Selectboard Special Meeting Minutes – August 8, 2012

NEWFANE SELECTBOARD

SPECIAL MEETING MINUTES

August 8, 2012 

Board Members Present: Jon Mack, Priscilla Cotton, Gloria Cristelli, Christine Druke, Todd Lawley

Others Present: Christina Moore, Bill Moore, Patricia Grace, Administrative Assistant

The meeting was called to order at 2:00 p.m. by Jon Mack, Chair.

The purpose of the meeting was to consider the possibility of hiring an individual to assist in our FEMA filling and particularly the FEMA closeout.

We have one candidate before us.

Christina Moore explained her proposal to the Board.  She works as a “team” with her husband, Bill, in the Town of Halifax.  Christina was a temporary hire for the Town of Halifax on their FEMA flood issues.  Christina provided a proposal and objectives. She has agreed to work with the Town of Newfane until closeout on the flood issues.  Christina also provided a copy of her work for Halifax showing the FEMA requirements for reimbursements.

The project books were done by Christina, which helped her with the closeout projects and required audits that will come from FEMA.  She estimates the number of hours to be 30-40 hours per week in the beginning.  She will need to look at our documents to determine their condition for a more accurate range of hours.  Christina stated that she had worked for the Town of Halifax for approximately nine months and worked full time for the first three months.

Christina stated that everything that she does for the Town of Newfane for direct administrative costs will be reimbursed 100% by FEMA.

Todd stated that the files be kept in the same condition and placement as where they are now.  Christina agreed that the files would stay the same.

Christina suggested that Newfane develop a procurement policy if there isn’t already one in place.

Jon stated that we have a bid policy. It was recommended that the town bid out for professional services, and hire out Christina on a short term basis for up to $2,000.00.

A discussion ensued as to Christina’s process of flood projects.  Christina will start out with the nine large projects first and then work on the smaller projects.

A motion was made by Chris that we procure Christina Moore for the purposes of a personal services contract for the purposes of initiating our FEMA projects and not to exceed $2,000.00.  Gloria seconded the motion.  Motion carried unanimously.

Jon stated that the Selectboard will put this position to bid.  A discussion ensued to place an advertisement in the Brattleboro Reformer so that the bids can be opened at the Selectboard meeting on August 16, 2012.

Gloria made the motion to put the additional administrative support out to bid for the FEMA going forward.  Motion was seconded by Chris.  The motion carried unanimously.

New Mack Truck

Todd reported that the new truck should available soon for the Tenco equipment to be installed on to the unit.  Jon instructed Pat to contact Dave Olson at People’s Bank to get the loan processed.  Todd reported that it may be a couple of months before Tenco will have the additional equipment installed on the truck.

Old County Road

Todd reported that logs are being skidded down the Old County Road.  The logging is being done by Cersosimo.  Cersosimo had received permission to use that road.  Todd is requesting to have someone contact George to keep the road maintained.  A discussion ensued.  Jon recommended that Christopher or Todd to make the call.  Todd will report on the status at the next board meeting.

Stratton Hill Road Landslide

Todd is working on John Alexander and Marc Pickering, of VTrans, to look at the project to assist Todd in the paperwork process.

Town Offices Wall Partitions

Jon stated that we need to put the project to a formal bid process. Priscilla reported that the current plans for the walls

Adjournment

Todd made the motion to adjourn at 2:54 p.m.  Gloria seconded the motion.  The motion carried unanimously.

Respectfully submitted,

Patricia Grace
Administrative Assistant

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