5.20.19 Selectboard Minutes

Selectboard Meeting Minutes – May 20, 2019 Page 1 of 4
TOWN OF NEWFANE
SELECTBOARD MEETING
MINUTES
May 20, 2019
BOARD MEMBERS PRESENT: Christopher Williams, Shelly Huber, Angela Sanborn and Mike Fitzpatrick
OTHERS PRESENT: Jay Wilson and Wannetta Powling.
CALL TO ORDER:
The meeting was called to order at 6:00 p.m. by Shelly Huber, Vice Chair.
ADDITIONS/AMENDMENTS TO THE AGENDA:
None
MINUTES:
April 18, 2019: A motion was made by Angela Sanborn and seconded by Christopher Williams to accept the minute accept the minutes for April 18, 2019 Special meeting. The motion carried unanimously.
May 6, 2019: A motion was made by Angela Sanborn and seconded by Shelly Huber to accept the minutes.
to accept the minutes for May 6, 2019 regular meeting.
Christopher Williams excused himself. The motion was tabled until June 3, 2019
ROAD BUSINESS:
Road Foreman’s & Road Commissioner’s Report:
See attached report.
ADMINISTRATIVE ASSISTANT’S REPORT:
See attached report.
Christopher Williams made a motion to accept the administrative assistants report Angela Sanborn accept the minute accept the administrative assistants report. The motion carried unanimously.
The motion carried unanimously.
UNSCHEDULED MEMBERS OF THE PUBLIC:
There were no unscheduled members of the public.
SCHEDULED MEMBERS OF THE PUBLIC:
There were no scheduled members of the public.
OLD BUSINESS:
Selectboard Meeting Minutes – May 20, 2019 Page 2 of 4
Shelly Huber read portions of the “VLCT FACTS: OPEN MEETING LAW” as a refresher to how the meetings were to be held, agenda and minutes were to be posted and locations were again named for public viewing. With the current vacancy on the Selectboard the board also reviewed the “VLCT VACANCIES” procedures and how to fill the position. Anyone with interest is asked to contact the administrative assistant at the Newfane office.
NEW BUSINESS:
A motion was made by Christopher Williams to accept the nomination of Norbert Benaiche to the Williamsville Hall Committee and seconded by Angela Sanborn t to accept the nomination.
The motion carried unanimously.
EXECUTIVE SESSION:
A motion was made by Shelly Huber and seconded by Angela Sanborn to enter into the Executive session, pursuant to 1 V.S.A. § 313(a) (3). The motion carried unanimously and the Board entered into Executive Session at 6:20 p.m.
The purpose of a 90 day review of administrative assistant,
A motion was made by Christopher Williams and seconded by Shelly Huber to come out of Executive Session at 6:36 p.m. The motion carried unanimously.
A motion was made by Mike Fitzpatrick and seconded by Shelly Huber to give Wannetta a $0.50 per hour increase as discussed. The motion carried unanimously.
A pay increase of $0.50 per hour was given to the administrative assistant as a result favorable review.
CORRESPONDENCE:
• A letter in responds was received from Lawrence Slason. –
The board has requested that an invitation to meet with the Selectboard be given to Attorney Lawrence Slason and Attorney Robert Fisher to discuss the future representation of the Town of Newfane.
• Lynn Forrest cc: Email sent to Rich Carroll (Amending Newfane’s Bylaws) was read to the board.
A motion was made by Mike Fitzpatrick and seconded by Christopher Williams to have the administrative assistant research some previous Selectboard minutes to find where this discussion was brought up last fall.
The motion carried unanimously.
PAY ORDERS:
• Payroll Warrant No. 11397 in the amount of $4,964.89
• Green Folder – No Pay order number accounting program down (for your information)
A motion was made by Angela Sanborn and seconded Michael Fitzpatrick to approve the pay orders.
The motion carried unanimously.
ADJOURN:
A motion was made by Shelly Huber and seconded Michael Fitzpatrick to adjourn the meeting.
The motion carried unanimously.
Meeting Adjourned at 7:09pm
Respectfully Submitted,
Wannetta Powling
Selectboard Meeting Minutes – May 20, 2019 Page 3 of 4

ROAD FOREMAN’S AND ROAD COMMISSIONER’S REPORT
May 20, 2019
1. The wetlands delineation at the Town Garage was done by Arrowwood Environmental they have suggested setting up a meeting with the State wetlands coordinator to have it formally approved by the state. This would change the maps so we wouldn’t have to deal with this again.
2. We have an access permit to sign on South Wardsboro Rd. for Stephen and Karen Meyer.
3. The excavator was delivered on Thursday and everything looked good.
4. There is a new slide starting on Stratton Hill Rd. We have been watching it for the last couple weeks and it’s been steadily moving. I have been in touch with our VTRANS engineer for guidance.
5. The paving bid is ready to be sent out.
6. The Hunter Brook Rd. repair bid is ready to be sent out.
7. I met with the bridge people from VTRANS at the Monroe Bridge and at the Green Iron Bridge in South Newfane. They had suggestions for repairs to lengthen the life of the bridges. They will be sending something in writing.
8. We have guardrail work being done in town later this week.
Thank You,
Jay Wilson Road Foreman
Christopher Williams Road Commissioner
Selectboard Meeting Minutes – May 20, 2019 Page 4 of 4

ADMINISTRATIVE ASSISTANT’S REPORT
May 20, 2019
I have asked Jay for assistance finding someone to do the resurfacing of the front steps at the Town office. He has given me two names and we should be making contact soon as to when the work can be looked at and the time involved.
State Trooper Jensen of the Westminster barracks, sent an email to follow up on the trash that was left out here on the front and side of the building. He regrets to inform us that there was not enough conclusive information.
State Trooper Jensen wrote, “With the photos that you sent to me, I do not have sufficient evidence to send Couture a ticket for littering. This happened on April 2nd around 11:00 PM and the slip in the trash is from March 2nd, which also doesn’t tie him into that exact night.”
I did speak with Ed Druke – he has plans to put up two cameras, one on each end of the building near the porches. He is willing to see if the coverage will be adequate to see the parking lot. They have intentions of being open mid July or August. Would the board prefer on waiting on upgrading the camera system? Jay spoke with the same security guy that did the system at the garage. The current system we have can take only one more camera and could come in at $500.00 (+/-.)
I have been taking an on-line class for improving my grammar and writing skills, my hope is that you will see improvements in these areas.
Respectfully Submitted,
Wannetta Powling
Submitted 5.20.19

Selectboard Agenda 5.20.19

1 | P a g e
TOWN OF NEWFANE SELECTBOARD
REGULAR MEETING AGENDA
MONDAY MAY 20, 2019
6:00 P.M.
NEWFANE TOWN OFFICE
• CALL TO ORDER
• ADDITIONS/AMENDMENTS TO AGENDA
• APPROVAL OF MINUTES
April 18, 2019 Special Meeting
May 6, 2019
• ROAD BUSINESS
Road Foreman’s & Road Commissioner’s Report
See attached Report:
• ADMINISTRATIVE ASSISTANT’S REPORT
See attached Report:
• SCHEDULED MEMBERS OF THE PUBLIC
None
• UNSCHEDULED MEMBERS OF THE PUBLIC
• OLD BUSINESS
Review “VLCT FACTS: OPEN MEETING LAW”
Review “VLCT VACANCIES”
• NEW BUSINESS
Williamsville Hall Committee – New Member Norbert Benaiche
• EXECUTIVE SESSION
90 Day Employee Review (May 15th, 2019)
.
• CORRESPONDENCE
Lynn Forrest cc: Email sent to Rich Carroll (Amending Newfane’s Bylaws)
Lawrence Slason – Responds
• PAY ORDERS
• ADJOURN

Selectboard Vacancy

VACANCY ON THE SELECTBOARD OF NEWFANE

The Newfane Selectboard is the legislative and governing body of the town.

• It adopts a budget that is submitted to the voters for approval;

• It sets the total town property tax rate;

• It enacts and amends ordinances. Adopts policies to govern, conduct activities and conditions within the town.

If you feel you would like to make a difference come and meet the members of the Selectboard 1st & 3rd Monday’s of the month @ 6pm at the Town Office,
555 Route 30 Newfane

Selectboard Minutes May 6, 2019

TOWN OF NEWFANE
SELECTBOARD MEETING
MINUTES
May 6, 2019

BOARD MEMBERS PRESENT: Mike Fitzpatrick, Shelly Huber and Angela Sanborn.
Absent : Marion Dowling and Christopher Williams.
OTHERS PRESENT: Jay Wilson, Lynn Forrest, Bob McCandless, Carol Hesselbach, Christine Druke and Wannetta Powling.
CALL TO ORDER:
The meeting was called to order at 6:00 p.m. by Shelly Huber, Vice Chair.
ADDITIONS/AMENDMENTS TO THE AGENDA:
A motion was made by Angela Sanborn that Review of “VLCT FACTS: OPEN MEETING LAW” be tabled until May 20th meeting. Mike Fitzpatrick seconded it. The motion carried unanimously.

MINUTES:
April 15, 2019: A motion was made by Angela Sanborn to amend the minutes for the correct spelling of Attorney Lawrence Slason.
A motion was made by Mike Fitzpatrick and seconded by Angela Sanborn to accept the minutes as amended.
Shelly Huber abstained. The motion carried

ROAD BUSINESS:
Road Foreman’s & Road Commissioner’s Report:
See attached report.

ADMINISTRATIVE ASSISTANT’S REPORT:

See attached report.

UNSCHEDULED MEMBERS OF THE PUBLIC:
There were no unscheduled members of the public.

SCHEDULED MEMBERS OF THE PUBLIC:

Planning Commission: Lynn Forrest, Chair of the Planning Commission was present to share the letter from Windham Regional Commission’s for the review of the Newfane Town Plan. The letter shared had very good reviews and was consistent with the elements and recommendations. The one weakness that was mentioned was to have more effective outdoor recreations and improvements in the area of Indian Love Call.
Manitou’s’ attorney had sent a letter to the Planning Commission requesting a change of the bylaws to allow for natural burials on the property located at Manitou property. Lynn requested that the Selectboard allow her to seek advice from the town attorney regarding this matter.

A motion was made by Shelly Huber and seconded by Mike Fitzpatrick to allow Lynn Forrest to contact the town’s attorney. The motion carried unanimously.

OLD BUSINESS:
None

NEW BUSINESS:
None

EXECUTIVE SESSION:

A motion was made by Angela Sanborn to Table the Executive session, for the purpose of a 90 day review of administrative assistant, until the board could get more information from the chair.

A motion was made by Mike Fitzpatrick and seconded by Shelly Huber to table the Executive session until the May 20th meeting.

The motion carried unanimously.

CORRESPONDENCE:

• A letter was received from Marion Dowling resigning her position on the Selectboard effective May 6th, 2019 citing personal reasons.
• Merle Tessier Zoning Administrator – Submitted a list of Bed & Breakfast applications that are to be reviewed on May 20th at the Town Office by the DRB.
• A letter was received from the Marlboro Morris Ale Association – with intention to dance next to the courthouse from 5-7 pm on Sunday May 26th.
• A letter was received from the 1st Congregational Church of Newfane requesting that West Street & Church Street be closed from 10-4 pm on October 12 & 13 for the Heritage Festival.

PAY ORDERS:

• Accounts Payable Warrant No. 19024 in the amount of $25.00
• Payroll Warrant No. 11394 in the amount of $5,126.39
• Payroll Warrant No. 113951 in the amount of $6,786.58
• Payroll Warrant No. 113961 in the amount of $5,942.07
• Accounts Payable Warrant No. 1926 in the amount of $839,603.97

A motion was made by Angela Sanborn and seconded Michael Fitzpatrick to approve the pay orders.
The motion carried unanimously.

ADJOURN:
A motion was made by Shelly Huber and seconded Michael Fitzpatrick to adjourn the meeting.
The motion carried unanimously.
Meeting Adjourned at 7pm

Respectfully Submitted,
Wannetta Powling

ROAD FOREMAN’S AND ROAD COMMISSIONER’S REPORT
May 6, 2019

1. The town’s radio antenna is being installed on Newfane Hill this week.

2. Arrowwood Environmental did the wetlands delineation at the town garage today for both the box culvert and the sand/salt shed.

3. The stuff from Green Up was picked up this morning; we had 139 bags 42 tires and a pile of metal.

4. We hopefully sold the sander for $600.

5. Mud season is almost finished so we are shaping up the roads as the weather permits.

6. I will be ordering two double barrel containment pallets for our oil at the garage.

7. We have a meeting with Bell Engineering tomorrow to get advice on the spillway at Kenny Pond.

Thank You,

Jay Wilson Road Foreman
Christopher Williams Road Commissioner

ADMINISTRATIVE ASSISTANT’S REPORT
April 15, 2019

I would like to make a correction to Attorney Lawrence Slason’s name. It was misspelled in the minutes of April 1, 2019.
I have been putting together new folders after attending the Designated Employee Representative Training for the mandatory drug and alcohol testing for the CDL drivers.
I have started training on NEMRC which is the accounting program that is used for putting together the budget. There is a lot to learn so I have started a training manual for this and will be able to go back and add to it as I learn more.
Now that the weather is getting warmer I would like to get the Boards permission to proceed with getting the front steps and railings looked at to try and complete the recommendations that VLCT had given the Town on the last inspection (10.31.17).
Melissa reported that we just received the reimbursement of $175,000 last week, which had been mentioned in my administrative report on April 1st, for the work completed and paid for on the Newfane Bridge #48 @ 15 River Road.

Respectfully Submitted,
Wannetta Powling

May 6th 2019 Selectboard Agenda

TOWN OF NEWFANE SELECTBOARD
REGULAR MEETING AGENDA
MONDAY MAY 6, 2019
6:00 P.M.
NEWFANE TOWN OFFICE

• CALL TO ORDER

• ADDITIONS/AMENDMENTS TO AGENDA
Review “VLCT FACTS: OPEN MEETING LAW”
• APPROVAL OF MINUTES:

April 15, 2019

• ROAD BUSINESS
Road Foreman’s & Road Commissioner’s Report

• ADMINISTRATIVE ASSISTANT’S REPORT

• SCHEDULED MEMBERS OF THE PUBLIC
Lynn Forrest and the Planning Commission
Completion and Acceptance of the Town of Newfane Plan
Upcoming Projects

• UNSCHEDULED MEMBERS OF THE PUBLIC

• OLD BUSINESS

• NEW BUSINESS

• EXECUTIVE SESSION

• CORRESPONDENCE

• PAY ORDERS

• ADJOURN

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