TOWN OF NEWFANE
MAY 7, 2018
BOARD MEMBERS PRESENT: Marion Dowling, Gary Delius, Mike Fitzpatrick, Shelly Huber, Christopher Williams
OTHERS PRESENT: Jay Wilson, Shannon Meckle, Doris Knechtel, Ed Druke, Sr., Margaret Stearns, Breeze Verdant, Ralph Meima
CALL TO ORDER
The meeting was called to order at 6:00 p.m. by Marion Dowling, Chair.
ADDITIONS/AMENDMENTS TO THE AGENDA
Shelly Huber requested that review of the Purchasing Policy be added to the agenda. There were no objections.
April 17, 2018 Regular Meeting: A motion was made by Mike Fitzpatrick and seconded by Christopher Williams to approve the minutes. The motion carried with three in favor and Shelly Huber abstaining.
April 23, 2018 Special Meeting: A motion was made by Mike Fitzpatrick and seconded by Christopher Williams to approve the minutes. The motion carried with four in favor and Shelly Huber abstaining.
Road Foreman’s Report: See attached report.
Christopher noted that he attended the meeting with FEMA and they stated that the Administrative Assistant did one of the best jobs they’ve seen. Things are well documented and organized.
Christopher asked about the cutting of the payment on Dover Road.
Mike asked about the possibility of milling the pavement this year instead of just doing an overlay. Jay and Christopher noted that they can look at prices, but noted that there was no paving grant this year.
Two bids were received. They were opened and read into the record as follows:
Anderson Equipment Company: – 2011 Komatsu – Hydrema (demo) – $164,519.00 Albany, NY
Quote is good for 30 days.
Milton CAT:: Caterpillar – 0 hours – $254,000.00 or 10-lease payment 32,534.00 per year.
Mike recommended having a demonstration of the 2011 Komatsu. The Board discussion purchase of a used excavator, but noted that the brush head would need to be new. The crew will have a demonstration and come back to the Board with a recommendation.
ADMINISTRATIVE ASSISTANT’S REPORT
See attached report.
A motion was made by Shelly Huber and seconded by Christopher Williams to accept the report. The motion carried unanimously.
SCHEDULED MEMBERS OF THE PUBLIC
Ralph Meima, Green Lantern Solar: Ralph Meima was present to update the Board on the progress being made on the landfill solar array. He noted that the permits came in faster than expected and they are working hard to sell the panels. Ideally the array would serve between 30 and 40 households and currently eight households have signed purchase agreements and put down a deposit, representing 15% array’s capacity (lower than expected). He noted one solution would be to have an array partially for homeowners and partially for a business or businesses. They expect building to begin by June.
A question and answer period ensued. Ralph noted that the ownership is for 30 years with an 11.1-year payback. As of April 15, the opportunity is open to anyone in the Green Mountain Power territory.
Newfane Hill Common: Ed Druke, Sr. and Margaret Stearn were present to speak to the Board about taking over the care and needs of the Newfane Common. Ed noted that Laura Bacon would likely be the one spearheading the care as part of the Historical Society. .
Shelly agreed to be involved and review all of the files handed in by Ed Druke.
UNSCHEDULED MEMBERS OF THE PUBLIC
There were no Unscheduled Members of the Public.
Williamsville Traffic Issues: T. Breeze Verdant was present to voice his concerns regarding speeding through the Village of Williamsville.
The Board noted that part of the Road Foreman’s report recommended the purchase of a piece of equipment that will gather data with the speed feedback sign.
Discussion ensued regarding possible solutions to the problem. Breeze noted that making people realize they are entering a village might be helpful and suggested looking into stop signs or school zone signs.
Discussion ensued regarding whether the speed limit is reasonable. Doris gave information about traffic studies, which helped determine the different speeds listed in the Traffic Ordinance.
The Board agreed that the first step is to purchase the equipment to gather the information.
In closing, Breeze noted that if something can be done to bring it to attention that you are entering a village, it would be helpful.
Review of Purchasing Policy: Shelly brought up the Purchasing Policy for review.
Discussion ensued regarding various portions of the policy.
A motion was made by Mike Fitzpatrick to follow to the bid policy. There was no second.
Further discussion ensued regarding the bid process and purchasing policy as it relates to Vermont law. Shannon explained that VLCT recognized the lack of Vermont law and designed a model policy to guide towns. The consensus of the Board was to review the policy for necessary updates and readopt the policy at a future meeting.
A motion was made by Shelly Huber and seconded by Mike Fitzpatrick to update the plan to include allowing email bids and review for further changes and readopt and sign. The motion carried unanimously.
Gary and Shelly agreed to work on the policy and come to the next meeting with suggested changes.
Lister Vacancy: Doris reviewed the Listers vacancy with the board, noting that they would need to appoint someone to complete the remainder of Lynn Forrest’s term, until March 2019.
It was recommended that there be an Interview Committee. Doris volunteered to be on it and asked for Selectboard members to interview. Marion, Christopher, and Mike agreed to interview. Doris will call the candidates and set up interviews.
Local Emergency Operations Plan: Shannon explained the minor changes made to the 2018 Local Emergency Operations Plan. A motion was made by Gary Delius and seconded by Mike Fitzpatrick to adopt the 2018 LEOP. The motion carried unanimously.
Administrative Assistant Review: Marion reminded the Board that Shannon’s 6-month review for her new Job Description was due. A motion was made by Shelly Huber and seconded by Mike Fitzpatrick to authorize Marion Dowling and Christopher Williams to conduct Shannon’s performance review. The motion carried unanimously.
VLCT Economic Development Forum Notice – Shelly Huber requested to be signed up.
Letter from William Smith seeking full time employment – The Board thanked Mr. Smith for his inquiry.
A motion was made by Gary Delius and seconded by Mike Fitzpatrick to approve pay orders as follows:
Accounts Payable Warrant No. 18023 in the amount of $818,257.17
- Payroll Warrant No. 11338 in the amount of $4,591.53
- Payroll Warrant No. 11339 in the amount of $7,112.81
- Payroll Warrant No. 11340 in the amount of $5,563.07
The motion carried unanimously.
A motion was made by Marion Dowling and seconded by Mike Fitzpatrick to adjourn at 8:23 p.m. The motion carried unanimously.
ROAD FOREMAN’S AND ROAD COMMISSIONER’S REPORT
May 7, 2018
- We picked up all of the Green Up bags and tires this morning and took them to Brattleboro. We took 114 bags and 29 tires.
- The Radar Sign that we have has the capability of providing us with speed data so if you want to know when to do enforcement. The cost of the software for it is $375.
- The wind storm Friday night into Saturday had many trees blocking roads and taking down power lines. The last of the roads were reopened Sunday afternoon. We still have cleanup to do.
- The Guard Rail is scheduled to be put in the week of the 21st on Dover Rd. and we have a couple other sites that we will do at the same time.
- We have been continuing to grade roads and clean out ditches.
- The paving for this summer needs to be put out to bid. The roads scheduled for this summer are the remainder of Depot Rd. (.4 miles) Grimes Hill Rd. from Newfane Hill to RT 30. (.4 miles) and if possible a shim coat on Bruce Brook Rd. (.25 miles).
- I attended the bidders meeting for Adams Brook project on Friday.
- We met with the FEMA representative last Wednesday about all the damage from the October 30 storm.
Jay Wilson, Road Foreman
Christopher Williams, Road Commissioner
ADMINISTRATIVE ASSISTANT’S REPORT
MAY 7, 2018
FEMA: FEMA has arrived and has been meeting with towns to get set up in the system. We met with them last week and I’ll be meeting with the Program Delivery Manager weekly until we’re finished with the process. Our documentation is in good shape and will make it easier for them to sort everything out.
SPECIAL MEETING REMINDER: Just a reminder that we’ll need to have a special meeting next Monday, the 14th, for the purpose of opening the 2nd set of truck bids. What time would you like to meet?
EMERGENCY WATERSHED PROTECTION PROGRAM: A while back, I reported on USDA visiting landowner sites to determine if any were eligible for assistance. One home was found eligible and agreed to participate in the program. This program doesn’t cost the town money, other than my time to coordinate and put the project out to bid. More information to come.
GLEBE LANDS: The Intent to Convey for the Glebe Lands was advertised in the newspaper on April 26, 2018. The voters have 30 days in which to object via petition. Once that period of time is over, the town can release any claim over the land.