Selectboard Meeting Minutes – June 6, 2016

TOWN OF NEWFANE

SELECTBOARD MEETING

DRAFT MINUTES

JUNE 6, 2016

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

OTHERS PRESENT:  Mike Young, Tim Cawrse, Gloria Cristelli, Bob McCandless, Gunther Garbe

CALL TO ORDER

The meeting was called to order at 6:02 p.m.

ADDITION TO AGENDA

A motion was made by Carol Hatcher to add discussion regarding the Newfane Creamery building under New Business. The motion was seconded by Marion Dowling. The motion carried unanimously.

MINUTES

May 16, 2016:    The minutes were reviewed. A motion was made by Gary Delius and seconded by Carol Hatcher to approve the minutes.   The motion carried with three in favor and Todd Lawley abstaining.

ROAD BUSINESS

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

A motion was made by Gary Delius and seconded by Marion Dowling to accept the report.  Discussion: Carol asked for clarification regarding the Ford F550 service.  The report was accepted with three in favor and Todd Lawley abstaining.

Paving Bids: Three bids were received. They were opened and read into the record as follows:

Bazin Brothers: $65.40 price per ton in place.             Dover Road Estimated total: $143,618.40

Auger Hole Road Estimated Total: $97,745.60

Springfield Paving: $55.63 price per ton in place.       Dover Road Estimated Total: $116,823

Auger Hole Road Estimated Total: $79,272.75

Vermont Roadworks: $59.06 price per ton in place.    Dover Road Estimated Total: $88,412.82

Auger Hole Road Estimated Total: $132,648.76

A motion was made by Gary Delius to award the bid to Springfield Paving for $55.63 price per ton in place.  The motion was seconded by Carol Hatcher. Discussion: Carol asked about experience with Springfield Paving. Todd noted that the town has worked with them in the past and have been satisfied with their work. Gloria Cristelli asked about prior issues, to which Todd explained improvements to the bid specifications that have alleviated the issues. The motion carried unanimously.

SCHEDULED MEMBERS OF THE PUBLIC

Gloria Cristelli, Unlicensed Dog List: Gloria Cristelli presented a list of unlicensed animals and explained the process. Mike noted that he’s comfortable with taking action on the list for the Selectboard.

Gloria Cristelli, Recording Budget:  Gloria presented a request to go over budget in the Assistant Town Clerk budget, using the remainder of the Records Expense budget, keeping the bottom line in the positive. This would allow approximately five more volumes indexed. Discussion ensued.

A motion was made by Carol Hatcher to allow the budget for Assistant Town Clerk to go over budget by $525.00 until June 30, as long as the bottom line doesn’t go over budget. The motion was seconded by Gary Delius. Discussion: Gary Delius offered an amendment to the motion to state to approve the expenditure not to exceed $525.00 from the Assistant Town clerk budget for the purpose of adding time to the assistant town clerk for recording archival documents.   Carol seconded the amendment.  The motion carried with three in favor and one opposed.

Planning Commission: Tim Cawrse, Bob McCandless, and Mike Young were present to give an update on the Planning Commission’s work. They noted they are working on wording for an amendment to Town Plan, which would allow for the pursuit of village designation.  The Board thanked the Planning Commission for their work.

UNSCHEDULED MEMBERS OF THE PUBLIC

Gunther noted that the town has to look into getting someone to do branch cutting along the roadsides.

Gloria reported that Newfane Anew raised close to $13,000 for the workers at the Newfane Creamery building.  She  noted that there was $226.28 remaining and the remainder would be distributed and the fund closed out. The Board thanked Newfane Anew for their work and  gave thanks to all who donated.

NEW BUSINESS

Town Office – Heat Duct Cleaning Proposal:  Shannon presented a proposal from ServPro for heat duct cleaning for $1,600.00 and requested funding. A motion was made by Marion Dowling to approve the expenditure, not to exceed $1,600.00, to be completed after July 1, 2016. The motion was seconded by Gary Delius. The motion carried unanimously.

Newfane Creamery: Todd noted that this item was added to the agenda because Selectboard members have been getting calls from residents with safety and health concerns. Todd suggested a letter be sent to the property  owners, outlining the concerns and to invite them to the next meeting.  A motion was made by Marion Dowling to have Shannon draft a letter to the landowner. The motion was seconded by Gary Delius. The motion carried unanimously.

OLD BUSINESS

Town Office Building – Bond Vote:   Shannon presented information from bond counsel regarding bonding and how the process works. Discussion ensued regarding presenting an article to the voters. The Board asked Shannon to contact David Cotton for concrete numbers in order to make a decision on what to present to the voters.

EAP Discussion: Carol reported on handing out the EAP newsletters to the employees. Gary reported on his contact with Heidi Joyce at VLCT. They agreed that having a drop-in clause in the Personnel Policy was a good idea.  Carol and Gary discussed the possibility of drafting a clause and sending it to VLCT in the meantime. The Board had no concerns.  Carol and Gary will work on it together.

CORRESPONDENCE

The following correspondence was received:

  • Development Review Board Decision and Minutes regarding 22 Blueberry Circle: Shannon read decision for the Board and public.

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. The motion carried unanimously.

  • Payroll Warrant No. 05/25/16 in the amount of $3,742.18
  • Payroll Warrant No. 06/01/16 in the amount of $5,638.23
  • Accounts Payable Warrant No. 16028 (1) in the amount of $9,554.29
  • Accounts Payable Warrant No. 16029 (2) in the amount of $51,496.57

ADJOURN

A motion was made by Gary Delius and seconded by Carol Hatcher to adjourn at 8:20 p.m. The motion carried unanimously.

Respectfully Submitted,

Shannon Meckle

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT

JUNE 6, 2016

  1. Roads: The roads are in good shape over all. The crew continues to spread gravel on the roads. They have been cutting dead trees, and they have been cutting brush. They have been cutting around signs at intersections. Once we get caught up again grading, we will go back to cutting brush and dead trees. After the last rain storm the roads are starting to get some pot holes, so we will be grading again.
  1. Equipment: The 2015 F550 is at Durand Ford for emission problems. they replaced the computer and a sensor. We will pick it up tomorrow then it has to go to Tenco for warranty work.  The grader had four new rear tires put on it.  The rest of the equipment is running okay.
  1. Jones Hill Project: I will be putting together a bid for a culvert replacement. It will need to get done right after the new budget comes into effect. I will have Marc Pickering look at it before I write up the bid.
  1. Line Painting: I have another call into the company to give me a price on painting the white lines, but have gotten no call back. I will check with VTRANS if they don’t get back to me this time.
  1. Roadside Mowing: We need to decide if we are going to take the money left over from the new truck, and put the road side mowing money into buying a used tractor so we can mow several times a year or are we just going to put road side mowing out to bid. If it is going out to bid, it needs to go out very soon.
  1. Rock Slide – Auger Hole Road: I have had Mike Fitzpatrick look at removal of the big rocks right next to the road. This has to be done before we can pave that section of road.
  1. Paving: Between the two grants we got and the towns budgeted money for paving, we will have enough to do Dover Road and Auger Hole Road and I think we will still have some money to do more paving. I will know better after we open bids. We should use whatever we have to help us get caught up. I am planning to keep some money for crack sealing some roads that were paved a few years ago to keep the water from getting into it and having the frost break it up. We used to do crack sealing and it helps a lot.

Thank you,

Todd Lawley, Road Foreman

Christopher Williams, Road Commissioner