Any and all corrections to the following minutes will be made at the 11/07/02 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
OCTOBER 17th, 2002
NEWFANE TOWN OFFICE

PRESENT:
Selectmen: Richard Marek, Jesse Anderson, Lynn Bedell, Gary Katz and Piet van Loon.
Also Present: Gunther Garbe of Planning Commission, Aron Katz and Alex Moses, Visitors, James Gray as Road Foreman and Doris Knechtel as Administrative Assistant.

1. CALL TO ORDER
The regular meeting was called to order by Chairman Richard Marek at 7:01p.m.

2. SCHEDULED MEMBERS OF THE PUBLIC
A. OPENING OF BIDS
(1) HISTORIC VILLAGES - SOUTH NEWFANE, WILLIAMSVILLE & BROOKSIDE
Only one bid was received from the five RFP’s sent out for placing the South Newfane, Williamsville and Brookside villages on the National Register of Historic places.

Options:
(1) Consultant proposes to reduce the budget by $1,500 by eliminating the Brookside nomination.
(2) Consultant is willing to conduct entire project for $9,000 if volunteers assist with chain of title research. Title work to be completed by December 2002.
Board members discussed the options presented. The State will be contacted to determine if it is valid to take out the Brookside portion of the original proposal, leaving a total of $8,500 for the other two villages. The grant is for $7,500. The original request was for $10,000. P. Sagerman will be contacted about the volunteer portion of the proposal. Does she have a current list of volunteers? Board members do not feel that there is an extra $1,000 in the budget for this purpose.
(2) LANDFILL WATER MONITORING
The following bids were received for the Post Closure Water Monitoring of the Newfane Landfill in October and May of each year.

After some discussion, motion was made by G. Katz and seconded by L. Bedell to award the bid to Environmental Compliance Services for a period of three years for the total amount of $9,850 with the agreement to be signed by Chairman R. Marek. Unanimous.

3. UNSCHEDULED MEMBERS OF THE PUBLIC
No additional members of the public had any matters to bring before the Board.

4. ROAD BUSINESS
4. A. ROAD COMMISSIONER’S REPORT - (See attached report)
(1) Item #4 - The covered bridge (CB#17) has been almost completed by Daniels Construction. The original estimate was for $850.00 per day. It has taken about 5 days which would bring the estimate to $4,250.
4. C. EXCESS WEIGHT PERMITS
(1) Motion was made by J. Anderson and seconded by P. van Loon to approve the excess weight limit submitted by R.L. Powling Logging & Trucking for a maximum weight of 60,000#. Unanimous. A Certificate of Insurance was submitted.
(2) Miller Construction submitted an excess weight limit permit for the deliver a piece of equipment for Vermont Soapstone to a site off of South Wardsboro Road. Motion was made by G. Katz and seconded by L. Bedell to approve the special excess weight permit submitted by Miller Construction for a one-way delivery of a Cat Excavator to a site on South Wardsboro Road for a total of 120,000. A leading escort vehicle is to be required. Unanimous. A new special excess weight limit permit will be required for the removal of the equipment from the site.
6. B. OTHER NEW BUSINESS
(1) Board members remarked on how nice the new front walkway looks from the parking lot to the front walk. The town crew did the digging and drainage work first then the Newfane Garden Club bought the stone and had the stones laid by someone associated with garden club. A thank you letter will be written to the Newfane Garden Club for an outstanding job on the walkway and the garden.

5. OLD BUSINESS
A. GOALS AND OBJECTIVES LIST
A copy of the FY 2003 Goals and Objectives List will be made for the Board to review for the next regular meeting on November 7, 2003. The budget process was also discussed. The preliminary budget spread sheet will be made available to the Board for the November 7th meeting.
4. B. ROAD FOREMAN’S REPORT - (See attached report)
(1) Item #2 - A. The covered bridge repairs have been nearly completed by Daniels Construction. Additional work was required due to the shims loosening up. C. The drilling for the rail posts to be bolted onto Bridge #41 over Baker Brook is being done. The underneath has not been done yet.
(2) Item #3 - The new International truck was delivered from Deluray on October 11th. Vermont Municipal did not position the controls correctly and there were a few other items that needed to be corrected, nothing major. The items are being corrected by VT Municipal. The check, which is in the pay orders, may be sent to Deluray with the understanding that Vermont Municipal will not be paid through Deluray until the town is satisfied that all items have been corrected to the town’s satisfaction.
(3) Item #5 - The Class 2 center lines have been painted by the state.
4. D. ACCESS/RIGHT OF WAY PERMITS
No Access/Right of Way Permits were submitted that required any action by the Board.
4. F. OTHER ROAD BUSINESS
(1) J. Gray would contact the state about what the ware surface of the Green Iron Bridge (BR#49) will be when the current surface is taken off. The state is investigating what the current surface is and how dispose of the materials.
(2) The question was raised about when the actual date that the rehabilitation of the covered bridge will occur. It will depend on when the funds are available through the state. The funds are available for the Brookline/Newfane bridge #19.
4. E. ARCH BRIDGE INTERSECTION
There had been a recent accident at the intersection of Depot Road, Dover Road (TH#2) and Grimes Hill Road (TH#5). There was discussion regarding the existing signs and what signage would meet the standards. Motion was made by L. Bedell and seconded by P. van Loon to put up a regulation yield sign where the “Yield to Bridge Traffic” sign is now. Unanimous. Recently a sign indicating that motorists are to “yield ahead” was put up, but no regulation yield sign was erected.
5. D. OTHER OLD BUSINESS
(1) P. van Loon has done some research and has indicated that the town needs to prepare an amendment to the Junk and Junk Vehicle Ordinance to include a waiver fee. The ordinance mentions only a fine amount of up to $500 per day. With the current cases, only one has not taken any action to correct the violation. The other violators have made some progress in attempting to clean up their property. Motion was made by L. Bedell and seconded by R. Marek to have the Sheriff’s Department or the Constable issue a ticket to the owners of property 00A 027 for violation of the Newfane Junk and Junk Vehicle Ordinance. Discussion: It was suggested that all of the issues be flushed out before issuing a ticket, notification steps, wavier fees, etcetera. A vote was not taken on the motion. Motion was made by L. Bedell and seconded by R. Marek to hold off on any issuing of tickets until the Town Agent has looked at the Junk and Junk Vehicle Ordinance for procedures and the fine schedule. Unanimous.
5. B. DOG ORDINANCE - WINDHAM COUNTY HUMANE SOCIETY
Three of the Selectboard members had recommended changes to the proposed Dog Ordinance. It was suggested that copies of each members comments be made and sent to all Board members.
Again the question arose regarding the Windham County Humane Society contract. R. Marek indicated that he wanted to mesh the WCHS contract with the proposed Dog Ordinance amendments. Motion was made by P van Loon and seconded by J. Anderson to approve the Windham County Humane Society contract to be sign by the Chairman Richard Marek on behalf of the town of Newfane. Unanimous.
5. C. ENTERING VILLAGE SIGNS - DESIGN
There were varying opinions as to the type of sign to be used for the entrance into the three village centers within Newfane. Some felt that the sign should look more like the official black and yellow signs, others felt that the signs should be more aesthetic. Comments were made about the new sign entering into Townshend Village which was put up recently. It shows up and is effective. The proposed signs for the Route 30 Corridor study were reviewed which have a picture on the sign. The logo used on the town vehicles was mentioned as a possibility. The Board discussed the possibility of between 6 to 9 signs, one at each end of the three villages on the main roads and one on each of the side roads; Grimes Hill Road into Williamsville Village, Auger Hole Road in South Newfane Village and South Wardsboro Road into Newfane Village. The Board will try to get a sense of what the signs will costs.
(2) The RFP for the replacement of the steps at the Williamsville Hall along with a canopy over the lift doorway need to be processed soon.

6. NEW BUSINESS
A. APPOINTMENTS
(3) PLANNING COMMISSION - 1 FOR 2005 TERM
A letter has been received from Peter Rysz to indicate that he is interested in serving the town as a member of the Planning Commission. No other letters of interest have been received to date. It was suggested that the Board may want to have the PC come to the Selectboard meeting to interview any perspective candidates for the commission.
C. OTHER NEW BUSINESS
(1) A letter was received by the Board from Bill Guenther regarding an update on several tree warden issues of recent times. W. Guenther asked in his letter if the Board would have any problem with a planting of gray dogwood and common lilac in the location of the Webber/Clay property on South Wardsboro Road. Motion was made by P. van Loon and seconded by L. Bedell to write a letter to Mr. Guenther to let him know that the Board agrees with the idea of scrub planting as suggested above. Unanimous. The Board also received an electric grid for the town from Jeff Boyd of Central Vermont Public Service.
(2) A request has been received from property owners on Sears Road (TH#44) to ask that the road be closed to traffic. The Board will hold a special meeting on November 14th to discuss the matter.
7. ADMINISTRATIVE ASSISTANT’S REPORT - (See attached report)
A. Item #2 - The Board may wish to speak to N. Mercede regarding a new intersection reconfiguration for Radway Hill (TH#4) and River Road (TH#15) after N. Mercede has signed the necessary easements with the state for the work to be done on the rehabilitation of Bridge #19, the Brookline/Newfane bridge.
B. Item #6 - The Board asked about the maintenance of the grand list on an annual basis to keep the information as up to date as possible.

8. MINUTES
The minutes of 05/16/02, and 06/20/02 have not been completed for this meeting. Motion was made by L. Bedell and seconded by J. Anderson to approve the minutes of 05/02/02 and 10/03/02, as written. Unanimous.

9. PAY ORDERS
Motion was made by L. Bedell and seconded by R. Marek to approve the Newfane Payroll and Accounts Payable Warrants for the following amounts:
10/05/02 Payroll $ 2,969.51
10/12/02 Payroll $ 2,968.93
10/18/02 Acct’s Payable #9 $ 415,870.28 Unanimous.
IRS Electronic Federal Payroll Tax Payments
10/09/02 $ 1,528.28
10/16/02 $ 932.65
10. CORRESPONDENCE
A. Letters received were discussed during other portions of the meeting.
12. ADJOURNMENT
Motion was made by R. Marek and seconded by G. Katz to adjourn the Regular Meeting of the Board at 10:15 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

1. COMPLAINTS
No new ones . There are two follow up items that I am tacking, namely the broken tile drain pipe by Eileen Greber’s and the catch basins in Newfane Village.

2. PERMITS
No access permits. R.L. Powling has applied for an overweight permit per out conversation.

3. EQUIPMENT
Jim filled me in on the status of the new truck - see Jim’s report.

4. BRIDGES
Jim filled me in on the status of the Stratton Hill, Parish Hill-Baker Brook and Covered Bridge work - see Jim’s report. Nothing happening yet on Green Iron bridge #49 in South Newfane by the state.

5. YELLOW LINE PAINTING
In progress.

6. OLD BUSINESS
This is not road related but the grant money for replacing the steps of the Grange (Williamsville) Hall and being placed on the Historic Register both need to be used. The new Town Hall (Office) stone path is great.

Jesse Anderson, Road Commissioner

ROAD FOREMAN’S REPORT 10/17/02
TOWN OF NEWFANE HIGHWAY

1. The following roads were worked on since the last BOS meeting: Upper River Road (TH#15), River Road (TH#15), Loop Road (TH#76), Browns Road (TH#45), Upper Baker Brook Road (TH#19), Cushing Flats Road (TH#6), Newfane Hill Road (TH#20) to just beyond Ed Druke, Sr., White Pine Lane (TH#82) and Wildwood Acres Road (TH#75). Slope near Dr. Leape’s was shaped up and seeded.

2. Bridges: A. The covered Bridge #17 is nearly completed. Additional repairs were necessary under the deck due to shims loosening up between beams and deck. Shims also had to be put in between cords and beams. Work should be completed by today or tomorrow. B. Repairs to rail on Stratton Hill Bridge #42 remain to be done. C. Bridge #41 over Baker Brook Road on Parish Hill Road (TH#26) is being repaired. Band rail has been removed and holes drilled for new galvanized posts. Detour was signed.

3. The new 2003 International truck was delivered on October 11, 2002. Controls for wing, plow, and body were not positioned correctly. Other items needed repair, none major. It should be corrected by Vermont Municipal tomorrow.

4. Equipment: A. All equipment is operational. B. The 12' Viking wing for the ‘90 Mack has been delivered by Vermont Municipal and is operational.

5. Yellow pavement lines are being done.

Respectfully submitted,
James O. Gray, Road Foreman

To: Newfane Selectboard MEMORANDUM
From: Doris A. Knechtel
Subject: Administrative Assistant’s Report
Date: October 17, 2002

1. All of the Flood Audit information has been completed for South Wardsboro Road (TH#1) and was sent on October 4th by Fred Costello to the main FEMA office in Boston for processing.

2. Roger Whitcomb of VAOT has been in contact with Matthew Beck, P.E. for N. Mercede on the Radway Hill/River Road intersection. Even with the reduction in speed of 25 mph, there may not be enough sight distance for the current configuration. The road may have to enter more uphill in a westerly direction to make the intersection work. This will mean more excavation. There is a copy of a letter from Attorney O’Connor to R. Whitcomb regarding the bridge and the intersection.

3. Currently Bridge #41 is closed on Parish Hill Road (TH#26) over Baker Brook. It will be closed for another week while Daniels Construction makes repairs. Notices were posted of the closing and sent to the Reformer and the radio station.

4. Ted and I had some additional training from Bill Krajeski last Thursday which was very beneficial. Now we just need to practice.

Please send all comments, suggestions and questions to info@newfanevt.com