Selectboard Meeting Minutes – January 3, 2018

TOWN OF NEWFANE

SELECTBOARD MEETING

MINUTES

JANUARY 3, 2018

 BOARD MEMBERS PRESENT:   Marion Dowling, Shelly Huber, Gary Delius (via telephone), Christopher Williams

OTHERS PRESENT:   Jay Wilson, Shannon Meckle

CALL TO ORDER

The meeting was called to order at 6:00 p.m. by Marion Dowling, Chair.

ADDITIONS/AMENDMENTS TO THE AGENDA

A motion was made by Shelly Huber and seconded by Christopher Williams to add an Executive Session to the agenda for the purpose of discussing a summons received.  The motion carried unanimously.

MINUTES

December 18, 2017 Regular Meeting:    A motion was made by Christopher Williams to approve the minutes. The motion was seconded by Shelly Huber. The motion carried with Christopher Williams, Shelly Huber, and Marion Dowling in favor and Gary Delius abstaining.

December 20, 2017 Budget Meeting:   A motion was made by Christopher Williams to approve the minutes. The motion was seconded by Shelly Huber. The motion carried with Christopher Williams, Shelly Huber, and Marion Dowling in favor and Gary Delius abstaining.

ROAD BUSINESS

Road Foreman’s Report: See attached report.

 A motion was made by Gary Delius and seconded by Shelly Huber to accept the report. The motion carried with Gary Delius, Shelly Huber, and Marion Dowling in favor and Christopher Williams abstaining. 

 The Board thanked Jay and the crew for all of the work they’ve been doing, especially during the holidays.

ADMINISTRATIVE ASSISTANT’S REPORT

See attached report.

 A motion was made by Christopher Williams and seconded by Shelly Huber to approve the Administrative Assistant’s Report. The motion carried unanimously. 

 A motion was made by Christopher Williams and seconded by Shelly Huber to set compensate hourly employees who are required to work on Christmas and Thanksgiving with 8 hours holiday pay, plus double time for hours worked, with four hours minimum.  The motion carried unanimously. 

UNSCHEDULED MEMBERS OF THE PUBLIC

There were no unscheduled members of the public.

OLD BUSINESS

Recycling Survey Results:   Shannon reviewed the results of the survey with the Board.  After a brief discussion, a motion was made by Gary Delius to accept the results of the survey and also to leave the recycling situation as it is for a year and revisit the issue during budget season next year. The  motion was seconded by Christopher Williams. The motion carried unanimously. 

Land Donation Proposal:    Shannon presented Rich Carroll’s comments to the Board. Marion read the letter into the record. Discussion ensued regarding current use and other concerns.  A motion was made by Gary Delius to authorize Rich Carroll to continue researching with time not to exceed three hours.  The motion was seconded by Christopher Williams. The motion carried unanimously.

Baker Brook Road Issue:  A motion was made by Gary Delius to table discussion until the next meeting. The motion was seconded by Christopher Williams. The motion carried unanimously.

EXECUTIVE SESSION:

Marion noted that the town received a summons regarding a land dispute.  A motion was made by Marion Dowling to enter into Executive Session  to discuss pending or probably civil litigation, because premature general public knowledge would clearly place the public body or a person involved at a substantial disadvantage. The motion was seconded by Gary Delius. The motion carried unanimously.  

A motion was made by Gary Delius and seconded by Christopher Williams to invite Shannon Meckle into the Executive Session.  The motion carried unanimously.

The Board entered into the Executive Session at 6:45 p.m.

A motion was made by Gary Delius and seconded by Shelly Huber to come out of Executive Session at 6:50 p.m. The motion carried unanimously.

A motion was made by Gary Delius to pass the summons  along to Rich Carroll for representation.  The motion was seconded by Christopher Williams. The motion carried unanimously.

CORRESPONDENCE

A letter was received from Todd Lawley  requesting compensation for running the grader.  A timesheet was previously submitted. A motion was made by Christopher Williams to pay him for the hours worked at a rate $20.00 per hour.  The motion was seconded by Gary Delius. The motion carried unanimously.

PAY ORDERS

 A motion was made by Christopher Williams and seconded by Shelly Huber to approve pay orders as follows:.

  • Accounts Payable Warrant No. 18013 in the amount of $161,772.34
  • Payroll Warrant No. 12/27/17 in the amount of $5,733.05
  • Payroll Warrant No. 01/03/18 in the amount of $6,724.72

 The motion carried unanimously.

ADJOURN

A motion was made by Christopher Williams and seconded by Shelly Huber to adjourn at 7:15 p.m.  The motion carried unanimously.

 

Respectfully Submitted,

Shannon Meckle

 

ROAD FOREMAN’S AND ROAD COMMISSIONER’S REPORT

January 3, 2018

 

  1. The storm over the Christmas Holiday kept us busy.

 

  1. We have been taking advantage of the cold weather to do some cleaning in the garage and we have added some shelves as well.

 

  1. On the days that warm up a little we have been cutting some low hanging branches left from the ice storm

 

  1. The storm repairs were all completed on schedule and the extra concrete barriers have been removed. We have returned all the signs to VTRANS that they loaned us.

 

  1. We have been doing a little vehicle maintenance between storms and everything is ready for tomorrow’s storm.

 

  1. I purchased 12 new traffic cones for the Fire Dept. because all the ones we had borrowed were in pretty rough shape after being on the road for several weeks.

 

Thank You,

Jay Wilson, Road Foreman

Christopher Williams, Road Commissioner

 

ADMINISTRATIVE ASSISTANT’S REPORT

JANUARY 3, 2018

EMERGENCY WATERSHED PROTECTION PROGRAM: All sites have been visited. I have provided all requested information to USDA for the three sites.  They anticipate a decision within the next week or so as to whether any of the sites are eligible for assistance. I’ll keep you updated.

GREEN LANTERN SOLAR: The application for a Certificate of Public Good was submitted on December 22, 2017 by Green Lantern  to the State of Vermont.  We should be receiving more information soon.

TREE CUTTING:  I have submitted all of the information to the Tree Warden regarding the request the Board received to cut down a tree in the right-of-way.  He will look into it, measure, and get back to the Board with recommendations, if any.

TOWN REPORT: I have started drafting the Town Report and will be focusing most of my time on that until it has to be to the printer on February 5.

HOLIDAY OVERTIME: There appears to be some confusion on how the highway crew should be paid for overtime on holidays.  Regular holidays are pretty clear, but Christmas and Thanksgiving are clearly separated in the Personnel Policy to indicate that they should be paid differently somehow.  Prior Selectboards have tried to clarify it, yet it remains unclear.  I’m attaching the page of the Personnel Policy, as well as some former Board minutes.  As the Highway Crew was required to work on Christmas, it would be great to get it figured out as soon as possible.

I would recommend that the Board decide what it would like to see for a compensation arrangement and then clearly state it in a motion so the crew can get paid.  I can then work on revising the Personnel Policy for approval at a future  meeting.