked the Friday before Labor Day. Jim says this was not a problem.

E. Jim prefers to keep the 8 PM slot at the Board meetings. We can accommodate this by rearranging the agenda items.

Gary Katz, Road Commissioner


ROAD FOREMAN'S REPORT 09/18/03
TOWN OF NEWFANE HIGHWAY

1. The following roads were worked on since the last B.O.S. meeting: Sunset Lake Road (TH#42), Grout Road (TH#19), Adams Hill Road (TH#27), Parish Hill Road (TH#26), Timson Hill Road (TH#41) from Jay Wilson's to Dover Road (TH#2), Jones Hill Road (TH#52) and River Road (TH#15).

2. The retreatment and side dressing has been completed on Dover Road (TH#2) and Depot Hill Road (TH#2) by Lane Construction.

3. A. Bridge #32 (Bruce Brook Road - TH#21) has been completed. A. Bridge #15 (Monroe Bridge) expansion joints will be done next week by Nicom.

4. The District #2 Administrator VAOT should be notified in writing that Newfane's annual paving has been completed.

5. Sand bids and band rail bids should be advertised.

6. Equipment: A. All other equipment is operational.

Respectfully submitted,
James O. Gray, Road Foreman


To: Newfane Selectboard MEMORANDUM
From: Doris A. Knechtel
Subject: Administrative Assistant's Report
Date: September 18, 2003

1. Wade Masure of VLCT was here on Wednesday to look at the of the town buildings for insurance replacement cost purposes. He would also like to come back in October to conduct a Hazard Identification Survey at the Town Garage and the Town Office. The survey will give the town a list of recommendations of things to do. No time lines or requirements are involved and there is no cost to the town.

2. Photos and a location map have been mailed to Scott Newman of the VAOT Historic Division for the Culhane corner. He will be back in touch for a review of the site.

3. The Village Trustees will be in attendance at the October 2nd meeting of the Board to discuss the VT Route 30 ideas brought up by Jim Borta. Two of them had other plans for the evening.

4. Gary, Jim and I attended the FEMA Public Assistance Applicant Briefing at the Chester Town Office today. The next step will be to have representatives from FEMA and the state meet with the town Road Commissioner and Road Foreman to assess the damage and complete the necessary Project Work Sheets.

5. I have put together preliminary figures from 1998 to 2003 on the Law Enforcement revenues and expenses. I can give a better break down between the WCSD and the VSP at a later time after I obtain the information from Shelba.

6. Bart Clark called about wanting to change the name of the private road that he lives on from Blueberry Circle Extension to Blueberry Hill. I told him that there would need to be a petition signed first and then a hearing would need to be held.

7. Five applications have been received for the open position on the Town Highway Crew. Does the Board want to set up interviews and check reference simultaneously?

8. You have been given the July financial information and the August expense information. Remember that the information is unaudited. Information for the audit has been recently sent to John Mudgett, CPA by Shelba.

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