Selectboard Meeting Minutes – May 21, 2018

TOWN OF NEWFANE

SELECTBOARD MEETING

MINUTES

MAY 21, 2018

 BOARD MEMBERS PRESENT:    Marion Dowling, Gary Delius, Mike Fitzpatrick, Shelly Huber, Christopher Williams

OTHERS PRESENT: Doug Demarco, Jay Wilson, Shannon Meckle, Mike Winot, Mike Fontaine, Todd Lawley, Wayne Estey

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 7, 2018 Regular Meeting:    A motion was made by Gary Delius and seconded by Christopher Williams to approve as corrected to reflect that Gary Delius was present at the meeting. The motion carried unanimously.

May 14, 2018 Special Meeting:   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 Report: See attached report.

A motion was made by Mike Fitzpatrick and seconded by Gary Delius to accept the Road Foreman’s Report. The motion carried unanimously.

Baker Brook Road Closure Request: Jay reported that he received a request to close Baker Brook Road for tree removal, for one full day.  Baker Brook Road is the only truck route to access the rest of Dover Road, because of the covered bridge.  They are willing to do it on the weekend, but there are still trucks using the truck route during the weekend.

Discussion ensued whether there were other options for the tree company.  Christopher’s recommendation was to deny the request.  Jay and Christopher will look at the property with the tree company to try and find a solution that wouldn’t close the road.

Truck Bids:  Marion noted they would take recommendation from Jay and Christopher first and then open discussion to others.

Jay went over the specs of the various trucks presented as well as the two options for the dump body.  He recommended sticking with the TENCO body.  He presented information about the trucks that didn’t meet required specifications.  Christopher noted that the Freightliner specified that it was only good for plowing on blacktop.

Todd Lawley noted went over the difference in the two bodies and noted that since both bidders weren’t told to bid on a Viking body, it should not be considered.

Doug Demarco noted that Patriot contends that all their trucks meet the specifications and requested that the Board make a decision.

A motion was made by Mike Fitzpatrick to purchase the 2019 Western Star with the body to be determined later. The motion was seconded by Shelly Huber. 

Christopher Williams noted that the Western Star bid still has the battery being installed under the seat and  Gross Vehicle Weight does not meet the specs.

Shelly asked about the dump body and whether it specifically has to be a TENCO body? Jay stated that it does not need to be specifically a TENCO body, but has to meet all specifications.  Jay shared specifications that were not met with the Viking body.

Jay noted that the Western Star and Freightliner bids both still call for the double frame.  Doug Demarco noted that the body company installs it, and not the truck company.

Shelly asked where the Mack would be serviced.  Jay noted that the Macks are serviced at Stateline,  just under an hour away.  Patriot is in Westminster, Vermont.

Marion gave her opinion that the Board should trust the recommendation of the Highway Crew and look at the overall picture and not just the bottom line.  Shelly noted that the Board needed to make an unbiased decision,  based on the equipment and the price for  the tax payers.

A motion was made by Mike Fitzpatrick to amend the motion to include purchasing a TENCO body. Shelly seconded the amendment.  The motion to amend carried with four in favor and one opposed.

The motion was amended to purchase a 2019 Western Star with a TENCO body.  The motion carried with three in favor and two opposed.

Paving Bids:  Jay went  over the draft paving bid. A short discussion ensued. The consensus of the Board was to send the bids out.

ADMINISTRATIVE ASSISTANT’S REPORT

See attached report.

A motion was made by Gary Delius and seconded Mike Fitzpatrick to accept the Administrative Assistant’s report. The motion carried unanimously.

UNSCHEDULED MEMBERS OF THE PUBLIC

Wayne Estey was present to introduce himself and to speak to the Board about his reasons for running for Senator in Vermont.

OLD BUSINESS

Baker Brook Road Right of Way Issues:  A motion was made by Marion Dowling and seconded by Shelly Huber to go into Executive Session to discuss pending or probable civil litigation, pursuant to 1 V.S.A. §313 (a) 1, and to invite the Administrative Assistant to attend the Executive Session.  The motion carried unanimously and the Board entered into Executive Session at 7:15 p.m.  with Shannon Meckle attending.

The Board came out of Executive Session at 7:30 p.m.  Shannon and Jay Wilson will follow up and get back to the Board with next steps.

Lister Vacancy:  A motion was made by Gary Delius and seconded by Christopher Williams to enter into Executive session to discuss the appointment of a public officer pursuant to 1V.S.A. § 313(a)3 and to invite the Administrative Assistant to attend the Executive Session.   The motion carried unanimously and the Board entered into Executive Session at 7:30 p.m. with Shannon Meckle attending.   

The Board came out of Executive Session at 7:45 p.m.

A motion was made by Christopher Williams to appoint Dennis Wiswall as Lister until March 2019. The motion was seconded by Gary Delius.  The motion carried unanimously.  Shannon will send letters to all applicants.

Purchasing Policy: Shelly and Gary worked editing the current Purchasing Policy.  Gary and Shelly went over their recommended changes with the Board.  One area they would like to continue working on is creating a price level with different bidding requirements to allow more freedom for staff members on smaller purchases.  Shelly and Gary will send out the final draft for review when this is completed.

CORRESPONDENCE

Letter from Windham Regional Commission notifying towns that to participate in the next round of Municipal Grants In Aid , letters of intent are due June 22.  Shannon will check with Jay.

PAY ORDERS

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

  • Accounts Payable Warrant No. 18024 in the amount of $145,667.74
  • Payroll Warrant No. 11341 in the amount of $5,599.49
  • Payroll Warrant No. 11342 in the amount of $5,295.50

The motion carried unanimously.

ADJOURN

A motion was made by Gary Delius and seconded by Shelly Huber to adjourn at 8:04 p.m. The motion carried unanimously.

Respectfully Submitted,

Shannon Meckle

 

ROAD FOREMAN’S AND ROAD COMMISSIONER’S REPORT

May 21, 2018

  1. Grading is continuing, and all the higher traffic road have been done once. We are working on the less traveled roads now.

 

  1. The paving bids for this summer are ready to be sent out.

 

  1. Extensive ditch work has been done on Otis Road trying to drain a wet road.

 

  1. I have the software for the Radar sign and will be installing it this week.

 

  1. The forms are all built, and we will be pouring concrete on Wednesday for the culvert headers.

 

  1. We will be putting signs on Sunset Lake Road next week warning of delays for the culverts and ditching that will be done.

Thank You,

Jay Wilson, Road Foreman

Christopher Williams, Road Commissioner

 

ADMINISTRATIVE ASSISTANT’S REPORT

MAY 21, 2018

WW BUILDING SUPPLY:  Closing for the sale of land to W.W. Building Supply is tentatively scheduled for Thursday, May 23rd at 11:00 a.m.  We are currently waiting for a lot line adjustment exemption from the State of Vermont.

ADMINISTRATIVE ASSISTANT REVIEW: My review was completed by Christopher and Marion. It is in my personnel file.

FEMA/EWP: A good portion of my time is  being spent working with FEMA preparing to submit our request for reimbursement.  I’ve also been working on the Emergency Watershed Protection Program.