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Board of Selectmen Meeting Minutes

Any and all corrections to the following minutes will be made at the 10/07/04 Board of Selectmen's meeting and are considered unapproved until then. Corrections will be noted in the minutes of that meeting.

MINUTES - SPECIAL REGULAR MEETING - BOARD OF SELECTMEN
SEPTEMBER 23rd, 2004
NEWFANE TOWN OFFICE

PRESENT:
Selectmen: Piet van Loon, Carleton Chaffee, Priscilla Cotton, Gary Katz and Chris Williams.
Also Present: George Childs, Edward Druke, Sr., and Doris Knechtel as Administrative Assistant.

1. CALL TO ORDER
The special regular meeting was called to order by Chairman P. van Loon at 6:32 p.m.

2. ROAD BUSINESS
A. ROAD COMMISSIONER'S REPORT - (See attached report)
(1) Item #2 - Piet and Gary met with the Dover Selectboard and it was agreed install two signs in Dover to alert busses and semis of the height/weight limitations of the covered bridge. The signs will be in the vicinity of Dorr Fitch Road and by the East Dover Fire Department. They also spoke about traffic calming, in particular, the 25 mph signs entering the village of South Newfane. (2) Item #6 - The damage to several roads from a recent storm has been and is being worked on. FEMA inspected the affected roads. The estimated cost for the damages is $30,000. The town is waiting to hear from FEMA about financial assistance.
(3) Item #7 - Piet does have a permit for the addition to the dwelling. John Spence will need to obtain an access permit for the improvement of the Aold@ Glebe Road (private) onto Baker Brook Road (TH#19). Concerns were expressed about the drainage problem that needs to be addressed before any more work is being done on the private road. The Road Commissioner and the Road Foreman, as well as C. Williams, should arrange to meet with J. Spence about the final solution and recommendation and agreement.
(4) Item #5 - There was discussion of the roadside mowing that has been done this year. It was suggested that Kurt look into having someone use a weed wacker on the other side of the guard rails as was done in the past.

2. B. ROAD FOREMAN'S REPORT - (See attached report)
(1) Item #4 - K. Bostrom has expressed to DAK that Chris Lowe has done a good job of mowing the roadsides this year. In some areas two passes were made, especially on the inside curves.
(2) Item #5 - The center section of the covered bridge deck has been filled in and screwed down. Questions were raised about installing stop signs at each end of the bridge and also signs warning motorcyclist to use caution. No decision were made. There are 5 mph signs at each end of the bridge.
2. C. EXCESS WEIGHT PERMITS
No Excess Weight Limit Permits were received for action by the Board.
2. D. ACCESS/RIGHT OF WAY PERMITS
(1) Motion was made by P. Cotton and seconded by G. Katz to approve permit #A04-07 for improvements to an existing access on lands owned by C. Plummer on 4 Upper Eager Road (TH#13) as requested by contractor, A.S. Clark & Sons, at Tax Map Lot #B176. An 18" culvert is required. Unanimous.
(2) Motion was made by G. Katz and seconded by P. Cotton to approve permit #A04-08 for a temporary logging access for Wright Maintenance to do logging on lands owned by William and Leona Tabell at Tax Map #A079.1 on Baker Brook Road (TH#19). There is a stump that need to be removed on the corner of Baker Brook Road (TH#19) and Hobby Hill Road (TH#19). In favor: P. van Loon, P. Cotton, G. Katz and C. Williams. Opposed: C. Chaffee. Motion passes.
2. E. UPDATE - SOUTH WARDSBORO ROAD (TH#1) PROJECT
Board members agreed that the town should move forward on the project, even though the pole has not yet been moved by the utility company.

4. UNSCHEDULED MEMBERS OF THE PUBLIC
George Childs was in to ask the Selectboard several questions relating to town highway business. (1) He asked about the painting of the yellow center line, which are done every other year by the state. (2) A culvert across Depot Road (TH#2), where there is usually a frost heave, is scheduled to be replaced. (3) The crack in the center of Depot Road (TH#2) where the paving does not meet was a topic of discussion. It was not tapered correctly when the paving was done. The crack should be filled in with some sealant. (4) Has the town considered putting in guard rail post on Grimes Hill Road (TH#5) by the bend where the drainage was just repaired? The idea will be looked into. Currently, there isn't much of a shoulder area for setting in the posts.
2. F. UPDATE - CULHANE CORNER
P. van Loon has been to speak with Floyd Roberts of AOT District #2 about the Culhane Corner plan and options prepared by the engineer for Stevens & Associates, Brud Sanderson. There are some funds coming from the state for the project and the engineering work. However, the town will need to decide where the additional 125 to 150 thousand dollars will come from. Of the options presented, the Board discussed the Sheet Pile and Segmental options as being preferred. G. Katz expressed his concerns about the funds to be raised to complete the project. After much discussion, motion was made by C. Chaffee and seconded by C. Williams to move forward with the Sheet Pile option and get the bids out to find out what the actual cost may be. In favor: P. van Loon, C. Chaffee, P. Cotton, and C. Williams. Opposed: G. Katz. Motion passes. The Sheet Pile option will take the least amount of time and have the least amount of impact on the property. One concern of the Sheet Pile option has to do with the proper drainage from behind the wall area.
2. G. DISCUSSION OF RIVER ROAD INTERSECTION
Board members discussed the change in the intersection of River Road (TH#15) with Radway Hill Road (TH#4). The project has been some 6 - 7 years in the works, between the town and N. Mercede, with hearing being conducted and Act 250 applications being submitted. The position of the Board is that the project should move forward as it would be better for safety reasons and site distances. The road should be constructed to town highway specifications. The intersection needs a final design to be done by an engineer. A letter is to be written to N. Mercede regarding the town's interest to move forward with the project. The issue of the cost to complete the project will need to be clarified. Past documentation indicates Athat the landowner is responsible for the cost of construction of the new Town Highway #15 right of way.@
2. H. COVERED BRIDGE (CB#17)
Another matter for the covered bridge is the replacement of the orange signs that are in Williamsville and South Newfane stating the weight limit and height restrictions of the covered bridge. An estimate has been received from Townsend signs for $473 using bright green background instead of orange. Board members agreed to the replacement costs and that Townsend also do the 2' X 3' signs to be put up in Dover warning of the covered bridge ahead.
2. I. LOOP ROAD (TH#76) DRAINAGE
A landowner on Loop Road (TH#76) asked about the town assisting with the highway drainage in the Loop Road area. The town is responsible for the drainage within the highway right of way (3 rods) and the landowners are responsible for the rest of the drainage outside of the right of way.
2. J. BRIDGE #14 - BORINGS
P. van Loon received a call from R. Whitcomb regarding the test borings for Bridge #14 in South Newfane. He is expecting that they will be done in October or November.
2. K. OTHER ROAD BUSINESS
(1) Harland Van Ness was in and spoke with P. van Loon about the recent work that was done by the town on Jones Hill Road (TH#52). He is not completely satisfied with the project. There is a Abump@ going into his driveway. There was an agreement before the work was done. The Town has spent a significant amount of time and money and will not be going back without a signed agreement with the full board and the property owners.

3. SCHEDULED MEMBERS OF THE PUBLIC - No one scheduled

5. OLD BUSINESS
A. DECISIONS ON BIDS
(1) WINTER SAND - Motion was made by C. Chaffee and seconded by P. Cotton to approve the bid submitted by Cersosimo Industries, Inc. for winter sand at the cost of $8.50 per cubic yard. Unanimous.
(2) HEATING FUEL - Motion was made by G. Katz and seconded by C. Chaffee to approve the bid submitted by Barrows and Fisher Oil for prepaid #2 fuel oil for the 2004 - 2005 heating season for 10,000 gallons at $1,419 per gallon. Unanimous. The fuel is to be used by the NewBrook Fire Department, South Newfane/Williamsville Hall, Williamsville Hall, Town Garage and Town Office.
5. B. UPDATE - NEW NEWFANE POST OFFICE
P. van Loon recused himself from the discussion. No word has been received from William Moncrief of the USPS as to the status of the letter that the town sent to him regarding the towns interest in pursuing a new Newfane Post Office on the Town Office site. He will be contacted to check on what is happening. There may be a meeting coming up with Mr. Moncrief, Wayne White, Morris Glidden and the Zoning Administrator.
P. van Loon returned to the meeting.
5. C. NEWFANE TRAFFIC ORDINANCE UPDATE
Board members will review the Traffic Ordinance for any areas that need to be worked on other than those that have been suggested. The matter will be discussed at the meeting of 10/07/04. 5. D. PERSONNEL POLICY
No new progress has been made for the Board to review.
5. E. DISCUSSION OF POTENTIAL ATV ORDINANCE
Much has been happening in the legislature on this issue. Board members agreed to wait to see what the legislature will be doing on this matter before creating a new ordinance at this time.
5. F. ACT 250 - C. BERGMANN
A letter has been received from Charles Bergmann asking that the Selectboard reconsider the width requirements for his proposed development road. Motion was made by C. Chaffee and seconded by G. Katz to stay with the Town Highway Standards and the Town Highway Access/Right of Way Policy specifications for development roads on the C. Bergmann project.
5. F. ACT 250 - C. BERGMANN - (cont.)
Unanimous. The Board also mentioned to him a cul-de-sac at the end of the development road in South Newfane to allow for the turning around of maintenance, delivery and emergency vehicles.

6. NEW BUSINESS
A. GOALS & OBJECTIVES - 2004 - 2005
(1) BID - PAINTING OF THE TOWN OFFICE
A draft bid has been prepared for the painting of the exterior of the Town Office building. The matter of vinyl siding was suggested for consideration. Some Board members expressed their concern about the historic significance of the building within the historic district. The church has vinyl siding on three sides. It was felt that if the bid is put out now, the building can be scheduled by a contractor in the spring and early summer of 2005. The Board will wait before sending out the bid.
(2) BID - WILLIAMSVILLE HALL FLOORS
A draft bid was proposed for the refinishing of the floors on the first level of the Williamsville Hall. The Board would also like to include the floors on the middle level. The draft bid will be revised for the next meeting in October.
6. B. SCHEDULE HEARING FOR DRB CHANGES TO ZONING BYLAW
The Planning Commission has held their hearing for the changes to the Zoning Bylaw to incorporate the Development Review Board concept. The Selectboard agreed to hold their hearing on Thursday, October 21st beginning at 7:00 p.m. The warning will be prepared and posted.
6. C. SCHEDULE MEETINGS WITH BOARDS, TOWNS AND AGENCIES
No other meetings are scheduled at this time. There may be a WRC Cross-town talk to discuss towns contracting with local police departments for law enforcement. P. van Loon did speak briefly to the Dover Police Chief, Robert Edwards, to see if there is any interest covering other towns for police coverage. They may discuss the matter in the future. Board members would also like to schedule a meeting with the new treasurer to discuss the monthly financial statements and other financial matters.
6. D. ERRORS & OMISSIONS
The Listers have prepared a list of Errors and Omission (see attached) for the Selectboard to review and consider. After some discussion, motion was made by G. Katz and seconded by P. Cotton to have the approve of the Errors and Omissions list as presented by the Listers and to sign the individual sheets prepared for each property. Unanimous.
6. E. OTHER NEW BUSINESS
(1) Motion was made by C. Chaffee and seconded by P. Cotton to ratify the signing of the Closeout Agreement Annual Report for #0222/94CA(03) by Chairman Hendrik W. van Loon for the Revolving Loan Fund. Unanimous. The report was due on September 17th. P. van Loon contacted other Board members before signing the documentation.
(2) G. Katz received a letter from Gloria Cristelli regarding her concerns about a lack of follow-up by the WCSD involving one or more incidents with a neighbor. The situation is a Civil matter and the town does not have jurisdiction on the matter.

7. ADMINISTRATIVE ASSISTANT'S REPORT - (See attached report)
(1) Item #4 - This matter was brought to the attention o the Board in the event that anything is submitted in the near future.
(2) Item #5 - The Selectboard does not have any plans to widen Timson Hill Road (TH#41) in the near future.
(3) Item #6 - The Selectboard feels that there should be a rental amount prorated for the 2 hour use per week. The building is not heated on a regular basis. Jeff Stent will be notified.

8. MINUTES
Minutes of 06/17/04 - Motion was made by P. Cotton and seconded by C. Williams to approve the minutes of the Regular Meeting of 06/17/04, as written. Unanimous.
Minutes of 09/01/04 - Motion was made by C. Chaffee and seconded by P. Cotton to approve the minutes of the Special Meeting of 09/01/04, as written. Unanimous.
Minutes of 09/02/04 - Motion was made by G. Katz and seconded by P. Cotton to approve the minutes of the Regular Meeting of 09/02/04, as written. Unanimous.
Minutes of 09/08/04 - Motion was made by P. Cotton and seconded by G. Katz to approve the minutes of the Special Meeting of 09/08/04, as written. Unanimous.

9. CORRESPONDENCE
A. A copy of correspondence sent to Corwin McAllister from April Hensel, District #2 Coordinator for the Environmental Commission, has been received. The letter is a jurisdictional Opinion for Land Use Permit #2W1187 for garage to be used for personal and commercial uses.
B. The Selectboard has received Notice of Application for Act 250 Minor Application for Corwin McAllister for the construction of a garage, 28' X 70' for storage of commercial materials and equipment. No hearing will be held unless, on or before October 7th, 2004 a party notifies the Commission of an issue or issues requiring presentation of evidence at a hearing. A letter will be written to Act 250 District #2 to indicate that the operation appears to be a commercial operation as per the Planning Commission site plan approval. There has been a question raised by the potential buyer of the property that his intention is to use the building for personal use.
C. A letter has been received by the town from Floyd Roberts, AOT District #2 Transportation Administrator, that there are Radar Trailers available to towns for use at municipal project sites.
D. The report for the Windham County Sheriff's Department for 08/29/04 through 09/11/04 has been received.
E. There will be a Municipal Officers' Management Seminar in Rutland at the Holiday Inn on Wednesday, October 20th, 2004.
F. VT Local Roads has indicated that Kevin Shrader has completed the Front End Loader workshop in Royalton, VT.

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:
09/08/04 Payroll $ 3,751.70
09/15/04 Payroll $ 3,534.21
09/18/04 Payroll $ 3,597.52
09/24/04 Payroll $ 725.94
09/24/04 Acct.'s Payable #6 $ 132,230.20 Unanimous.

IRS Electronic Federal Payroll Tax Payments
09/08/04 $ 1,674.13
09/15/04 $ 1,175.16
09/22/04 $ 1,070.85

11. EXECUTIVE SESSION - IF NEEDED
No matters came before the Selectboard that required the need of an Executive Session.

12. ADJOURNMENT
Motion was made by P. Cotton and seconded by C. Chaffee to adjourn the Regular Meeting of the Board at 10:35 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 - 09/23/04

1. Sand Bid
Kurt has reviewed the Cersosimo sand bid, says it is fine and recommends that we place the order as soon as possible.
2. Dover Signs
Piet and I met with the Dover Selectboard yesterday. They agree with the idea of posting ACovered Bridge Ahead@ signs to alert busses and semis of the height/weight limitations. We would provide two signs that Dover will install. Kurt will follow up with their Road Foreman to take care of the details.
3. Update of Traffic Ordinance
Kurt has reviewed the proposed update of the Traffic Ordinance and thinks it is fine. Next steps?
4. South Wardsboro Road (TH#1)
Paving and side-dressing on the South Wardsboro Road has been completed. Looks like a good job.
5. Roadside Mowing
The annual roadside mowing is almost done. Kurt thinks the contractor is doing a good job.
6. Storm Damage
The crew is continuing to take care of the road damage from recent storms. Most of the problems have been taken care of. FEMA has inspected the affected roads. We are waiting to hear back from them about financial assistance.
7. Note for Piet
Seems to be an addition being done on John Spence's property on Baker Brook - do we have a permit application for it?

Gary Katz, Road Commissioner



ROAD FOREMAN'S REPORT - 09/23/04

1. Culvert Work
Lost Mile Road (TH#43) - Two new culverts were put in where the road has washed out because of improper drainage.
South Wardsboro Road (TH#1) - A culvert was repaired and lengthened to lay up a Rip Rap wall.
2. Shoulder Work
Grimes Hill Road (TH#5) and Depot Road (TH#2) - Both have been started on and the lions share of the work has been done by they both need some finishing.
South Wardsboro Road (TH#1) - Before paving was started we fixed a dozen or so shoulder wash outs.
3. Paving
South Wardsboro Road (TH#1) - Lane Construction has finished paving and laying out shoulder material.
4. Mowing
Chris Lowe has finished mowing the roadsides, Landfill cap and the Town Office.
5. Covered Bridge
The center section of the covered bridge has been filled in and screwed down.

Kurt P. Bostrom, Road Foreman



To: Newfane Selectboard MEMORANDUM
From: Doris A. Knechtel
Subject: Administrative Assistant's Report
Date: September 23, 2004

1. The Selectboard will need to ratify the Revolving Loan Fund yearly report as signed by Chairman Hendrik van Loon. The report was due on September 17th, 2004. Ann Kroll would have given the town an extension if needed.

2. Morris Glidden was in about the New Newfane Post Office meeting. He was upset that it was not going to be the BOS, PC and others. I believe that William Moncrief, of the USPS, has been in contact with the Zoning Administrator, P van Loon.

3. Bids have been sent for the installation of a new furnace at the Williamsville Hall and for the cleaning of the windows at the Town Office. Draft bids have been prepared for the refinishing of the floors at the Williamsville Hall and for the painting of the Town Office. These are in your packets of information.

4. There was a call about an accident within the covered bridge involving a motorcycle. Before anything can happen, I told the gentleman that he would need to file an accident report and submit an estimate of any alleged damages to his bike.

5. Ann Montgomery called about Timson Hill Road (TH#41) and the increased amount of traffic. She is concerned about safety and wants to know if the town has any plans to widen the road in the near future?

6. Jeff Stent, PT called about the possibility of using the Williamsville Hall for about 2 hour in the morning on Tuesdays, for physical activity for a young person in need of therapy. Currently they are trying to use some space at the Timson Hill School, but there isn't enough privacy for the child. He does have insurance if the town is concerned about liability.

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