TOWN OF NEWFANE
SELECTBOARD MEETING
MAY 3, 2012

BOARD MEMBERS PRESENT: Jon Mack, Gloria Cristelli, Priscilla Cotton, Chris Druke, Todd Lawley
OTHERS PRESENT: Win Clark, Dan Hull, Ed Druke, Myra Fassler, Steve Levine, E.W. Morse, Jr.
The meeting was called to order at 6:30 p.m. by Jon Mack, Chair.

MINUTES
The minutes of April 19, 2012 were reviewed. A motion was made by Gloria Cristelli and seconded by Priscilla Cotton to approve the minutes.
Discussion: Priscilla asked if there had been a decision made regarding the change of speed limit on Dover Road. It was noted that no decision had been made.
The motion to approve the minutes carried unanimously.
The minutes of the May 1, 2012 Special Meeting were reviewed. A motion was made by Gloria Cristelli and seconded by Chris Druke to approve the minutes. There being no discussion, the motion carried unanimously.

ROAD BUSINESS
Todd Lawley gave the Road Foreman’s Report. A motion was made by Chris Druke and seconded by Priscilla Cotton to approve the report. The motion carried unanimously. A copy of the report is attached.
A motion was made my Priscilla Cotton and seconded by Gloria Cristelli to include a copy of the Road Foreman’s Report in the minutes. The motion carried unanimously.
Lynch Bridge Alternative Project: Jon Mack gave an overview of his meeting with Charles Williams. He noted that he’d also talked with Jim Barlow regarding the town’s responsibilities. He further explained the funding process as well as project restrictions.
Discussion ensued regarding possible projects. It was suggested that two board members work together to compile a list of projects. Gloria and Todd will work together on this.

SCHEDULED MEMBERS OF THE PUBLIC:
Win Clark was present to give a report on Rescue, Inc. He reported on equipment, budgeting, and grant writing. Discussion ensued regarding the possibility of an organizational restructuring. Win noted that he is not in favor of restructuring. Discussion ensued regarding division assessments. He noted that they are trying to even out the divisions, but it will take a long time. Win noted that he is always happy to answer questions.

UNSCHEDULED MEMBERS OF THE PUBLIC:
Steve Levine and Myra Fassler were present to ask for approval for electrical work to be done at the Williamsville Hall. After a brief discussion, a motion was made by Todd Lawley and seconded by Chris Druke to approve the work, not to exceed $850.00. The motion carried unanimously.
Jon Mack let Steve and Myra know that exit doors and bathroom doors have been left open with the heat on. He asked if the committee could make sure that people are using the building properly.
Steve Levine announced the Mothers Day Brunch on Sunday May 13, 2012.
Bill Morse asked about the sidewalks on Cross Street and who is responsible for injuries or damage due to the condition of the sidewalk. Todd gave a history of the situation. The town does not hold responsibility. The village side walks are the responsibility of the village.

NEW BUSINESS:
Conflict of Interest Policy: The board reviewed the Conflict of Interest Policy. There were no changes to be made. Discussion ensued regarding whether it was a conflict for an employee to be on the Selectboard. The difference between abstaining and recusal was also discussed. It was confirmed that the Road Foreman being on the board is not a conflict of interest. He noted that he does not participate in voting on pay increases.
Personnel Policy: The Personnel Policy was scheduled for discussion at the next meeting, to be held on May 17, 2012. Shannon will send copies of the policy to all board members.
Internal Controls: The board reviewed recommendations by the Auditors. Segregation of Duties:
It was noted that Shannon now reviews and signs off on the Bank Reconciliation each month, and Jon Mack now receives a copy each month. Discussion ensued about whether the board is comfortable having someone who is a signer on the account also doing the reconciliation. There are extra signers because any check over $1,000.00 needs two signatures. Discussion also ensued about the possibility of hiring someone to go through the reconciliation each month. Gloria will gather information and come back to the board.
Law Enforcement Contract: The board discussed law enforcement contracts. The board will invite Keith Clark to attend the next meeting.
Questions for Maureen:
* Gloria asked about dog fines recorded in NEMRC.
* Are the school finances moving towards being separated from Town finances?
* Why was the auditor cost higher than the budget? Also, the board needs to direct the auditors that the audit needs to be timelier next year.
* Would it make sense to break out Williamsville Hall improvements and expenses from the Town office? Some of the line items are spate.
* Delinquent tax collection fees are relatively low. Are we not collecting at the same rate?
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Project Tracking: Priscilla reported that she had the idea to have a spreadsheet to help keep track of each project, who is working on it, and the deadline.
Kenny Pond: Gloria reported that a copy of a petition to Environmental Court was received. Palmer Trust petitioned the court to change the use of the pond. This is for the Board’s information. No action was taken.
Informational: The Zoning Administrator will be out on the 17th and the 21st of May for medical appointments. The town needs to hire an acting/assistant Zoning Administrator, and the ZA is looking for input from the board.
OLD BUSINESS:

Hazard Mitigation: In the Administrative Assistant’s Report, it was stated that FEMA needed to re-schedule the site visits. Shannon will keep the board informed.

Town Office: Green Mountain Well is waiting for contact from Michael Marquise. So far, a solution to the water in the basement has not been found. Gloria will peruse this further.

David Cotton will measure the town office May 4, 2012.

Planning and Zoning: There will be a consultation meeting with Windham Regional Commission. Shannon will warn it when a date is set.

Emergency Water Shed Protection: Gloria reported that there is funding for debris removal. The town cost is 25%, which can be done in kind.

Communication Grant: Gloria reported on a possible grant for radios. Todd stated that the radios available in the grant are not compatible.

ADMINISTRATIVE ASSISTANT’S REPORT:
A copy of the report is attached.

CORRESPONDENCE:
There was no correspondence to discuss.

PAY ORDERS:
A motion was made by Gloria Cristelli and seconded by Chris Druke to approve pay orders. The motion carried unanimously.

ADJOURN:
A motion was made by Todd Lawley to adjourn at 8:45 p.m. The motion was seconded by Priscilla Cotton. The motion carried unanimously.

Respectfully Submitted,
Shannon Meckle