Newfane, Vermont - Board of Selectmen Meeting Minutes

Board of Selectmen Meeting Minutes

Any and all corrections to the following minutes will be made at the 10/10/2000 Board of Selectmen's Meeting and are considered unapproved until then. Corrections will be noted in the minutes of that meeting.

SEPTEMBER 21, 2000 NEWFANE TOWN OFFICE

PRESENT:
Selectmen: Michael Rohan, Jesse Anderson, Lynn Bedell, Richard Dowley and Carter Van Iderstine.
Also Present: Lee Ann Nopper, Edward Druke, and Doris Knechtel, Administrative Assistant.

1. CALL TO ORDER

Chairman M. Rohan called the Regular Meeting of the Board to order at 7:03 p.m.
2. SCHEDULED MEMBERS OF THE PUBLIC A. WILLIAMSVILLE HALL COMMITTEE
Lee Anne Nopper was present to discuss the Williamsville Hall and the recent committee meeting. Minutes of that meeting were provided for the Board. L. Nopper asked about the status of the replacement of the steps. M. Rohan will be meeting with two contractors to look at the project and obtain estimates. The estimated cost of the steps is $3,000. A list of capital expenditures including the installation of the used three-bay sink has been installed by Al Jeffers & Sons is at $10,386 leaving an estimated total of $4,614 out of the $15,000 allocated. The stove has been moved so there will be an additional cost for the gas hook up which should happen within the next few weeks. The Draft Detective will begin working on the windows either the week of 09/25 or 10/02. There are other items that need to be taken care of; steps and railing onto the stage, railing into the basement, self closing doors on the bathrooms and on the furnace room doors. There is some money that has been allocated for some of these repairs. At the previous BOS meeting, two estimates were received for the painting of the dining room and kitchen area. L. Nopper indicated that the committee felt that their labor would be better spent raising money that in repairing the walls and painting the walls and ceiling. Motion was made by L. Bedell and seconded by R. Dowley to accept the proposal submitted by Hawk & Brush (Paul D. Gardner) for the painting of the walls and ceiling in the kitchen and dining areas of the Williamsville Hall for the amount of $1,825 which includes a masonry prime of the back concrete wall. Unanimous. Chairman M. Rohan signed the proposal on behalf of the town. There was also discussion of having the town take the sheet metal behind the two wood burning stoves away after it has been removed. E. Druke volunteered to look into changing the front door lock. The lower door has been left unlocked and ajar.
3. UNSCHEDULED MEMBERS OF THE PUBLIC A. E. Druke asked when Newfane Hill Road (TH#20) is to be repaired from the flood damage. He feels that more gravel should be put on to build up he road. The project will be put out to bid in much the same way as the South Wardsboro Road (TH#1) with Wm. Noyes's assistance.

B. E. Druke spoke of the problems on Newfane Hill Road (TH#20) in the area of the Hatcher/Flores property. The town made a swale to divert the water away from their yard and a neighbor filled it in again. He feels that there should be a policy to have the Road Foreman talk to or write a letter to neighbors when there is a problem.

C. E. Druke attended the most recent Village Enhancement Committee meeting and heard that the committee has been empowered by the Selectmen to implement the Dover Road Study. This is not the case.

D. The question was raised about the WRC West River Corridor study. Piet van Loon and Bud Bergmann served on that committee from the town.
4. ROAD BUSINESS A. ROAD COMMISSIONER'S REPORT - (No written report was submitted)

B. ROAD FOREMAN'S REPORT - (See attached report)
No items required any action by the Board.

C. EXCESS WEIGHT PERMITS
No Excess Weight Permits were presented for action.

D. ACCESS/RIGHT OF WAY PERMITS
No Access/Right of Way permits were presented for action.

E. OTHER ROAD BUSINESS

(1) The first phase of the flood work for the South Wardsboro Road (TH#1) is expected to be completed by the end of this next week. (09/29) There have been complaints received indicating that the road is not clearly marked. The road is closed for 15 to 20 minutes at a time to allow for the removal of the blacktop and other debris and to bring in bankrun gravel. The flagging operation is limited. The hydraulic study will be done by 09/29. Then the next phase of the project can be done, culverts and stone lined ditches.

(2) DRAFT WINTER SAND BIDS
Motion was made by M. Rohan and seconded by R. Dowley to send out the Winter Sand bids for the purchase of 2,000 cubic yards with bids to be due on October 5th at 7:00 p.m. Unanimous. Question was raised about the stockpiling of too much sand with salt mixed in and the possibility of salt getting into the soil. The Board will discuss the matter with J. Gray at a later date.
5. OLD BUSINESS A. Vtrans (VAOT) has notified the town that the downstream concrete wing-wall at abutment #2 on Bridge #43 (Wiswall Hill Road (TH#11) is undermined and needs repair. The Board first needs to sign that they have received notification of the repairs needed. Motion was made by J. Anderson and seconded by L. Bedell to sign the document to indicate that the Board has received notification of the repairs required. Unanimous. The previous work by Gurney Brothers was not done correctly. The Board will look into the contractors responsibility for correcting the deficiencies.

B. J. Anderson inquired as to when the paving for a section of Depot Road (TH#2) and a section of South Wardsboro Road (TH#1) will be paved. J. Gray did not mention it to D. Knechtel.

C. J. Anderson also inquired about the Cat Loader and the recent repairs. According to the Capital Plan the loader is to be replaced after July 2001. The question was also raised about the number of hours on the machine.

D. OTHER OLD BUSINESS
Motion was made by M. Rohan and seconded by C. Van Iderstine to contact R. Clark about looking into repairing the leak by the lift outside door, installing self-closing door hardware on the bathroom doors and to have him take care of the additional Department of Labor and Industry requirements. Unanimous.
6. A. OTHER NEW BUSINESS The Town Treasurer, S. Hescock, has supplied the paper work from Chittenden Bank for setting up the separate Williamsville Hall fund for funds raised by the committee. Motion was made by C. Van Iderstine and seconded by R. Dowley to have Chairman M. Rohan sign the documentation on behalf of the town. Unanimous.
7. ADMINISTRATIVE ASSISTANT'S REPORT - (See attached report) A. Item #5 - The Board discussed having crushed gravel placed on top the bankrun gravel before the next phase of the project. M. Rohan will contact Wm. Noyes about adding the crushed gravel.

B. Item #2 - The Board approved the expense to recycle any "old" computers in the attic storage area.

C. Item #4 - C. Van Iderstine indicated that because of a possible conflict of interest, he does not want to sign the DSR for Darlene Ballantine. He also indicated that the Williams may not e receiving a by-out from the Vermont Emergency Management as stated in their DSR. Rob Allen will be contacted with that information. The Board will wait until the Force Account agreements are received before signing any of the USDA documentation. R. Allen has suggested that due to the size of the project, that the town may be able to accomplish the work needed. The state will be contacted to determine if they will pay the 25% due from the sponsor. (The town)
8. MINUTES The minutes of the Special Meeting held on 09/14/00 were reviewed by the Board. Motion was made by M. Rohan and seconded by R. Dowley to add to the minutes of 09/14/00, as written. Unanimous. The minutes of Regular Meeting of 09/07/00 will be reviewed on 10/05/00.
9. PAY ORDERS A. Motion was made by C. Van Iderstine and seconded by J. Anderson to approve the Newfane Payroll and Accounts Payable Warrants, as signed, for the following amounts:

09/09/00 Payroll $ 2,736.02
09/16/00 Payroll $ 2,715.33
09/22/00 Acct's Payable #6 $ 23,774.00 Unanimous

B. IRS Electronic Federal Payroll Tax Payments
09/08/00 $ 1,488.47
09/13/00 $ 947.60
10. CORRESPONDENCE A. Robert & Rosalind Fritz have received their Water Supply/Wastewater Disposal Permit from the Department of Environmental Conservation.

B. The town has received a copy of the District environmental Commission recess memo outlining the information needed by the commission before the Act 250 hearing on the new intersection of River Road (TH#15) with Radway Hill Road (TH#4). N. Mercede and R. Harrington, P.E. will be contacted. 11. EXECUTIVE SESSION - An Executive Session was not required. 12. ADJOURNMENT Motion was made by J. Anderson and seconded by R. Dowley to adjourn the Regular Meeting of the Newfane Board of Selectmen at 10:00 p.m. Unanimous.

Doris A. Knechtel
Administrative Assistant
Newfane Board of Selectmen

Posted: Town Clerk's Office, Newfane Store, Patsy's County Seat Market, Lessing's Family General Store and South Newfane General Store & Deli. www.newfanevt.com

ROAD FOREMAN'S REPORT 09/21/00
TOWN OF NEWFANE HIGHWAY

1. The following roads were worked on since the last B.O.S. meeting: Cushing Flats Road (TH#6), South Wardsboro Road (TH#1), Newfane Hill Road (TH#20), River Road (TH#15), New Road (TH#30), Toby Hill Road (TH#29), Jail Road (TH#56), and Timson Hill Road (TH#41) from Fawcett's to Newfane Hill Road.

2. The South Wardsboro Road (TH#1) repairs to blacktop were started by Fitzpatrick on September 18, 2000. Additional flood work will be done on Steep Way (TH#21), Newfane Hill Road (TH#20), and others shortly. Steep Way (TH#21), Upper Springhill Road (TH#23) and Newfane Hill Road (TH#20) work was marked out today.

3. The heavy downpours that seem to occur whenever it rains this summer have eroded ditches and scoured roads. Roads have to be worked repeatedly.

4. Equipment: A. The 926E Cat Loader wiring has been a problem recently. B. The '90 Mack body was painted and looks good. Rust damage was repaired. Todd painted the body. C. The dump body hoist for the F550 was repaired.

5. Donny Elliott is mowing the roadsides now.

Respectfully submitted,
James O. Gray

_ To: Newfane Board of Selectmen
Memorandum From: Doris A. Knechtel
Subject: Administrative Assistant's Report
Date: September 21, 2000

1. The financial audit for Fiscal Year 2000 has been started by John Mudgett.

2. WSWMD is doing a computer recycling pilot program on Saturday, September 23, 2000. The cost of disposal id $10.00 per unit (includes monitor, mouse, keyboard, CPU) of $5.00 each for printers. The collection that they had last week was very successful. Would the Board be interested in unloading some of the "old" hardware that is in the storage area?

3. Howard Bailey of Stratton Hill Road (TH#35) was in to say that his neighbor, J. Benedetto, had not removed his belongings, wood, debris, etcetera, from Mr. Bailey's property. I called Deputy Farnum and he evidently went to the location as I later spoke to Mr. Bailey who indicated that the "stuff" was being removed.

4. I met with Rob Allen of USDA Natural Resources Conservation Service about the Damage Survey Reports for projects within Newfane that are being considered for funding under the USDA program. The project for Bridge #32 on Bruce Brook Road (TH#21) has also been proposed to be repaired. The project is also being considered for FEMA funding. The recommendation of R. Allen is for the town to proceed with the FEMA funding for the project. The other project is off of Legion Road at Darlene Ballantine's property. The DSRs need to be signed by a sponsor (Newfane) representative. He suggested Carter as he went around with USDA to visit the sites. With only one project to be considered, he was to have sent paper work to be signed for what is called a Force Account, where the town lets out the contract. The estimate for the project is $1,700.

5. Jim Gray questioned the use of bankrun gravel for the South Wardsboro Road (TH#1) project with no mention of crushed gravel.. The Scope of Work sheet called for approximately 3000 CY of bankrun gravel. The FEMA project worksheet calls for pit run gravel and "removal of silt contaminated sub base and replace with new gravel (3,600'X30'X1.5X50%). Our Newfane Minimum Road Specifications calls for 18" gravel base and 3" crushed gravel which meets current VT Highway Dept. Specifications. The new codes and standards does not clearly state what is to be used that I can figure out.

6. I will be attending the VLCT Town Fair on Thursday, September 28th at Killington.

Town Offices:
Route 30, P.O. Box 36, Newfane VT 05345, Tel. (802) 365-7772

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