Selectboard Meeting Minutes – December 19, 2016

TOWN OF NEWFANE

SELECTBOARD MEETING

MINUTES

DECEMBER 19, 2016

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

OTHERS PRESENT:   Bob McCandless, Mike Young, Steve Levine, Myra Fassler, Ken Estey, Annie Landenberger, Ed Druke, Ralph Meima

CALL TO ORDER

The meeting was called to order at 6:01 p.m. by Todd Lawley, Chair.

ADDITIONS/AMENDMENTS TO THE AGENDA

Todd noted that the Executive Session would be moved to the end of the agenda.

MINUTES

December 5, 2016:   The minutes of December 5, 2016 were reviewed. A motion was made by Gary Delius and seconded by Mike Fitzpatrick to approve the minutes as written.  Carol thanked Shannon for getting the Arch Bridge stop sign plans on the website. The motion carried with four in favor and Todd Lawley abstaining.

December 12, 2016 (Budget):   The minutes of December 12, 2016 were reviewed.  A motion was made by Gary Delius to approve the minutes. The motion was seconded by Marion Dowling. The motion carried with four in favor and Todd Lawley abstaining.

ROAD BUSINESS

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

Gary Delius asked for clarification on equipment repairs.

The Board commended the road crew for their excellent work on keeping the roads up during the storms. The audience echoed.

A motion was made by Gary Delius and seconded by Carol Hatcher to accept the Road Foreman’s and Road Commissioner’s Report.  The motion carried unanimously.

Discussion of Arch Bridge Information: 

Carol went over the three options presented by the State. Todd and Mike liked the idea of keeping it as it is. Carol liked the option of two stop signs (coming from Grimes Hill Road and coming from Dover Road with right-of-way coming off Depot Road.) Carol explained her reasoning for her preference.

Marion asked why Todd and Mike liked the option of keeping it the way it is. Both Todd and Mike explained their reasoning.

Members of the public noted that they preferred the option of two stop signs as a method of traffic calming and added safety.

Discussion ensued. Annie Landenberger recommended forming a study committee to make recommendations.

A motion was made by Carol Hatcher to respond to the state with approval for two stop signs on Grimes Hill Road and Dover Road. The motion was seconded by Gary Delius. The motion carried unanimously. 

SCHEDULED MEMBERS OF THE PUBLIC

Ralph Meima, Green Lantern Solar:  Ralph was present to update the Board on the process and noted that he hoped to be able to offer a proposed lease by next week. Discussion ensued regarding the letter that was presented for signature.

Gary Delius read correspondence from the town’s attorney that confirmed that signing the letter only acknowledged receipt and did not obligate the town to enter a lease.

A motion was made by Mike Fitzpatrick and seconded by Carol Hatcher to sign the letter.  

Discussion:  Gary Delius noted that there is a competitive bid process and that the Board needs to do its due diligence on behalf of the townspeople.

The motion carried with three in favor and two opposed.   

 Planning Commission – Town Plan Recommendation:

At this point in the meeting Gary Delius recused himself.

Bob McCandless, on behalf of the Planning Commission noted that the Planning Commission had held their public hearing, and subsequently voted to make a formal recommendation to the Board to adopt the amendment.

A motion was made by Marion Dowling and seconded by Mike Fitzpatrick to hold a public hearing on February 6, 2017 at 6:00 p.m. The motion carried unanimously of the remaining Board members. 

At this point in the meeting, Gary Delius rejoined the meeting.

Williamsville Hall Committee:

Steve Levine presented a list of new Hall Committee Members and requested they be formally appointed.

A motion was made by Carol Hatcher and seconded by Mike Fitzpatrick to appoint Mike Gilbert, Breeze Verdant, and Annie Landenberger to the Williamsville Hall Committee. The motion carried unanimously.

Steve Levine presented a bid for weatherization work. He explained what the work would entail. Discussion ensued regarding bid procedure. Steve noted that he’d received numerous other bids, all higher and with longer wait times.   Steve also noted that the project would be paid for with Williamsville Hall Donation Funds.

A motion was made by Mike Fitzpatrick  and seconded by Marion Dowling to approve the project as bid, to come out of the Williamsville Hall Donation Fund. The motion carried unanimously.

The board thank the Committee for all of their hard work

The Williamsville Hall Committee asked to discuss the Selectboard’s recent decision to charge a $700 rental fee for the first Rock River Players performance in March.  Steve Levine noted that the Williamsville Hall Committee felt that 10% for each performance was a fair amount to put into the general fund.

Myra read a letter into the record a letter on behalf of the Committee expressing the Committee’s surprise and hurt in hearing this decision.

Discussion ensued regarding operating expenditures and heating costs and the merits of all the work being done from the Donation Fund.

A motion was made by Gary Delius and seconded by Carol Hatcher to rescind the decision to charge $700 for the first performance, being that they will not be asking for heat. Gary Delius seconded the motion. The motion carried unanimously.

Steve Levine reported that he spoke with the organization that turned down their grant application.  They were concerned with the  preservation aspect of the grant application.  They encouraged him to reapply with notes about preservation.

A motion was made by Gary Delius and seconded by Marion Dowling to write a letter of support for the Williamsville Hall Committee’s grant.  The motion carried unanimously.

UNSCHEDULED MEMBERS OF THE PUBLIC

Mike Young, Animal Control Officer gave the Board a quick update and will submit a formal report to Shannon.

NEW BUSINESS

Mileage Reimbursement Rate:   Shannon explained that the federal mileage reimbursement rate was dropping to 53.5 cents per mile as of January 1, 2017 and the town couldn’t have a higher rate than the federal rate. A motion was made by Carol Hatcher to change the mileage reimbursement rate to 53.5 cents per mile as of January 1, 2017.  The motion was seconded by Gary Delius. The motion carried unanimously.

Town Office Toilets:  Shannon requested that the discussion be tabled as the quote did not come in for the meeting.  Ken Estey asked for clarification on what the needs were.  Shannon explained the problems as they currently exist.  The Board will revisit after the quote is received.

OLD BUSINESS

Windham Solid Waste Management District Recycle Bins:   Shannon noted that Johanna was working on getting prices from private haulers to have recycle bins in a public location for the town. Shannon will report back when she receives the information.

January Meeting Schedule:  Discussion ensued and the Board scheduled the following meetings:

Budget Meeting: 12/27/16 – 3:00 p.m. – 5:00 p.m.

Budget Meeting: 1/9/17 – 5:00 p.m. – 7:00 p.m.

Regular Meeting: 1/23/17 6:00 p.m.

REAL ESTATE MATTER

A motion was made by Carol Hatcher and seconded by Mike Fitzpatrick to enter into Executive  Session  for the purpose of   negotiating or securing a real estate purchase or lease option, in accordance with 1 VSA, § 313(a)(2).  The motion carried unanimously and the Board entered into Executive session at 7:30 p.m. with no expected decision.

The Board came out of Executive Session at 8:10 p.m. No decisions were made a result of the Executive Session.

CORRESPONDENCE

There was no correspondence received.

PAY ORDERS

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

  • Accounts Payable Warrant No. 17015 in the amount of $67,351.07
  • Payroll Warrant No. 12/14/16 in the amount of $5,446.65
  • Payroll Warrant No. 12/07/16 in the amount of $6,003.59

The motion carried unanimously.

ADJOURN

A motion was made by Mike Fitzpatrick and seconded by Marion Dowling to adjourn at  8:25 p.m. The motion carried unanimously.

Respectfully Submitted,

Shannon Meckle

ROAD FOREMAN’S AND ROAD COMMISSIONER’S REPORT

DECEMBER 19, 2016

  1. Roads: The roads are in good shape. The crew has spent many hours plowing and sanding the roads with all the storms we have had. They have done a very good job keeping the roads open and safe.
  1. Equipment: The F550 went to Tenco to have the sander chain fixed. The 09 Sterling has been to Twin State Truck repair for air leaks, emission problems and an exhaust leak. The 2011 F350 has been to Twin State for emission problems.
  1. Winter Sand: Fitzpatrick’s is hauling sand to the garage.
  1. River Road Bridge: There is no update on the bridge at this time. I will call Marc Pickering. Shannon contacted WRC to encourage them to see what they could do for us to get some state aid. Shannon put it in both news papers and contacted the oil companies and the fire departments have been notified as well not to go over it.
  1. Information Center: VTrans has chosen the Four Columns as an Information Center where people can go and get area travel information. VTrans will be putting up new signs in the spring on Route 30 in the village to let the motoring public know where the Information Center is.
  1. Winter Regulations: We need to put notices in the papers and on the web site that people parking in the way during a snowstorm will be towed at the owners expense. We have had a lot of problems on some roads with cars parked in the way. The other thing that needs to be put in the papers and on the web site is that plowing across a town road is illegal. We are having a lot of problems with that this winter as well. People are leaving big mounds of snow in the roads. Once that freezes there it does damage to the equipment plus it narrows the roads down.

Thank you,

Todd Lawley, Road Foreman

Christopher Williams, Road Commissioner