TOWN OF NEWFANE SELECTBOARD MEETING
MINUTES October 7, 2019

BOARD MEMBERS PRESENT: Hendrik van Loon, Christopher Williams, Shelly Huber and Michael Fitzpatrick   Absent: Angela Sanborn
OTHERS PRESENT: BCTV, Jay Wilson, Mark Anderson, Alex Beck, Ron Hagenow, Tom Abbotts and Wannetta Powling
CALL TO ORDER: The meeting was called to order at 6:00 p.m. by Chair Hendrik van Loon.
ADDITIONS/ AMENDMENTS TO AGENDA:
A motion was made by Mr. Fitzpatrick to add the B.L.C. Minutes of October 1, 2019.
Executives Session:
None
MINUTES:
Mr. van Loon made a motion to accept the Minutes of September 16, 2019 with the following amendments,
Dog Ordnance Amendment – outcome of the meeting to amend the minutes the matter was tabled to a future meeting for policy review and possible changes.
Country Fire Alarm will install fire alarm system at Williamsville Hall
Mr. Williams seconded the motion
3-1 Ms Huber abstained
A motion was made by Mr. Fitzpatrick and seconded by Mr. Williams to accept the minutes for the B.L.C. September 16, 2019
The motion carried 3-1 Ms Huber abstained

A motion was made by Mr. Fitzpatrick and seconded by Ms. Huber to accept the minutes for the B.L.C. Minutes of October 1, 2019
The motion carried 3-1 Mr. Williams abstained

ROAD BUSINESS:
Road Foreman’s & Road Commissioner’s Report:
See attached report.
Ms Huber made a motion to not plow the NewBrook School Mr. Williams seconded.
The motion carried 4-0
Mr. Williams made a motion to build a new fire pond with the well over flow at the Town Garage, and to provide equipment and labor to do a fire pond with approximately 20 to 30 thousands gallon at the town garage property Ms Huber seconded the motion
The motion carried 4-0

A motion was made by Mr. Fitzpatrick and seconded by Mr. Williams to deny the Jones Hill permit, Discussion ensued.
A motion was made by Mr. Fitzpatrick and seconded by Mr. Williams to deny the Jones Hill permit to notify them of future damage to road at owner’s expense
The motion carried 4-0
Four sealed bids for the winter sand were opened the request was for 2,500 cubic yards of Winter Sand 9/16″ or greater to be delivered to the Town Garage, the first 1,500 cubic yards to be delivered on site by November 15th. The Remaining to be delivered by request of the Road Foreman, Inspection of the sand will be conducted by the Road Commissioner & Road Foreman before the bid is awarded.

• Zaluzney- $ 14.40 per C. Y within 10Days.
• Cersosimo Industries – $ 15.25 per C. Y ¾” sand By November 15th
• Northeast Paving – $ 20.72 C.Y
• Fitzpatrick Excavating and Trucking- $ 11.25 per yard

A motion was made by Mr. van Loon to have Road Forman & Commissioner review and report back as to their recommendation Ms Huber Seconded
The motion carried 3-1

ADMINISTRATIVE AS SISTANT’S REPO RT :
See attached report:
Mr. Williams made a motion to start the Budget meetings opposite the regular Selectboard meeting to start on October 28th Ms. Huber seconded
The motion carried 4-0
Mr. van Loon made a motion to table the email from Robert Fisher regarding NewBrook Solar Field until next regular meeting Ms. Huber Second the motion
The motion carried 4-0
A motion to accept the Administrative Assistant’s report was made by Mr. Fitzpatrick and seconded by Mr. Williams
The motion carried 4-0

UNSCHEDULED MEMBERS OF THE PUBLIC:
None

SCHEDULED MEMBERS OF THE PUBLIC:
Windham County Sheriff- Mark Anderson started 15 years ago at the Sheriff’s Department, he came tonight in responds to the letter of introduction. Questions of working jointly with VT State Police can create conflicts. “It really comes down to clarity of communication. Even with the current understaffing in all areas of the state law Enforcement. The Legislature is working on improving creative ways to handle rural policing.” Sheriff- Mark Anderson said. For WCS to serve the Town of Newfane, the Villages of South Newfane, Williamsville and Brookside, there is something called Bankable hours @ hourly rate $51.00. Or the other possibility is a full time deputy at $81,300.00 (40 hours a week) would provide additional service to the area. The Selectboard will be considering its options for this upcoming budget season.

Brattleboro Development Credit Corporation- Al Beck – Designed to meet the goals of strengthening business starting up, or expanding existing business. By growing workforce support, working with young adults, and high school students, with development for career placements and entry level placement, strong partnership, currently working with L.G H S is our support of the town of Newfane. We ask for your support for flexibility, to focus on resources helping existing families and young adults to stay in the area. We want to help attract more people to live in Southern Vermont, to participate in the community, the workforce and support the business and civic environment.

OLD BUSINESS:
Jay Wilson made a recommendation regarding meeting with a group of concerned citizens.
• Road safety and signage and recommendations
• Review of the Safety Audit: that was done last year.
• Meet with them explain what can be done
• Consider future budget expense,
• Expectations
Mr. Fitzpatrick made a motion to authorize Mr. van Loon make contact to set up a meeting with a former group of concerned citizens. Action to be taken at future Meeting – Agenda

PODS: Emergency Point of Distribution – Tabled for future meeting, Is more information needed

Tree Warden:Vacancy

NEW BUSINESS:
None

CORRESPONDENCE:
• Frank Suponski #542 VT RT 30 – suggest sending letter to owners of property – Mr. van Loon offered to draft a letter for the next meeting (10.21.19)
• WRC Planning Commission –
• Lake Champlain – Lori Fisher Ex. Director – “Lessons from the Flood” Recommends the book.
• Class Action – OPIOD litigation – Questionable for the attorney, or state representative Tabled for Future Meeting.

PAY ORDERS:
• Payroll Warrant No. 11417 in the amount of $3,735.97
• Payroll Warrant No. 11418 in the amount of $4,915.73
• Payroll Warrant No. 11419 in the amount of $5,107.90
• Accounts Payable No. 20007 in the amount of $ 271,013.54
• Accounts Payable No. 20007 A in the amount of $ 761.32
A motion was made by Mr. Williams and seconded Ms Huber to approve the pay orders.
The motion carried 4-0

ADJOURN:
A motion was made by Mr. Fitzpatrick and seconded Ms. Huber to adjourn the meeting.
The motion carried 4-0
Meeting Adjourned at 8:05 pm
Respectfully Submitted, Wannetta Powling

ROAD FOREMAN’S AND ROAD COMMISSIONER’S REPORT
October 7, 2019
1. The stripping on the new pavement in the village has been completed; the speed limit will be painted on West St. this week.
2. I have a second stone mason hopefully giving us a price on the stonewall repair on Cemetery Hill Rd.
3. I should have a price coming shortly for the repair of the cracks in the steps at the town office.
4. We have the opportunity to put in a small fire pond and hydrant through the VT Rural Fire Protection Program at the town garage. This would benefit all of Depot Rd. and the town garage. If we provide the equipment to do the digging the town would have no out of pocket expenses. This would utilize the overflow from the well.
5. The cement culvert headers have been poured.
6. The Lynch Bridge bank stabilization and the realignment of the river has been completed. The Hunter Brook Rd. bank stabilization has been completed also. Both sites have been approved by Scott Jensen River Engineer.
7. Did the board decide about the plowing of the school now that it’s not a town property?
Thank You,
Jay Wilson Road Foreman
Christopher Williams Road Commissioner

ADMINISTRATIVE ASSISTANT’S REPORT
October 7, 2019
• The Budgeting process will be starting soon, and if we were to do Monday opposite of Selectboard meetings the 14th is a National Holiday. Do you want the Budget meetings to start on the 28th?
• On September 18th I attended the municipal budget workshop in Montpelier. This has given me some insight as to what a process is ahead of us. I am looking forward to working on my first report.
• I have just reviewed the VLCT Insurance renewal for the Town. I will send that off tomorrow in an Email, to await a quote on the New Policy. I shall let you know when that comes in.
• Andrew Martin successfully treated the sulfur smell affecting our office water, last Wednesday.
• I have enclosed for your review the email I had from our Robert Fisher – and will await any further directions regarding this matter.

Respectfully,
Wannetta Powling

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TOWN OF NEWFANE SELECTBOARD MEETING MINUTES
September 16, 2019
BOARD MEMBERS PRESENT:
Hendrik van Loon, Christopher Williams, Angela Sanborn and Michael Fitzpatrick
Absent: Shelly Huber
OTHERS PRESENT:
BCTV, Jay Wilson, Marion Dowling, Steven Levine, Jeanne Rose and Wannetta Powling
CALL TO ORDER:
The meeting was called to order at 6:00 p.m. by Chair Hendrik van Loon.
ADDITIONS/ AMENDMENTS TO AGENDA:
Mr. Williams made an Addition: To approve the Amended Minutes of August 19, 2019
Amended in the minutes of August 19, a suggestion was made by Ms. Dowling regarding concerns for recent dog issues. Making changes to the Newfane Dog ordnance and Fee’s.
Ms. Sanborn made Motion to revisit the Dog Ordnance. Michael Fitzpatrick seconded the motion.
MINUTES:
A motion was made by Mr. Fitzpatrick and seconded by Mr. Williams to accept the minutes for the Boards Regular Meeting September 3, 2019
The motion carried 4-0
A motion was made by Mr. Fitzpatrick and seconded by Mr. Williams to accept the minutes for the Board’s August 19, 2019 as Amended
The motion carried 4-0
ROAD BUSINESS:
Road Foreman’s & Road Commissioner’s Report:
See attached report.
A motion was made by Mr. Williams to offer the Bridge work on Hunter Brook Road to Renaud Brothers, and have them start right away. Seconded by Ms. Sanborn – The motion carried 4-0
A motion was made by Ms. Sanborn to accept the Road Foreman’s Report and seconded by
Mr. Fitzpatrick,
The motion carried 4-0
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ADMINISTRATIVE ASSISTANT’S REPORT :
See attached report.
Ms. Sanborn made a Motion to authorize the Chair to sign 2 year contract with Repro, for Printer of Town Report Motion seconded by Mr. Williams. The motion carried 4-0
A motion to accept the Administrative Assistant’s report was made by Ms. Sanborn and seconded by
Mr. Williams, –
The motion carried 4-0
UNSCHEDULED MEMBERS OF THE PUBLIC:
Ms Dowling suggested letter’s asking to remain anonymous, should be addressed to “Newfane Selectboard” via the post office.
Other members of the Selectboard suggested following rules of Procedure – when acting upon anonymous concern from residence.
Ms. Sanborn responded that all correspondence needs to be addressed, when from citizen’s regarding town matters.
SCHEDULED MEMBERS OF THE PUBLIC:
Steven Levine Chair of the Williamsville Hall Committee was present/ with Jeanne Rose, Flowers & Monument cleaned with donation fund.
Hall committee is going to purchase 8-10 round tables and 2-3 long tables at $1600.
With the purchase of the new cushioned chairs, there is now a surplus of chairs. The Hall committee would like to contact the Union Hall in Newfane and donate some of the old double wooden chairs. The Williamsville Hall plans to still retaining 30 sets of these old double wooden chairs.
Country Fire Alarm System will be installing the fire alarm, at the Williamsville Hall with annual contract of $225, for mentoring purpose land line and internet, needs to be installed. Monthly costs will be $ 40.42 paid from operating fund /$45.95 donation funds.
Ms Sanborn made a Motion to accept recommendation for installation of landline and internet with agreed condition of fees and seconded by Mr. Fitzpatrick.
Motion carried 4-0
Hall Committee submitted to the Selectboard for approval, recommendations to increase fees for the rental of the Hall.
Outside flood light with motion sensor to be installed, to address safety concerns
Mr. Levine agreed to contact Cleveland Electric for recommendations and installation.
Board agreed for the committee to get estimates for painting for next summer, Estimates not to exceed $20,000.
Mr. Fitzpatrick made a motion to accept seconded by Mr. Williams
Motion carried 4-0
OLD BUSINESS:
Traffic Study Report – action to be taken at future meeting – scheduled for October 7th Agenda.
Jay made a comment regarding meeting with Traffic Calming committee. Or sending out an invitation to review Traffic Study Report
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NEW BUSINESS:
Budget planning – will begin the opposite Mondays of Selectboard’s regular meetings 1st or 3rd starting October.
Level funding -should be the Goal.
Ms Dowling suggested that part of the budget for special appropriations, organizations are asked to include a letter with funding requesting or meet with the Selectboard. To explain what the organization has done for the residence in the town of Newfane, villages of South Newfane, Williamsville and Brookside.
Renovations for the Town Office Building – the board will need to come back to revisit this issue, after contractor estimates have been received.
Access Permit for Jones Road- this was done over time. Motion to disapprove
Ms Sanborn would like to review the site and Table this until next meeting.
Motion to Denied Permit 2 in favor-2 opposed
Motion did not pass.
CORRESPONDENCE:
• Ted & Sumi Schreyer -Thank you card
• Timothy Shortell – Interest in Serving on Planning Commission
Ms Sanborn made a motion to appoint, Timothy Shortel Planning Commission Mr. Fitzpatrick seconded.
• Bill Guenther – Letter of Resignation 9.16.19
Suggested to send letter of gratitude and thank him for years of service.
Posting of Vacancy for Tree Warden Position
• WSWMD – Sat. October 19 household collection
PAY ORDERS:
• Payroll Warrant No. 11415 in the amount of $4,307.86
• Payroll Warrant No. 11416 in the amount of $4,254.06
• Accounts Payable No. 20006 in the amount of $ 98,962.02
A motion was made by Mr. Williams and seconded Mr. Fitzpatrick to approve the pay orders.
The motion carried 4-0
ADJOURN:
A motion was made by Ms. Sanborn and seconded Mr. Fitzpatrick to adjourn the meeting.
The motion carried 4-0
Meeting Adjourned at 7:30 pm
Respectfully Submitted, Wannetta Powling
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ROAD FOREMAN’S AND ROAD COMMISSIONER’S REPORT
September 16, 2019
1. The paving has been completed in the village. We are awaiting the painting for the crosswalks and striping to be completed. We were able to do some curb work and have corrected the Cross St. entrance to West St.
2. I met with Scott Jensen the State River Engineer and Mike Fitzpatrick at Lynch Bridge and on Hunter Brook Rd. That work is all set to be started.
3. I don’t have any update yet on the stonewall repair pricing on Cemetery Hill Rd.
4. The winter sand bid is ready to go out.
5. I have renewed the Operating Permit for our in-ground tanks at the garage.
6. We have been replacing culverts on Timson Hill, Otis Lane, Sunset Lake and work on Grout Rd. Culvert.
7. We will be pouring cement for more culvert headers at the garage.
Thank You,
Jay Wilson Road Foreman
Christopher Williams Road Commissioner
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ADMINISTRATIVE ASSISTANT’S REPORT
September 16, 2019
• It is the recommendation of the Newfane Health Officer, to request the Selectboard to send notice to the address on record for the Bank (Anaheim CA) that owns the building @ #542 VT Route 30. There is concerned with the continuing poor condition of the building, it is very hazardous for material falling near or into the road.
A local realtor informed the health officer that the property is currently not under contract.
• There has been a request to have the water in our Town Office treated by a local plumber for the sulfur smell. -With the Selectboard’s approval, I would contact Andrew Martin he has given an estimate of $300 for labor and material to treat the well, and change necessary filters. I have been told that he has done this in the past.
• I ‘m not sure if this is still affecting Board members, for a short time we thought that we had our Email issue resolved.
• The Budgeting process will be starting soon, and I have contacted the company that has printed our Town Reports for the past 2 years. I received a price that was less than the price quoted for the 2017 & 2018 contract. While I am still in the learning process, & where as they have experience with the Town of Newfane Report –
I would feel comfortable asking the Board to consider signing another contract for 2 years with REPRO out of Winooski VT.
2019 & 2020 2017-2018
750 books @ $3.42 / $2,565 750 Books @ $3.49 / $2,617
• On September this Wednesday 18th the Chair & I will be attending the municipal budget workshop in Montpelier.
Respectfully,
Wannetta Powling

TOWN OF NEWFANE SELECTBOARD MEETING

Minutes September 3, 2019

 BOARD MEMBERS PRESENT: Hendrik Van Loon, Christopher Williams, Michael Fitzpatrick, Shelly Huber, and Angela Sanborn.

OTHERS PRESENT:  Jay Wilson, Lynn Forrest, Thomas Abbotts, and Carol Hesselbach.

CALL TO ORDER:

Hendrik Van Loon, chair, called the meeting to order at 6:00 p.m.

ADDITIONS/AMENDMENTS TO AGENDA:

None

MINUTES:

A motion was made by Ms. Huber and seconded by Mr. Williams to accept the minutes for the board ‘s August 19 regular meeting. Mr. Fitzpatrick noted that he was at the meeting but the minutes do not show that. Ms. Huber made a motion to amend the minutes to add Mr. Fitzpatrick as present. The motion passed 5-0.

ROAD BUSINESS:

Road Foreman‘s and Road commissioner’s Report:

Chair Van Loon asked Mr. Wilson if he wanted to highlight anything in his report.  Mr. Wilson explained that only one man so far has expressed interest in repairing the stone wall on Cemetery Hill Road.  The other man was booking 2 years out.  Suggestions were made about others he could contact.  Mr. Wilson also advised that there is a meeting scheduled with Newfane Village to discuss the speed study.  A tree will be taken down

by a homeowner near the bottom of Newfane Hill Road on Thursday, it should take about 3 hours and signs are going up to notify residents . The milling in Newfane Village

should take place Thursday or Friday.  General discussion about a curbing issue and that the paving will take place probably next Tuesday.  The Renaud Brothers have finished

the culvert extension they were doing and the work came out well. Ms. Sanborn moved to accept the Road Foreman ‘s Report Michael Fitzpatrick seconded it.

The motion passed 5-0.

ADMINISTRATIVE  ASSISTANT’S REPORT :

There is no Administrative Assistant ‘s report.

SCHEDULED MEMBERS OF THE PUBLIC:

None.

UNSCHEDULED MEMBERS OF THE PUBLIC:

Lynn Forrest asked if she could be moved from New Business to Unscheduled Members of the Public.  Everyone agreed.  Ms. Forrest advised that the Planning Commission had received a grant and needed to complete the accounting.  In order to complete the accounting of the grant they need an updated Municipal Authorizing Official and Grant Administrator.  Since she is so familiar with the grant she has volunteered to be the Grant Administrator . The Chair is usually the Municipal Authorizing Official and one alternate is needed. Chair Van Loon nominated Ms. Sanborn and she agreed.  Ms. Forrest gave them the form to sign, then took it to have the Chair of the Planning Commission sign it and send it to the state.  She will have a signed copy sent to the Administrative Assistant.

OLD BUSINESS:

Mr. Van Loon said that at the last meeting the board members agreed to review the Town’s Conflict of Interest Policy and come back with comments.  Is there anything anyone wants to have considered for change?  Ms.Huber had a letter from a constituent which she wanted to read . The constituent felt the policy should be that no one who served the Town in any capacity should be able to work for any business that provides paid services to the Town.  Mr. Fitzpatrick disagreed and was also unhappy that the constituent did not want her/his name given.  Mr. Williams also did not like no name attached to the letter. Ms. Sanborn had received comments from several people who felt the same way as the letter that was read and wanted to not be named.  She had also received comments from another person who felt there should have to be a different liaison between the company and the Town.  She and Ms. Huber had no issue with anonymity because Newfane is a small town. After discussion of the policy as written, no one had any suggestions for changes. Mr. Van Loon agreed to request that the policy be put on the website.

NEW BUSINESS:

 Hunter Brook Road Bids: Only one bid was received . Mr. Fitzpatrick left the table as he cannot take part in the bid discussion. The only bid was from Fitzpatrick Excavating. Lump sum bid of $11,000.  Ms. Sanborn asked Mr. Fitzpatrick about the status of the Dover Road project.  Mr. Fitzpatrick answered that he did speak with Mr. Pickering and would be looking at it next week.  Mr. Wilson suggested that the bid be awarded tentatively while the Board waits for Mr. Pickering to review it. Ms. Huber made a motion to have Marc Pickering review the bid and with his approval award the bid to Fitzpatrick Excavating.  R. Williams wanted to add that the next bid should be handled the same way but after discussion it was agreed to deal with then separately. Mr. Williams seconded the motion.  Ms. Sanborn asked why the bid was different than the first bid Fitzpatrick made on the project. Mr. Fitzpatrick answered that time had passed. Motion passed 4-0 with one abstention.

Lynch Bridge Bids:  Two bids were received.  Fitzpatrick Excavating bid totaled

$42,000, Arneden Construction bid totaled $48,000.  Ms. Huber made a motion to accept the Fitzpatrick bid.  Ms. Sanborn commented that the board member already has two open projects and the bridge projects need to be done by October 1 which is cutting it close.  Mr. Van Loon asked how long would it take to finish the projects.  Mr. Fitzpatrick answered a week and a half.  He went on to say that he was not happy with the idea of the Town obtaining gravel this way, that it is pretty expensive gravel.  Mr. Wilson responded that this is the only way the State will allow the gravel to be removed from the stream.  Ms. Huber made the motion again to accept the Fitzpatrick bid if it is approved by Marc Pickering.

Motion passed 3-1 with one abstention.

After discussion, no one was sure if the motion had been seconded.  Ms. Huber made the motion again.  Mr. Williams seconded it.

Motion passed 3-1 with one abstention.

CORRESPONDENCE:

State of Vermont letter and Quit Claim deed about land near the Arch Bridge project. Mr. Williams explained that it is a little teeny comer near the old garage.

The State would not own the garage and the Town would be responsible for the upkeep. Mr. Van Loon indicated that the deed covered 1,357 square feet and Mr. Wilson indicated that the Town is receiving $1,000. Mr. Williams made a motion that the deed be signed by the Selectboard, Mr. Fitzpatrick seconded it.

Motion passed 5-0.

After the motion was passed discussion started about what the deed said and Ms. Huber felt she should read it before signing.  Ms. Sanborn wanted discussion to end because the motion was passed.  Ms. Huber requested that copies of such things be given to the Selectboard before they discussed them.  Deed was signed by all members.

Windham County legislators are inviting everyone to a meeting about broadband on September 11, 6-7 pm.  No action needed.

Letter from a woman who twisted her ankle leaving the Williamsville Hall after a performance.  The Williamsville Hall Committee will be present on September 16 to discuss it but Mr. Van Loon wanted the members to check out the lighting there at night as they passed by to get some ideas about how to light it.  Mr. Fitzpatrick suggested a couple of street lights would be helpful even for those driving by with all the parked cars and people crossing the street to the cafe.  Ms. Huber suggested requiring those who use the hall to provide crossing guards with flashlights. Discussion will be continued on September  16.

Mr. Van Loon announced that there will be a hearing September 13th @ 6 pm regarding the tree near the Williamsville firehouse which the tree warden believes needs to be removed.  It will be at the tree.

Discussion with BCTV regarding the plan for the Board to go into Executive Session after signing the Pay Orders. Since Mr. Van Loon did not believe that any decision would need to be made after the Executive Session, BCTV decided to leave.

PAY ORDERS:

Payroll Warrant No.11413 in the amount of $4,077.74

Payroll Warrant No.11414 in the amount of $7,094.01

Accounts Payable Warrant No. 20005 in the amount of $837,685.93 .

While the Board was signing the Pay Orders there was general discussion about the roadwork that was going to be done in the Village.

Motion made and seconded to approve pay orders.  Motion passed 5-0.

Mr. Van Loon explained that Mr. Wilson had brought him a copy of the speed study done by Windham Regional which he would have copied by Wannetta Powling and put in each Selectboard member’s box for them to review.

A motion was made and seconded to go into.Executive Session to discuss a Personnel matter at 7:25 pm.

The Board came out of Executive Session at 7:45. Mr. Williams made a motion to adjourn the meeting. No second required.

Meeting adjourned at 7:46 pm.

Respectfully submitted, Carol Hesselbach