Selectboard Meeting Minutes – June 4, 2018

TOWN OF NEWFANE
SELECTBOARD MEETING
MINUTES
JUNE 4, 2018

BOARD MEMBERS PRESENT: Marion Dowling, Gary Delius, Mike Fitzpatrick, Shelly Huber, Christopher Williams
OTHERS PRESENT: Jay Wilson, Bob McCandless, Shannon Meckle
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.
MINUTES
May 21, 2018 Regular Meeting: A motion was made by Gary Delius and seconded by Christopher Williams to approve the minutes as presented. The motion carried unanimously.
ROAD BUSINESS
Road Foreman’s Report: See attached report.

Regarding signs, Gary asked what the cost might be to install a mechanism to tell the truck they’re too tall.

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

Baker Brook Road Closure Request Follow Up: Jay reported that he met with the tree company and they can close the road to cars but allow trucks to pass if they need to. They will determine the best time of year for doing the project.

Excavator Bids: Jay reported two guys went down to look at two that Mike found, too big and too warn out so they will continue looking.

Silver Mine Access Permit: After review of the permit application , a motion was made by Christopher Williams and seconded by Mike Fitzpatrick to approve the application. The motion carried unanimously.

Ditch Material Pricing: Jay reported that they need prices for ditch material for the work to be done on Sunset Lake Road. Under the grant, work needs to be done by June 1 and would not allow for the formal bid process. Jay requested permission to do an email bid for the prices.

Discussion ensued. Gary felt that it was in the best interest of the town to seek the prices through email so as not to lose grant funding.

Mike Fitzpatrick recommended obtaining quotes from contractors to do the work and supply the material, saving the highway crew time for regular maintenance.

The pricing will be per foot for ditching and per foot for culver replacement. Ditch material to be provided by the contractor and culverts and headers to be provided by the town.

A motion was made by Mike Fitzpatrick and seconded by Shelly Huber to authorize email bids for per-foot pricing on ditching and stone lining the ditches and culvert replacement. Bids are due by Monday, and to hold a special meeting at 4:00 p.m. on Monday, June 11. The motion carried unanimously.

ADMINISTRATIVE ASSISTANT’S REPORT

See attached report.

A motion was made by Gary Delius and seconded by Mike Fitzpatrick to allow W.W. Building Supply to begin ground preparation, not to include ground penetration or foundation placement.

Mike Fitzpatrick offered an amendment to include speaking with Rich Carroll to see what he recommended for the extent of site work. The amendment was seconded by Gary Delius. The motion to amend carried unanimously.

The motion to allow site work, not to include ground penetration or foundation placement, and to seek Rich Carroll’s advice on extent of site work passed unanimously.

Animal Control Officer: Shannon will send a letter of thank you to Mike Young and contact the Constable to see if he’d be willing to fill in until a replacement can be found.

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

UNSCHEDULED MEMBERS OF THE PUBLIC
There were no unscheduled members of the public.

NEW BUSINESS

Conservation Commission Membership: Shannon reported that there were two people interested in being appointed to the Conservation Commission. They have attended the last two trail sessions and were very helpful.

A motion was made by Gary Delius and seconded by Shelly Huber to appoint Michelle and Jeff Mortimer. The motion carried unanimously.

WRC Trail Article: Shelly Huber shared an article from Windham Regional Commission regarding trail development and promotion.

Discussion ensued regarding the recent offer of land from the Mayer Family Trust.

Town Plan Draft – Planning Commission: After review of the Town Plan Adoption process, a motion was made by Marion Dowling to accept the plan and set the hearing date for July 16 at 5:00 p.m. The motion was seconded by Mike Fitzpatrick.

Discussion: Gary noted that the Planning Commission has gone above and beyond, spending a tremendous amount of time working on this and that the Board owes them a great deal of gratitude.

Discussion ensued regarding following up and putting action to the plan. Bob McCandless noted that one of the Planning Commission’s initiatives is to make people accountable for their parts of the plan.

The motion carried unanimously.

OLD BUSINESS

Baker Brook Road Right of Way Issues: A motion was made by Marion Dowling to enter into Executive Session to discuss a pending or probable civil litigation, pursuant to 1 V.S.A. §313(a)(1), inviting Shannon to join. The motion was seconded by Mike Fitzpatrick. The motion carried unanimously and the Board entered into Executive Session at 7:30 p.m.

The Board came out of Executive Session at 7:50 p.m. No action was taken. Shannon will continue to work on it and revisit at a future meeting.

Purchasing Policy: Shelly and Gary handed out recommended changes. The Board will review the changes and revisit it at the next meeting.

CORRESPONDENCE

The following correspondence was received:

• Forum for Municipal Officials – June 14 at Killington Resort.

• Delinquent Tax Collectors Workshop Notice

• BDCC/SEVeds – Workshop Notice

• VLCT News

• EAP Newsletter –

PAY ORDERS

A motion was made by Gary Delius and seconded by Mike Fitzpatrick to approve pay orders as follows:

• Payroll Warrant No. 11343 in the amount of $4,394.38
• Payroll Warrant No. 11344 in the amount of $7,567.70
• Accounts Payable No. 18025 in the amount of $9,841.03

The motion carried unanimously.

ADJOURN

A motion was made by Gary Delius and seconded by Shelly Huber to adjourn at The motion carried unanimously.

Respectfully Submitted,
Shannon Meckle

ROAD FOREMAN’S AND ROAD COMMISSIONER’S REPORT
JUNE 4, 2018

1. I attended the Risk Management class last week that was put on by VLCT.

2. We met Friday with the representatives from Patriot about the Western Star. They have made nine changes to make the truck meet our specifications.

3. The top of Stratton Hill was finished last week.

4. We are trying to come up with a solution to the trucks ending up at the covered bridge. I am getting a price on Solar powered LED lights for the sign that warns the trucks of a low bridge ahead.

5. We have poured 22 culvert headers. They ended up costing about $70 each.

Thank you,

Jay Wilson, Road Foreman
Christopher Williams, Road Commissioner
ADMINISTRATIVE ASSISTANT’S REPORT
JUNE 4, 2018

SALE TO WW BUILDING SUPPLY: There has been a delay at the State level obtaining the letter of exemption for the subdivision. The attorney for the buyer has requested that the closing move forward without the exemption letter. Our attorney has recommended holding off on the closing, but perhaps giving permission to the buyer to begin his site preparation for construction before the closing so that we’re not holding him up.

ANIMAL CONTROL OFFICER: Our Animal Control Officer, Mike Young has resigned. I’ve been covering calls as I can, but we need to appoint a new one as soon as possible. I’ve listed it on the website as a vacancy, but if anyone knows anyone interested, please send them my way.