Selectboard Meeting Minutes – March 19, 2018

TOWN OF NEWFANE

SELECTBOARD MEETING

MINUTES

MARCH 19, 2018

 BOARD MEMBERS PRESENT:  Marion Dowling, Michael Fitzpatrick, Shelly Huber, Christopher Williams

OTHERS PRESENT:    Doris Knechtel, Jay Wilson, Gunther Garbe, Elsie Garbe, Frank Suponski, Michael Mayer, Jen Stanchfield, Bob Powers, Bill Guenther

CALL TO ORDER

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

MINUTES

February 21, 2018 Regular Meeting:   A motion was made by Shelly Huber and seconded by Mike Fitzpatrick to approve the minutes. The motion carried unanimously.

March 5, 2018 Work Session: A motion was made by Shelly Huber and seconded by Mike Fitzpatrick to approve the minutes. The motion carried unanimously.

March 5, 2018 Board of Liquor Control: A motion was made by Mike Fitzpatrick and seconded by Shelly Huber to approve the minutes. The motion carried unanimously.

March 8, 2018 Organizational Meeting: A motion was made by Mike Fitzpatrick and seconded by Shelly Huber to approve the minutes. The motion carried with three in favor and Christopher Williams abstaining

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.

 Discussion: Mike asked for clarification whether the company was short on salt or just not trucking it.  Jay confirmed that they are short on salt.  Shelly asked for clarification on the bid process.

The motion carried unanimously.

Certification of Compliance and Annual Financial Plan: Shannon explained the forms, noted the increase in the budget, thereby raising the threshold of damages to be eligible for disaster assistance. A motion was made by Christopher Williams and seconded by Shelly Huber to approve the Annual Financial Plan and Certification of Compliance. The motion carried unanimously.

ADMINISTRATIVE ASSISTANT’S REPORT

 See attached report. 

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

 SCHEDULED MEMBERS OF THE PUBLIC

Brookside Sign:  Jen Stanchfield was present to represent the Village of Brookside.

After discussion of the design, a motion was made by Mike Fitzpatrick and seconded by Shelly Huber to go ahead with ordering the sign and giving a 50% deposit, approval continent on a sketch that shows the sign that the residents of Brookside are comfortable with, and answering the question about whether there will be trim around the wood to protect the sign from the elements. The motion carried unanimously.

Manitou Land Donation: Michael Mayer was present to give an update. For the public’s information, he gave background information.

Discussion ensued. Comment were heard from members of the public regarding trails, current trail system, the effect on the grand list and the value the land has to the town.

Bill Guenther was present and explained the forestry management plan and compliance requirements.  He explained the encumbrance of the lien as well.

Michael introduced the idea of green burials as a way to generate funds necessary to pay the town.

Discussion ensued.

The next steps would be the attorney submitting documents for the town’s attorney to review.

A motion was made by Mike Fitzpatrick to include in the deed language allowing the $20,000 to be paid over a period of 10 years. The motion was seconded by Shelly Huber.  The motion died with two in favor and two opposed. 

A motion was made by Christopher Williams to take any more action on this issue until the whole board is present. The motion was seconded by Shelly Huber. The motion carried with three in favor and one opposed.

NEW BUSINESS

Financial Policies:  Shannon presented the four financial policies previously discussed and reviewed. She noted that they had not changed, however needed new copies to be signed by the board and the current treasurer. A motion was made by Mike Fitzpatrick and seconded by Shelly Huber to sign the policies. The motion carried unanimously.

Flag for Town Ceremonies:  Discussion ensued regarding flags for town events. A motion was made by Mike Fitzpatrick and seconded by Shelly Huber to purchase a Vermont flag and a United States flag.  Mike Fitzpatrick and Shelly Huber donated their portion of Selectboard salary.

OLD BUSINESS

Fire Department Discussion:  A motion was made by Marion Dowling and seconded by Mike Fitzpatrick to go into Executive Session to discuss pending or probable civil litigation to which the public body is a party, pursuant to 1 V.S.A. § 313(a)(1). The motion carried unanimously and the Board entered into Executive Session at 8:25 p.m. 

A motion was made by Christopher Williams and seconded by Shelly Huber to come out of Executive Session at 8:43 p.m. The motion carried unanimously.

 No action was taken as a result of the Executive Session.

CORRESPONDENCE

 VLCT News

  • Letter of Resignation from Lynn Forrest, Lister – Shannon will post the vacancy on the website and in the newspaper.
  • VLCT – Training Announcements

 PAY ORDERS

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

 Accounts Payable Warrant No. 18018 in the amount of $634.77

  • Accounts Payable Warrant No. 18019 in the amount of $39,889.94
  • Accounts Payable Warrant No. 1819A in the amount of $736.00
  • Accounts Payable Warrant No. 18020 in the amount of $32,429.57
  • Payroll Warrant No. 02/28/18 in the amount of $5,215.65
  • Payroll Warrant No. 03/07/18 in the amount of $7,577.34
  • Payroll Warrant No. 03/14/18 in the amount of $6,240.55
  • Payroll Warrant No. 03/21/18 in the amount of $5,052.69

  The motion carried unanimously.

ADJOURN

A motion was made by Mike Fitzpatrick and seconded by Shelly Huber  to adjourn at 8:57  p.m. The motion carried unanimously.

Respectfully Submitted,

Shannon Meckle

 

ROAD FOREMAN’S AND ROAD COMMISSIONER’S REPORT

March 19, 2018

 

  1. The constant storms have been keeping us really busy, we are looking forward to the storm this week missing us. The equipment has held up well the last few storms with minimal repairs needed.

 

  1. The truck bids are out and will be due April 9. We’ll have to set up a special meeting to open them.

 

  1. We are pushing back turnarounds and roads now that we have a little time between storms.

 

  1. The salt I ordered three weeks ago has not showed up and the shed is basically empty. I guess for next year it may be worth having two different suppliers to avoid this problem.

 

  1. I am working on writing specifications for the excavator so they can be sent out soon.

Thank You,

 

Jay Wilson, Road Foreman

Christopher Williams, Road Commissioner

 


ADMINISTRATIVE ASSISTANT’S REPORT

MARCH 19, 2018

 GRANTS: We were awarded one more grant. (I believe this is the last of the grants we applied for – and received them all!) This is the VTrans Alternatives Grant that will help pay for the box culvert on Depot Road.  The amount of the grant is $160,000.00.

 APPOINTMENTS : I’ve sent out letters for the appointments to committees and various positions. The acceptances are starting to come back in.  At the end, we can advertise any positions that haven’t been accepted or filled.  I’ve also put an explanation of the current vacancies on the website.

SALE OF LAND: The Intent to Sell Municipal Land was posted on March 7 and published in the newspaper of record on March 9.  The 30-day waiting period ends on April 8.

 TOWN MEETING:  I just wanted to say thank you to the Board for a great town meeting. Everyone was well prepared and did a fantastic job.  I also wanted to say thank you for the kind words and acknowledgment.