Newfane, Vermont - Board of Selectmen Meeting Minutes

Any and all corrections to the following minutes will be made at the next regular 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 16th, 2006
NEWFANE TOWN OFFICE

PRESENT:
Selectmen: Daniel DeWalt, Patricia Halloran, Joseph Mandell, Christopher Williams and Hendrik “Piet” van Loon.
Also Present: Gary Katz, Edward Druke, Sr., Charles “Bud’ Bergmann, Jonathan Julian, Todd Lawley 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 6:30 p.m.
2. ROAD BUSINESS
A. ROAD COMMISSIONER’S REPORT
(1) C. Williams and T. Lawley looked at the situation on Timson Hill Road (TH#41) where the culvert has been damaged. There is enough room to put in a jersey barrier to protect the area. It appears that the old sidewalk broke off.
(2) Photos were reviewed of damage caused by poor drainage coming from a steep driveway off of New Road (TH#30). A letter will be sent to the property owner to make him aware of the problem with his washed out driveway.
(3) C. Williams is pleased with the condition of the roads. It was suggested that the culvert at the entrance to Beetlestone Cemetery be removed for the winter months and replaced in the spring.
2. B. ROAD FOREMAN’S REPORT - (See attached report)
(1) Item #3 - T. Lawley will be keeping an eye on the condition of Depot Road (TH#2). NiCom still needs to return and fill in the wide crack that has been sealed but needs to be filled flush with the road surface.
(2) Item #8 - The Road Crew will put up stakes along West Street (TH#1) to protect the sidewalk edging from the removal of snow. According to the winter regulations, which are in effect from November 15th through April 15th, vehicles parked within the right-of way that hinder snow and ice removal will be towed at the owners expense.
(3) Item #9 - The Road Crew will have to plow the requested section of Cushing Flats Road (TH#6) with the small truck beyond where it is currently plowed. The section is not currently well maintained. It would be helpful to contact the property owner to ask if they have a particular time schedule.
(4) Item #10 - It would be helpful for M. Fitzpatrick to keep a stockpile at the pit for the town to draw on as needed. Or the town should stock pile some at the town garage site.
2. H. OTHER ROAD BUSINESS
(1) P. Halloran asked about the pagers. The consensus of the Board is that it is a good idea. T. Lawley will be checking to see if there is an additional cost from what has been quoted for separate numbers for each pager.
(2) Judy Egan was unaware that a stop sign had been put up on the covered bridge. Discussion ensued about whether there should be a stop sign on each end, or a stop and yield combination with a stop ahead sign. No decision was made.
(3) J. Mandell asked if there are any plans for the repair of Grimes Hill Road (TH#5) and the guard rails that are not secure. It was suggested that maybe some of the ditch material could be put to help secure the bank with the land owners permission.
(4) Board members discussed the traffic delineators in Williamsville and the matter of their removal from the center of the road before dark. It was reported that one of the delineators was in two pieces after dark in the road and someone had to suddenly brake to avoid hitting the pieces. It was picked up and put at the garage. The original premise was to remove the delineators during the winter regulation period, November 15 - April 15. Motion was made by D. DeWalt and seconded by J. Mandell to leave the delineators out during the day in Williamsville until snow actually flies. Discussion: J. Julian indicated that the cones are effective and do help to curtail speeding vehicles through the village. P. Halloran expressed that the road crew should not be held responsible for the removal of the cones. It should be an all volunteer system. D. DeWalt offered an amendment to add to the motion to replace until snow actually flies with “until truck are put into service to plow or sand”. J. Mandell agreed. Vote: Three in favor. Motion passes. Some of the decal letters and numbers need to be replaced.
2. C. EXCESS WEIGHT PERMITS - No action
2. D. ACCESS/RIGHT OF WAY PERMITS - No action
2. E. HIGHWAY WINTER REGULATIONS
Motion was made by P. Halloran and seconded by D. DeWalt to post and publish the Newfane Winter Regulations to be in effect from November 15, 2006 until April 15, 2007. Unanimous.
2. F. CULHANE CORNER UPDATE
Chairman van Loon reported that he spoke with Attorney Rich Perra and no further correspondence has been received from the attorney for the Culhane’s, Thomas Costello. P. van Loon has spoken with John Alexander, VTrans District #2 Technician about yet another extension of the grant for the replacement of the Culhane Corner wall.
C. Bergmann was present to ask about what areas of concern have been holding up the project negotiations between the property owners and the town. He offered his assistance to see if he can work with the property owners to resolve some of the issues. Board members thanked him for his offer and indicated that it was a try.
The consensus of the Board is that the project will not go forward until the spring. Motion was made by D. DeWalt and seconded by P. Halloran to approve the letter to be signed by Chairman van Loon asking the state for an extension of the structures grant for the Culhane Corner Project. Unanimous.
2. G. STRATTON HILL BRIDGE
Dopp & Dopp has been contacted about the price of a new steel beam bridge structure. No response has been received to date. P. van Loon spoke with John Alexander of AOT District #2 and there is no temporary bridge available at this time.
3. SCHEDULED MEMBERS OF THE PUBLIC - No one scheduled
2. H. OTHER ROAD BUSINESS
(5) It was mentioned that the change in the location of the recycling containers at the Town Office is an improvement. It was suggested that a sign be put up about illegal dumping. There is also the possibility of putting up a surveillance camera from WSWMD.
(6) E. Druke complimented the Road crew on the work on the drainage that improved in the area of the Fawcett’s residence on Timson Hill Road (TH#30).
5. OLD BUSINESS
A. DISCUSSION OF STATUS
(1) PERSONNEL POLICY - No action. Next special meeting on November 27th
(2) WIRELESS TELECOMMUNICATIONS FACILITIES BYLAW - No action.
5. C. UPDATE - VT EMERGENCY MANAGEMENT FORMS
E. Druke indicated that the Emergency Management Committee will be having a meeting in early December to work on the required forms.
11. EXECUTIVE SESSION
Motion was made by P. Halloran and seconded by J. Mandell to enter into Executive Session at 7:52 p.m. with the Selectboard and Road Foreman present to discuss a matter of personnel. Unanimous.
Motion was made by P. Halloran and seconded by D. DeWalt come out of Executive Session at 8:02 p.m. and return to the regular meeting of the Selectboard. Unanimous.
Motion was made by P. Halloran and seconded by J. Mandell to increase the hourly rate of Herb Edgerly based on a six (6) month review to be retro active to November 1st. Unanimous.
5. B. REVOLT & REPEAL
Board members reviewed and discussed the draft letter regarding the Revolt & Repeal effort regarding Act 60/Act 68. Board members agreed to omit the last bullet and to send the letter to Governor as well as the local legislators. The letter is to be signed by all of the Board members. 5. D. OTHER OLD BUSINESS
(1) P. Cotton will be contacted to see if she is still interested in serving on the VSP Community Advisory Board which will be meeting on 12/12 at 7:00 p.m. at the Jamaica Fire House.
(2) A question was raised about the next step in the process for the LaFlamme/Van Dyke letter and ticket regarding the violation of the “junk” trailer on South Wardsboro Road (TH#1). They need to respond within a certain number of days according to the ticket before the next step in the process begins. A second letter may be written from an attorney. If the town is to remove the “junk” property, and the owners are to reimburse the town, the Board needs to make sure of the steps to be followed.
(3) P. van Loon suggested that the Board begin thinking about making improvements to the attic/storage area. The town will have to request a waiver from the Department of Labor & Industry for a handicap access.
(4) J. Pyatak has indicated that he will be resigning from the DRB. No letter has been received to date. The Board may move one of the alternates up to a regular position after an official letter of resignation is received from J. Pyatak.
6. B. SIGN CONTRACT - REAPPRAISAL
The two copies of the contract received from New England Municipal Consultants, Ltd. for a Town-Wide Reappraisal, to be done in two phases, was signed by the Board. The bid was approved at the November 2nd meeting.
6. NEW BUSINESS
A. APPOINTMENTS - No action on (1) through (5) was taken.
6. C. OCTOBER FINANCIAL REPORTS
The October financial information was reviewed by the Board. Concern was expressed about the need to borrow funds. There have been some large expenses for highway equipment, paving and gravel during the first part of this fiscal year. P. van Loon spoke with E. Saunders of NEMRC regarding need for additional training for the Town Treasurer on the NEMRC financial programs. There was also a suggestion that the TT be encouraged to take a basic accounting course.
6. D. OTHER NEW BUSINESS
(1) Notification has been received that the Planning Commission has received a grant from the Department of Housing and Community Affairs in the amount of $14,950 for the preparation of a unified development Zoning Bylaw for Newfane.
(2) The town has received information from VLCT regarding a change in Health Care coverage from Blue Cross Blue Shield to CIGNA as the Health Trust insurer. The average member rate increase is expected to be 12% as compared to the 29% renewal rate for Blue Cross. There is a VLCT meeting about CIGNA at the Dover Town Hall on Friday, December 1st from 8:00 a.m. to 11:00 a.m. The town has also been contacted by other potential health care providers. They will be contacted about meeting on Monday, December 4, in the afternoon for about one hour each to present their programs.
(3) The town has received an Ancient Road survey from the Agency of Transportation that is to be completed by December 1. Chairman van Loon reviewed the questions with the other Board members.
(4) The School Board would like to have one Selectboard representative on a special committee that will discuss the potential future use of the recently purchased 98 acres adjacent to the school. J. Mandell volunteered to serve in that capacity.
7. ADMINISTRATIVE ASSISTANT’S REPORT - (See attached report)
A. Item #7 - Motion was made by P. Halloran and seconded by J. Mandell to sign and approve the list of Errors & Omissions submitted by the Newfane Listers. Unanimous.
B. All other items were reviewed. No action was required by the Board.
8. MINUTES
Minutes 11/02/06 - Correction: Page #1, 2. B. (2) fourth sentence change be gin to begin. Motion was made by P. Halloran and seconded by C. Williams to approve the minutes of the Regular Meeting of 10/19/06 as corrected. Four in favor, one abstention. Motion passes.
Minutes 11/14/06 - Motion was made by P. Halloran and seconded by J. Mandell to approve the minutes of the Special Meeting of 11/14/06 as written. Unanimous.
9. CORRESPONDENCE
A. There will be a Preliminary Windham County Proposed Budget Meeting at the Windham County Courthouse on Thursday December 14th beginning at 10:00 a.m.
B. A letter received from Rescue Inc., indicates that the per capita rate will increase from $12.75 to $14.75.
C. A copy of the Land Use Permit issued to Stratton Corporation for the creation of a 12-lot subdivision has been received.
10. PAY ORDERS
Motion was made by P. Halloran and seconded by J. Mandell to approve the Newfane Payroll Warrants and the Accounts Payable Warrant for the following amounts:
11/08/06 Payroll $ 3,459.78
11/15/06 Payroll $ 3,088.23
11/17/06 Payroll $ 241.81
11/09/06 AP Warrant #9B $ 1,148.45 (Replacement check)
11/17/06 AP Warrant #10 $ 36,934.46 Unanimous.

IRS Electronic Federal Payroll Tax Payments
11/06/06 - 11/15/06 $ 1,619.02
11/14/06 - 11/22/06 $ 1,104.80

Borrowing - Motion was made by P. Halloran and seconded by C. Williams to authorize the Town Treasurer to begin the process for a Line of Credit for up to $200,000. Unanimous.
11. EXECUTIVE SESSION - IF NEEDED
Occured earlier during the meeting..
12. ADJOURNMENT
Motion was made by P. Halloran and seconded by C. Williams to adjourn the Regular meeting at 10:30 p.m. Unanimous.

Respectfully submitted,

Posted: Town Clerk's Office, Newfane Store, Williamsville General Store, and South Newfane General Store & Deli.
www.newfanevt.com

ROAD FOREMAN’S REPORT
November 16, 2006

1. Roads: We have had some problems with the leaves in the ditches plugging up culverts and washing roads. New Road (TH#30) and Upper Spring Hill Road (TH#23) were washed out so people couldn’t get over them. We spent last Friday repairing both roads. The rest of the roads are holding ok. We haven’t been able to do much grading lately because of the constant rain storms. As soon as we can we will be out with the grader shaping up the roads. We also have a culvert problem on South Wardsboro Road (TH#1). I have ordered a two foot culvert to replace it and will put it in next week if the rain stops. The crew has done some ditching on Timson Hill Road (TH#41) and are now on Otis Lane (TH#22). We are having problems with a driveway on New Road (TH#30) that is washed out and it is running into our road which washed our road ouout the last storm. I think a letter should be sent to the land owner along with the picture I took explaining that they need to fix it ASAP or they will have to pay to fix the town road next time.
2. Equipment: Both the F-350 trucks have been to David Ford for service, the ‘05 F-350 has some other work done that was under warranty. Dick is getting the little one-ton sander ready. He is changing it to hydraulic’s. We have all the parts for it.
3. Depot Hill: Depot Road (TH#2) has had a little more of an area that slid. I have marked the area with florescent paint so we can see if it continues to get worse.
4. Winter Sand is all in and we filled the salt shed as well.
5. Pagers: I have gotton a quote on the pagers. I think you all have copies. It was about what I said it was at the last meeting. All four guys said that they would try one and see how it goes if the Board approved it. The only thing that I don’t think is a good idea that everyone would have the same number. That won’t work because there are a lot of times when I only need one guy to do something like salt, or help cut a trerr etc. I think everyone needs a separate number.
6. Lane Construction: Lane Construction finished up the shoulder work and it looks good and they did it for less than the quote.
7. Posting the Road that we don’t plow or sand in the winter will be done next week and winter regulations should be put in the Reformer as well.
8. West Street: Should we use the grade stakes that we have left over from the culvert inventory to mark ou the new sidewalks? And are we going to put up No Parking signs on the sides of the road so we can enforce the No Parking in the winter?
9. We have a request to plow out further on Cushing Flats Road (TH#6) to the former Jurkowski property. What is the town policy on this? I’m assuming that we have to but I’m not sure of that. It would probably need to be done with the one-ton truck.
10. Crushed Gravel: I talked to Mike Fitzpatrick about getting more gravel crushed so we couls have a stock pile at the garage that way if we had flooding in the winter or a bad mud season we would have something to use. He would like to crush up whatever the town wants to and have the town have a stockpile in his pit. They are starting to slowly run out of gravel in that pit. I think the town would be smart to have him crush approximately 3,000 years of gravel so we can have it. It is $9.00 per cubic yard at that pit compared to $13.00 or more a yard delivered to the town garage. It would make our gravel budget go a lot further.

To: Newfane Selectboard MEMORANDUM
From: Doris A. Knechtel
Subject: Administrative Assistant’s Report
Date: November 16, 2006

1. The new paint job on Town Office building is nearly completed. It looks so much better! For an additional $300.00 Pam Goulet will paint the fence out front which was not included in the bid. Also, Dick Flynn will refresh the Newfane Town Offices sign sometime in December for an estimated cost of $200.

2. Jonathan Julian was in today regarding the delineator(s), in particular, the one that had been missing that was brought to the Town Garage. He will volunteer to place and remove the object from the center of the road if it is put in front of his house. He is expecting to attend this evening’s meeting.

3. I have made copies for you of the Setting of Speed Limit Regulations for your review.

4. It has been reported to me by John Pyatak (11/10) himself that he will be resigning from the Development Review Board. No letter has been received to date.

5. You have been given reports from the Vermont State Police activity from July through October in Newfane. Reports of the individual officers is available for review. Lieutenant Hopkins would like to know if a Board member or Priscilla will be representing the town at the December 12th meeting at the Jamaica Fire House beginning at 7:00 p.m.

6. I have made the proposed changes to the proposed Personnel Policy discussed at a previous meeting. Would the Board members like me to print them out now or wait until you have completed the rest of the document?

7. The Listers have prepared a list of Errors and Omissions that needs to be approved by the Selectboard. As you can see, the majority of the E & O comes from Kenolie Village. The Listers are planning to send a letter to the owners of the individual trailers as soon as we get an updated list from Mr. Dowley.

8. I don’t know if you have heard, but VLCT Health Trust is moving from Blue Cross Blue Shield to CIGNA due to the high percentage rate increase. There is a meeting in Dover on December 1 (8:00 - Noon) to review the changes. The town has also received information from Hillary Cooke and an inquiry from Richards Insurance about Health Insurance packages.

9. I will be away next week to celebrate Thanksgiving in North Carolina with my nephew Eric and his family. To all of you, have a wonderful Thanksgiving with family and friends!