Selectboard Meeting Minutes – December 18, 2017

TOWN OF NEWFANE

SELECTBOARD MEETING

MINUTES

DECEMBER 18, 2017

 BOARD MEMBERS PRESENT:  Marion Dowling, Mike Fitzpatrick, Christopher Williams, Shelly Huber (after swearing in)

OTHERS PRESENT:   Jay Wilson, Angela Sanborn, Ken Estey, Michael Mayer, Shannon Meckle, Bert Picard

CALL TO ORDER

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

ADDITIONS/AMENDMENTS TO THE AGENDA

There were no additions or amendments to the agenda.

SELECTBOARD BUSINESS

Selectboard Vacancy:  Marion Dowling introduced Shelly Huber, who expressed her interest in being appointed for the vacant Selectboard position.  A motion was made by Mike Fitzpatrick and seconded by Christopher Williams to appoint Shelly Huber to the vacant Selectboard position, filling out a term that expires March 6, 2017. The motion carried unanimously. 

Shelly was sworn in by the Town Clerk and joined the meeting.

Rules of Procedure:  Marion Dowling read the Selectboard Rules of Procedure for the benefit of Shelly as a new Board member and as a review for all members of the Board.

MINUTES

December 4, 2017 Special Meeting:   A motion was made by Mike Fitzpatrick and seconded by Christopher Williams to approve the minutes. The motion carried unanimously.

December 11, 2017 Regular Meeting:   A motion was made by Mike Fitzpatrick and seconded by Christopher Williams to approve the minutes. The motion carried unanimously.

ROAD BUSINESS

Road Foreman’s Report: See attached report.

 A motion was made by Mike Fitzpatrick and seconded by Shelly Huber to accept the report. The motion carried unanimously. 

Road Crew Probation Period – Salary Increase: The Board noted that Mike Winot’s probationary period was up October 3, 2017 and should have received a pay increase.  Jay Wilson noted that Mike has been a huge asset to the Highway Crew.

A motion was made by Mike Fitzpatrick and seconded by Christopher Williams to increase Mike Winot’s pay by .50 per hour. The motion carried unanimously.

 ADMINISTRATIVE ASSISTANT’S REPORT:

See attached report.

 A motion was made by Mike Fitzpatrick and seconded by Christopher Williams not to pay for private trees to be cut down unless it’s dead, and a danger to the public roadway or property. The motion carried unanimously.

A motion was made by Marion Dowling and seconded by Shelly Huber to hold the next regular meeting on Wednesday, January 3, 2017.  The motion carried unanimously.

A motion was made by Marion Dowling and seconded by Mike Fitzpatrick to hold the second January meeting on Wednesday, January 17, 2017. The motion carried unanimously. 

A motion was made by Mike Fitzpatrick and seconded by Christopher Williams to accept the Administrative Assistant’s Report. The motion carried unanimously. 

UNSCHEDULED MEMBERS OF THE PUBLIC

There were no Unscheduled Members

SCHEDULED MEMBERS OF THE PUBLIC

Planning Commission/Michael Mayer: Angela Sanborn presented a proposal of a land donation to the Town from the Mayer Family Trust.  Angela introduced Michael Mayer, who described the location of the parcel of land he’d like to donate.

Michael Mayer gave a history of the property and how it got to the point that they decided to donate it to the town.  Discussion ensued.

Michael Mayer presented a draft letter for the Board’s signature, indicating that they are interested, but need more time to discuss and review the proposal, as well as a  Memorandum of Understanding for the Board’s signature, indicating that the Board is definitely interested, and pending attorney review, would like to close on the property within 45-60 days.

Michael Mayer noted that because the land would be coming off the Grand List, the family is also proposing to donate $20,000 to the Town in awareness of that.  He noted that even if it was donated to the State, as originally planned, it would still be coming off of the Grand List.  He estimated the current taxes at around $1,900.00 per year.

Discussion regarding liability insurance. Shannon noted that the insurance carrier for the current town forest would just extend to the new section.

A motion was made by Mike Fitzpatrick and seconded by Christopher Williams to skip over letter of interest and to sign the Memorandum of Understanding to include the extension between 45-60 day and to  forward the information to the town attorney.  The motion carried unanimously.

A motion was made by Christopher Williams and seconded by Shelly Huber to authorize Marion Dowling to sign the Memorandum of Understanding. The motion carried unanimously.

NEW BUSINESS

Town Office Cleaning: Marion noted that she thought it would be nice to give the town office employees some assistance in doing a deep cleaning of the Town Office after the painting is completed. A motion was made by Mike Fitzpatrick and seconded by Christopher Williams to hire Diane Brown to help in cleaning out the Town Office, throwing things away, and doing a good deep cleaning with the understanding that the service won’t go over budget. The motion carried unanimously.

OLD BUSINESS

Recycling Survey:  Shannon shared the summary of the surveys received so far.  She noted that between the online survey and printed ones handed in, there have been 50 responses. The survey is open until January 2, 2018.

Municipal Planning Grant Authorized Agent:   Shannon presented new resolution, explaining that Marion needs to be the new Municipal Authorized Agent, and the State needs a new form signed to add her.  A motion was made by Christopher Williams and seconded by Mike Fitzpatrick to re-sign the resolution. The motion carried unanimously.

Baker Brook Road Issue: Reviewed the letter from the attorney – basically recommends filling out the permit application – then the Board can review the application. Shannon will send the permit application with instructions. A motion was made by Mike Fitzpatrick that Shannon send the permit application with 15 days to submit it.  Then review it. The motion was seconded by Shelly Huber. The motion carried unanimously.

CORRESPONDENCE:

VLCT – Legislative Update: Available in the office for review.

Windham Regional Commission Newsletter: Available in the office for review.

PAY ORDERS

 A motion was made by Mike Fitzpatrick and seconded by Christopher Williams to approve pay orders.

 Accounts Payable Warrant No. 18012 in the amount of $113,724.23

  • Payroll Warrant No. 12/13/17 in the amount of $4,635.96
  • Payroll Warrant No. 12/20/17 in the amount of $5,286.79

  The motion carried unanimously.

ADJOURN

A motion was made by Christopher Williams and seconded by Mike Fitzpatrick to adjourn at  8:17 p.m.  The motion carried unanimously.

Respectfully Submitted,

Shannon Meckle

ROAD FOREMAN’S AND ROAD COMMISSIONER’S REPORT

DECEMBER 18, 2017

  1. We have had two of the dump trucks down since the storm last week. The ’09 Sterling came back today and the ’14 Mack we are still waiting to hear when that will be finished. Fitzpatrick’s transported one on their trailer and the other was towed by DJ’s to Fitzwilliam.

 

  1. The first section of Dover Road was reopened on Friday and because of the steep drop off to the river we decided to leave the rented Jersey Barriers on the edge of the road. I got a price from Lafayette’s to put band rail along the 170’ in the spring and it was $13.50 per foot plus the returns at each end and any anchors needed.
  2. The second section of Dover Rd. should be reopened in the next couple days.
  3. The radar sign is being moved to the next site after being in Williamsville for the last couple of weeks and seems to be having an effect on speed.
  4. The storm last week was very slippery snow and it continued over an extended period of time. We used a lot of sand trying to keep the roads passable. David our part time person that was just hired the night before the storm had to learn his roads quickly.
  5. We need to remind people not to plow snow across the town road and please don’t park in the way of snow removal.

Thank You,

Jay Wilson, Road Foreman

Christopher Williams, Road Commissioner

 

ADMINISTRATIVE ASSISTANT’S REPORT

DECEMBER 18, 2017

 EMERGENCY WATERSHED PROTECTION PROGRAM: On Friday, I attended three site visits of properties that were looking for assistance with damage done to their properties during the October rain storms.  I am waiting for USDA to determine eligibility of the three properties.

 RECONCILIATIONS: The person that we had for reconciliations of the bank statements has decided against it, so we are back to needing to find someone.

TREE CUTTING:  Attached, please find a response from VLCT attorneys regarding the request of a homeowner that the Town cut down a tree in the right-of-way.  The attorneys recommend always being consistent in whether the Board decides to bear the cost of the removal of the tree for a landowner and because the tree is in the right-of-way, it is considered to be a shade tree and would need to go through the process of a hearing with the Tree Warden, regardless of who is paying for the removal.  I’m waiting to hear back from the Tree Warden.

JANUARY MEETINGS: Both meetings in January are set for holidays (New Year’s Day and Martin Luther King Day.)  The Board will need to decide what to do about them.

ELEMENTARY SCHOOL MAP: The map was delivered to the NewBrook Elementary School last week and they are excited to give it a place to display it.