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 Special Meeting June 26, 2019

TOWN OF NEWFANE
SELECTBOARD SPECIAL MEETING
MINUTES
June 26, 2019
BOARD MEMBERS PRESENT: Hendrik van Loon, Christopher Williams, Shelly Huber and Angela
Sanborn
OTHERS PRESENT: Doris Knechtel, Dennis Wiswall, Ken McFadden and Wannetta Powling.
CALL TO ORDER:
The meeting was called to order at 5:15 p.m. by the Chair, Hendrik van Loon
AGENDA:
To Consider the Proposed Acquisition of the Solar Field Property and Lease from the Newfane School District
Mr. van Loon called attention to paragraph # 29 and #30 of the purchase and sales contract, advised the board to
read over.
Ms. Huber questioned the size of the property involved in the proposed “solar field” transfer.
Mr. van Loon said the area will be surveyed before transfer so all parties may agree on the exact property in
question.
Ms. Knechtel said there are two separate parcels currently involved in the solar field.
In responds to a question from Mr. Wiswall, Mr. Mc Fadden said that “we would transfer the lease -revenue to
the Town of Newfane with the understanding that it would go to the NewBrook PTO to benefit the children in
Newfane and Brookline.”
Ms. Huber made a motion to accept the contract for the Proposed Acquisition of the Solar Field Property and
Lease from the Newfane School District; Ms. Sanborn seconded the motion.
Motion passed 4/0 in favor
Ms. Sanborn made a motion to adjourn Mr. Williams seconded the motion,
Meeting was adjourned at 6:04 pm

Respectfully Submitted,
Wannetta Powling

Selectboard Agenda 7.1.19

1 | P a g e
TOWN OF NEWFANE SELECTBOARD
REGULAR MEETING AGENDA
MONDAY JULY 1, 2019
6:00 P.M.
NEWFANE TOWN OFFICE

CALL TO ORDER

ADDITIONS/AMENDMENTS TO AGENDA

APPROVAL OF MINUTES
June 17, 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
Treasurers Melissa Brown – Historical Grant Closure

UNSCHEDULED MEMBERS OF THE PUBLIC

OLD BUSINESS
VLCT News -Glebe Lands

NEW BUSINESS
Wage Increases for F.Y. 2020
EXECUTIVE SESSION

CORRESPONDENCE
Sullivan, Powers & Co., P.C. Scope of Services

PAY ORDERS

ADJOURN

Selectboard Regular Meeting June 17, 2019

Selectboard Meeting Minutes – June 17, 2019 Page 1 of 6
TOWN OF NEWFANE
SELECTBOARD MEETING
MINUTES
June 17, 2019
BOARD MEMBERS PRESENT: Hendrik (Piet) Van Loon, 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:
Motion to move Mr. McFadden from scheduled members of the public to after the approval of the minutes in order for him to keep another appointment at 7pm. Motion to amend the agenda was made by Piet Van Loon and seconded by Christopher Williams.
The motion carried 5-0.
MINUTES:
June 3, 2019:
A motion to amend the minutes of June 3, 2019 to correct the spelling of Hendrik (Piet) Van Loon was made by Angela Sanborn and seconded by Christopher Williams to accept the minutes for June 3, 2019 as amended
The motion carried 4-1.
EXECUTIVE SESSION:
Piet Van Loon made a motion to go into executive session on a legal matter, Christopher Williams Second
The motion carried 5-0.
Returning from Executive session:
A motion was made by Hendrik (Piet) Van Loon to appoint the Board Chair to contact the Town Attorney to explore the possibilities of transferring the Newfane Property Solar Field and any such other properties that may be needed to enter into transfer to the Town of Newfane and seconded by Mike Fitzpatrick.
The motion carried 5-0.
Selectboard Meeting Minutes – June 17, 2019 Page 2 of 6

REORGANIZE:
A motion was made by Mike Fitzpatrick to nominate Hendrik (Piet) Van Loon to Board Chair and seconded by Christopher Williams.
The motion carried 5-0.
ROAD BUSINESS:
Road Foreman’s & Road Commissioner’s Report:
See attached report.
Discussion ensued regarding ledge on Sunset Lake Road, there may need to have this removed. The Sand Salt Shed is scored by Windham Regional, VTrans. and the scoring is done by three of us and they steer us in the right direction. The project will begin next year. Are there were no other issues with the roads other than a tree that took wires down up on top of Sun Set Lake Road.
ADMINISTRATIVE ASSISTANT’S REPORT:
See attached report.
It was discussed that the outside of the building was to be cleaned before or after regular business hours if the Administrative Assistant wanted to pursue on her own time the board had no concerns with this.
A motion to accept the administrative assistants report was made by Angela Sanborn seconded Mike Fitzpatrick
The motion carried 4-1.
UNSCHEDULED MEMBERS OF THE PUBLIC:
SCHEDULED MEMBERS OF THE PUBLIC:
Bill Guenther- Tree Warden Re: White Ash @ Williamsville F.D
There was a discussion that ensued regarding the health, goal and danger concerns of the Large White Ash Tree at the Williamsville Fire Department. There serious issues of mushrooms’ which indicates decay. The cables that were put in a number of years ago are now to low to properly maintain the support for which they were intended. The limited root developments for such a large crown are known to be three times the crown size overhead. The Fire Dept has asked that the tree be removed. The tree warden has mentioned that it would be wise to hold a public meeting.
A motion to look into the research of the history and to work on schedule and to post a warning for the public hearing was made by Angela Sanborn seconded and Mike Fitzpatrick
Selectboard Meeting Minutes – June 17, 2019 Page 3 of 6

The motion carried 5-0.
Ken McFadden – NewBrook School Solar Field Property (amended at the beginning of the meeting)
OLD BUSINESS:
Town office reconfiguration of the floor plans to install walls for privacy, and sanding the floors.
Discussion ensued regarding the plans, for sanding and refinishing the floors and putting up walls in the Selectboard room, for the three offices to create privacy. Further contractors input needed. Piet Van Loon will do this research and get back to the Board.
NEW BUSINESS:
Health and Safety Concerns – 542 VT RT 30, Newfane across from W.W. Building supply.
Shelly brought to the board concerns of the number of properties that seem to have fallen into disrepair or neglect. There are other Towns that have in place penalties and ordnances to handle this kind of issues. The Planning Commission may at a later date need to make changes to the By Laws to cover safety and neglected properties. At this time it was also mentioned that it could be a concern of enforcement. No further action was to be taken at this time.
EXECUTIVE SESSION:
None
CORRESPONDENCE:
Harvey Traison – Wiswall Hill Road Snow Plow turned around in driveway- Damage.
Notice for the state of Overshadowing permit- Ed Druke – Fawcett LLC
Carol Hesselbach – Recording Fee’s due to increase July 1st 2019
*Vermont State Police – Annual Contract Renewal
A motion was made by Christopher Williams to accept the Vermont State Police Annual Contract renewal and to have the Chair sign the contract Seconded by Shelly Huber.
The motion carried 5-0
*Treasurers- Financial Management Questionnaire & Internal Check List for Internal Control – Both needed to be signed by the Board
A motion was made by Mike Fitzpatrick to accept receipt of this Questionnaire and Internal Check List Seconded by Christopher Williams.
The motion carried 5-0
VLCT News – Glebe Lands –
A motion made by Angela Sanborn to revisit this at the next meeting Seconded by Christopher Williams
The motion carried 5-0.
Selectboard Meeting Minutes – June 17, 2019 Page 4 of 6

PAY ORDERS:
• Payroll Warrant No. 11401 in the amount of $5,455.03
• Payroll Warrant No. 11402 in the amount of $3,985.90
• Accounts Payable No. 1928 A in the amount of $ 85.28
• Accounts Payable No. 19029 in the amount of $ 97,106.17
A motion was made by Michael Fitzpatrick and seconded Angela Sanborn 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 8:26 pm
Respectfully Submitted,
Wannetta Powling
Selectboard Meeting Minutes – June 17, 2019 Page 5 of 6

ROAD FOREMAN’S AND ROAD COMMISSIONER’S REPORT
June 17, 2019
1. The wetlands meeting with the State Wetlands Coordinator went well and she concurred with our engineer. The maps will eventually be changed to reflect the new boundaries.
2. The guard rail work was completed.
3. Ditching is continuing on Sunset Lake Rd.
4. Bruce Brook Rd. paving should be done this week.
5. Engineering bids for the Sand/Salt shed project were reviewed last week and the scoring of the committee made Bell Engineering the selection. His price was $26,000.
Thank You,
Jay Wilson Road Foreman
Christopher Williams Road Commissioner
Selectboard Meeting Minutes – June 17, 2019 Page 6 of 6

ADMINISTRATIVE ASSISTANT’S REPORT
June 17, 2019
It has been a very busy two weeks just doing administrative work, trying to stay on top of our proposal, trying to find all the necessary information and dealing with contracts for the attorney.
We have the new clean service Sierra Pratt; she is working out very well and also does the Williamsville Hall Cleaning.
Next week I have plans to start cleaning the outside of the building. I purchased the flags myself to go up on the front of the building for the upcoming Fourth of July Holidays festivities.
I have also done some decorating & freshening up in both the restrooms. At no cost to the Town. It seems to have been noticed and well received.
Doris asked me to inform the Selectboard that there will be a need for a Special meeting the week of July 8th to set the new tax rate.
Respectfully Submitted,
Wannetta Powling
6.17.19