Newfane Selectboard Regular Meeting Monday, November 20th, 2023

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BOARD MEMBERS PRESENT:   Angela Litchfield, Mike Fitzpatrick, and Katy Johnson-Aplin.
Absent: Jeffrey Chevalier, and Ann Golob.

OTHERS PRESENT:   Jane Douglas (Planning Commission), Bahman Mahdavi (Rock River Players), Austin Rice (BCTV), and Wannetta Powling (Administrative Assistant).

Zoom:  Jay Wilson (Road Foreman), and Kate Gehring (Planning Commission).

CALL TO ORDER:  The meeting was called to order at 6:00 p.m. by Selectboard Chair Angela Litchfield.

CONFIRM PROPERLY WARNED:   Powling confirmed the meeting had been properly warned.

ADDITIONS/AMENDMENTS TO AGENDA:  
Johnson-Aplin requested to add to New Business a discussion of moving the meetings due to the holidays.

APPROVAL OF MINUTES:

1. November 6th, 2023, Regular Minutes.

Fitzpatrick made a motion to accept the November 6th, 2023, Regular Minutes, and Johnson-Aplin seconded the motion.
Motion passed.

2. November 6th, 2023, BLC Minutes.

Fitzpatrick made a motion to accept the November 6th, 2023, BLC Minutes, and Johnson-Aplin seconded the motion.
Motion passed.

3. November 13^th, 2023, Budget Minutes.

It was tabled until the next meeting.

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT:

1. We will need to vote on the Adams Hill Rd—bridge repair. The insurance company for the trucking company that damaged the bridge has been contacted, and they have pictures and the quote for the repair/replacement.
2. DMI was able to get the pavement patching done.
3. We had a price from RSG for the new sound study of $6,900 using the new proposed plan.
4. The side dressing of the new pavement on South Wardsboro Rd. was completed last week.
5. The bids must be in for the Loop Road culvert on November 28^th.
6. Wilson requested that the Selectboard send letters to (selected) residents stating there could be potential damage from the snow plows this season.

Fitzpatrick made a motion to accept the Road Foreman & Road Commissioners report, and Johnson-Aplin seconded.

Discussion ensued:

It was mentioned that the special meeting on Thursday, November 16th, had not been properly warned and the discussion about the Adams Hill Bridge would be reviewed again this evening.

Fitzpatrick made a motion to approve spending the $ 100,000 for the bridge replacement on Adams Hill, and Johnson-Aplin seconded.

Motion passed.

Johnson-Aplin made a motion to approve the cost of the changes for the sound studies for the Gravel Pit ACT 250 permit, and Fitzpatrick seconded.

Motion passed.

It was discussed that Powling and Wilson would open the bids on November 28^th, verify and record the bids, and then forward them to the project engineer, Everett Hammond.

Follow Up:

NRCS and Michael Lapointe are still working through the list of over 232 sites. We were asked to be patient; they haven’t forgotten us.

The vote was called. Motion passed.

ADMINISTRATIVE ASSISTANT’S REPORT: 

1. I made copies of the information from the V.L.C.T. training on ADA 101: What your Municipality Needs to Know.
2. Newfane will follow other local town offices and close at 2 pm on Wednesday and Friday for the Thanksgiving Holiday.
3. Katie Bristol will be doing the monthly bank reconciliation.
4. Appropriation appointments are included as an attachment.

Fitzpatrick made a motion to accept the Administrative Assistant’s report, and Johnson-Aplin seconded.
Discussion ensued:

Powling was asked to share information from the meeting she attended with other local municipalities on November 15th with Sheriff Anderson to hear and discuss information and options for Regional Law Enforcement, including the development of municipal models like the Animal Control developed a few years ago. This would be a pilot project, the first of its kind in Vermont. Member towns will participate in negotiating the types of services needed.  Anderson asked if members of the towns would write a letter of interest to support the policing project. He would submit the letters with a bill to Vermont legislation for the beginning of the new legislative session that starts in January 2024; if approval is given, there is a potential for the program to begin by July 2024.

The vote was called. Motion passed.

COMMITTEE REPORT:

Planning Commission (P.C)- Jane Douglas and Kate Gehring –December 2 at 10 a.m., you are invited to join a “Walkabout the Village” with members from Windham Regional Commission and other persons who are interested in Newfane updating the Zoning Ordinance and By-Law to review affordable housing. Jane Douglas asked if the remaining $201,000 ARPA had been marked for a particular project. Douglas asked if the Selectboard had given any thought to setting aside money for a revolving low-interest loan to help residents with improvements to existing properties to provide other ways of developing affordable rent space/housing.

Gehring mentioned that representatives from Windham, Brookline, and Townshend joined Newfane P.C. to collaborate on what could be done to help with the relief of the housing crisis that so many face.

DV Fiber – Jane Douglas said that Readsboro now has 100+ customers hooked to the fiber internet. They are working on areas in Stamford, Whitingham, and Halifax. Progress is approximately 13 miles a month, with expectations of reaching Marlboro in early 2024.

SCHEDULED MEMBERS OF THE PUBLIC:

The following agencies and organizations gave a three to five-minute explanation of the program and services they provide to the residents of Newfane, Williamsville, S. Newfane, and Brookside and how the funds they are requesting are going to be used.

1. Aids Project of So. VT – Exc. Director Samba Diallo
2. WinDart – Joanne Bourbeau
3. Youth Services- Russell Bradbury-Carlin
4. Brattleboro Area Hospice- Hillary Farquhar

UNSCHEDULED MEMBERS OF THE PUBLIC:
Bahman Mahdavi, Rock River Players – wanted to share that the improvements at the Williamsville Hall are completed. He wanted to thank the board again for the generous support. The Rock River Players were able to meet these improvements within months, which had previously been expected to take years. Mahdavi said this will help improve and promote a more lively and vibrant community center.

NEW BUSINESS
Johnson-Aplin suggested that the December 25^th budget meeting be canceled and the January 1^st Selectboard meeting be moved to Tuesday, January 2^nd.

This was approved.

OLD BUSINESS:

1. Town Beautification suggestions (Chevalier)
   None

2. FEMA buyout of South Newfane General Store (Golob)
   None

3. ARPA Funds Updates (Golob)
   None

4. Personnel Policy Recommendations (Johnson-Aplin).
   It was tabled until the entire board was in attendance.

CORRESPONDENCE:
None

The Selectboard meeting was suspended for the Board of Liquor Control at 6:52 p.m.

The Selectboard meeting resumed at 6:53 p.m. (see Board of Liquor Control Minutes).

Johnson-Aplin made a motion to have Litchfield and Johnson-Aplin approve the Account Payables. Fitzpatrick seconded.
Motion passed.

PAY ORDERS

• Payroll # 11652                 $ 6,090.77
• Payroll # 11653                 $ 5,352.49
• AP # 24012                        $ 97,903.36

Fitzpatrick made a motion to approve the Pay Roll, and Johnson-Aplin seconded the motion.

Motion passed 3/0.

ADJOURN:

Johnson-Aplin made a motion to adjourn. The meeting was adjourned at 7:11 P.M.

Respectfully Submitted,
Wannetta Powling,
Administrative Assistant
A.E.L

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BOARD MEMBERS:
Present: Angela Litchfield, Jeffrey Chevalier, and Katy Johnson-Aplin.
Absent: Ann Golob and Mike Fitzpatrick.

OTHER PRESENT:
Jay Wilson (Road Foreman), Melissa Brown (Treasurer), and Wannetta Powling (Administrative Assistant).

CALL TO ORDER and MEETING WARNING:
The meeting was called to order at 6:00 p.m. by Chair Angela Litchfield.
Litchfield asked if the meeting was properly warned.

ADDITIONS/ AMENDMENTS TO AGENDA:
None

REPORTS:

Highway Department –Wilson shared information regarding an event last week involving a 53’ tractor trailer going up Adams Hill Road in South Newfane. The truck caused significant damage to the bridge, and Wilson is waiting to hear about insurance from the trucking company. Wilson has contacted Mike from Renaud Brothers in Vernon to assess the damage and recommend an alternative solution to allow for springtime repair.

OLD BUSINESS:
Town Report Design– A discussion took place with Litchfield asking if Johnson-Aplin and Chevalier would like to collaborate with Powling on the cover.

Dedication –Discussion ensued. Litchfield mentioned that she would work with Powling to draft something for the Town Report.

Revenue– Completed.

NEW BUSINESS:

Capital Budget: Progress was made.

Expenditures: Employee (BCBS) medical coverage was discussed. The increase in premium will be covered with the 80% / 20% split, the same as previous years.

Budget Review: Progress was made.

Follow-up items:

1. Employee reviews will be discussed at the next Selectboard Meeting on November 20^th. Reviews will need to be completed before the end of the budget season so the wage increases are figured into the final budget figures.
2. Law Enforcement
   Regional Policing presentation and discussion in Brattleboro on November 15^th. Mixed feelings were expressed over the patrols currently provided by the Windham County Sheriff’s Department (WCSD).
3.  Several items were put on hold until Powling received funding requests from the Planning Commission, Treasurer, and other commissions. Powling was asked to provide the Selectboard with a wage comparison from other towns.

Items tabled for future budget meetings.

• Capital Budget
• Expenditures
• Open Items
• Articles including Social Appropriation Donations
• Salaries
• Warnings

ADJOURN:

Chevalier made a motion to adjourn. The meeting was adjourned at 7:04 P.M.

Respectfully Submitted,
Wannetta Powling,
Administrative Assistant

Regular Meeting Monday, November 6th, 2023
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https//zoom. Us/join            Meeting ID:  972 2791 1757 Passcode:  352680

BOARD MEMBERS PRESENT:
Angela Litchfield, Mike Fitzpatrick, Katy Johnson-Aplin, Jeffrey Chevalier, and Ann Golob (Zoom).

OTHERS PRESENT:
Jeryl Julian Cisse (VT Adult Learning), Ryck Morales (SBA), Austin Rice (BCTV), and Wannetta Powling (Administrative Assistant).

Zoom:
  Jay Wilson (Road Foreman), Jane Douglas (NewBrook/Newfane Anew, Planning Commission), Kate Gehring (Planning Commission), Maya Richmond (WCHS), Andrea Seaton (Grace Cottage), Kate Alberghini (Green-Up VT), Kathleen Devlin (SEVCA).

CALL TO ORDER:
The meeting was called to order at 6:00 p.m. by Selectboard Chair Angela Litchfield.

CONFIRM PROPERLY WARNED:
Powling confirmed the meeting had been properly warned.

ADDITIONS/AMENDMENTS TO AGENDA:  

APPROVAL OF MINUTES:

1. October 16^th, 2023, Regular Meeting Minutes.
   Golob made a motion to accept the October 16^th, 2023, Regular Minutes, and Johnson-Aplin seconded the motion.
   Motion passed. Fitzpatrick abstained.

2. October 30^th, 2023, Budget Meeting Minutes.
   Fitzpatrick made a motion to accept the October 30^th, 2023, Budget Minutes, and Chevalier seconded the motion.
   Motion passed.

3. September 14^th, 2023, Special Meeting Minutes.
   Fitzpatrick made a motion to accept the September 14^th, 2023, Special Meeting minutes, Golob seconded.
   Motion passed. Chevalier and Johnson-Aplin abstained.

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT:

1. We met with FEMA again today to go over damage reports for the July 10^th
2. If the weather cooperates, the rest of the Grimes Hill pavement repairs will be done this week.
3. We received a draft of the Act 250 application from Bill Jewell; both Ann and I added notes to it and have sent it back to Bill Jewell. We are waiting for the new data from the sound study to be attached to the application.
4. If all goes well, we plan on side-dressing the shoulders of the new pavement on South Wardsboro Road this week.
5. The pre-bid meeting for the Loop Road box culvert was held last week, and bids are due November 28^th.

Fitzpatrick made a motion to accept the Road Foreman & Road Commissioners report and Chevalier seconded.

Discussion ensued:

1. There is a projection that the FEMA payments are going to be slow in coming back for the repairs.
2. Litchfield asked if Wilson would make an inquiry from the NRCS to see if they had any updates to the site visit.

The vote was called. Motion passed.

Access Permit – 302 Newfane Hill Road /Tyler Russell was reviewed.

Discussion ensued:
Fitzpatrick made a motion to approve the access permit, with the installation on an 18” culvert, and Johnson-Aplin seconded.
Motion passed.

ADMINISTRATIVE ASSISTANT’S REPORT: 

1. There is a request for an appointment to the Development Review Board from Cristine White. Would you like to make this appointment tonight?
2. There is an offer to assist smaller towns and villages with “designing a Mobil-friendly and ADA-compliant website.” They will manage all technical support and train in how to use the software. They are out of Watertown, NY. I have included some information, but would you like me to pursue additional information? (see the attachments)
3. On Wednesday, November 8^th, from 2:30-4, there will be V.L.C.T. training on ADA 101: What your Municipality Needs to Know. I have set this up for Katy and me to attend. Is anyone else interested?
4. Bill Morse called this morning looking for the Selectboard to respond to his letter of September 5^th
5. Sierra Pratt has completed the October Bank recons. She will not be able to continue doing the monthly bank statements. Do you have any recommendations for replacements?
6. On November 8^th, at the Stone Church in Brattleboro, they will be having the Producers Award, and they will be recognizing retiring BCTV Director Cor Trowbridge.

Fitzpatrick made a motion to accept the Administrative Assistant’s report and Johnson-Aplin seconded.
Discussion ensued:

1. Fitzpatrick made a motion to appoint Cristine White to the DRB, Johnson-Aplin seconded.
   The motion passed.

1. Johnson-Aplin said that she had done some research with the same web design and would recommend getting more information on updating the Town website, including getting a quote.

The vote was called. Motion passed.

COMMITTEE REPORT:
Traffic Calming Committee-Johnson-Aplin
provided an update on the work that the Traffic Calming Committee (TCC) has been discussing, including the concerns for speed enforcement, beautification efforts, ordering, and sign placements for Williamsville. To help create driver awareness, the TCC has suggested placements of “Hikers, Bikers, and Horses Ahead.” TCC is still working on the details for presenting the budget request at a Selectboard meeting in December.  TCC will meet on Wednesday, November 29^th, and Wednesday, December 20^th; the public is encouraged to attend our meetings.  Wilson mentioned that the over-height limit warning lights for the covered bridge is $20,000. Wilson also mentioned that it is not reasonable to place cameras on the bridge to monitor traffic and over-height vehicles.

SCHEDULED MEMBERS OF THE PUBLIC:
The following agencies and organizations gave a three to five-minute explanation of the program and services they provide to the residents of Newfane, Williamsville, S. Newfane, and Brookside and how the funds they are requesting are going to be used.

Grace Cottage Hospital – Andrea Seaton
NewBrook News/ Newfane A New – Jane Douglas
Windham County Humane Society – Maya Richmond
Green-Up Vermont – Kate Alberghini
SEVCA- Executive Director, Kathleen Devlin
VT Adult Learning- Jeryl Julian-Cisse

UNSCHEDULED MEMBERS OF THE PUBLIC:
Ryck Morales, a public Affairs Specialist from the Office of Disaster Recovery and Resilience/U.S Small Business Administration came and provided Newfane with additional flood recovery options and instructions for businesses and nonprofits can get loans to repair or replace damaged or destroyed property up to $2 Million. Homeowners can get up to $200,000 to repair or replace a primary residence and get additional assistance to help mitigate against future disasters. Homeowners and renters can get up to $40,000 to repair or replace personal property, furniture, appliances, and vehicles.

Facts:

• There is no obligation to accept the loan if it is approved.
• You don’t need to know how much to ask for when you apply.
• You don’t need to wait for settled insurance claims, FEMA grants, or estimates before applying.
• Loans can be used for insurance deductibles, require building code upgrades, or require relocation.
• Additional information is available from the Administrative Assistant at the Town Office. Litchfield asked that the information be put on the website.

NEW BUSINESS
None

OLD BUSINESS:

1. Town Beautification suggestions (Chevalier)
   None

2. FEMA buyout of South Newfane General Store (Golob)
   None

3. ARPA Funds Updates (Golob)
   None

4. Personnel Policy Recommendations (Johnson-Aplin).

Litchfield asked if the Board could preview the changes and notes for the Personnel Policy at the Budget meeting Monday night.

• CORRESPONDENCE:
  Rock River Players – Thank you for the ARPA donation.
  Grace Cottage Hospital- Thank you for the FY 2023 donations.

The Selectboard meeting was suspended for the Board of Liquor Control at 7:27 p.m.
The Selectboard meeting resumed at 7:29 p.m. (see Board of Liquor Control Minutes).
Golob attended remotely and left the meeting at 7:30 p.m.

PAY ORDERS

1. Payroll # 11649                  $ 6,927.41
2. Payroll # 11650                  $ 6,684.70
3. AP # 24010                         $ 464,994.03
4. AP # 24011                         $1,068,318.37
5. Payroll # 11651                 $5,182.44

Fitzpatrick made a motion to approve Pay Orders. Chevalier seconded the motion.
Motion passed 4/0.

ADJOURN:

Johnson-Aplin made a motion to adjourn. The meeting was adjourned at 7:48 P.M.

Respectfully Submitted,
Wannetta Powling,
Administrative Assistant
AL

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https//zoom. Us/join            Meeting ID:  972 2791 1757 Passcode:  352680

BOARD MEMBERS PRESENT:
 Angela Litchfield, Ann Golob, Jeffrey Chevalier, Katy Johnson-Aplin and Mike Fitzpatrick.

OTHER PRESENT:
Melissa Brown (Treasurer) and Wannetta Powling (Administrative Assistant).

CALL TO ORDER and MEETING WARNING:
The meeting was called to order at 6:00 p.m. by Chair Angela Litchfield.
Litchfield asked if the meeting was properly warned.

ADDITIONS/ AMENDMENTS TO AGENDA:
None

OLD BUSINESS:
The Selectboard was given additional time to review the two emails Golob forwarded, and it was agreed to vote on the FEMA conditions and have the Chair sign the letter.

Golob made a motion to accept the conditions from the FEMA letter. Chevalier seconded.
Motion passed 4/0/1 Fitzpatrick abstained.

NEW BUSINESS:

• Town Report Design. The ideas discussed at the meeting were reviewed, and it was decided to select images that would show appreciation for the committee members and volunteers who help with the functions of the Town.
• Dedication. Several suggestions were raised and discussed. It was agreed that we would wait to make a final decision at the next budget meeting on November 13th.

Budget Review

• Treasurer Melissa Brown provided revenue figures.
• It was agreed that the review of the Rescue contract would determine the amount needed to budget for the Rescue. Fitzpatrick commented that the NewBrook Fire Department should be given equal consideration.

Follow-up items

1. Law Enforcement
   It was agreed to hold off a review of law enforcement funding until members attended the regional policing presentation and discussion in Brattleboro on November 15^th. Mixed feelings were expressed over the patrols currently provided by the Windham  County Sheriff’s Department (WCSD).
2.   Powling will contact VTSP (Vermont State Police Lieutenant Anthony French) to confirm whether they would be interested in the 2025 fiscal year law enforcement contract.
3. Johnson-Aplin will contact Putney Town Manager Karen Astley for information on the full-time coverage they receive from WCSD.  Jamaica and Londonderry receive shared coverage; Johnson-Aplin will attempt to get information on how the town and its residents manage and assess this coverage.
4.  Several items were put on hold until Powling received funding requests from the Planning Commission, Town Clerk, Treasurer, and other commissions. Powling was asked to provide the Selectboard with a wage comparison from other towns.
5. Other needed information from VLCT on the insurance policy for capital assets, unemployment insurance, and worker’s compensation rates.  Blue Cross Blue Shield health insurance for the employees and the contract for the professional audit expenses.

Items tabled for future budget meetings.

• Capital Budget
• Expenditures
• Open Items
• Articles including Social Appropriation Donations
• Salaries
• Warnings

ADJOURN:

Chevalier made a motion to adjourn. The meeting was adjourned at 7:37 P.M.

Respectfully Submitted,
Wannetta Powling,
Administrative Assistant