Category Archives: Minutes

Selectboard Meeting July 1, 2019

Selectboard Meeting Minutes – July 1, 2019 Page 1 of 4
TOWN OF NEWFANE
SELECTBOARD MEETING
MINUTES
July 1, 2019
BOARD MEMBERS PRESENT: Hendrik van Loon, Christopher Williams, Shelly Huber, Angela Sanborn and Mike Fitzpatrick
OTHERS PRESENT: Jay Wilson, Melissa Brown, Marion Dowling and Wannetta Powling.
CALL TO ORDER:
The meeting was called to order at 6:00 p.m. by Hendrik van Loon, Chair
ADDITIONS/AMENDMENTS TO THE AGENDA:
MINUTES:
A motion was made by Mike Fitzpatrick and seconded by Christopher Williams to accept the minutes for
June 17, 2019
The motion carried 4-1.
EXECUTIVE SESSION:
ROAD BUSINESS:
Road Foreman’s & Road Commissioner’s Report:
See attached report.
Discussion ensued regarding ledge on Sunset Lake Road, Mr. Williams made a motion to have Renaud to do the work for the three sided culvert box, while they were there. Ms. Huber made a motion to authorize the chair to review the written estimate and to approve providing the work not to exceed $4,500 dollars.
A motion to accept the Road Foreman’s report was made by Ms. Huber and seconded by
Ms. Sanborn
ADMINISTRATIVE ASSISTANT’S REPORT:
See attached report.
Ms. Huber did not think that it was approved to have the road crew assist with hanging the flags on the front of the building. It was pointed out that they help us installs the air conditioners and carries the town reports to the post office when they are mailed out prior to town meeting.
A motion to accept the administrative assistants report was made by Ms. Sanborn and seconded
By Mr. Williams
The motion carried 4-1.
UNSCHEDULED MEMBERS OF THE PUBLIC:
Marion Dowling wanted to thank everyone for their concern, during her recent health issues. She also expressed her gratitude to those that she has worked with during her time on the board.
Selectboard Meeting Minutes – July 1, 2019 Page 2 of 4

SCHEDULED MEMBERS OF THE PUBLIC:
Melissa Brown gave an explanation of the Historical grant from 2003 years ago that Paid 3800 had been miss coded to misc. bank charges abatement’s – the funds are at a Zero Balance and just have the interest into the capital fund and close out the Historical Grant.
Ms. Huber made a motion to have the Treasure close out the grant and note the chart of accounts
The Motion Passed 5-0 in favor
OLD BUSINESS:
NEW BUSINESS:
Wage increase was approved at the budget meeting last fall and approved at the Town Meeting. The board signed the document to show the wage increase by person and department.
CORRESPONDENCE:
Audit Services from Sullivan, Powers & Co. PC – Scope of Services
FEMA -Bridge & Road – Standards
A motion was made by Ms. Huber to accept receipt of this Scope of Services from Sullivan, Powers& Co. PC
Seconded by Ms Sanborn
The motion carried 5-0
A motion was made by Ms. Huber to adopt FEMA -Town Road & Bridge – Standards seconded by Mr. Williams
The motion carried 5-0
PAY ORDERS:
• Payroll Warrant No. 11404 in the amount of $5,568.71
• Payroll Warrant No. 11403 in the amount of $4,116.72
• Accounts Payable No. 20001 in the amount of $ 81,532.81
A motion was made by Mr. van Loon and seconded Mr. Williams to approve the pay orders.
The motion carried 5-0
ADJOURN:
A motion was made by Angela Sanborn and seconded Michael Fitzpatrick to adjourn the meeting.
The motion carried 5-0
Meeting Adjourned at 7:04 pm
Respectfully Submitted,
Wannetta Powling
Selectboard Meeting Minutes – July 1, 2019 Page 3 of 4

ROAD FOREMAN’S AND ROAD COMMISSIONER’S REPORT
July 1, 2019
1. I have submitted the first bills for reimbursement for the Depot Rd. Box Culvert and the Sand/Salt shed projects. This is the first round of bills so I don’t know how long it will take for the reimbursements.
2. We continue to work on Sunset Lake Rd.; we are waiting for the hammer to be repaired to finish some ledge removal. I met with Mike Renaud from Renaud Brothers in reference to the very narrow modified box culvert in the middle of the hill on Sunset Lake. He quoted us $4500 to do all the concrete work to fix this problem. We already have the permit from Scott Jensen with ANR.
3. We had one person grading roads all of last week while the rest of us were on Sunset Lake Rd.
4. The speed survey counters spent a week in Williamsville. They are currently in South Newfane and then on to Brookside area for the last section next week.
5. I have the radar signs out in Williamsville and Brookside currently.
Thank You,
Jay Wilson Road Foreman
Christopher Williams Road Commissioner
Selectboard Meeting Minutes – July 1, 2019 Page 4 of 4

ADMINISTRATIVE ASSISTANT’S REPORT
July 1, 2019
• Among the many phone calls, emails and mail that I have attended to the past two weeks, I was also able to spend 3 hours on Saturday washing the windows and the front of the building, saving the town just for the window washing over $150.00.
• I would like the Board to consider allowing me to contact the high school in the spring to see if we could get a student needing to complete a community service project before graduation to help with washing the windows.
• Jay and the Road crew hung the banners on the front of the building for me Friday. I would like to thank all of them from saving me the frightening task of climbing the ladder.
• I posted the warnings for the Special Meetings we had on Wednesday the 26th. I still am working on the minutes from the Wednesday’s meeting and will have them posted tomorrow.
• The budget was causing some concern so I did some research on the Budget process by reviewing some of the past town reports and minutes from budget meetings. I was able to squeeze in another online class with NEMRC also preparing myself for the Budget process. Melissa was able to explain some more of the process; she is very knowledgeable and offered to show me more when she has free time.
• I have given you the updated contact sheet, you can see it has more detail than the previous one; it was done in alphabetical order and laminated for your benefit.
Respectfully Submitted,
Wannetta Powling
7.1.19

Selectboard Minutes 4.15.19

TOWN OF NEWFANE
SELECTBOARD MEETING
MINUTES
APRIL 15, 2019

BOARD MEMBERS PRESENT: Marion Dowling, Christopher Williams, Michael Fitzpatrick, Shelly Huber, Angela Sanborn

OTHERS PRESENT: Jay Wilson, Wannetta Powling,
CALL TO ORDER:
The meeting was called to order at 6:00 p.m. by Marion Dowling, Chair

ADDITIONS/AMENDMENTS TO THE AGENDA:
Clean up at Williamsville Hall – under old business traffic calming Dover road
MINUTES:
Minutes from the April 1st meeting were reviewed and a motion to accept was made by Michael Fitzpatrick 2nd by Christopher Williams
1- opposed 1- abstained Marion Dowling approved.

ROAD BUSINESS:
Road Foreman’s and Road Commissioner’s
Follow Up Excavator Bids
Bids were discussed, possibility of leasing the machine for 1 year and then go to town with an article for purchase at town meeting. Lease money would apply toward purchase. Two of our existing loans will be paid off in Jan. & Feb.2020 Jay is looking at 2018, that has everything we are looking for and nothing has changed.
Michael Fitzpatrick made a motion to consider the lease of the 2018 Caterpillar for 1 year only for $30,000.00, And then go back to the town with an Article for purchase. Municipal equipment fund rate is the same rate is bank. Angela Sanborn 2nd The motion carried unanimously.

Sign Annual Highway Audit.

Christopher Williams made motion to sign Annual Highway Audit Michael Fitzpatrick 2nd The motion carried unanimously.
Sealed Roadside Mowing Bids
Only 1 Bid was received from Jake Beattie April 9th $ 9,200.00
Christopher Williams made motion to accept Jake Beattie Roadside Mowing Bids Michael Fitzpatrick 2nd The motion carried unanimously.
Sander Bid – none received Shelly made motion to use Craig’s list Michael Fitzpatrick 2nd for $900 BO The motion carried unanimously.

A motion was made by Angela Sanborn and seconded by Michael Fitzpatrick to accept the reports. The motion carried unanimously.

ADMINISTRATIVE ASSISTANT’S REPORT: see attached report.

A motion was made by Angela Sanborn and seconded by Michael Fitzpatrick to accept the reports.
The motion carried
A motion to look at upgrading the camera system, and also to speak with Ed Druke at W.W. about their plans for future security cameras.

SCHEDULED MEMBERS OF THE PUBLIC:
None

NEW BUSINESS:
Green Up May 4th Laura Bacon & Gloria Cristelli, captains for roads signage for cautions Green up Ahead. Tri Pods Town owns / Than Buy the Inserts. For Green Up Ahead. Bags are MKT. Valley Lion eco scavenger hunt in co-op Townshend Town Common. Picnic from 11-2pm prizes awarded present to win.
Legal representation, for the town. Discussion ensued, Larry Slycer Westminster. Act 46 articles in the news. Solar Power Field not for educational use.
Motion to research open up the letters to 4-5 attorneys Robert Fisher & Fisher, Robin Stern, Larry Slycer, Michael Fitzpatrick seconded by Shelly Huber The motion carried unanimously.

OLD BUSINESS:
Spring Cleanup- outside area Check with Mark Gray prior to Dog Show.
Clean up at Williamsville hall
Traffic Calming Dover road

CORRESPONDENCE:
SeVEDS BCRC (Brattleboro Development Credit Corp) May 23rd 3rd annual Southern VT Economy Summit

PAY ORDERS:
A motion was made by Angela Sanborn and seconded Michael Fitzpatrick to approve pay orders as follows: The motion carried unanimously.

• Accounts Payable Warrant No. 1922 in the amount of $5.25
• Payroll Warrant No. 113992 in the amount of $4,426.76
• Payroll Warrant No. 113931 in the amount of $3,994.58
• Accounts Payable Warrant No. 1923 in the amount of $55,541.92

ADJOURN:
Motion to adjourned was made by Michael Fitzpatrick Seconded by Angela Sanborn The meeting adjourned at.8:06pm

Respectfully Submitted,
Wannetta Powling

ROAD FOREMAN’S AND ROAD COMMISSIONER’S REPORT
April 15, 2019

1. After contacting the Dam Inspectors and VTRANS neither has any grant money for the Kenny Pond spillway stabilization.

2. Windham Regional has scheduled our road erosion inventory for this summer.

3. The garage doors at the town garage have had some repairs and maintenance done on them.

4. The meeting with our Sand/Salt Shed Project Manager from Windham Regional and the VTRANS rep. went well.

5. Mud season is still slowly running its course, some roads and drying out while others are just starting to get some mud.

Thank You,

Jay Wilson Road Foreman
Christopher Williams Road Commissioner

ADMINISTRATIVE ASSISTANT’S REPORT
April 15, 2019
DAILY : I am still receiving the overweight permits and processing those as soon as I receive them.
I have Inspected the Williamsville Hall twice after rentals and returned the security deposits. I have also spoken with Racine Cleaning of Marlboro, about cleaning the Town Hall while Diane is out on Medical Leave, as well as the possibility of taking up the Williamsville Hall responsibilities. Waiting to confer with Steven and the committee and their thoughts & progress that they may have made securing a cleaning service. Racine’s are available to do both if needed.
DUMPING OF TRASH: There has been trash dumped on the Town Hall – Trooper Jensen from the VT State Troopers is investigating. He will be getting back to me when he has completed his investigation.
Upon reviewing the security camera footage we were not able to identify the license plate of the car. I would like to propose getting some other cameras set up at lower angles that would better identify the activity in the parking lot. We could perhaps expand upon the system we already have.

MEETINGS: VTRANS was in on Friday the 5th for the Annual Highway Audit. We have met the necessary guide lines to be eligible to apply for highway grants if needed.
On the 5th of April I submitted a request for reimbursement from River Road Bridge for $175,000. We should be receiving that in the next 2-3 weeks. The Town had already paid for the work done, but had not requested this reimbursement until the Audit was done and we were not aware that it was incomplete.

REMINDER: Today is the 60th day on the job. There is always something new to learn which I enjoy greatly.

Respectfully Submitted,
Wannetta Powling

Selectboard Meeting Minutes 3.18.19

TOWN OF NEWFANE
SELECTBOARD MEETING
MINUTES
MARCH 18, 2019

BOARD MEMBERS PRESENT: Marion Dowling, Christopher Williams, Michael Fitzpatrick, Angela Sanborn, Shelly Huber,
OTHERS PRESENT: Jay Wilson, Wannetta Powling, Kurt Mayland,
CALL TO ORDER
The meeting was called to order at 6:00 p.m. by Marion Dowling, Chair
ADDITIONS/AMENDMENTS TO THE AGENDA
Amendments to the minutes of the Organizational meeting March 7 2019.
OTHER BUSINESS: Greg Record asked as to why there were missing articles, listing the salary for the Treasure and the Town Clerk. As well as the hourly wages of the other officials in the town reports since 2015. Greg Record also mentioned that he had called Vermont Secretary of State, that the Selectboard has done nothing wrong because they had not given themselves a pay increase in 5 plus years. Greg Record mentioned other articles regarding donations over $2000. Needing town meeting approval or anything new that had not been previously approved.
MINUTES
March 7 2019 Organizational meeting: A motion was made by Shelly Huber and seconded by Mike Fitzpatrick to approve the minutes as amended The motion carried unanimously.
ROAD BUSINESS
Road Foreman’s and Road Commissioner’s Report: See attached report.
A motion was made by Mike Fitzpatrick and seconded by Christopher Williams to accept the reports. The motion carried unanimously.
ADMINISTRATIVE ASSISTANT’S REPORT see attached report.

A motion was made by Christopher Williams and seconded by Mike Fitzpatrick to accept the reports as amended The motion carried unanimously.

SCHEDULED MEMBERS OF THE PUBLIC:
Kurt Mayland was here to discuss the Flea Market Property as a preferred site for a Solar Field.

NEW BUSINESS
Public announcement for the four committee vacancy’s in Newfane. Shelly Huber is going to contact the Brattleboro Reformer regarding a press release.

. A motion was made by Mike Fitzpatrick and seconded by Christopher Williams The motion carried unanimously.

OLD BUSINESS

Personal Policy
Rules of Procedure
Purchasing Policy

A motion was made by Marion Dowling to table these until April 1st Meeting. Christopher Williams seconded the motion . The motion carried unanimously.

CORRESPONDENCE
There were no new correspondence.

PAY ORDERS

A motion was made by Mike Fitzpatrick and seconded Christopher Williams to approve pay orders as follows:
• Accounts Payable Warrant No. 1920A in the amount of $90.00
• Accounts Payable Warrant No. 19019 in the amount of $162,658.83
• Accounts Payable Warrant No. 1918B n the amount of $3.11
• Accounts Payable Warrant No. 1918A in the amount of $590.47
• Accounts Payable Warrant No. 1918 in the amount of $50,308.99
• Payroll Warrant No. 11388 in the amount of $6,537.62
• Payroll Warrant No. 011386 in the amount of $7,892.85
• Payroll Warrant No. 11385 in the amount of $6,237.99
• Payroll Warrant No. 113838 in the amount of $5,158.99
• Accounts Payable Warrant No. 19020 in the amount of $30,787.18
• Payroll Warrant No. 11389 in the amount of $6,343.85

The motion carried unanimously.

ADJOURN

Motion to adjourned was made by Angela Sanborn seconded by Mike Fitzpatrick
The meeting adjourned at.7:16

Respectfully Submitted,
Wannetta Powling

ROAD FOREMAN’S AND ROAD COMMISSIONER’S REPORT
March 18, 2019

1. The new truck has been delivered and is in use.

2. Mud season is upon us and we have been working since Friday steady trying to keep roads somewhat passable. We had two very easy mud seasons and this one is more like the mud seasons we used to have.

3. We will be having the initial meeting with Marble Valley Engineering next week at the box culvert on Depot Rd.

4. The Kenny Pond Dam project update. I have contacted Ron Bell Engineering to get an estimate on the amount of material it will take to do the project as designed by the dam inspector.

5. I have the excavator bids ready to rebid if that’s what you want.

Thank You,

Jay Wilson Road Foreman
Christopher Williams Road Commissioner

ADMINISTRATIVE ASSISTANT’S REPORT
March 18, 2019

TOWN REPORTS: There has been some confusion’s with the amount of donations in Town Report – and we were able to go back and look at some of the line Items. Such as the Rescue which happens to be $49,916 on page 11. But then appears again on page 19 under PUBLIC SAFTY. Also the Windham Regional Commission $3,866.00 and that also appears on TOWN ASSESMENTS also on page 19. Our Treasurer has removed these 2 items from the SPECIAL APPROPRIATIONS. And put them in to the Assessment line Item. Thus lowering the overall amount of the $95,585.00 to a more Reasonable,& accurate amount of $41,803.00. This does not change the Budget amount – But just how the line items flow.
BANK ACCOUNTS: I have asked questions of Melissa the Treasurer of the type of accounts the Town has, and amounts of Interest earned on certain accounts. You have in front of you a report of the proposed changes we would like to suggest and the current amounts you are getting verses what we could be earring at another bank if we were to move a certain amount in to short term CD’s .
TRAINING: I will be going to the Grant Writing class on This Friday 9-4 in Bellows Falls. I will be leaving at noon on Thursday. But still be doing the 40 hours.
I have also had to register for the DER (Designated Employer Representative) April 24th that is a 3 hour training in PUTNEY for the Municipality’s that are required to do mandatory Drug – Alcohol Testing for CMV.
WEB SITE POSTING: I have a call in to Bahman Mahdavi about the website posting – I was shown how to post the agenda and the Minutes. And that does appear under the latest news on the right hand side of the screen. But I am not sure how it gets into Meetings & Minutes headings.

Respectfully Submitted
Wannetta Powling