Selectboard Meeting Minutes – June 5, 2017

TOWN OF NEWFANE

SELECTBOARD MEETING

MINUTES

JUNE 5, 2017

BOARD MEMBERS PRESENT:  Gary Delius, Marion Dowling, Mike Fitzpatrick, Carol Hatcher, Christopher Williams

OTHERS PRESENT: Theron Matthews, Cory Burrall, Carolyn Carlson, Todd Lawley, Carol Hesselbach, Ken Estey, Chris Campany, Johanna Gardner, Tristam Johnson

CALL TO ORDER

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

ADDITIONS/AMENDMENTS TO THE AGENDA

Christopher Williams requested moving the agenda to allow the State to give their presentation first.

Gary Delius requested to add a report of his discussion with Green Mountain Power to the agenda.  The item was added to Old Business.

Marion Dowling requested to add a question to the agenda.  The item was added to New Business.

MINUTES

May 15, 2017:   The minutes were reviewed.  A motion was made by Gary Delius and seconded by Marion Dowling to approve the minutes as presented.  The motion carried unanimously.

ROAD BUSINESS

VTrans, Arch Bridge Presentation:  Carolyn Carlson, Cory Burrall and Theron Matthews gave a presentation and update on the process, design, and timeline of the Arch Bridge. A question and answer period ensued.  Carolyn noted that they will begin meeting with landowners in the next few weeks and will notify the town of those meetings.  A copy of the presentation is available on the town’s website.

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

A motion was made by Marion Dowling and seconded by Mike Fitzpatrick to accept the report. The motion carried with four in favor and Christopher Williams abstaining. 

Truck Bids:  One bid was received. It was opened and read into the record as follows:

Summit Chrysler:  $61,568 – $14,500 Trade In = $47,068.00

Discussion ensued as to only one bid being received.  Shannon confirmed that many companies received packages and at least four contacted her regarding the bid.

Gary Delius made a motion to table the award until time certain. The motion was withdrawn.

A motion was made by Mike Fitzpatrick to accept the bid from Summit Chrysler for $61,568.00, pending review by the Road Foreman and Road Commissioner to ensure all requirements have been met. The motion was seconded by Christopher Williams. The motion carried unanimously.

Roadside Mowing Bids: Two bids were received. They were opened and read into the record as follows:

Orchitt Mowing  – $10,956.50

Beattie Property Maintenance – $8,500.00

Discussion ensued.  A motion was made by Gary Delius to award the bid to Beattie Property Maintenance for $8,500.00. The motion was seconded by Mike Fitzpatrick. Christopher and Todd will talk to Jake to make sure everything is covered.  The motion carried unanimously.

ADMINISTRATIVE ASSISTANT’S REPORT

See attached report.

SCHEDULED MEMBERS OF THE PUBLIC

Recycling Committee: Johanna Gardner and Tristam Johnson were present to speak to the Board about the Committee charge and to urge the Board to consider coming up with something for recycling in town as soon as possible.

Discussion ensued.  Gary read the charge from the May 15th minutes.

Shannon will send a post card to property owners right away and include more detailed information with the tax bills going out in July, as public awareness will be very important in the coming weeks.

UNSCHEDULED MEMBERS OF THE PUBLIC

There were no unscheduled members of the public.

NEW BUSINESS

Evaluations – Form Review:  The board reviewed the forms.  A motion was made by Mike Fitzpatrick to use the form that Todd presented for the Highway Department only.  The motion was seconded by Marion Dowling.  Carol suggested adding a section for the employee response.

A motion was made by Gary Delius to amend the motion to add the employee response section to the form. The motion to amend was seconded by Mike Fitzpatrick.   The motion to amend the motion carried with three in favor and two opposed.

The motion to approve the form, with the addition of a section for the employee’s response, carried with four in favor and one abstention. 

Highway Crew Opening, Review of Applications:   Todd noted that four people applied, however one did not fill out the application and just sent a resume. One interview has been done, with two more to go.   A motion was made to have Christopher sit in on the interviews with Todd.  The motion was seconded by Gary Delius. The motion carried with four in favor and Christopher Williams abstaining. 

A motion was made by Gary Delius to table until Todd and Christopher present a recommendation following the completion of interviews. The motion was seconded by Mike Fitzpatrick. The motion carried unanimously.

Planes over Newfane: Marion noted that she’d received numerous questions from residents about the recent air traffic over Newfane.  Shannon explained that Barnes Air National Guard base has been conducting trainings. It should be completed by mid-June.

OLD BUSINESS

Green Mountain Power: Gary gave an update on his discussion with Green Mountain Power.  They noted that they have completed the smart grid process and it will help them identify where the outages are. It is an improved system, however, the bottom line is if the power goes out, call them.

Employee Appreciation Day – Set Place:  Marion reported on suggested places. The consensus of the Board was to use the NewBrook Fire Department.  Marion will contact Bob Litchfield. It was noted that it would need to end at 3:00 and be cleaned up by 4:00 to allow for Bingo.

CORRESPONDENCE:

  • Lucian Leape letter regarding Kenney Pond Dam: Shannon noted that she had responded to Mr. Leape and is waiting for his response.
  • State Police Activity Report: Carol read the report.
  • Letter from Melissa Brown, Treasurer:

A motion was made by Gary Delius to authorize Melissa Brown, Treasurer to sign checks and distribute payroll checks in between pay orders.  The motion was seconded by Mike Fitzpatrick. The motion carried unanimously.

A motion was made by Gary Delius and seconded by Carol Hatcher to authorize Melissa Brown, Treasurer to send out accounts payable checks when she deems necessary, in between pay orders.  The motion carried unanimously. 

PAY ORDERS

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

  • Accounts Payable Warrant No. 17217A in the amount of $481.95
  • Accounts Payable Warrant No. 7026A in the amount of $949.43
  • Accounts Payable Warrant No. 17027 in the amount of $43,200.30
  • Payroll Warrant No. 05/17/17 in the amount of $5,391.02
  • Payroll Warrant No. 05/24/17 in the amount of $4,007.96
  • Payroll Warrant No. 05/31/17 in the amount of $6,359.17
  • Payroll Warrant No. 06/07/17 in the amount of $4,283.54

The motion carried unanimously.

ADJOURN

A motion was made by Mike Fitzpatrick and seconded by Marion Dowling to adjourn at  8:40 p.m.

Respectfully Submitted,

Shannon Meckle

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT

JUNE 5, 2017

  1. Roads: The heavy rain continues to make it hard to get the roads shaped up. Most of the roads are in good shape and we are still grading when the sun comes out. We have also been cutting dead trees and cutting brush around intersections. We have had the back hoe out cleaning culverts and ditches.
  2. Equipment: The 2015 F550 has been to Faiths Ford for a check engine light on. It was covered under the warranty. We had to replace three batteries on the 2013 Mack. We bought two new tires for the front of the grader.
  3. York Rake: The new york rake is ordered and should be in soon.
  4. Paving: Springfield paving will be paving Brook Street and Radway hill with the remaining money we have in this year’s budget. He is going to honor his price from when we paved Dover road and Auger hole road. He is just doing an extension of this year’s price.
  5. Paving Bids: Shannon has the paving bids out for next year’s budget
  6. Band Rail Work on Two Bridges: Lafayette will be doing the band rail work on the two bridges that VTRANS wrote letters about on the South Wardsboro Road. They should be doing that before July 1st. Then the town will have to notify VTRANS that the work is done.
  7. Painting: I have a painting contractor coming this week to give the town an estimate on painting the inside of the garage.
  8. Kenny Pond Work: I received a letter from Mr. Leape wanting to know when the town is going to finish the work on the wall. We do have the trees cut and I have had Marc Pickering up there to look at it. We need to get together with the Dam Inspector to get approval to dump fill over the wall and slope it off so it helps hold the wall in place. The wall has not moved at all. Marc said he thought that would be a good idea to put fill down and slope it. Shannon wrote Mr. Leape back to ask him for the number of the dam inspector so we can get this done. We do not have a response back yet.
  9. Job Interviews: I have started the interviews and should have them done in the next couple of days.
  10. Employees: The road crew met with the AFLAC representative the other day to go over their plans and to see if they wanted to add or subtract anything. Most of us signed up for vision policy.

Thank you,

Todd Lawley,  Road Foreman

Christopher Williams, Road Commissioner

 

ADMINISTRATIVE ASSISTANT’S REPORT

JUNE 5, 2017

INTERIM AUDIT: The interim audit is on the website.  The auditors will be coming back mid‑June to work with the Treasurer on year-end items.

AFLAC: Our AFLAC representative was here last week for an open enrollment visit. She signed up new employees, worked with current employees on any changes, and helped people with outstanding claims.

STRUCTURES GRANT: The grant has been approved, and the State signature should be in my hands by the end of the week, so early next week, I’ll send out the bid for the River Road bridge.

LITTERING & DUMPING POSTER:  As a result of Dr. Prescott’s recent letter regarding littering, we designed a poster to hang around town letting people know the consequences of littering and dumping.  It is on the website and I will be posting it around town as well. I’ve made each of you a copy.  If you’d like more to distribute, please let me know.

MUNICIPAL ROADS GENERAL PERMIT INFORMATION: Last week, I attended an informational session regarding new road maintenance requirements being mandated by the state for our roads.  They noted that the average is about 50% of the roads in each town, however, after reviewing the map, it looks like about 90% of Newfane’s roads will be subject to the new regulations.  This is a long process, which will span over several years, and there are grants available that I will be applying for.  The first step will be a road inventory, which Windham Regional Commission will be assisting towns with.