Selectboard Meeting 8.12.19

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TOWN OF NEWFANE
SELECTBOARD SPECIAL MEETING
MINUTES
August 12, 2019
BOARD MEMBERS PRESENT: Hendrik van Loon, Christopher Williams, Angela Sanborn,
Michael Fitzpatrick and Shelly Huber
OTHERS PRESENT: Doris Knechtel, Marion Dowling, Melissa Brown, Thomas Abbotts and Wannetta Powling.
CALL TO ORDER:
The meeting was called to order at 5:00 p.m. by Chair Hendrik van Loon.
BUSINESS:
Review of action taken by The Newfane Selectboard at the August 5, 2019 regular Selectboard meeting relative to highway work at Hunter Brook Road.
Mr. van Loon explained that this meeting was called to give Board members a chance to discuss thoughts and concerns about the awarding of the bid to A S Clark and Sons at the August 5th meeting for work on Hunter Brook Road.
Mr. Fitzpatrick questioned the action as two board members were not at that meeting and the awarding had not been on an agenda since the bids were opened on June 3rd. Mr. van Loon suggested that once action on an item had been deferred to a future meeting it would be on the agenda for following meetings. Mr. Fitzpatrick also questioned awarding a bid when the cost would be above the project budget.
Mr. Williams said he was concerned that Mr. Fitzpatrick had not completed work on a section of Dover Road, for which he had been paid and for which the Town had not received the State share. It was explained that confusion about approval by the right state official was holding that payment up and that would be taken care of when the work was done.
The question of possible conflicts of interest was raised to both Mr. Williams and Mr. Fitzpatrick. Mr. Williams said he had not worked for Clark for over a year and Mr. Fitzpatrick noted that he never took part in discussion on the awarding of bids when he bid’s on work. No decision was requested or reached in either case. Ms. Huber moved that the conflict of interest policy be placed on the next agenda. The motion carried, 4-1, with Mr. van Loon abstaining.
Open to public:
M. Dowling a former Selectboard member, agreed that when the board signed off on the pay orders for the Dover Road work that the Selectboard was not aware that the work had not been approved.
Mr. Williams made a motion to rebid Hunter Brook project. Ms. Sanborn seconded the motion. Vote 4-1 passed; Mr. van Loon abstained.
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Ms. Huber made a motion to have the Chair contact AS Clark to inform them of the need to re- bid the job. Ms. Sanborn seconded the motion. Vote 4-1 passed; Mr. van Loon abstained.
Ms. Huber made a motion to have the invitation to bid include “Not exceeding budgeted amount.”
Ms. Sanborn seconded the motion. Vote 4-1 passed; Mr. van Loon abstained.
Mr. Abbott: Asked if there is work session after the bids are opened to review and discuss input and thoughts? How does the public get a copy of the bids? It’s important that the public have access to know why and how bids are awarded. The board needs to show transparency as to how it makes a decision.
Ms Huber made a motion to add reviewing the conflict of interest policy to the next agenda. Ms. Sanborn seconded the motion. Vote 4-1 passed; Mr. van Loon abstained.
Meeting Adjourned at 6:00 pm

Respectfully Submitted,
Wannetta Powling