Selectboard Meeting Minutes – May 1, 2017

TOWN OF NEWFANE

SELECTBOARD MEETING

MINUTES

MAY 1, 2017

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

BOARD MEMBERS ABSENT: Gary Delius

OTHERS PRESENT:    Doris Knechtel, Mike Young, Todd Lawley, Ken Estey, Johanna Gardner, Gunther Garbe, Frank Suponski, 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

Marion Dowling made a motion to add Correspondence to the agenda. The motion was seconded by Mike Fitzpatrick. The motion carried unanimously.

MINUTES

April 17, 2017:  The minutes were reviewed. A motion was made by Mike Fitzpatrick and seconded by Christopher Williams to approve the minutes. The motion carried unanimously.

ROAD BUSINESS

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

Christopher Williams noted his opinion that the open Highway Crew position needs to be advertised soon.

A motion was made by Mike Fitzpatrick and seconded by Marion Dowling to accept the Road Foreman’s and Road Commissioner’s Report. The motion carried with three in favor and Christopher Williams abstaining.

UNSCHEDULED MEMBERS OF THE PUBLIC

Reappraisal: Doris Knechtel was present to speak to the Board regarding the status of the town-wide reappraisal.  She noted that there is a tentative schedule for informal grievances for May 25th through the 27th.   She also gave the Board the timeline for completing the process.

Digitized Mapping: Doris updated the Board on the process for digitized mapping, noting a May 31st deadline.  She recommended extending the deadline to June 30, 2017 to allow for the most current information to be available. Discussion ensued.  A motion was made by Mike Fitzpatrick to extend the contract deadline to July 15, 2017. The motion was seconded by Christopher Williams. The motion carried unanimously.

NEW BUSINESS

Worker Appreciation Day Idea: Carol Hatcher gave an over view of her idea for a employee appreciation day, along with a celebration of the Town Garage’s 20th anniversary. She went over some of her ideas. Discussion ensued.   After discussion, a motion was made by Marion Dowling to begin planning a celebration and acknowledgement day for all town employees. The motion was seconded by Mike Fitzpatrick. The motion carried unanimously.

Personnel Policy:  Shannon presented an updated copy of the Personnel Policy for signature, noting that the only changes were the updated name of the Selectboard Chair and the signature page itself.  The Board signed the new Personnel Policy.

Animal Control Officer Identification:  Shannon presented information to the Board for consideration regarding identification badges.  A motion was made by Mike Fitzpatrick to order the laminating machine for the purpose of making identification badges. The motion was seconded by Christopher Williams. The motion carried unanimously.

Carol asked Mike Young for an update regarding the upswing in activity with animal control. Mike updated the Board and noted he’d like to be on a future agenda to speak about signage and mutt mitts.  He also noted that he’d like to work on the policy and procedures for the job, in addition to accessing VLCT’s handbook and the Animal Ordinance.  He will let Shannon know his availability for a future meeting.  The Board noted their appreciation for Mike and his work.

Audit Bid: Shannon reminded the Board that during budgeting season the Board discussed that the auditing firm  hasn’t been put out to bid in many years.  There is no reason specific reason, as the current firm is doing a great job, but this hasn’t been looked at in years. A motion was made by Mike Fitzpatrick and seconded by Marion Dowling to put the audit to bid this year, in the fall.  The motion carried unanimously. 

Telephone Bill/Hacking: Shannon presented information regarding the telephone system being hacked.  This resulted in approximately $25,000 in calls to Dominica. The phone company adjusted the bill down to $3,300.00 and claims the town is responsible for the remainder.  VLCT, the town’s insurance carrier has denied coverage.  Discussion ensued.  A motion was made by Mike Fitzpatrick to send only payment in the amount of $129.37 (current amount due) and to contact the Attorney General’s office, the Secretary of State’s office. The motion was seconded by Christopher Williams.  Discussion: Gunther recommended adding to the motion to involve the  town attorney  and send the payment through the attorney.  Mike withdrew his original motion.  Mike remade motion to only pay the current amount due, through the town attorney, to contact the Attorney General’s office, and to contact the Secretary of State’s office.  The motion was seconded by Marion Dowling. The motion carried unanimously.

OLD BUSINESS

Town Office Painting Bids:  Doris  updated the Board on the Committee’s review of the painting bids and recommended to the Board that they accept Momaney’s bid for interior painting of $11,600.00 and to also accept Momaney’s exterior bid for the higher amount of $15,900, which includes two coats of finish paint and the use of an oil-based primer.

After discussion, a motion was made by Mike Fitzpatrick and seconded by Christopher Williams to accept Momaney’s bid for the interior at $11,600 and Momaney’s bid for the exterior at $15,900.00.  The motion carried unanimously.

Open & Accepting Town Committee:  Ken Estey reported that the Committee met on Thursday and gave a report on the meeting.   He noted that the next meeting will be May 24, 2017 at 5:30 p.m. He noted that their proposed timeline would be to meet in May, June, July, September, and October, and to present findings and recommendations to the Board in November.

Two letters from Gary Katz, Newfane resident were read into the record. (Please see Shannon Meckle, Administrative Assistant for copies of the letters.)

One letter from Dennis Wiswall, Newfane resident was read into the record. (Please see Shannon Meckle, Administrative Assistant for copies of the letter.)

Recycling Committee Membership:  Johanna was present to report on the meeting the committee held. Discussion  ensued regarding possible members of the Committee. It was questioned whether Mike Fitzpatrick’s appointment to the Committee would present a conflict of interest.  The board felt that if a conflict surfaced, Mike would recuse himself, as he does on the Board.

A motion was made by Marion Dowling to appoint Johanna Gardner, Tristam Johnson, and Mike Fitzpatrick to the Recycling Committee. The motion was seconded by Christopher Williams. Discussion about the charge.   Shannon and Carol will work on an official charge for the Committee. The motion carried unanimously.   

WSWMD RFI:   Tristam presented his version of a Request for Proposals. Discussion ensued regarding budget and location of the bins.

Shannon noted the May 5 deadline to request a loan of the roll-off containers. Discussion ensued regarding the number of bins to request.  A motion was made by Mike Fitzpatrick to request as many bins as possible, up to six. The motion was seconded by Marion Dowling. The motion carried unanimously.

WSWMD Representative Vacancy:   It was noted that Shannon will fill in until someone else steps up to be the main representative, at which point she will resume her position as Alternate.  A motion to that effect was made by Mike Fitzpatrick and seconded by Christopher Williams.  The motion carried unanimously. 

Shannon noted that it was mentioned after the last meeting had adjourned that the Board should send a thank you letter to Johanna for her hard work and representation on the Windham Solid Waste Management Board.  The Selectboard was in agreement.

CORRESPONDENCE:

  • A letter was received from the Morris Ale Dancers, requesting permission to close a portion of West Street for their annual dance. A motion to approve the request was made by Mike Fitzpatrick and seconded by Marion Dowling. The motion carried unanimously.

PAY ORDERS

A motion was made by Mike Fitzpatrick  and seconded by  Christopher Williams to approve the pay orders as follows:

  • Accounts Payable Warrant No. 17025 in the amount of $41,543.79
  • Accounts Payable Warrant No. 7024A in the amount of $306.59
  • Payroll Warrant No. 4/26/17 in the amount of $3,647.50

The motion carried unanimously.

ADJOURN

A motion was made by Mike Fitzpatrick  and seconded by Marion Dowling to adjourn at 8:02 p.m. 

Respectfully Submitted,

Shannon Meckle

 

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT

MAY 1, 2017

  1. Roads: We were very lucky with mud season this year. The only mud we had was a small spot on Parish Hill Road and Some on South Wardsboro Road. We have taken all the posted signs down now. We have been grading a lot of roads. The crew has been out cleaning culverts and man holes and they have been cutting dead trees on River Road. Most of the roads are in pretty good shape now. Some roads have not been graded yet, but we are working our way around.
  2. Equipment: We are steam cleaning the trucks and sanders and we will be fluid filming them soon to prevent rust. We fixed a hydraulic leak on the 2014 Mack and on the back hoe. The wing post has been taken off the grader. The plow frame on the 2013 Mack has been fixed at our shop.
  3. York Rake: Our front mount york rake (the one we use every day) is pretty well worn out. We have fixed it many times where it is worn. It has been going through two sets of york rake teeth per year. It should only go through one set every year or two. The teeth for it cost around $850 every time it wears a set out. Steve has tried to weld some supports for it to try to get it to rake the roads the way it is supposed to. It leaves a lot of rocks in the road now. I would like to see what is in the capital to replace it. The price for a new one is around $4,900.00. I was going to put it in next year budget, but then we found out that the radios had to replaced so I did not add it. Christopher has seen it and agrees that it should be replaced.
  4. Kenny Pond: I looked at the retaining wall at the pond and it has not changed. I had Marc and Meagan look at it from VTRANS. I would like to use fill and slope it off when we are done and seed it. Marc said he thinks that would be good but wants to have to have the dam inspector look at it with him and I to make sure he approves it. If they approve it, I think the town could truck the fill to the site and hire a contractor to slope it off and seed it down. I will try to find the phone number to the dam inspector and get a meeting with him and I and VTRANS to go over it.
  5. Truck Bids: The truck bids are out now.
  6. River Road Bridge: The town did get a grant from VTRANS in the amount of $175.000.00 to do the work. VTRANS has made it very clear to not do any work until we hear back from them to tell the town to go ahead and put it out to bid. Shannon and I worked on a bid with Marc and Meagan from VTRANS we have to do a little bit more on it and it will be ready to go out to bid when we get the  okay.
  7. Band Rail Repairs on the Bridges on South Wardsboro Road: Last fall, the state had sent us a letter that we needed to do some work on three bridges or we could lose our grant funding. The bridge on Baker Brook Road had some abutment work done and I met with a guy from Lafayette and we measured up both bridges and he was going to send us down a price on used band rail for both bridges. I had not heard back from them so I called them and they are sending down a price. Once we get it, we should get those done and let the state know we have done the work so we can get off their list.
  8. Crew: The highway crew is doing well and they are getting a lot of work done. Everyone seems to be doing well.

 

Thank You,

Todd Lawley,  Road Foreman

Christopher Williams, Road Commissioner