Selectboard Minutes – August 6, 2018

TOWN OF NEWFANE
SELECTBOARD MEETING
MINUTES
AUGUST 6, 2018

BOARD MEMBERS PRESENT: Marion Dowling, Gary Delius, Mike Fitzpatrick, Shelly Huber, Christopher Williams
OTHERS PRESENT: Peter Novick, Walter Dadik, Susan Rohde, Richard Ewald, Wayne Estey, Breeze Verdant, Gena Corea, Beth Brown-Reinsel, Ken Tillinghast, Patsy Cushing, Rich Neumann, Liza King, Steve Levine, Myra Fassler, Robin Rieste, Jon Julian, Michael Mayer, Kirstina Weeks, Fred Taylor, Keran O’Donnell, Suzanne Weinberg, Nancy Riege, Kipton Tewksbury
CALL TO ORDER
Marion called to order at 6:00 p.m. Marion noted that BCTV has requested that people identify themselves before they speak, and that presenters stand to the side of the Selectboard table to allow the camera to pick up both the presenter and the Selectboard.
ADDITIONS/AMENDMENTS TO THE AGENDA
There were no additions or amendments to the agenda.
MINUTES
July 16, 2018: A motion was made by Gary Delius and seconded by Mike Fitzpatrick to approve the minutes. The motion carried unanimously.
July 26, 2018 Board of Liquor Control: A motion was made by Mike Fitzpatrick and seconded by Christopher Williams to approve the minutes. The motion carried with three in favor and two abstaining.
ROAD BUSINESS
Road Foreman’s & Road Commissioner’s Report: Christopher reported that the crew has been very busy with all the rain and trees coming down and noted that the crew worked Saturday getting the roads passable.

Covered Bridge Bid: The bids for repair of the Covered bridge were opened and read into the record as follows:

Daniels Construction: $14,500

AS Clark: $12,250

Renaud Brothers: $14,875

A motion was made by Mike Fitzpatrick and seconded by Gary Delius to award the bid to A.S. Clark for $12,250, contingent on approval by VTrans, District 2. The motion carried unanimously.

ADMINISTRATIVE ASSISTANT’S REPORT

See attached report.

Labor Day Meeting: A motion was made by Mike Fitzpatrick and seconded by Gary Delius to have one meeting in September, skipping the Labor Day meeting. The motion carried unanimously.

Reconciliation: A motion was made by Shelly Huber and seconded by Mike Fitzpatrick to pay a flat fee of $50.00 each month to do the reconciliation. The motion carried unanimously.

UNSCHEDULED MEMBERS OF THE PUBLIC
Wayne Estey asked permission to speak, as he is not a Newfane resident. The Board had no objection. Wayne gave some statistics about the importance of voting in the primary election.

SCHEDULED MEMBERS OF THE PUBLIC

Peter Novick, Daniels Hill Road Association: Discussion ensued regarding allowing the presentation outside of the September 24 hearing. The Board ultimately allowed the presentation Peter Novick gave a short presentation comparing damage to Dover Road, Adams Hill Road, and Daniels Hill Road during Tropical Storm Irene during 2011.

The Board moved the agenda out of order to allow scheduled members of the public to arrive.

OLD BUSINESS

Emergency Watershed Protection Program Authorization: Shannon explained that she would have to be named for the various roles needed to process the EWP grant. Gary Delius read the required letter and made a motion to appoint Shannon to these multiple positions. The motion was seconded by Shelly Huber. The motion carried unanimously.

Transportation Alternative Grant Authorization: Shannon explained. WRC’s fee for a Municipal Project Manager for the Transportation Alternatives Grant came out to be approximately $12,000.00. A motion was made by Mike Fitzpatrick and seconded by Christopher Williams to name Shannon Meckle as Municipal Project manager. The motion carried unanimously. Shannon will have a similar letter for signature at a future meeting.

CORRESPONDENCE

• SeVEDS Update Letter
• Pat and Al Weisbrich Letter Re: Traffic Issues
• Update from Richard Marek on the Common

SCHEDULED MEMBERS OF THE PUBLIC (Continued)

Michael Mayer, Manitou Project: Michael Mayer reported that the Mayer Family Trust will be donating their land to the Manitou organization rather than the town.

Michael Mayer was also present to discuss approval of the burial of three non-family members at his property.

Gary Delius gave a brief overview of the DRB proceedings thus far, noting that there would be a meeting the next day to continue deliberations.

Marion questioned what authority the Selectboard has to approve something like this and whether approving would interfere with current DRB proceedings. Shannon recommended seeking town council’s advice on whether the Selectboard has the authority to make such a decision, especially during DRB proceedings.

A lengthy discussion ensued with a question and answer period. Michael Mayer went over the “Frequently Asked Questions” with the board and audience.

A letter from an abutting landowner with concerns was read into the record.

The meeting was opened up to comments from the visitors. Many individuals representing family members wishing to have a green burial spoke.

Discussion ensued regarding the importance of seeking counsel before making a decision when the consequences of making such a decision are unclear.

Walter Dadik noted that he was unsure of whether the DRB has the legal authority to give the conditional use on this project.

A motion was made by Gary Delius and seconded by Mike Fitzpatrick to table until after deliberations by the DRB and after attorney review. The motion carried unanimously.

Williamsville Hall Committee:

Steve Levine reviewed estimates for improvement projects to the Williamsville Hall.

New Boiler: Two bids were received for a high efficiency propane boiler. Steve Levine noted that they chose to go with Osterman’s bid for $12,530.00.Discussion ensued regarding an on-demand boiler. Steve Levine will look into it.

Repair to the Boiler Room: Two bids were received for renovations to the boiler room. The Hall committee chose to go with Clark Todd’s bid for $2,803.89.

Insulating the Basement Ceiling: To eliminate some of the moisture in the rest of the building, it was recommended that they insulate the basement ceiling. Two bids were received from Builders Installed Products and Farnum Insulators. The Williamsville Hall Committee chose to go with Builders Installed Products for $14,465.00.

Main Floor Window repair – One bid was received for this type of repair, because he is the only contractor that does this type of repair. The Committee chose Tom McLoughlin’s bid for $1,950.00.

Cellular shades – Several quotes were obtained from shade companies online. The Hall Committee chose blackout shades for $1,248.00.

Steve Levine noted that they will not be insulating the walls because any moisture in the building will go out through the walls instead of being trapped in the walls.

The Board reviewed the budget with the Hall Committee, noting that the money is available in the Capital account. Steve Levine noted that the window repair could come out of the Hall account. If approved, the projects could be completed done before winter. It was also requested that the Board consider keeping the hall open for part of the winter. The Board did not make a decision on this request.

Discussion ensued regarding the type of propane tanks will be installed and whether they’ll be able to be filled in the winter. It was noted that the company confirmed that they will be able to fill them in the winter.

A motion was made by Mike Fitzpatrick to approve the expenditures, using the Capital Fund, and leaving the Hall Fund alone. The motion was seconded by Christopher Williams.

The Board noted that what the Hall Committee does is very admirable and congratulated the Committee on their work.

The motion carried unanimously.

PAY ORDERS

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

• Accounts Payable Warrant No.19002 in the amount of $2,483.09
• Accounts Payable Warrant No. 19003 in the amount of $27,262.85
• Payroll Warrant No. 11351 in the amount of $4,175.50
• Payroll Warrant No. 11352 in the amount of $5,220.09
• Payroll Warrant No. 11353 in the amount of $6,832.76

The motion carried unanimously.

ADJOURN

A motion was made by Gary Delius and seconded by Mike Fitzpatrick to adjourn at 8:55 p.m. The motion carried unanimously.

Respectfully Submitted,
Shannon Meckle

ADMINISTRATIVE ASSISTANT’S REPORT
AUGUST 6, 2018

LABOR DAY MEETING: The first meeting in September falls on Labor Day. Does the board want to reschedule for another day?

RECONCILIATION OF BANK STATEMENTS: The auditors have reminded us that we need to find an outside person to do the reconciliation of bank statements. It is hard to find someone to do it for $10.00-$15.00 per hour when it only takes about an hour per month. The budget for this is $750.00 for the year. If the Board would consider a flat fee for each month, I think we could find someone willing to do it.

VACATION TIME: I will be on vacation the last week of August (August 27 – 31).