Any
and all corrections to the following minutes will be made at the 11/18/04
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
NOVEMBER 4th, 2004
NEWFANE TOWN OFFICE
PRESENT:
Selectmen: Piet van Loon, Carleton Chaffee, Priscilla Cotton, Gary Katz
and Chris Williams.
Also Present: David Dunn of Rescue, Inc., James Brisson, Kurt Bostrom
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 6:31
p.m.
2. ROAD BUSINESS
A. ROAD COMMISSIONER'S REPORT - (See attached report)
(1) Item #4 - F-350 Bids - A draft bid has been prepared for the purchase
of a Ford F-350 to replace the Chevy 4 X 4. The Capital Budget for FY
2004 does include the replacement of the F-550 which will not be done
at this time.
(2) Item #5 - It was requested that the Town Office parking lot be graded.
The stone near the entrance was discussed for possible removal. The stone
is a property line marker.
2. B. ROAD FOREMAN'S REPORT - (See attached report)
(1) Item #1, A. - Stumps that have not been removed will be marked for
the winter.
(2) Item #1, B. - The ditching and installation of a culvert on Loop Road
(TH#76) will help with the standing water problem that has been a problem
for some time.
(3) Item #1, C. - Kurt has used most of his gravel budget. Part of it
was about $6,700 used for the flood damage. The $14,000 plus that will
be coming from FEMA will reimburse the town for $4,300 for payroll, $5,400
for equipment and $5,076 for gravel.
(4) Item # 4. A. - Kurt has ordered a new Bengal Zwack Z510H Sander from
Zwack Inc. Of Stephentown, NY for the total amount of $6,100.
2. H. OTHER ROAD BUSINESS
(1) A yearly Open House at the Town Garage for the public to attend was
suggested. It may be considered after the winter season.
(2) G. Katz has attended 7 of the 10 Road Scholar courses sponsored by
the Vermont Local Roads programs and has found them to be very helpful.
He would encourage all of the Road Crew to enroll. There is a Professional
Development line item in the Highway budget.
(3) C. Chaffee indicated that some of the new signs have incorrect town
highway numbers and need to be corrected. Hobby Hill Road - TH#19, Grout
Road - TH#19 and Parish Hill Road - TH#26. Many signs are being stolen.
The ordinance for Street Naming and Street Addressing indicates that there
will be a $500.00 fine for any vandalism (stealing, defacing or destroying)
of public signs within the Town of Newfane.
(4) The letter to John Spence regarding his Access/Right of Way Permit
needs to be written and sent.
(5) The letter has gone out to Ann Montgomery regarding the closing of
the second (older) access. Also included in the letter was response about
Timson Hill Road (TH#41). The Selectboard at this time has no plans to
widen the road (TH#41). The proposed horse signs, to be purchased by Alice
Ryan, may assist in slowing motorists down.
(6) Correspondence
has been received from James Brisson regarding the removal of a dead tree.
The town will remove the tree. J. Brisson was informed when he arrived
at the meeting.
(7) The draft bid for the purchase of a new Ford F-350 was reviewed and
a few changes were made. The bid will be revised and sent out to perspective
bidders.
(8) The turn-around at the end of Lost Mile Road (TH#43) has been improved.
(9) A letter has been received from C. Bergmann regarding his Act 250
Permit and the proposed private road, drainage issues, as well as the
five-year plan. Board members reviewed the contents of the two letters
dated 11/01/04 and 11/02/04. Motion was made by G. Katz and seconded by
C. Williams to write a letter of response to C. Bergmann to reinforce
the comments made by the town's Act 250 submission on the project regarding
the road and drainage concerns. Unanimous. The five-year plan shows a
total of 9-10 lots could be accessed from the new development road. The
drainage from the school house property comes from the springs on the
Bergmann property.
2. C. EXCESS WEIGHT PERMITS - No action taken.
2. D. ACCESS/RIGHT OF WAY PERMITS - No action taken
2. G. PROPOSED - WINTER MAINTENANCE POLICY
K. Bostrom will develop a proposed policy for the meeting of November
18th.
3. SCHEDULED MEMBERS OF THE PUBLIC
A. RESCUE, INC. - DAVID DUNN
David Dunn came to the Selectboard to give an overview of Rescue, Inc.
with specific statistics regarding population, call volume yearly and
monthly, types and volume of calls made with Newfane specifics. Mr. Dunn
also explained the fees for services and the billable rates. If Rescue,
Inc goes to the scene and a person refuses treatment and is not transported,
Rescue, Inc. cannot bill for their time. Only 70% of the calls are billable
and only $0.78 of each dollar billed is collected. Each call costs Rescue
$400. Currently one-half of Newfane is served by Rescue, Inc. at the current
rate of $5.25 for a population of 840. The state average is $16.72. The
total contribution of the nine towns which contribute to Rescue, Inc.
covers less than 10% of Rescue's operating expenses. Rescue will be increasing
the request to at least $10.00/capita. Other funds come from donations,
grants, investments training programs and subscriptions. Rescue may be
increasing the subsidy to $12.50 to $15.00 for the full population of
Newfane. Mr. Dunn will be available to give a presentation at Town Meeting
for Rescue.
Grace Cottage Hospital is exiting the ambulance service as provided to
the area. Rescue and GCH are working toward a proposal for Rescue to use
the facilities at GCH. As of Dec 31st GCH will not longer be providing
service as their ambulance license expires.
Mr. Dunn also noted that he has not yet met our representative to Rescue,
Inc. from Newfane. Brian Copperthithe will be contacted.
Mr. Dunn was thanked by the Board for his excellent and informative presentation.
2. F. RADWAY HILL (TH#4)/RIVER ROAD (TH#15) INTERSECTION
Attorney T. O'Connor will be contacted about who will be paying for the
completion of the work that needs to be done for the new road section
and the final intersection. The town in the past has agreed to paving
the proposed new intersection of TH#4 and TH#15.
4. UNSCHEDULED MEMBERS OF THE PUBLIC
No one present.
5. OLD BUSINESS
A. UPDATE - NEW NEWFANE POST OFFICE
Chairman P. van Loon left the room at 8:37 p.m. G. Katz served as Chairman
Pro Tem during Mr. van Loon's absence.
At this time the Board agreed to let Wayne White and the USPS develop
a proposal to expand at the existing site. The Board will be ready to
have a proposal for the new Post Office on the Town Office property in
the event that the expansion on the current site does not work out.
Chairman P. van Loon returned to the meeting.
5. B. NEWFANE TRAFFIC ORDINANCE
The Board would like to see that the AStop@ sign locations throughout
Newfane are included within the ordinance. A list of stop signs will be
compiled by K. Bostrom.
5. C. PERSONNEL POLICY - No action
5. D. OTHER OLD BUSINESS
(1) PAINTING OF THE TOWN OFFICE - P. van Loon and P. Cotton looked at
the basement to check the moisture concerns. The basement is dry. There
is a cistern which collects water with the rise and fall in the water
table. Another draft bid for the painting exterior of the Town Office
will be prepared asking potential bidders a paint that they would recommend
to hold the paint for a longer period of time.
6. NEW BUSINESS
A. APPOINTMENTS - (1) ZONING ADMINISTRATOR - 2006
Chairman P. van Loon left the meeting at this time. P Cotton served as
the Chairman Pro Tem during his absence from this discussion.
P. Cotton explained that three candidates were interviewed by two Selectboard
members and G. Record. The group recommended that Richard Sullivan of
Dummerston be appointed by the Selectboard to serve as the Zoning Administrator.
C. Chaffee questioned the process that was used. Motion was made by P.
Cotton and seconded by G. Katz to appoint Richard Sullivan to serve as
the Newfane Zoning Administrator until March of 2006 at a rate of $9.00
per hour. Unanimous. P. Cotton will contact R. Sullivan to see if he will
accept the position. If he does, letters will be written to the other
two candidates. A starting date will also need to be determined before
a letter of appointment is written. P. van Loon has indicated that he
will help to train the new ZA.
(2) ZBA - 2007 (OR DRB)
A letter is to be sent to the members of the Zoning Board of Adjustment
and the Planning Commission to ask who may be interested in serving on
the Development Review Board as a regular members or an alternate.
(3) LELAND & GRAY NEWFANE REPRESENTATIVE - No action
6. B. GOALS & OBJECTIVES - 2004 - 2005 - No action
6. C. SCHEDULE MEETINGS WITH BOARDS, TOWNS AND AGENCIES - N/A
6. D. DRAFT GRANT POLICY
The Selectboard reviewed the proposed grant policy as prepared by P. van
Loon. Motion was made by G. Katz and seconded by P. Cotton to approve
the Newfane Grant Policy as written. Unanimous. The Newfane Grant Policy
will be prepared for signature for 11/18/04.
6. E. OTHER NEW BUSINESS
(1) The Selectboard received a letter from Suzanne Weinberg regarding
her concern for when the refinishing of the floors will take place at
the Williamsville Hall. She has three more classes scheduled, the next
in early February. The Board will wait for the opening of the bids for
the refinishing of the floors before responding to Ms. Weinberg's concerns.
(2) P. van Loon mentioned a couple of publications that may be useful
for the Constable from the Vermont Animal Cruelty Task Force. The town
will obtain them.
(3) The Board discussed the request from Carleen Pelsue regarding the
banning of dogs at the Heritage Festival. The festival is on County property
and the restriction of dogs should not be a decision of the Selectboard.
(4) P. Cotton presented an example of a Ashare the road@ sign. The cost
is $76 from Peraline of Melrose, Ma. Other examples were also shown with
the use of state signs. It was suggested that a variety, 4 or 5, of Ashare
the road@ signs, pedestrian, horse, bicycles, etcetera, near the beginning
and end of TH#1 and TH#2, be placed on existing posts.
7. ADMINISTRATIVE ASSISTANT'S REPORT - (See attached
report)
(1) The items on the report were reviewed. None of the items required
any action by the Selectboard.
8. MINUTES
Motion was made by P. Cotton and seconded by C. Chaffee to approve the
minutes of 10/07/04, as written. Unanimous.
9. CORRESPONDENCE
A. The original Vermont Quitclaim Deed from David A. and Priscilla M.
Cotton to the Town of Newfane conveying slope and drainage ditch rights
to the town has been received back from the office of Weber, Perra &
Munzing, P.C.
B. The report for the Windham County Sheriff's Department for 10/10/04
through 10/23/04 has been received. (22.75 hours)
10. PAY ORDERS
Motion was made by G. Katz and seconded by P. Cotton to approve the Newfane
Payroll and Accounts Payable Warrants for the following amounts:
10/23/04 Payroll $ 3,136.47
11/03/04 Payroll $ 3,142.24
11/05/04 Payroll $ 3,039.84
10/27/04 Acct's Payable #8A $ 24.90
11/05/04 Acct.'s Payable #9 $ 492,338.62 Unanimous.
IRS Electronic Federal
Payroll Tax Payments
10/27/04 $ 981.42
11/03/04 $ 983.62
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 10:20 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 - 11/04/04
1. Winter Road Maintenance
Plan
Kurt will draft a Winter Road Maintenance Plan for the Selectboard's approval.
2. Getting Ready for Winter
All equipment is in good shape for the winter. Tires will be changed.
The new sander we had ordered should be arriving in the next couple of
weeks. The new Loader is on the way - currently aboard ship somewhere
in the Atlantic! Routine calibration of equipment used for salting will
also be done.
3. Garage Computer
Kurt is beginning to enter programs and data into the new computer and
is familiarizing himself with its potential uses. It should be in full
use as a regular day-to-day management tool within six months.
4. F-350 Bids
Doris has been preparing the Request for Proposals for replacement of
the Chevy 4 X 4. The Board has discussed this before. Do we need to take
any further formal action before we can proceed on this?
5. Winter Grading
All road grading in preparation for winter has been completed. The roads
are in pretty good shape for the coming season.
6. Road Signs
Fourteen new road signs have been installed, including two on Hobby Hill.
Another ten to fifteen still need to be delivered.
7. Safety Records
I shared with Kurt information I picked up at the recent Worksite Safety
course, including the value of maintaining safety training records for
the crew, and statistics that most VOSHA violation citations are related
to the condition of hoses, tool guards, extension cords, and the number
of safety cones used at worksites.
Gary Katz, Road Commissioner
ROAD
FOREMAN'S REPORT - 11/04/04
1. ROADS
A. On Sunset Lake Road (TH#42) several leaning trees and their stumps
have been removed, these were the worst of the worst to come down.
B. On the corner of Loop Road (TH#76) at the bridge we put in a culvert
and ditched to the brook to take care of the standing water problem at
John Link's driveway.
C. On Lost Mile Road (TH#43) from the town line to the top of the hill
we built up the road and top dressed the base gravel. This is where some
flood damage happened.
2. GRADING
Almost all of the fall grading has been completed except for Upper River
Road (TH#15) and a few spots here and there.
3. CULVERTS
The road crew is now going over the inlets and outlets of the culverts
to make sure they are all working.
4. EQUIPMENT
A. A new sander has been ordered and this will be going on the 4900. The
sander we just went through will be going on the Mack frame.
B. Plow frames have been put on and the small sander put on the F550.
C. Winter preparation has been started on all the trucks and soon we will
be ready for the first snow fall I hope.
5. SAND AND SALT
The first go around of sand has been put up 1,500 years and the shed is
full of salt.
6. COMPUTER
I have started entering the roads, their # and distances, employees, their
codes and names, activities and materials. By Jan. 1, 2005, I hope to
be fully operational on the MSDS program.
Kurt P. Bostrom, Road
Foreman
To: Newfane Selectboard MEMORANDUM
From: Doris A. Knechtel
Subject: Administrative Assistant's Report
Date: November 4, 2004
1. The windows were
cleaned at the Town Office on Friday, October 22nd. It took about five
hours for three workers. They did a great job!
2. The meeting I attended
on October 28th in Waterbury on Managing the Municipal Budget was very
beneficial to me. Topics covered were Municipal Budgeting 101, Understanding
the Mechanics of the Municipal Budget, Internal Control Systems and Health
Insurance and the Municipal Budget.
3. I called John Mudgett,
CPA, to see how he is doing on out FY 2004 Audit, and he will be getting
more into the audit shortly. I will be calling him every week to get him
moving and to see if he needs additional items from the town.
4. You have received
the revenue and expense information for FY 2005 through August of 2004.
These are unaudited figures. As an example, the payment listed to the
two fire departments for the total amount of $28,500 is a FY 2004 expense.
That alone will bring the % of budget spent to date for FY 2005 down to
16.69%, which is right on target for two months, rather than the 19.85%,
which is shown.
5. The bids have gone
out for the sanding and refinishing of the floors at the Williamsville
Hall. A couple of the potential bidders have called and one has been to
look at the project.
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