Selectboard Meeting Minutes – August 15, 2016

TOWN OF NEWFANE
SELECTBOARD MEETING
DRAFT MINUTES
AUGUST 15, 2016

BOARD MEMBERS PRESENT:Gary Delius, Marion Dowling, Mike Fitzpatrick, Carol Hatcher, Todd Lawley

OTHERS PRESENT:Shannon Meckle, Em Richards

CALL TO ORDER

The meeting was called to order at 6:00 p.m. by Todd Lawley, Chair.

MINUTES

August 1, 2016 Meeting:A motion was made by Gary Delius and seconded by Marion Dowling to approve the minutes. The motion carried unanimously.

August 1, 2016 Public Hearing:A motion was made by Gary Delius and seconded by Marion Dowling to approve the minutes. The motion carried unanimously.

ROAD BUSINESS

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

A motion was made by Gary Delius and seconded by Marion Dowling to accept the report.  The motion carried unanimously

Crosswalks on Route 30: Shannon is checking with the village to see if they need anything specific from the Selectboard. It will be on the agenda for the next meeting.

ADMINISTRATIVE ASSISTANT’S REPORT

See attached report.

NEW BUSINESS

Investment and Banking Policy:Shannon presented a draft of the Policy and noted that the auditors have recommended this be enacted. The Board will review the policy and discuss at a later date.

Williamsville Hall Fund/Rock River Players:After review, a motion was made by Gary Delius and seconded by Carol Hatcher to pay Annie Landenberger $1,234.00 representing Rock River Players’ portion of the proceeds from their productions. The motion carried unanimously.

OLD BUSINESS

Town Office Building – Bond Vote:Marion brought up a complaint regarding a mailer that was sent regarding the bond vote.  Discussion ensued.  The Selectboard asserted that they did not send the notice and nobody on the Board received a copy.

Shannon noted that there is a 30-day period for which a petition can be received for a revote.  Discussion ensued.

Shannon noted that Karen Astley would like to be added to the Town Office Committee.

Shannon also reported that she’d spoken to People’s United Bank about the debt ceiling and that a bond would not add a concern.  She will get it in written form.

990 Dover Road Clean Up:Shannon reported that she drives by the property daily and it looks great. Erv Moffitt was present. The Board thanked him for his hard work.  He noted that he’s on target to finish by August 31, however will contact the town if he gets delayed.

UNSCHEDULED MEMBERS OF THE PUBLIC

Piet van Loon was present as a Windham Regional Commissioner to speak to the Board about the increase in the town’s assessment to $3,802.00. Discussion ensued. Piet noted that if anyone has questions or needs assistance to contact him.

CORRESPONDENCE

The following correspondence was received:

  • Town Fair 2016 Schedule
  • Letter of Resignation from Tim Cawrse (Planning Commission)

PAY ORDERS

The Board reviewed the pay orders. A motion was made by Gary Delius and seconded by Marion Dowling to approve the pay orders as follows:

  • Payroll Warrant No. 08/10/16 – $3,974.10
  • Accounts Payable Warrant No. 17004 – $51,229.48

The motion carried unanimously.

ADJOURN

A motion was made byMarion Dowlingand seconded by Gary Deliusto adjourn at7:28 pm.The motion carried unanimously.

Respectfully Submitted,

Shannon Meckle

ROAD FOREMAN’S AND ROAD COMMISSIONER’S REPORT

AUGUST 15, 2016

  1. Roads: The roads remain in good shape. We are grading again due to all the rain. We have been cutting brush on Dover Road. We also did a lot of ditching on Dover Road and replaced a bad culvert on Jack Hill. The crew has been cleaning culverts and run outs as well.
  1. Equipment: The 2015 F550 has been back to Durand Ford for a directional light problem. They say it was the body company’s fault because they wired it wrong. Now it has to go back up to Tenco to be rewired and I have been in touch with them and they are going to go good for the bill at Durand Ford.

The 2013 Mack has been to Twin State to have a rear dump body pin changed. We worked on it a day at the garage and could not get it to free up so we took it to Twin State. The F600 chloride truck had a brake sensor fail so we changed it at the garage.

  1. Roadside Mowing: Road side mowing has started and they are getting the roads back pretty good.
  1. Paving: The paving is now done. We paved 1 ½ miles on Dover Road and 1 mile on Auger Hole Road. A lot of this money was grant money from VTRANS that we applied for and thanks to Shannon doing the paper work we got two grants. Thank you Shannon for that. South Newfane side should now be good for quite a few years. Next year, we will probably pave some on Grimes Hill, Radway Hill Road and Brook Street. Springfield Paving did a very good job. We still have to put down new shoulders and that will take place next Wednesday.
  1. Kenny Pond Project: I am going to be working on a bid for the Kenny Pond retaining wall. I will work with Shannon on it and hope to have it out before the next meeting.
  1. Jones Hill Culvert Project: I have to get quotes on replacing 80 feet of 3-foot culvert. Marc Pickering said to just get three estimates for the job, so I will try to get that done soon as well.
  1. Line Painting: I have got another call into the line painting company to see when they can get the white lines done.

Thank you,

Todd Lawley, Road Foreman
Christopher Williams, Road Commissioner

 

ADMINISTRATIVE ASSISTANT’S REPORT

AUGUST 15, 2016

 

OFFICE SECURITY: I need to let the Board know that on two separate occasions I have come in to find my computer had been turned on. Once it was actually accessed and documents were up on my screen that I hadn’t been using. The second time (I changed my password) and there were printer errors and trouble-shooting windows up,  but my documents weren’t able to be accessed.  Also, I have been notified by coworkers two separate times that other coworkers were seen either in my desk, or looking through my papers.  I have been looking into a few low-cost ideas that might help solve the problem, one of which is replacing the cubicle walls with framed in walls, allowing for doors that lock.  There are also pre-fab cubicles available that have doors as well.  This might make a good temporary solution until the larger town office building issue is figured out.

WORKERS COMPENSATION/CONTRACTOR REQUIREMENTS:  Recently, we were  notified by VLCT that the requirements for hiring contractors to perform services has changed.  We are now required to have each contractor sign a series of forms, plus a contract for each service they provide. This has added both to my workload as well as a the burden on contractors.   Nothing much can be done, but I wanted the Board to be aware of the ever-changing regulations.

MEDICAL LEAVE: I will be away on medical leave starting tomorrow. I expect to return on Monday, August 22.  The State is coming to do a records review on VTrans grants on Wednesday.  I have everything ready and they have instructions to see Maureen and/or Gloria with any questions. Some of the FEMA information she’ll need is in the vault.