Any and all corrections to the following minutes will be made at the 12/02/04 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 18th, 2004
NEWFANE TOWN OFFICE

PRESENT:
Selectmen: Piet van Loon, Carleton Chaffee, Gary Katz and Chris Williams.
Absent: Priscilla Cotton
Also Present: Cathy Semans of Brattleboro Area Community Land Trust, Kendall Gifford of Windham Regional Commission, Edward Druke, Sr., 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 6:30 p.m.

2. ROAD BUSINESS
A. ROAD COMMISSIONER'S REPORT - (See attached report)
(1) Item #3 - Kurt will "even off" the property marker (town and Kent) at the edge of the town office parking lot. It currently sticks up and gets hit by the plow.
2. B. ROAD FOREMAN'S REPORT - (See attached report)
(1) Item #1. B. - Kurt will be changing around some of the plow routes and will write them down in the event that someone may have to come in if an employee is absent or other drivers have to fill in.
(2) Item #2. A. - The Chevy 4 X 4 lost its transmission. Kurt checked with the State and no surplus vehicles that will fit the bill were available. If bidders of the F-350 are not interested in the Chevy 4 X 4 as a trade, then it will be advertised for the best offer.
(3) Item #4. B. - Concerns were expressed regarding a new four-lot subdivision on Newfane Hill Road (TH#20). Road drainage and culverts will affect the proposed well locations. E. Druke also has concerns about the well protection areas as they affect his property across the road. He has contacted an attorney.
(4) Item # 4. C. - The Selectboard also expressed concern about the possible location of the driveways as shown on the plans. When applications are received, particular attention to site distances. A letter will be written to the current owner regarding the towns concerns for drainage, well locations and driveway locations.
2. E. UPDATE - CULHANE CORNER (TH#2) PROJECT
A call has been put into the state VTrans Historic Division regarding the historic considerations, if any, to be concerned about with the Culhane Corner project. In previous conversation with them, most of the concern centered around the location of the barn on the Culhane property. The preferred solution of the Selectboard infringes on the barn the least. The Selectboard discussed the project, the finances, and the next steps to be followed. It was decided to have the engineer prepare the complete Request for Proposal package so that if the Board does put the project out for bids, an actual cost for the project can be determined. Then the Board can determine the funds needed to complete the project, either through taxes and/or additional grants from the state.
2. F. RADWAY HILL (TH#4)/RIVER ROAD (TH#15) INTERSECTION
A letter will be sent to N. Mercede regarding the intersection and the work that needs to be done to complete the project and who will be responsible for the costs to be incurred.
2. G. PROPOSED - WINTER MAINTENANCE POLICY
Kurt prepared a draft Winter Maintenance Policy for the Board to consider. Some changes were made. The changes will be incorporated for the Selectboard to sign at the next meeting.
2. H. OTHER ROAD BUSINESS
(1) Motion was made by G. Katz and seconded by C. Chaffee to post the Winter Highway Regulations which will be in effect from November 15th until May 1st of 2005. Unanimous.
2. C. EXCESS WEIGHT PERMITS - No action taken.
2. D. ACCESS/RIGHT OF WAY PERMITS - No action taken

3. SCHEDULED MEMBERS OF THE PUBLIC
A. WRC - REGIONAL HOUSING REHAB PROGRAM
Cathy Semans of Brattleboro Area Community Land Trust and Kendall Gifford from Windham Regional Commission were on hand to explain the proposed Southeastern Vermont Revolving Loan Fund to serve residents of Windham and Windsor counties. Newfane and Dummerston are currently involved in a Housing Rehab Loan Program for the eligible citizens of the two towns. It is felt that in establishing this program, it would be more effective on a regional basis than trying to administer from town to town. A regional program will allow eligible residents in all communities to participate that do not have programs. It is anticipated that the current available funds in the Newfane/Dummerston program would be added to the regional program if the two towns agree. It is proposed that there be a policy board, consisting of representation from Windham and Windsor county towns, that would meet a few times a year. There would also be a loan committee that would meet on a monthly basis. Payments would be collected through one location. There will be a hearing in January to review the proposed program. They would like a letter of support to be included with their grant application to be completed in January or February. The Board members were encouraged by the idea of the proposed program.
3. B. OPENING OF BIDS
REFINISHING OF FLOORS AT WILLIAMSVILLE HALL
The following bids were received for the refinishing of the floors at the Williamsville Hall.

Powerglide Floor Sanding $ 9,031.25
Fissette Floor Sanding $ 8,810.00
Professional Floor Refinishing $10,760.00
Joseph Dhembe $ 8,960.00

All of the bids included a Certificate of Insurance. Most of the bids also included a list of reference. A suggestion was made by one of the bidders to leave the main stairs intact and to put grip tape on the stairs to the balcony. After some discussion, motion was made by C. Williams and seconded by G. Katz to accept the bid presented by Fissette Floor Sanding less the amount for the stair refinishing, of $750.00 for a total of $8,060. In favor: P van Loon, G. Katz and C. Williams. Abstaining: C. Chaffee. Motion passes.

4. UNSCHEDULED MEMBERS OF THE PUBLIC
No one present.

5. OLD BUSINESS
A. NEWFANE TRAFFIC ORDINANCE
The Board would like to see that the "Stop" sign locations throughout Newfane are included within the ordinance. A list of stop signs will be compiled by K. Bostrom.
5. B. PERSONNEL POLICY - No action
5. C. OTHER OLD BUSINESS
(1) A Request for Proposal will be put together for to include both painting of the outside of the Town Hall Building or the application of vinyl siding. A cover letter will be included with bids to be sent out.
(2) The question about having two Acting Zoning Administrators was checked with both the Secretary of State and VLCT. Both sources indicated that only one Acting Zoning Administrator is allowed. John Feifel is the current Acting ZA and serves in the absence of the ZA or if there is a conflict with the ZA on an application. Motion was made by G. Katz and seconded by C. Williams to appoint Richard Sullivan as the Zoning Administrator to begin his official duties as of Monday, November 22nd, 2004. His term is until March of 2006. Unanimous.

6. NEW BUSINESS
A. APPOINTMENTS
(1) DEVELOPMENT REVIEW BOARD - No action.
(2) LELAND & GRAY NEWFANE REPRESENTATIVE - No action.
6. B. SIGN FEMA MEMORANDUM OF UNDERSTANDING
Motion was made by C. Chaffee and seconded by C. Williams to have Chairman Hendrik W. van Loon sign the required FEMA Memorandum of Understanding documentation regarding the recent flood damage in order for the town to receive funds for the damages. Unanimous.
6. C. SCHEDULE MEETINGS WITH BOARDS, TOWNS AND AGENCIES
The Newfane and Dummerston Selectboards should meet soon to discuss the current Housing Rehab Program and the proposed Southeastern Vermont Home Rehab Revolving Loan Fund discussed earlier this evening.
6. D. OTHER NEW BUSINESS
(1) The Newfane Grant Policy, which was approved and adopted at the meeting of 11/04/04, was signed by the Selectboard present.
(2) There will be a Cross Town Talks, sponsored by Windham Regional Commission, held in Townshend on Monday, November 29th beginning at 7:00 p.m. It will be an open forum for Selectboards.
(3) Borings have been completed on Bridge #14 in South Newfane. VTRANS will be contact about the status of the results.

7. ADMINISTRATIVE ASSISTANT'S REPORT - (See attached report)
(1) Item #2 - A letter will be written to Paula Sagerman to ask for the materials that she has produced to date, including photographs, for the South Newfane/Williamsville Historic District designation. The project is only half completed and the grant has been closed. No decision was made at this time to determine if the Board will go forward to complete the project.
(2) Item #3 - The budget process begins! There will be a special budget meeting on Tuesday, December 7th beginning at 6:30 p.m. The CPA, John Mudgett, will be contacted about the progress he is making on the FY 2004 audit.
(3) Item #5 - A letter will be written and sent to N. Mercede.

8. MINUTES
Minutes - 10/21/04 - Motion was made by C. Chaffee and seconded by G. Katz to approve the minutes of 10/21/04, as written. Unanimous.
Minutes - 11/04/04 - Motion was made by G. Katz and seconded by C. Williams to approve the minutes of 11/04/04 as written. Unanimous.

9. CORRESPONDENCE
A. There will be a Windham County budget meeting at the Windham Superior Court on Thursday, December 9th beginning at 10:00 a.m.
B. Notification has been received of a Road Management Program sponsored by Vermont Local Roads that will begin in January at the cost of $495.00.
10. PAY ORDERS
Motion was made by G. Katz and seconded by C. Williams to approve the Newfane Payroll and Accounts Payable Warrants for the following amounts:
11/10/04 Payroll $ 3,211.43
11/17/04 Payroll $ 3,204.30
11/19/04 Acct.'s Payable #10 $ 150,373.92 Unanimous.

IRS Electronic Federal Payroll Tax Payments
11/10/04 $ 1,559.47
11/17/04 $ 1,004.82

Motion was made by C. Chaffee and seconded by G. Katz to approve the expenditure of $7,531.10 from the VCDP Grant #220/941G. Unanimous.

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 G. Katz and seconded by C. Chaffee to adjourn the Regular Meeting of the Board at 9:30 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 - 11/18/04

1. Winter Road Maintenance Plan
Kurt expects to have a draft Winter Road Maintenance Plan at the meeting on 11/18 for the Selectboard's consideration and approval.
2. Incorrect Signs
Concerning the incorrect highway signs on Hobby Hill and Grout Road (wrong TH numbers), Kurt recommends waiting to replace them with the correct ones until the current ones disappear again, since they are among the signs that have a tendency to do that. I agree.
3. Grading Town Office Lot
As you have probably noticed, the crew has graded the Town Office parking lot.

4. Priority List of Improvement Projects
Kurt is working on developing the priority list of needed road improvement projects and should have it for the Board's review shortly.
5. List of Stop Signs
Kurt will prepare the requested list showing where all Stop Signs in Town are located.
6. Plow Landing
The crew has completed construction of the landing at the end of Bensch Road to be used to turn the plow truck around.
7. Other Items
A. There are potential blind driveway problems and a well location problem at the new subdivision on Newfane Hill Road. The well would be compromised because it is directly in line with the outflow from an existing culvert. Sight distance standards appear to be a concern for the proposed driveways.
B. The crew has cut and marked tree stumps that could be a concern for plowing. The stumps will be ground up next year.
C. I went with Kurt to Springfield and Greenfield to look at plow options.

Gary Katz, Road Commissioner

1. ROADS
A. We have been spot grading and fixing areas around town, just to tie up loose ends before winter.
B. The crew has been putting up whips and posts on problem areas and guardrails so these items will not be hit by the plows and wings.
2. EQUIPMENT
A. The Chevy lost its transmission on Monday the 15th. I think if the dealers don't want the truck for a trade, we should just put it in the paper for best offer and get rid of it.
B. The valve body in the L9000 has had two bad spools in it for three years, and after using a micrometer on it, it has been found to have two spools with 0.002+ deflection on each of the spools that are binding. A new valve is being put on in the shop right now.
C. New tires have been put on the trucks that need them to prepare for winter.
D. The new sander should be on the 4900 next week.
3. WILLIAMSVILLE HALL
We took down the dead elm at the hall and we picked up the brush. Our neighbor was very happy.
4. NEWFANE HILL ROAD (TH#20)
A. The stumps from the trees we cut sown this past spring have been cut low and marked. Next year we will remove the stumps all together with a grinder.
B. Just down hill from Ed Druke's there are four lots going in. The lot that is farthest up hill has a well marked right in front of a culvert that needs to be fixed. This location makes this well a good spot to be affected from the road run off.
C. When the time comes for driveways, we have to look closely at the locations and approaches because of a hill and corner.

Kurt P. Bostrom, Road Foreman

1. Hugh Campbell of Massamont Insurance Agency in Greenfield was in to gather some information to submit an insurance quote. I did not ask him for a quote. I did fill out the renewal application the first part of November for the VLCT insurance renewal.

2. Dan Guadalupe called about the status of the South Newfane Historic Village designation as he will be applying for grants for the church and the old schoolhouse. The project was not completed by P. Sagerman. The town did get the grant monies for the amount that was completed. Is the town interested in pursuing a planning grant to have the project completed?

3. You have received your September expenses to date for the first quarter of the 2005 Fiscal Year. Also, I have given you a blank budget sheet with comparisons for several years of budget and expenses. The budget fun begins!!!

4. Four bids have been received for the refinishing of the floors at the Williamsville Hall. I spoke with Mike Fairchild of Acorn Wood Floors, who did not submit a bid as he has a full schedule, about Afluffing up@ the floor at the Town Office before it gets too far gone. No price given, just an idea. He also mentioned an alternative for the Williamsville Hall for cleaning and waxing or oiling, like the old dance floors.

5. I spoke with Attorney O'Connor regarding the intersection of Radway Hill Road (TH#4) and River Road (TH#15), and he would like the Board to write a letter to Nicholas Mercede asking the question about who will be paying the costs for the improvements to the intersection. I will try to get a draft ready for this evening.

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