Selectboard Minutes – August 20, 2018

TOWN OF NEWFANE
SELECTBOARD MEETING
MINUTES
AUGUST 20, 2018

BOARD MEMBERS PRESENT: Marion Dowling, Gary Delius, Mike Fitzpatrick, Shelly Huber, Christopher Williams
OTHERS PRESENT: Kipton Tewksbury, Michael Mayer, Jen Stanchfield, Sarah Lang, Alex Beck, Jay Wilson

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

ADDITIONS/AMENDMENTS TO THE AGENDA
Shannon requested that the discussion of Green Burial be moved up to allow Michael Mayer to speak before 6:30 p.m. A motion was made by Mike Fitzpatrick and seconded by Michael Mayer to move the agenda out of order to allow Michael Mayer to speak before 6:30 p.m..The motion carried unanimously.

MINUTES
August 6, 2018: A motion was made by Gary Delius and seconded by Mike Fitzpatrick to approve the minutes as presented. The motion carried unanimously.

ROAD BUSINESS
Road Foreman’s & Road Commissioner’s Report: See attached.

Excavator Discussion: Jay presented information on the excavator that was presented at a prior meeting. A motion was made by Christopher Williams to buy the excavator. The motion was seconded by Gary Delius

Discussion: Mike Fitzpatrick asked whether the price included the $92,000 discount. Jay confirmed that it included the discount.

Jay noted that this lease can be converted into a purchase later on, so the Board is not tied in to anything other than a year-to-year. It could be put into the capital budget for purchase in the next fiscal year.

Mike Fitzpatrick recommended renting one for a month and trying it out. Discussion ensued.

Gary Delius noted that if they went ahead with the year lease, it could be converted to a purchase later on, allowing the tax payers to approve the purchase next year.

A motion was made by Shelly Huber to table the discussion until Michael Mayer was finished speaking to the Board. The motion was seconded by Mike Fitzpatrick. The motion carried unanimously.

Green Burial Request: A motion was made by Marion Dowling to table discussion on this matter until a DRB decision has been presented. The motion was seconded by Shelly Huber.

Mike Fitzpatrick asked whether they could hold a special meeting once the DRB has made a decision, so that people won’t have to wait until September 17th meeting. The Board was in agreement.

The motion carried unanimously.

Excavator Discussion:

It was noted that the Board has approval from the tax payers for a lease payment for one year.

The Board asked Jay to confirm that it can be returned at the end of the year if the town does not approve another year. In addition, the Board asked Jay to confirm the original list price and the discounted price.

Christopher William withdrew his original motion and Gary Delius withdrew his second.

A motion was made by Shelly Huber to authorize a year lease of the excavator and the attachments for the amount of $32,000, contingent upon confirmation that there is no obligation to continue leasing past the one year, with option to buy, with the first lease payment coming off the balance due.

Discussion: The Board would still like to confirm the list price and the discount price.

The motion carried unanimously.

ADMINISTRATIVE ASSISTANT’S REPORT

See attached report.

A motion was made by Shelly Huber and seconded by Gary Delius to appoint Angela Sanborn to reconcile the bank statements each month. The motion carried unanimously.

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

UNSCHEDULED MEMBERS OF THE PUBLIC
Traffic Calming: Jen Stanchfield was present to discuss the latest liaison meeting, She noted that she, Annie, and Bud met Friday with the Planning Commission . The Planning Commission will be hosting a pot luck at Williamsville Hall on October 14. This will be to discuss walkability and traffic calming solutions.

Jen reported that the Williamsville village is curious about the possibility of adding stop signs on Dover Road at the intersection of Timson Hill Road (both directions) and at the intersection of Baker Brook Road (both directions.)

Discussion ensued. Gary Delius noted that he’d like to see a plan come before the Board so that they could look at the big picture of solutions and know what the State will require to implement them.

Discussion ensued regarding sidewalks being installed, or even removing the grass along the edge of the road, to allow a place for pedestrians to walk safely.

Jen noted that the group is focused on the big picture and presenting a plan, but also small victories in items that can be accomplished immediately. Shannon asked whether the Williamsville village has considered designs for a “village” sign, similar to those that the other villages have. Jen noted that the residents are working on a design.

Marion asked whether the Village on Williamsville has thought of coming together as a community and hiring the Sheriff’s Department. Could be an item for the long-term solution list.

Jay will get prices for painting stop/yield symbols on the pavement.

Marion noted that she’d like to see an outline or agenda for the meetings to stay in the loop on next steps.

SCHEDULED MEMBERS OF THE PUBLIC

SeVEDS: Alex Beck and Sarah Lang were present to go over the programs offered at BDCC/SeVEDS and update the Board on recent ventures, particularly with Leland and Gray.

Shelly discussed Newfane Anew’s efforts with Alex and Sarah, and they encouraged Newfane Anew to send them information they might like shared.

Discussion ensued regarding the Career Center and the intern program for students.

Alex and Sarah noted that they are requesting that the Board consider putting their appropriation request the budget rather than requiring a petition.

CORRESPONDENCE

• Southeastern Vermont – Survey

PAY ORDERS

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

• Accounts Payable Warrant No. 19004 in the amount of $21,854.30
• Payroll Warrant No. 11356 in the amount of $4,367.82
• Payroll Warrant No. 11357 in the amount of $4,536.46

The motion carried unanimously.

ADJOURN

A motion was made by Gary Delius and seconded by Marion Dowling to adjourn at 7:45 p.m. The motion carried unanimously.

Respectfully Submitted,
Shannon Meckle

ROAD FOREMAN’S AND ROAD COMMISSIONER’S REPORT
August 20, 2018

1. Daniels Construction is awaiting the utilities to move lines on to the new pole on River Rd. so they can complete the guard rail and redo the pavement.

2. We have had over 17” of rain since July 16th so we have spent most of our time cleaning culverts, fixing ditches and removing fallen trees. It looks like better weather in the forecast so we are able to grade roads again.

3. Adams Brook project was completed in mid-July just before the heavy rains started.

4. The covered bridge is closed today and tomorrow from 8-4 for repairs.

5. The project at Richard Thall’s house on So. Wardsboro Rd. will be starting soon. Traffic will be down to one lane for a few days with flaggers on site.

6. Road side mowing is supposed to be started tomorrow.

7. New dump truck is scheduled for the chassis to be delivered near the end of September it will then go to the body company.

8. I have some more road names signs ordered so we can continue to upgrade them to meet the standards.

9. I am attaching some information about the excavator to this report.

Thank You,

Jay Wilson, Road Foreman
Christopher Williams, Road Commissioner

ADMINISTRATIVE ASSISTANT’S REPORT
AUGUST 6, 2018

DANIELS HILL ROAD HEARING: Hearing notices will go out this week to all petitioners, abutting land owners, lien holders, and mortgage holders. It will also be published in the Newspaper. The hearing will be covered by BCTV

RECONCILIATION OF BANK STATEMENTS: Angela Sanborn has graciously agreed to do the monthly reconciliations of the bank statements. I will just need a motion by the Board to appoint her. This will satisfy the auditors’ concerns about not having an outside person doing the reconciliations.

EWP: I’m continuing to get the paperwork together for the Emergency Watershed Protection Project. The homeowners received their paperwork and had it reviewed and will be signing this week. Once that’s done, I can send everything to USDA to begin the next phase.

FEMA: I received word last week that the Town of Newfane will be receiving the remaining $310,715.71 for Tropical Storm Irene damages. The Town should receive the funds within the next few weeks.

On the more recent storm, the culvert projects have been obligated for payment and the regular road projects as well as the Direct Administrative Costs are pending final review and should be obligated within the next few weeks.

SOUTH NEWFANE/WILLIAMSVILLE FIRE DEPARTMENT ASSETS: As to the question of whether the town would rather have the Fire Department’s assets or to take the funds left from the liquidation of their assets, Rich Carroll’s advice was that it’s neater for the Town to accept the funds left over from the liquidation of their assets, rather than try to sell of the assets as a town.