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Board of Selectmen Meeting Minutes

Any and all corrections to the following minutes will be made at the 06/20/02 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
JUNE 6th, 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, Mrs. Katz, Gary's Mom, Chris Thomas of VT Municipal Equipment, John Spicer of Village Enhancement Committee, James Gray as Road Foreman and Doris A. Knechtel, Administrative Assistant.

1. CALL TO ORDER
The regular meeting was called to order by Chairman Richard Marek at 7:00 p.m.

2. SCHEDULED MEMBERS OF THE PUBLIC
A. OPENING OF BIDS - TRUCK SPECS
The following bids were received for the purchase of a new 37,000 GVWR minimum cab and chassis:

COMPANY Make Model Bid Price
With Trade
Bid Price
Without Trade
Patrol
Wing
Delivery
Date
Delurey Sales & Service
North Hoosick, NY
International 2003 (Trade 12,500) 7400 $65,209 $79,709 $7,250 90 - 120 days
VT Municipal Equipment
      $66,843 $79,343 $6,990 90 - 120 days
      Howard Fairfield, Inc. Equipment    

L & B Freightliner
Westminster, VT
Sterling L8500 (Trade 6,500) 2003 $68,967 $75,467 $7,250 Dec. 1, 2002
      VT Municipal Equipment
List of exceptions
   

McDevitt Truck Sales
Manchester, NH
Sterling L7500
(Trade 7,500)
  $42,824 (chassis only) $50,324(chassis only) $6,990 Nov. 30, 2002
      Howard Fairfield, Inc. Equipment    
      $69,600 $77,100    
      Hill-Martin Corporation
   

Minuteman Trucks, Inc. Sterling 2003 (Trade 3,500) L8500 $45,814
$26,541
$72,355
$49,314
$26,541
$75,855
$7,250 Dec. 2002
      VT Municipal Equipment    

Motion was made by P. van Loon and seconded by G. Katz to have Jim Gray and the Road Crew review the bids submitted to determine the true cost of the truck cab, chassis and equipment. Unanimous. A spread sheet will be compiled for the Board members and the highway department members to review.

2. B. VILLAGE ENHANCEMENT COMMITTEE - JOHN SPICER
John Spicer was present to speak to the Board regarding the mini grant received by VEC for the planting of a tree near the entrance to Williamsville village. The VEC is willing to work with the Board to have signage consistent with what is planned for the entrances to Williamsville, South Newfane, Brookside and the Village of Newfane. The gateway design to the villages may not include tree planting. The committee would like a representative of the Selectboard to be in attendance at their meeting of June 27 at 7:30 p.m. at Williamsville Hall. J. Anderson agreed to attend as long as he has clear guidance from the Board as to the placement of the tree. John Spicer also indicated that they are trying to recruit new members to the committee.
2. C. VEHICLE CRUSHER REPORT - G. GARBE
G. Garbe spoke with Courtney Nau of Brookline about the feasibility of having a crusher operator from Pittsford, VT come to the Nau property in Brookline to crush and remove vehicles. To make it worthwhile for the operator to come to Brookline, there would need to be 400 vehicles. Otherwise C. Nau will need to transport his vehicles to Pittsford. There may be a way to negotiate with C. Nau the bringing vehicles to the Brookline site from other areas in Newfane and abutting communities.
P. van Loon mentioned an Environmental Compliance Workshop for Auto Salvage Operators that will be held in Brattleboro on June 27th from 7:45 - 10:30 a.m. at the Holiday Inn Express. He will be attending the workshop.
3. UNSCHEDULED MEMBERS OF THE PUBLIC
No additional members of the public had any issues to bring before the Board.
2. B. VILLAGE ENHANCEMENT COMMITTEE - JOHN SPICER - (cont.)
For the planting of the tree near the gateway to the Williamsville Village, the Board would like J. Anderson to get a sense of where the committee is thinking of placing the tree. There is restricted space for the planting of a tree in the area described. The Board in the past has held fast to the rule that no trees be planted within the town highway right of way.

5. OLD BUSINESS
C. OTHER OLD BUSINESS
(1) Notice of violation letters were sent (05/31/02) to three property owners regarding various violations of the Junk and Junk Vehicle Ordinance. The owners have 90 days to remove the debris, tires, vehicles, etcetera. No response has been received to date.
(2) R. Marek spoke with the Town Agent regarding the matter of P. Veach O'Dell and the Windham County Humane Society. It may be possible to go though small claims court to recover some of the monies or there may be other ways to effectively collect with a joint suit with the WCHS. R. Marek will contact the WCHS.
(3) P. van Loon has indicated that there is another property in town that may be in violation of both the Zoning Ordinance and the Junk and Junk Vehicle Ordinance. It involves a mobile home which may not have been registered with the Town Clerk. He will check into the particulars.
(4) G. Katz mentioned that the letter sent to the Newfane Garden Club thanking them for their contribution to the gardens in front of the Town Office, was well received by the members at their recent meeting.
4. ROAD BUSINESS
A. ROAD COMMISSIONER'S REPORT - (See attached report)

4. E. OTHER ROAD BUSINESS

(1) Motion was made by J. Anderson and seconded by R. Marek to send out the bids for paving of 4,930 linear feet of Dover Road (TH#2) from Stratton Hill Road (TH#35) to Monroe Bridge (BR#15). Unanimous. Bids to be due on June 20th at 7:00 p.m. (See RF report Item #6)

(2) Motion was made by J. Anderson and seconded by P. van Loon to have the Selectboard sign the Annual Financial Plan for Newfane Town Highways. Discussion. L. Bedell objected to having South Wardsboro Road (TH#1) listed as a major project for the cost of $25,000. The recommendation of the Road Commissioner and the Road Foreman is to do Upper River Road as a first road project for FY 2003. (See RC report Item #7) It was moved and seconded to amend the main motion to replace South Wardsboro Road (TH#1) with Upper River Road (TH#15) to be the major road project for FY 2003. Vote on and amendment and the main motion, unanimous.
(3) It was reported that a logging operation who does not have the proper excess weight permits as been using Auger Hole Road (TH#3). It was also indicated that this particular vehicle is uninsured.

4. C. EXCESS WEIGHT PERMITS
Motion was made by J. Anderson and seconded by P. van Loon to approve the following Excess Weight Permits:

Contractor # Axles Weight Requested Weight Approved
Travis Bristol 2 35,000# 35,000#
3 60,000# 60,000#
4 69,000# Reduced to 60,000#
4 69,000# Reduced to 60,000#
Sam B. Garfield 3 60,000# 60,000#

Unanimous.

4. D. ACCESS/RIGHT OF WAY PERMITS
No Access/Right of Way permits were submitted that required any action by the Board.

5. OLD BUSINESS
A. GOAL AND OBJECTIVES LIST
G. Katz reported that when it is convenient with the employees, he will be putting together a meeting to discuss how best to organize the upstairs "attic" storage space for storage by each department. On the matter of the revised Personnel Policy, VLCT will be contacted for the newly updated version of a sample Personnel Policy.

5. B. SIGN REQUEST FOR HAZARD MITIGATION FUNDS - WILLIAMS
D. Knechtel explained the requisition for Federal Funds to be used for the closing of the Williams property on Steep Way (TH#21). The funds being requested are to be used to pay off the mortgage, to pay the Williams and for the town closing costs. Motion was made by J. Anderson and seconded by P. van Loon to approve the request for the requisition of Federal Funds for the Williams Property Acquisition. Unanimous.

5. C. OTHER OLD BUSINESS
(1) Motion was made by J. Anderson and seconded by G. Katz to authorize Chairman Richard J. Marek sign the updated Rapid Response Plan for the Town of Newfane. Unanimous. The Emergency Management Committee met to update the information for the plan. It was also agreed to send a mailing through the tax bill to update the information of residents with special needs during an emergency. The EMC is also working to update that flyer.

(2) Motion was made by L. Bedell and seconded by G. Katz to send a letter to the members of the Planning Commission, Zoning Board of Adjustment and the Conservation Commission to invite them to a special meeting on Monday, July 8th beginning at 7:00 p.m. for the purpose of discussing the various roles and responsibilities of each group and ways that the Boards and Commissions can work together more closely. Unanimous.

6. NEW BUSINESS
A. APPOINTMENTS
(1) AUDITORS - 3 No appoints were made.
(2) ZONING BOARD OF ADJUSTMENT - 1 for 2005

7. ADMINISTRATIVE ASSISTANT'S REPORT
A. Item #1 - R. Marek indicated that he called each of the Board members and everyone agreed to allow the purchase and installation of the picture molding in the Williamsville Hall dining area. Motion was made by J. Anderson and seconded by R. Marek to ratify the action taken by the Board to authorize the installation of picture molding at the Williamsville Hall for a cost not to exceed $100.00 Unanimous.

B. Item #7 - D. Knechtel explained to date how the process has been going for the Preliminary Valuation grievance meetings and the results of those meetings. The problems for the transferring of information from the Assess Pro program to the NEMRC to print the Listers grievance notices were also explained to the Board. Even with the various setbacks, the notices were sent to the property owners on June 4th, as required.

8. MINUTES
The minutes of 05/02/02 and 05/16/02 have not been completed. Motion was made by P van Loon and seconded by J. Anderson to approve the notes of the Special Meeting of 05/29/02, as written. Unanimous. A quorum of the Board was not present at the meeting Annual Highway Meeting. Wm. Noyes, VAOT District #2 Technician was not in attendance either.

9. PAY ORDERS
Motion was made by G. Katz and seconded by R. Marek to approve the Newfane Payroll and Accounts Payable Warrants for the following amounts:
05/18/02 Payroll $ 2,634.46
05/25/02 Payroll $ 2,742.00
06/01/02 Payroll $ 2,748.44
06/03/02 Payroll $ 4,431.17
06/04/02 Acct's Payable #27 $ 573.84
06/07/02 Acct's Payable #28 $ 22,255.82 Unanimous.
IRS Electronic Federal Payroll Tax Payments
05/22/02 $ 1,724.06
05/29/02 $ 806.34
06/05/02 $ 846.31

10. CORRESPONDENCE
A. A letter has been received from Myra Fassler, President of the Moore Free Library Board of Trustees, requesting permission to have one dedicated handicap parking space on the street in front of the library. Motion was made by P van Loon and seconded by G. Katz to approve of her request. Unanimous. R. Marek will relay the approval of the Board to her request.

12. ADJOURNMENT
Motion was made by G. Katz and seconded by P. van Loon to adjourn the Regular Meeting of the Board at 9:44 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 06/06/02

1. PERMITS
Jim and I did not have any permits to review as of 06/04/2002. We did look at Percy Powling's drainage situation and gave him a blank permit. He wants to have two 4" perforated pipe drains empty into a town culvert under Baker Brook Road (TH#19). The culvert is a 12" tarred culvert that seems to be in good repair. We would not normally upgrade it to an 18" culvert until it wore out. The area to be drained is quite wet.
We also gave out two blank permits for two fences that were built in the right of way. The fences were reviewed and these permits may come in soon.
We also gave out a blank permit to a property owner on Dover Road in South Newfane who put large rocks in the right of way and informed them that placing rocks requires a permit.

2. COMPLAINTS
Jim cleared the ditch by a private culvert that overtopped during a recent rain storm. I appreciate our chairman stepping in to go up with Jim when I could not be reached in time. There was an old complaint about washouts on the side of Depot Hill Road. These washouts and perhaps others on South Wardsboro Road (TH#1) could be worked on when the grader goes in for repairs since that job does not require the grader.

3. EQUIPMENT
The grader will need to go in for repairs at a convenient point this summer.

4. GUARDRAILS
The held over work from last year may begin as early as next week.

5. BRUCE BROOK BRIDGE
Daniels is obtaining the required permit for working in the stream. The FEMA environmental review will be done in a week to three weeks time. The District knows that this review is holding up the work (Daniels was ready to start this week).

6. FLOOD WORK AUDIT
Doris has completed the audit project packages and Jim will/has been in touch with the District to see when they want to schedule the audit. Bill Noyes being out at this time is a problem because of his personal knowledge of the project and the agreements that were made.

7. ROAD PROJECTS
The board had asked that Jim and I recommend a road project to be accomplished first. We recommend that Upper River Road (TH#15) be done. Jim feels that a contractor with an excavator could work in the right of way on a time and materials basis. The job would be a few days or less in duration. If blasting is needed (and it might not be) it would be the contractors responsibility to line up a subcontractor. A site review by the State representative would be all that is needed regards any impact on Route 30 which is just up the bank from where the work would be done.



ROAD FOREMAN'S REPORT 06/06/02
TOWN OF NEWFANE HIGHWAY

1. The following roads were worked on since the last regular Board of Selectmen's meeting: Loop Road (TH#76), Baker Brook Road (TH#19), Wiswall Hill Road (TH#11), Flynn Road (TH#49), Newfane Hill Road (TH#20), Hobby Hill Road (TH#19), Adams Hill Road (TH#27), Toby Hill Road (TH#29), Eddy Road (TH#71), Vic Benjamin Road (TH#64), Clark Farm Road (TH#12), and River Road (TH#15) from Kenolie Village Campground to Radway Hill Road (TH#4). Woodlands road (TH#63) was graded and raked.

2. Heavy downpours on 05/31/02 and on 06/05/02 have scoured the surface of many back roads. Culverts are cleaned daily. Ditched and highways will have to be reshaped.

3. Guideposts have been put back up at all culvert locations. Bandrail to be installed next week.

4. Bridges over 20' in length are being inspected by Matt Joy of VT Highway.

5. Garbage bags are still being dumped off of Adams Hill Road (TH#27).

6. Retreatment specs were drawn up for letting out to bid. Dover Road (TH#2) from Stratton Hill Road (TH#35) to Monroe Bridge (BR#15) to be done.

7. Equipment: A. The 140G Cat Grader circle has been shirred. B. The 4X4 Chevy glowplug system and brakes were repaired at Twin State. C. The '90 Mack rear tires are being re-capped. D. All other equipment is operational.

8. Signs have been ordered from VT Correctional Industries.

Respectfully submitted,
James O. Gray, Road Foreman


To: Newfane Selectboard MEMORANDUM
From: Doris A. Knechtel
Subject: Administrative Assistant's Report
Date: June 6, 2002

1. Nancy Riege has left some samples and an estimated price for the picture molding to be installed in the dining area at the Williamsville Hall. R. Marek mentioned that the molding should be secured with screws rather than being nailed.

2. The Rapid Response Plan has been updated by the Emergency Management Committee and needs to be signed by the Board if you approve.

3. The Flood Reports have been completed. A copy has been given to J. Gray for his review. Wm. Noyes has not yet received them as he has been away for a week or two. He should be available within a week or two.

4. Floyd Roberts, District #2 Administrator, has indicated that FEMA has reviewed the plans for the replacement of Bridge #32 and finds that changes need to be made to the current plans. FEMA will be in touch with Daniels Construction. This will delay the start of the project. F. Roberts will keep us informed.

5. The Board will need to sign the annual highway financial plan as discussed at the meeting with Floyd Roberts on May 29th. A copy has been included with you information packet.

6. The request for funds from FEMA for the Hazard Mitigation Program involving the Williams property has been completed with a copy included with your information. This request is for the closing cost, mortgage payoff, taxes and the Williams amount. Another final request for funds for the demolition of the property will be made at a later date.

7. The preliminary grievance of the new assessed values has been completed. Approximately 130 people came in for appointments or wrote letters involving 162 parcels resulting in changes to 83 parcels being reduced. On Tuesday, the grievance notices from the Listers were sent out to all property owners with grievance dates set for June 19, 20 and 21. The process has been very interesting for me, but it has taken away from my Administrative Assistant duties, especially in the area of minutes not being completed. Once the Grand List is finalized in early July, then hopefully, things will be back to more normal schedule.

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