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

OTHERS PRESENT:   Jane Douglas (Planning Commission), Pamela Spaulding, George LeGace,   Ian Forgey, Austin Rice (BCTV), and Wannetta Powling (Administrative Assistant.)
Zoom:  Jay Wilson (Road Foreman), Kate Gehring (Planning Commission)

CALL TO ORDER:
The meeting was called to order at 6:00 pm by Selectboard Chair Angela Sanborn.

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

ADDITIONS/AMENDMENTS TO AGENDA:  

APPROVAL OF MINUTES:

1. May 1, 2023, regular meeting minutes.

Johnson-Aplin made a motion to accept the May 1, 2023, minutes. Chevalier seconded the motion.
Motion passed 4/0.

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT:

1. We installed the emergency 5’ plastic culvert on Wiswall Hill Rd. That should work well for a couple of years until we get funding for a cement box culvert.

 

2. I spoke with Bill Jewell and got some information on how to fill out the forms that we needed for the Gravel Pit permit, and he is still working on his part.

 

3. We picked up all the Greenup bags last week and ended up with 130 bags, and with all the other loose material, we ended up with 1600 lbs and five tires, less than for the past years.

 

4. I spoke with Ron Bell, our engineer on the Salt shed and Eddy Rd culvert; he is going to try and get something out this week to us.

 

5. The pre-construction meeting for the Depot Rd. Box culvert is May 24^th at 10:30 at the Town Office.

 

6. I have a few things to put out to bid, and I will try to get them out so you can open them at your next meeting.

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

Discussion:
Sanborn asked if any updates for the Davis property on S. Wardsboro Road were discussed at the May 1^st meeting.  Wilson mentioned a meeting scheduled for Friday with Cotton, Fitzpatrick, and Williams.

The vote was called. Motion passed 4/0.

ADMINISTRATIVE ASSISTANT’S REPORT: 

1. The Lister’s office has a form that needs to be signed by the Chair of the Selectboard; It is with the State of Vermont’s recommendation that each town files an extension in case the new VT-PIE system has errors in creating the abstract grand list.
   • There needs to be a motion to authorize the chair to sign.
2. DV Fiber has a form that needs to be signed by the Chair of the Selectboard.

• This allows DV Fiber to obtain matching funds (Newfane’s $15,000) from Vermont Community Broadband Board.

3. Lori Damato from the Newfane Inn is applying for the State of Vermont Economic Development Grant.  With the grant request, they are requesting two letters of recommendation.  Attached is the letter from the Windham Regional Commission; she is also asking the Town of Newfane to write a recommendation letter.
4. The Personal Policy is available tonight for readopting and the Selectboard signatures.

Chevalier made a motion to accept the Administrative Assistance report, and Fitzpatrick seconded.

Discussion:

#1)       Johnson-Aplin made a motion to authorize Chair Sanborn to sign the extension in case the new VT-PIE system has errors for the Listers and Chevalier seconded. The motion passed 3/0/1. Sanborn abstained.

#2)       Fitzpatrick made a motion to authorize Chair Sanborn to sign the support for DV Fiber to obtain matching funds (Newfane’s $15,000) from the Vermont Community Broadband Board, and Chevalier seconded.
The motion passed 3/0/1. Sanborn abstained.

#3)       Fitzpatrick made a motion to authorize Chair Sanborn to sign the letter of support for the new owners of the Newfane Inn. The motion passed 3/0/1. Sanborn abstained.

#4)       Chevalier and Johnson-Aplin reminded the Board that this had been previously tabled until the June 5^th meeting; to allow time to review and compare the recommendations to the policy.

The Vote was called – Motion passed 4/0.

COMMITTEE REPORT
Planning Commission updates – Jane Douglas – Kate Gering  

At the Thursday night meeting, the Planning Commission voted to approve submitting the proposed Flood Plain River Corridor By-Law changes to the Selectboard. Powling will forward the documents to the Selectboard.
Thursday, May 25^th, at 6 pm, during the Planning Commission meeting, there will be a kick-off meeting with Sue Westa from the Windham Regional Commission to discuss By-Law Modernization. The Selectboard is invited to attend the presentation.

Douglas will send an email to Golob to see if she is available.

SCHEDULED MEMBERS OF THE PUBLIC: Ruck-Up, Inc. – George LeGace

Since its doors opened in 2010, the non-profit has served all veterans in New Hampshire, Vermont, and Massachusetts.
This is operated with volunteers, with some Vets helping others in need. For the third year, LeGace has asked the Selectboard for permission to hold a “Coin-Drop” on July 15^th (rain date July 16^th) in Newfane to benefit all veterans needing help. Funds raised will help them with shelter, food, companionship, and mental health counseling. Other services are support programs and assistance to obtain services from local, state, and Federal agencies.

Other agencies have been contacted and await their permission. The Selectboard agreed to allow the Coin Drop.

UNSCHEDULED MEMBERS OF THE PUBLIC
None

OLD BUSINESS:
Cannabis Updates: (Johnson-Aplin) None
TBD at a further date when we hear from the DRB.

Town Beautification (Chevalier)
Discussion:

A press Release will be going out soon, giving details about the bench contest and how to submit Ideas and applications. Brookside is a proposed site for a bench near Hunter Brook Road. Chevalier is to contact the Town Clerk for further information and to get the owner’s permission for the possible placement of a bench.  I want to schedule a site visit for the proposed garden and recreation area along the Dover Road properties damaged in the 2011 flood. Chevalier will contact Wilson for possible dates and get back to the Board members.

 

Discuss ideas for a 250-year celebration of Newfane’s founding. (Johnson-Aplin) –

Sanborn to contact members of Newfane Anew to see if they would like to be involved with plans for the celebration. Sanborn will report back.

Powling will contact Richard Merck to invite him to come back and meet with the Board to clarify information regarding the dates for Newfane and the 250-year celebration.

 

FEMA Buy-Out of the South Newfane General Store (SNGS) – (Golob)

No updates from FEMA.

ARPA: (Sanborn and Golob)
None

 

PROPERTY at 521 VT RT 30:

The State of Vermont has started to remove hazardous material from the site.

Remove from the agenda; Updates will be determined as needed.

NEW BUSINESS
Short-Term Rental Discussion-Johnson-Aplin
In the spring of 2021, an ordinance for short-term rental was drafted this still needs to move forward. Now is the time when it is in the News; on May 10^th, eighteen other towns are looking at creating an ordinance to monitor how these properties impact other long-term rentals and properties in the area.

A Planning Commissioner has spoken with Wilmington and Dover, where they have some registries using a service to gather the extent of information for them.

Discussion ensued:

Kate Gehring, Chair of the Planning Commission, joined the meeting.

Johnson-Aplin mentioned that Eric Durocher is a Newfane resident and Town of Dover employee and could provide valuable information to the continued discussion.

CORRESPONDENCE:
None

Fitzpatrick, who attended remotely, left the meeting at 6:40 pm.

PAY ORDERS

1.       Payroll Warrant # 11619                               Amount $       5,579.05
2.       Payroll Warrant # 11622                               Amount $          658.79
3.       Payroll Warrant # 11623                               Amount $       7,597.39
4.       Payroll Warrant # 11624                               Amount $       5,162.95
5.       Account Payable # 23025                             Amount $     56.934.08

Chevalier made a motion to approve Pay Orders. Johnson-Aplin seconded the motion.
Motion passed 3/0.

ADJOURN:
Johnson-Aplin made a motion to adjourn. The meeting was adjourned at 6:55 P.M.

Respectfully Submitted,
Wannetta Powling, Administrative Assistant
KJA

 

 

 

 

Unapproved -DRAFT
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BOARD MEMBERS PRESENT:  Angela Sanborn, Jeffrey Chevalier, Ann Golob, Mike Fitzpatrick (by phone), and Katy Johnson-Aplin.

OTHERS PRESENT:   Terry and John Davis, Phoebe Connolly, Priscilla Cotton, Austin Rice (BCTV), and Wannetta Powling (Administrative Assistant).

Zoom:  Jay Wilson (Road Foreman), David Cotton, T (?)

CALL TO ORDER: 
The meeting was called to order at 6:00 pm by Selectboard Chair Angela Sanborn.

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

ADDITIONS/AMENDMENTS TO AGENDA:  
Golob requested that Terry and John Davis be moved to follow the Road Foreman’s report.

APPROVAL OF MINUTES:

1. March 20, 2023, regular meeting minutes.

Golob made a motion to accept the March 20, 2023, minutes (as amended). Fitzpatrick seconded the motion. Motion passed 4/0/1. Sanborn abstained.

2. April 17, 2023, regular meeting minutes.

Golob made a motion to accept April 17, 2023, minutes; Chevalier seconded the motion.
Motion passed 3/0/2 Johnson-Aplin, and Fitzpatrick abstained.

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT:

1. We met with the River Engineer and VTrans at the large stone culvert on Wiswall Hill and got a permit to put in a plastic culvert that will get us through the next couple of years until we can get funding for a box culvert.
2. We are still working on getting the information together for the gravel pit Act 250 permit that Bill Jewell is working on.
3. I got the price for the white fog lines on the blacktop. Poirier Guidelines (the company that has been doing our painting) $ .08 per foot. L&D Safety –Marking $ .14 per foot. Poirier will be doing our stop bars and speed limits.
4. Nothing to update you on the Salt shed or Eddy Rd culvert.
5. The bid was awarded to Renaud Bros. for the Depot Rd Box culvert.
6. At our annual meeting with VTrans after the Town meeting, we were not in line for a couple more years for either a Class 2 pavement grant or structures grant since we had both recently. I put in for both grants, one for paving Grimes Hill and the other for Loop Rd. Box Culver. I was told that we were awarded the Loop Rd since some of the towns that were due for grants didn’t apply—box Culvert for $200,000.
7. We had minor water damage this morning on Timson Hill, River Road, and French Cabin; most of it was minor, and it should be fixed up in a couple of days if it stops raining.

Johnson-Aplin made a motion to accept the Road Foreman’s report, and Golob seconded the motion.

Discussion:
#3 Line Striping; Wilson was asked if the line striping was put out to bid. Due to the time frame and the limited number of qualified contractors, it was not warranted. If we fail to line up the work, one of the contractors will be in Maine all summer.

Fitzpatrick made a motion to accept Poirier Line Stripping at eight cents per foot; Golob seconded. Motion passed 5/0.

#2 Gravel Pit; Contact was made with one of the homeowners closest to where the sound study testing was conducted; they agreed to write a letter of support to be sent with the permit application.

The vote was called. Motion passed 5/0.

Scheduled Members of the Public:
Terry and John Davis: Residents of S. Wardsboro Rd. They wanted to discuss the water runoff and the drainage issues to the road in front of their property and the fact that it has drained into the yard, garage, and house. It is a combination of nature and maintenance of the road that has caused significant deterioration to the floor in the garage and erosion to the property. The neighbors know the issues and would be willing to meet with Jay Wilson, Christopher Williams, Michael Fitzpatrick, and John and Terry Davis to discuss options to prevent further harm.

Discussion ensued.

Wilson will propose a policy for dealing with concerns of drainage issues now and in the future. And report back to the Selectboard.

ADMINISTRATIVE ASSISTANT’S REPORT: 

1. Carol has been out sick; we have all been working together to cover that side of the office while she has been out. I have an Alcohol and Tobacco license for review for the Newfane Store; this will need to be done tonight to ensure they can sell these items tomorrow.

2.   The Municipal Checklist for Internal Control Annual review is available for the Selectboard             sign tonight. (This is for the Treasurer’s Control and the process she follows.)

3. Archer Mayer has submitted a letter requesting ARPA funds for the (NBFD) NewBrook Fire Department. I have included copies of the letter with my report.
4. A Pre-Disaster Mitigation Grant form has been granted an extension. This needs to have a motion to sign, accepting May 29, 2024.
5. Windham County Humane Society has sent the New Contract for services for 2023-202. This is in the budget that was already approved. This, too, needs a motion to sign the contract.
6. The Personnel Policy is available tonight for readopting and the Selectboard signatures.

Chevalier made a motion to accept the Administrative Assistance report, and Johnson-Aplin seconded.

Discussion:

#1 Golob asked if this needed to have a BLC agenda.
This is a last-minute request for an existing application for renewal. The renewal application and fees were already submitted online to the State of Vermont.

Golob made a motion to approve the renewal of liquor and tobacco application for the Newfane Store. Chevalier seconded.

the motion. Motion passed 5/0.

Golob made a motion to authorize the Town Clerk- Hesselbach to approve the renewal of the existing Liquor and Tobacco application and to notify the Board of this process. To submit a new application to the Board of Liquor Control for approval, Fitzpatrick seconded the motion.
Motion passed 5/0.

#2 Golob made a motion to authorize the Chair to sign Internal Control Annual Review. Johnson- Aplin seconded the motion.
Motion passed 5/0.

#3 Fitzpatrick made a motion to approve the NBFD request for $ 100,000 from ARPA funds. Golob seconded the motion.
Motion passed 4/0/1. Sanborn abstained.

#4 Selectboard reviewed the letter for the Mitigation Grant extension. Golob made a motion to authorize the chair to sign on behalf of the Selectboard. Fitzpatrick seconded the motion. Motion passed 5/0.

#5 Johnson-Aplin made a motion to authorize the chair to sign the WCHS contract. Golob seconded the motion.
Motion passed 5/0.

#6 VLCT has sent the Selectboard members a New Personnel Policy and recommendations for changes due to the smaller size of Newfane and the number of its employees. It was recommended that two members of the Selectboard, the Road Foreman and Kate Gehring from the Planning Commission, compare the policies and report to the Selectboard at the June 5^th meeting.

The vote was called. Motion passed 5/0.

COMMITTEE REPORT
None

SCHEDULED MEMBERS OF THE PUBLIC
Phoebe Connolly: Plans for L.G.H.S. Prom to share information regarding the Leland and Gray Union High School (LGUHS) Senior Prom that will be held at the Newfane Union Hall on May 20^th, 2023. Photos will be taken on Newfane Common, and the public is welcome to participate in the photo-taking and the grand march.

Dinner this year will be served as part of the festivities for the students. Music and dancing will follow until 10:30; this year’s theme is the “Enchanted Forrest” The prom planning committee is trying to repurpose decorations, flowers, and plants. If anyone has items they would like to donate, they are welcome to contact Phoebe Connolly at LGUHS.

UNSCHEDULED MEMBERS OF THE PUBLIC
None

OLD BUSINESS:
Cannabis Updates: (Johnson-Aplin) None

Town Beautification (Chevalier)
Discussion:
A press Release will be going out later this week giving details about the bench contest and how to submit ideas and applications.

Discuss ideas for a 250-year celebration of Newfane’s founding. (Johnson-Aplin) – None

FEMA Buy-Out of the South Newfane General Store (SNGS)– (Golob)
No updates from FEMA.
The SNGS had a recent inspection for bats (an endangered animal), and no bats were found; otherwise, there would be no work allowed while the building was occupied. Golob mentioned that the BRELLA insurance application had been submitted.

ARPA: (Sanborn and Golob)
None

SOCIAL APPROPRIATIONS
Tabled until the budget season before the warning goes out, November/December.

PROPERTY at 521 VT RT 30 (Golob)
For the cleanup of the hazardous waste, waiting for the State to finalize the removal, and that has not happened due to a delay on the trucks collecting such materials. The State of Vermont contractor hired to remove the hazardous material from the property will provide an estimate for the additional site cleanup. Golob mentioned that she had gotten advice from VLCT where the Town is not allowed to place liens on properties. They did mention ways to enforce the cleanup of the property but will have to wait until we find out who owns the property.

Discussion followed.
No decision or action was made.

NEW BUSINESS
None

EXECUTIVE SESSION:                                                                                                                                    Executive session to discuss an evaluation of an employee under the provisions of
Title 1 VSA §313(a)(3).

Golob made a motion to go into an Executive session to discuss a personnel issue, and Fitzpatrick seconded. The motion passed 5/0.
Entered the executive session at 7:11 p.m.
Golob made a motion to leave the Executive session, and Chevalier seconded. The motion passed 5/0.
Exited executive session at 7:45 p.m.

The Selectboard’s decision is not to terminate Powling, and it was agreed that she would continue working with the Town of Newfane as Administrative Assistant.

CORRESPONDENCE:
Moore Free Library sent a Thank you card for the recent donation made from the ARPA funds.

Fitzpatrick, who attended remotely, left the meeting at 7:48 pm.

PAY ORDERS

1.       Payroll Warrant # 11618                               Amount $       5,106.44
2.       Account Payable # 23025                             Amount $     977,965.71

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

ADJOURN:
Golob made a motion to adjourn. The meeting was adjourned at 7:55 P.M.

Respectfully Submitted,
Wannetta Powling, Administrative Assistant
ALS

 

Minutes approved on May 1st, 2023
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BOARD MEMBERS PRESENT:  Angela Sanborn, Jeffrey Chevalier, Ann Golob.
Absent: Mike Fitzpatrick and Katy Johnson-Aplin.

OTHERS PRESENT:   Austin Rice (BCTV) and Wannetta Powling (Administrative Assistant.) Deborah Luskin (Moderator)
Zoom:  Jay Wilson (Road Foreman), and Kate Gehring (Planning Commission).

CALL TO ORDER: 
The meeting was called to order at 6:00 pm by Selectboard Chair Angela Sanborn.

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

ADDITIONS/AMENDMENTS TO AGENDA:  
Powling requested the May 3^rd regular meeting minutes be corrected to April 3^rd regular meeting minutes.
Golob requested that the Hazard Mitigation Plan Review letter from Margo Ghia be added to the old business.

APPROVAL OF MINUTES:

1. March 20, 2023, regular meeting minutes. (Tabled until May 1^st)
2. April 3^rd, 2023, regular meeting minutes.

Chevalier made a motion to accept the April 3^rd, 2023, minutes. Golob seconded the motion. Motion passed 3/0.

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT:

1. On Friday, we discovered the stone culvert on Wiswall Hill was starting to collapse; I have a meeting tomorrow with the River Engineer and VTRANS to decide how to proceed with the repair of it or replacement.
2. We have a draft of the ACT 250 permit application from Bill Jewell, and we are reviewing it to answer questions in the application.
3. This is the year we would paint the white lines on the blacktop. Do you want me to get pricing on this?
4. I have not heard back from Ron Bell for the Sand/Salt or the Eddy Rd. culvert.
5. Bids were received last week for the Depot Rd. box culvert; the engineer is analyzing the bids and will have a recommendation for the state shortly. We had two bidders.

Golob made a motion to accept the Road Foreman’s report, and Chevalier seconded.

Discussion:

#2 Act 250 Permit; shared testing results of the sound study that was done for the application permit process.
Golob made a motion to contact a homeowner near the Gravel Pit to obtain a letter of support. Chevalier seconded. Motion passed 3/0.

#3 Line Striping; Wilson was given the approval to seek prices for the bi-annual stripping and report back to the Selectboard.
Sanborn asked if there was any need to place the “No Parking” signs along RT 30 near the swimming area and along Depot Road due to the road construction and previously expressed concerns about parking in that area. Wilson will follow up with VTrans.

The vote was called. Motion passed 3/0.

Amendment to move # 7 from Old Business while the Road Foreman was present.
Cleanup of Property at 521 VT RT30, Newfane (allow Wilson to provide impute)
Discussion:
Golob shared information obtained from (DEC) the Department of Environmental Conservation with the Selectboard.

• Who is responsible for debris cleanup?
• Contaminated soil removal?
• What action can the town take?
• Wait for the probate court to act.
• Tax Sale

Golob offered to contact VLCT and get further advice for the Selectboard.

ADMINISTRATIVE ASSISTANT’S REPORT: 

1. The Personal Policy is available tonight for readopting and the Selectboard signatures.
2. April 17^th -23^rd is recognized as National Volunteer Week. This was established in 1974 and has grown exponentially each year; Newfane has a wonderful base of volunteers that make a positive and meaningful change in our community.
   I want to say, Thank you for your service!
3. Maxwell Vandervliet is willing to accept the appointment to the Windham Regional Commission.
4. The Planning Commission Public Hearing on the Floodplain and River Corridor Bylaw revision is scheduled for Thursday, April 27th, at 6 pm at the Town Office. They are asking Selectboard to attend this hearing.

Chevalier made a motion to accept the Administrative Assistant’s report. Golob seconded the motion.

Discussion:

#3 The Appointment to Windham Regional.
Golob made the motion to appoint Maxwell Vandervliet as Newfane’s Representative to the Windham Regional Commission. Chevalier seconded the motion. Motion passed 3/0.

#4 Planning Commission Public Hearing on Thursday, April 27^th.
Sanborn, Golob, and Chevalier confirmed that they would attend the hearing. Powling was asked to check with Johnson-Aplin and Fitzpatrick to see if they would be available to attend.

The vote was called. Motion passed 3/0.

 

COMMITTEE REPORT

Traffic Calming Committee (TCC) updates (Chevalier).
The next meeting of the TCC will be Wednesday, May 3^rd, at 6 pm at the Town Office.
Golob asked if the information from Windham Regional Commission (WRC) on the VT Department of Health pilot project, walk-ability in communities with pedestrian improvements was shared with the Committee. Wilson and Chevalier confirmed that the information was shared and that someone would do further research for the TCC.

SCHEDULED MEMBERS OF THE PUBLIC
None

UNSCHEDULED MEMBERS OF THE PUBLIC
None

OLD BUSINESS:
Cannabis Updates: (Johnson-Aplin)
None

Town Beautification (Chevalier)
Discussion:

There are five judges for the finished construction of benches. Wilson agreed with the cost for the installation of the benches at the proposed locations.

• Contact members of the Conservation Commission for the Town Forrest location.
• Judge Barnett for the Newfane Common.
• Williamsville Hall Committee.
• Two benches along Dover Road on Riverside.
• Town Office out front.

Still need to complete the following steps to move the project.

• Press Release.
• Submit Ideas and applications.

Chevalier made a motion to allocate $15,000 from ARPA funds for this project. Golob seconded the motion. Motion passed 3/0.

Discuss ideas for a 250-year celebration of Newfane’s founding. (Johnson-Aplin) – None

Due to remote connective issues
Planning Commission updates- Kate Gehring.

Public Hearing for the Floodplain and River Corridor Bylaw revision is scheduled for Thursday, April 27th, at  6 pm at the Town Office. Alyssa Sabetto from WRC (Windham Regional Commission) and John Gifford- Campbell will attend the hearing.
Discussion:  The Planning Commission was interested in looking at Google Suite and whether the Selectboard was using it. Also interested in having separate PC emails instead of using their personal email for PC business. Powling mentioned that Bahman Madhavi could help to arrange that, using individual names.

The Planning Commission asked to be the appointee for the Bylaw Modernization Grant.
Golob made a motion to define that the Planning Commission as the appointed organizer, overseer of the Bylaw Modernization Grant, working with WRC. Chevalier seconded the motion.
The purpose of applying for the grant was to review and expand the zoning laws to increase housing. The Planning Commission will work with WRC directly on this.
Motion passed 3/0. 

FEMA Buy-Out of the South Newfane General Store – (Golob)
No updates from FEMA.
Golob asked to address the concerns of the underground storage tanks. The concerns are that FEMA may not approve the project if the tanks are not removed and for Environmental reasons. Options were suggested to move forward with reviewing the funding for Phase One (research history of the tanks) and Phase Two remediation of the property.

• Participation in Vermont’s environmental liability limitation program (BRELLA) provides a way out of the liability legal and financial risks associated with contamination.
• WRC has funds to help cover the cost of the Insurance.
• Various resources of funding may be available.
  Golob made a motion to apply for BRELLA Insurance and to authorize Chair Sanborn to sign the application. Chevalier seconded the motion. Motion passed 3/0.

ARPA: (Sanborn and Golob)
None

SHOULD SOCIAL APPROPRIATIONS BE COMBINED
This is a continuing discussion for the Town and Selectboard to decide whether to keep social appropriations separate or combine.

Deborah Luskin wondered if three or four articles were still required by state law for the Town Meeting Warning and recommended that placement of Town Budgets Articles be ahead of Social Appropriations. Luskin mentioned that she would consult VLCT for clarification on the required Articles needed for the Warning.

Discussion ensued.

HAZARD MITIGATION PLAN UPDATE

The Selectboard received an e-mail from Margo Ghia from WRC with a copy of the draft plan. Please review the plan and respond with your comments by April 28^th. This information has been shared with the Planning Commission.

NEW BUSINESS –
None

CORRESPONDENCE:
Morris Ale Dancers wrote a letter asking permission to have parts of West St closed during Memorial Day weekend, Sunday, May 28^th, between 4:30 -6:30 pm.

Golob made a motion to approve the request, and Chevalier seconded the motion.
Motion passed 3/0.
Sanborn asked Powling to contact the Morris Ale Dancers to inform them that the Selectboard approved their request and to remind them that they would still need to contact the Court for their permission to use the Court’s property.

CMAG Consulting, LLC – sent an introduction letter to help find funding opportunities, complete the funding process, and manage and report the progress to state or federal agencies.
Discussion: Selectboard did not believe there was a current need for services and agreed to keep the letter on file.

Selectboard meeting suspended at 7:02 pm to open Board of Liquor Control.
The Board of Liquor Control Adjourned at 7:03 pm. Resumed Selectboard meeting.

 

PAY ORDERS
Payroll Warrant # 11616                                Amount $       6.085.57
Payroll Warrant # 11617                                Amount $       4,516.76
Account Payable # 23024                              Amount $     66,103.17

Chevalier made a motion to approve Pay Orders. Golob seconded the motion.
Motion passed 3/0.

ADJOURN:
Golob made a motion to adjourn. The meeting was adjourned at 7:10 P.M.

Respectfully Submitted,
Wannetta Powling, Administrative Assistant

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

OTHERS PRESENT:   Marion Dowling, Christine White, Mary Wiswall, Dennis Wiswall, Tiana Smith (Green MT Power), Mike Burke (GMP), Donald Mills (GMP), Candace Morgan (GMP), Austin Rice (BCTV), and Wannetta Powling (Administrative Assistant.)
Zoom:  Jay Wilson (Road Foreman), Kate Gehring (Planning Commission), Nolan Edgar (PC), Carol Hesselbach (Town Clerk).

CALL TO ORDER:
The meeting was called to order at 6:00 pm by Selectboard Chair Angela Sanborn.

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

ADDITIONS/AMENDMENTS TO AGENDA:  

APPROVAL OF MINUTES:

1. March 20, 2023, regular meeting minutes. (Tabled until April 17^th).
   Johnson-Aplin made a motion to approve the March 20 regular meeting minutes, and Chevalier seconded.
   Motion failed 2/0/2. Sanborn and Golob abstained. (Tabled until April 17^th).

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT:

1. I have sent over the intent to participate letter for the Grant-In-Aid program for a signature.
2. We have started to partially grade some of the dryer dirt roads to smooth them up.
3. Nothing new on Depot Rd. box culvert, it is still out to bid.
4. I spoke with Ron Bell today about the sand/salt shed, and he is planning to come over Thursday afternoon to talk about it. He is also bringing plans for Eddy Rd. culvert.

Golob made a motion to accept the Road Foreman’s report, and Johnson-Aplin seconded.
Discussion:

Johnson-Aplin made a motion to authorize Chair Sanborn to sign the intent to participate letter for the Grant-In-Aid program, and Chevalier seconded. Motion passed 4/0.

Johnson-Aplin asked Wilson to explain the damage/repair to Depot Road, near the garage. Wilson informed the Board that the road sunk due to the culvert collapsing. A section of the culvert was replaced as a temporary fix until the box culvert replacement bids are reviewed on April 12 and repair work is awarded.
Motion passed 4/0.

ADMINISTRATIVE ASSISTANT’S REPORT: 

1. In the past two weeks, I have attended the training offered by VLCT on ADA Compliance Training; this covered a broad array of information, including sidewalk access. And the Selectboard Essential training for new and returning Selectboard members.
2. I have mailed 30+ letters for re-appointment to the various committees and organizations. Volunteer appreciation is a month-long celebration in April that aims to celebrate and thank volunteers for the time and hard work they have put in to help their communities. It is time for Newfane to acknowledge the volunteers who give their time to help the Town function. I want to make a recommendation to the Selectboard; for a “Newfane Appreciation Day” to celebrate our volunteers (and residents) the week of April 17-21.
3. April is “Prevention of Child Abuse” month, and the pinwheels have come in. Would the members of the Selectboard be available to help plant these in front of the building Tuesday afternoon?
4. The Personal Policies is available tonight for readopting and the Selectboard signatures.

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

1. Golob asked about today’s Norther Board Grants and Aid Catalyst training. Powling agreed to share the information from the training with the Board.
2. The Selectboard agreed to purchase a banner to hang between the pillars on the front of the Town Office, “Thank you to all the Newfane Volunteers,” and prepare certificates of appreciation for our volunteers.
3. Sanborn, Johnson-Aplin, and Chevalier agreed to help plant the pinwheels in the garden Tuesday afternoon.
4. Golob recommended tabling the Personnel Policy until VLCT could review the current policy to see if laws had changed and to allow time to make recommendations. (Tabled until April 17 Selectboard meeting)
5. Golob mentioned that Maxwell Vandervliet was interested in the appointment to the Windham Regional Commission. Golob asked Powling to follow up with Vandervliet to confirm his interest in the WRC appointment and follow up with Selectboard.

The vote was called. Motion passed 4/0.

COMMITTEE REPORT
Traffic Calming Committee (TCC) updates (Johnson-Aplin) The next two meetings of the TCC will be on Tuesday, April 11^th, at 6 pm and Wednesday, May 3^rd, at 6 pm at the Town Office.

Golob reminded Johnson-Aplin that the Windham Regional Commission (WRC) had sent information from the VT Department of Health asking if there was an interest in being involved with a pilot project, Walk-ability in communities with pedestrian improvements. This information should be shared with the Newfane Calming Committee, and it was recommended that Johnson-Aplin contact Max at the WRC. This information will be shared at the next TCC meeting.

SCHEDULED MEMBERS OF THE PUBLIC
Representatives from Green Mountain Power (GMP), Tiana Smith ( Communication), Mike Burke (Lead of Operations), Donald Mills (Brattleboro Operations Supervisor), and Candace Morgan (Communication and Critical Care) attended the Selectboard meeting to share with the public a PowerPoint presentation and discuss the difficult issues that GMP faced with the four major snowstorms that have affected us in Windham County. Mutual Aid came from VA, PA, RI, NJ, KY, and Canada to help restore the power during this outage. Burke explained how the electrical grid manages the power restoration to the transmission lines between the Substation and the Mainlines along Route 30 from Brattleboro to Bromley, moving out to the rural, residential areas. If the order is not followed, doing other areas would not make sense until these sources of power are online.

To help with climate change, GMP is implementing alternative resources, including the following,

• GMP covers over 75% of the State of Vermont; GMP will be 100% renewable by 2030.
• Extensive Outreach before, during, and after storms.
• Planning and resources in place prior to storms, including partnering with communities and Emergency Management.
• Plans to expand Microgrids and Resiliency Zones and upgrade infrastructure with undergrounding rural overhead lines “Storm Harding” to keep communities powered up between substations and areas along Route 100.
• GMP is willing to return to a community education meeting to answer questions for the residents to prepare for power outages and alternative sources such as battery or solar power. It would be a shared resource for GMP to help cover the needs during peak hours.

UNSCHEDULED MEMBERS OF THE PUBLIC
Having missed the last meeting, Dennis Wiswall wanted to address the Selectboard to offer support for the Administrative Assistant – including the issue of how the minutes are and what is legally required for committee/board minutes. Mary Wiswall and Marion Dowling wanted to add additional support.

OLD BUSINESS:
Cannabis Updates: (Johnson-Aplin) None

Town Beautification (Chevalier) None

Discuss ideas for a 250-year celebration of Newfane’s founding. (Johnson-Aplin)
Updates on future Newfane Anew meetings will be announced.

FEMA Buy-Out of the South Newfane General Store – (Golob)
No updates from FEMA.

ARPA: (Sanborn and Golob)
None

NEW BUSINESS
Follow-up items from Town Meeting

1. Should Social Appropriation Articles be grouped together?

Discussion ensued:
No decisions were made; the items will be added to future agendas to be addressed in future meetings.

2. Write to the Moover to ask them to make a bigger effort to provide service along Route 30.

Chevalier made a motion to draft a letter to the Moover and cc: the State representatives requesting public transportation in the area. Johnson-Aplin seconded. Motion passed 4/0.

3. Request to add a cover sheet about each organization asking for a social appropriation.

Discussion ensued: 
No decisions were made; the items will be added to future agendas to be addressed in future meetings.

4. The debris on the corner of Route 30 from the recently burned home.

Discussion ensued:
Golob requested that Powling contact Valery to get additional information on whom she has spoken to regarding the property.
Golob requested that Powling contact Wilson regarding the construction fabric used to keep the debris from going into the stream.

5. Opioids Settlement Action Required
   Johnson -Aplin made a motion to authorize Sanborn to sign the documents on behalf of Selectboard. Chevalier seconded.
   Motion passed 4/0.

CORRESPONDENCE:
Scotty Tabachnick Principal-NewBrook Elementary School -Thank you for NewBrook PTO support.

Nancy Rysz Letter to the Selectboard.
Johnson-Aplin made a motion to send a new letter to Ms. Rysz. Powling was asked to draft such a letter and send it to Sanborn.

EXECUTIVE SESSION:
 Executive Session to discuss a disciplinary or dismissal action against a public officer or employee under the provisions of Title 1, Section 313, Subsection (1)(4) of the Vermont Statutes.

Discussion ensued:
Dowling expressed concern over the wording used to go into Executive Session.

Chevalier made a motion to enter Executive Session. Golob seconded.
Golob, who attended via Zoom, withdrew and called to join the Executive Session.
Entered the Executive Session at 8:00 pm.

Johnson-Aplin made a motion to leave Executive Session, and Chevalier seconded.
Exited Executive Session at 8:18 pm.
The decision of the Board:
Chevalier made a motion to recall the termination letter given to Powling. Johnson-Aplin second.
Motion passed 4/0.        

Golob withdrew and left the meeting at 8:20 pm.

 PAY ORDERS

1.  Payroll Warrant # 11614                               Amount $       5,439.14
2. Payroll Warrant # 11615                               Amount $       5,559.37
3. Account Payable # 23022                             Amount $             80.00
4. Account Payable # 23023                             Amount $       32,149.82

Chevalier Johnson-Aplin made a motion to approve Pay Orders. Johnson-Aplin seconded the motion.
Motion passed 3/0.

ADJOURN:
Johnson-Aplin made a motion to adjourn. The meeting adjourned at 8:27 pm.

Respectfully Submitted,
Wannetta Powling, Administrative Assistant

 

 

https://us06web.zoom.us/j/97227911757#success
(copy and paste the link into your web browser)
https//zoom. Us/join            Meeting ID:  972 2791 1757 Passcode:  352680
BOARD MEMBERS PRESENT:
 Angela Sanborn, Katy Johnson-Aplin, Jeffrey Chevalier, Ann Golob, and Mike Fitzpatrick (Phone)

OTHERS PRESENT:
Austin Rice (BCTV)
Zoom: Jay Wilson (Road Foreman), Wannetta Powling (Administrative Assistant), and Jane Douglas

CALL TO ORDER:
The meeting was called to order at 6:03 pm by Selectboard Chair Angela Sanborn.

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

ADDITIONS/AMENDMENTS TO AGENDA:  
None

APPROVAL OF MINUTES:

1. February 21^st, 2023, special meeting minutes.

Golob made a motion to approve the February 21^st minutes. Chevalier seconded the motion.
Motion passed 4/0. (Fitzpatrick had not yet joined the meeting.)

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT:

1. We got approved for an Emergency Grant from VTRANS to help with the December 23^rd
2. It seemed like this past week that winter was just beginning. We have been out every day dealing with snow and ice.
3. The box culvert on Depot Rd. is tentatively going out to bid this week. The plan is to open bids in early April.
4. There is nothing new to report on the sand/salt shed.

Johnson-Aplin made a motion to accept the Road Foreman’s report. Golob seconded the motion.
Discussion:

Golob questioned if there were any further information on the Town Office renovations. Wilson confirmed that the contractors would be by the office on Thursday to discuss the details of the construction. Anticipating that work will begin on Monday, March 13^th, office staff will need to relocate during the work. Movers should be contacted to remove and replace the file cabinets and desks.

The vote was called:
Motion passed 4/0 Fitzpatrick abstained, stating that he had missed the first part of the meeting.

ADMINISTRATIVE ASSISTANT’S REPORT:
(Sanborn read the first three items.)

1. The Planning Commission Public Hearing on the Floodplain and River Corridor Bylaw revision is scheduled for Thursday, March 23, at 6 pm here at the Town Office. They are asking if Selectboard can confirm that you will be able to attend this hearing.
2. I have made several attempts to contact Cindy Lawley, both by email and phone messages, to confirm that she will accept the trial offer to clean the Town Office Saturday mornings on a bi-weekly basis.
3. My computer is experiencing issues with the recent Windows update. I have had to wait and schedule an appointment this week with IT to resolve these issues.
4. On Thursday, February 23^rd, the Treasurer provided the Selectboard with an explanation for some of the Articles needed for the Town Meeting. I was not able to go over this information, nor was I provided a copy. The Treasurer and I in the past have worked on this together. To help the Selectboard answer questions at Town Meetings, I have put together using past information from articles. You should compare the information and use whichever best meets your needs.

Chevalier made a motion to accept the Administrative Assistant’s report.  Fitzpatrick seconded the motion.
Discussion:

1. March 23 PC Hearing; Sanborn said that she would be available, Johnson-Aplin and Chevalier said it would depend on the outcome of the election at the Town Meeting. Golob was not available to attend the hearing. Tabled until next Selectboard meeting.
2. Fitzpatrick mentioned that he would contact Ms. Lawley regarding the cleaning.
3. Johnson-Aplin stated that she knew of the IT issue and was told that 2 Wired Guys were on vacation. Powling was forced to wait until this week to schedule the repairs caused by the Windows update.
4. Articles that were sent from Brown could have been shared with Powling had she asked the Selectboard members for copies. Johnson-Aplin said that the notes Powling provided in red were helpful.

Discussion of the plans for the Town Meeting. Newfane PTO is providing refreshments. Parking is an issue that was discussed.
The vote was called.
Motion passed 5/0

COMMITTEE REPORT
None
SCHEDULED MEMBERS OF THE PUBLIC
None
UNSCHEDULED MEMBERS OF THE PUBLIC
None
OLD BUSINESS
Cannabis Updates: (Johnson-Aplin)
None
Town Beautification (Chevalier)
Creating spaces to be together. A Proposal for Using Newfane’s ARPA Funds:
Chevalier discussed a plan that he has been working on to create places where people can come together to sit, to relax, to be with a friend, to meet a neighbor. After two years of the pandemic and all the isolation forced upon us, he noted that this is an opportunity to find new ways to be together, to carve out new spaces within our Town where we can relax and socialize with friends or a place to talk to a new neighbor for the first time. He described an idea where the Town would solicit ideas to create six benches or other seating areas that can be distributed around each of the villages. Using ARPA funds the town would provide a stipend of $2,000 for each bench to be designed and built. The artist would be responsible for bringing the finished bench to the location and the Town would be responsible for the installation. The plan describes details about key structural concerns, materials that can be used (including steel from the old Arch Bridge).

Discussion ensued. The Selectboard endorsed his plan and asked him to complete it so it can be distributed to people who might want to participate. Chevalier agreed and will bring the plan to the next meeting. 

Discuss ideas for a 250-year celebration of Newfane’s founding. (Johnson-Aplin)
Sanborn mentioned that Newfane Anew would like to offer help with ideas for the celebration. Discussion ensued.
Updates on future Newfane Anew meetings will be announced.

FEMA Buy-Out of the South Newfane General Store – (Golob)
No updates from FEMA.

 

ARPA: (Golob)
The first request for the Bylaw Modernization Grant payment reclamation will be given to the Treasurer to send for the payment.
Discussion.

Research of possible grants for investigating sewers: there is one that applies to our situation – requesting an engineering planning advance which can be requested for all three village centers: Newfane village, Williamsville, South Newfane. Looking into understanding some of the details of the grant specifically under what conditions the grant has to be repaid. Windham Regional Commission offered advice on what dollar requests should be asked for planning grants.

Selectboard approval was given to Golob to proceed with contacting other resources and exploring additional information for planning studies for all three villages.

NEW BUSINESS
Town Meeting preparation.
Discussion of plans, reviewed articles, discussed when to arrive.

CORRESPONDENCE
Richard Marek from Windham Historical Society sent a letter requesting $ 10,000 in ARPA funds to help with the renovations for the former Sheriff’s Department.

Golob made a motion to spend $10,000 of the ARPA funds on the Historical Society Preservation. Fitzpatrick seconded the motion.
Motion passed 5/0

Sanborn asked Powling to contact Mr. Marek and notify him of the Boards approval for ARPA funds.

Prevent Child Abuse – Plant a Pinwheel Garden this April to celebrate child abuse prevention month.
Sanborn proposed that the Board use $100 of their compensation on the purchase of one hundred pinwheels for the prevent child abuse garden. All agreed.

The Zoning Administrator shared information that he had received from Green Mountain Power regarding power pole relocations along the Route 30 corridor.  Planned for the spring and summer of 2023.

Raymond Clark Sr. expressed his personal thoughts and concerns on the need to change how the School Tax is figured for older seniors on a fixed income.

Golob mentioned that this was not something that could be changed on a local level, it is a State of VT issue.  Fitzpatrick agreed with the concerns expressed in the letter, and the level of education given to students was not typical of our needs.

The school budget vote is on March 21^st and will be held at the NewBrook Fire Department.

Mike Fitzpatrick, who attended remotely, withdrew and left the meeting at 6:58 pm.

 

 PAY ORDERS

1.       Payroll Warrant # 11610                               Amount $       7,036.27
2.       Payroll Warrant # 11611                               Amount $       8,111.37
3.       Account Payable # 23019                             Amount $       824.25
Golob 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 adjourned at 7:05 pm.

Respectfully Submitted,
Wannetta Powling, Administrative Assistant
ALS / AG

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

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

OTHERS PRESENT:  Jay Wilson Road Foreman (Zoom), Wannetta Powling (Administrative Assistant), Carol Hesselbach, Jane Douglas, Galen Robinson (BCTV).

CALL TO ORDER:
The meeting was called to order at 6:02 pm by Selectboard Chair Angela Sanborn.

CONFIRM PROPERLY WARNED:
Powling confirmed the meeting had been properly warned.
ADDITIONS/AMENDMENTS TO THE AGENDA
Aplin-Johnson requested that we add a discussion of making childcare available at the Town Meeting. Added to Old Business.

APPROVAL OF MINUTES

February 6, 2023, Regular Meeting
Motion to approve: Fitzpatrick; seconded: Chevalier.
Approved 5/0.

February 13, 2023, Special Meeting
Motion to approve: Johnson-Aplin; seconded: Chevalier.
Approved 4/0/1 Abstention.

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT

1. The work we put out to bid on South Wardsboro Road along the brook has been completed.
2. I met with Ron Bell the engineer for the salt shed and he is trying some different options for the building to see if he can bring the costs down.
3. Have you given any more thought about whether to bid the Depot Road box culvert or to wait?
4. The carpenters for the town office are planning on the week after town meeting to start work. They will be coming in next week to go over the work.
5. I have attached the weight limit letter for mud season; it needs to be filed with the Selectboard and posted in two places.
6. I have attached the VTRANS mileage certificate to be signed by the Selectboard.

Had hoped to have an update on the gravel pit; waiting to hear from Bill Jewell.

Discussion of bidding oil purchases: suggested looking to put it out to bid in early summer to see if anyone bids on it. Wilson agreed that

Motion to accept Road Foreman’s report: Fitzpatrick; seconded: Golob.

Discussion of the Depot Road box culvert: Fitzpatrick recommended moving forward and putting it out to bid. Wilson pointed out that pricing has gone up significantly recently; seems to be dependent on the availability of the contractors. We have $200,000 put aside for the project; VTrans projects it will cost $284,000. If we put it out to bid, we have to be prepared to pay up to the VTrans estimate if it is a valid proposal. If it goes over $284,000, we are not required to accept the bid. Therefore, our shortfall could be at most $84,000.

Motion to put it out to bid: Fitzpatrick; seconded: Golob.
Approved 5/0.

Weight limit for mud season: Motion to approve posting weight limit for mud season: Golob; seconded: Johnson-Aplin.
Approved 5/0.

Motion to sign VTrans mileage certificate: Fitzpatrick; seconded: Golob.
Approved 5/0.

Vote to accept the Road Foreman’s report: 5/0.

ADMINISTRATIVE ASSISTANT’S REPORT

1.       With talk of Newfane Celebrating its 250 years, I would like to make a recommendation to the Selectboard that we find a contractor that can give the Town Office some much-needed attention. For pride and safety issues, there is paint peeling on the front of the building and around all of the windows. There is a concern for the integrity of the two pillars on the front of the building.

2.       The 2022 Town Report was delivered here to the Town Office today. Does the Selectboard have any concerns or suggestions for distributing the Town Report?

3.       The Planning Commission Public Hearing for the Proposed By-Law changes to the Flood Plain River Corridor that was scheduled for Thursday, February 23^rd has been postponed. The new date still needs to be determined.

4.       Cindy Lawley from Brookline has expressed interest in the Town Office cleaning position. She would only be able to do it after hours or on weekends at $35 per hour.

I have spoken with the others in the office, and they only ask that it be on a scheduled day; they would secure sensitive information if needed.

Vote to accept: Fitzpatrick; seconded – Johnson-Aplin.

Distribution of the report: concerns regarding mailing the report because there have been issues with the delivery. Agreement that the report will be mailed out as per usual. The report will also be available on the website. There will be a few additional copies available at the town office. Requested that the Administrative Assistant post it on Front Porch Forum.

Discussion of the Town Office renovations: There is funding still available in our budget to cover additional costs. Agreement to put out to bid the work on the two pillars and the painting. Will meet with contractors about the internal renovations and depending on the cost of the renovation of the two pillars, they may be able to add it to their existing contract. If it is higher than our limit, will issue a new bid.

Discussion regarding hiring Cindy Lawley for cleaning: Decision to go ahead and hire Lawley to clean every other week. Recommended avoiding weekday nights because the office is often used in the evening for committee meetings. Administrative Assistant will follow-up with Lawley; move forward for a three-month trial period. Fitzpatrick recommended Saturday during the day rather than the evening.

Discussion regarding driver who hit a pot hole on Adams Hill Road and is requesting that the town cover his $500 deductible for the repairs. The Board agreed that while we regret the damage, we cannot be held responsible and cannot cover his deductible. Asked Administrative Assistant to contact the driver and let him know our decision.
Vote to accept the Administrative Assistant’s report: 5/0.

COMMITTEE REPORT  

Jane Douglas from the Planning Commission noted that they were sorry that the Thursday meeting on the Hearing for the Proposed By-Law changes to the Flood Plain River Corridor but it was beyond their control.

SCHEDULED MEMBERS OF THE PUBLIC: None.

 UNSCHEDULED MEMBERS OF THE PUBLIC: None.

 OLD BUSINESS / FOLLOW-UP ITEMS

1. Cannabis Updates: (Johnson-Aplin)

DRB meeting of the former Ken’s Restaurant where the new owners want to open a dispensary was held but it ran into a problem because the land used for the parking lot is owned by the home behind the store. There will be another meeting on March 1 to continue the DRB hearing.

2. Town Beautification suggestions (Chevalier)
   First draft of the plan to create six benches in each of the villages and in the town forest has been written. A few other people are reviewing the plan and then it will be ready for the Selectboard to review. To pay for this, recommending spending a total of $15,000 from our ARPA funds. Goal is to create an outdoor space where people can come together and be more a part of our town.

Looked into whether we can use the empty town-owned properties on Dover Road for a community garden. We can; there are some restrictions on what can be built on the property but they are fairly flexible as long as we are not building permanent structures. Also discussed the two properties down the street that are on the river and owned by the town. Johnson-Aplin suggested that something could also be done with these properties as well. There are some beautiful plantings on this site.

5. Discuss ideas for a 250-year celebration of Newfane’s founding. (Johnson-Aplin)
   No updates at this time. Suggestion that Johnson-Aplin work with Newfane Anew to discuss it further. Agreed that they will meet in the near future.
6. FEMA buyout of South Newfane General Store (Golob)
   No news yet from FEMA. We had a meeting to discuss the possibility of removal of the oil tanks at the site but the critical person was missing from the call so it has been rescheduled for early April. As soon as that meeting takes place, more updates will be available.
7. ARPA Funds Updates (Golob)
   Update regarding business loans/grants: Golob discussed the research that she did last year with Sanborn on how other towns handle grants/loans to businesses. Golob summarized her concern with making a grant to one business owner: we would be making a grant to a local business, something the town has not done before and does not have a process in place to evaluate applications. Nor is it an idea that has been communicated to other businesses as an option that they can apply for too.

There are several other options being followed by other towns. They include:
In Wilmington, Brattleboro, Dover and Rockingham they have each established a revolving loan fund. Some pay for it with their 1% sales tax. In each case the town has a clear process to award the loans, determine the interest rate and repayment period.

A second option is creating a business plan competition – this has been done by the Brattleboro Development Credit Corp. (BDCC) and by Dover.

A third is for individuals in a town to create their own private fund to assist businesses. This was done in Wilmington after Irene to assist those businesses that were badly affected.

A fourth option is to work with BDCC and consider other options by partnering with them. They recently hired Meg Staloff to run their South Vermont Economy Project.

After reviewing these options, Golob and Sanborn’s recommendation is to consider creating a revolving fund. There is still much we have to learn about how other towns do it but if there is support from the Selectboard, Golob volunteered to continue looking into it with the caveat that she will not have time for at least a month or two. There was agreement that the Selectboard should continue to look into this and come back with more information from this research.

Fitzpatrick mentioned that in Wardsboro they make loans to homeowners who might need help with let’s say the renovation of a septic system. Fitzpatrick agreed to gather more information and share it with Golob to add to her report.

Golob also mentioned that she is looking into seeing if we can get a grant to look at sewer coverage for South Newfane, Williamsville and Newfane. There are many new technologies that do not involve highly expensive sewers to be installed but rather allow smaller, more contained systems.

7. Town Meeting – making childcare available for Town Meeting (Johnson-Aplin)
   Agreed that Johnson-Aplin will reach out to Deb Luskin to see how she handled it in previous years.
8. Meeting held at the Sheriff’s Office.
   There was no specific proposal at the February 9^th meeting about the Windham County Regional Policing. After Town Meeting, Johnson-Aplin suggested that we may want to talk to other neighboring towns to see if they would want to consider some kind of regional approach – perhaps discussing it with Townshend and Brookline.

NEW BUSINESS: None.

CORRESPONDENCE
Letter from Bobbie Ragouzeos, President of the Board of Trustees of the Moore Free Library and Crowell Gallery requesting $10,100 of ARPA funds to help them cover the cost of updating and maintaining the building: insulation, painting, repair of the front porch. While the estimates from these three bids exceeds $10,100, the Library has funds available in their budget to cover the additional amount.

Golob made a motion to pay $10,100 from our ARPA funds for the Library renovations; seconded by Chevalier. Approved 5/0. Administrative Assistant asked to let Bobbie Ragouzeos know the decision as well as the Treasurer.

EXECUTIVE SESSION
Golob made a motion to go into Executive Session to discuss a disciplinary or dismissal action against a public officer or employee under the provisions of Title 1, Section 313, Subsection (a)(4) of the Vermont Statutes, seconded by Johnson-Aplin. Vote approved: 5/0.
Went into Executive Session at 7:19pm.

The Board came out of Executive Session at 7:54pm. Motion to come out of Executive Session made by Golob, seconded by Chevalier. The decision was to go ahead and move forward.

PAY ORDERS

ADJOURN
Meeting adjourned at 8:17pm. Motion by Golob to adjourn.

Respectfully Submitted,
Ann Golob, Vice Chair

 

 

 

 

This document is a DRAFT of the Selectboard minutes

https://us06web.zoom.us/j/97227911757#success
(copy and paste the link into your web browser)
https//zoom. Us/join       Meeting ID:  972 2791 1757 Passcode:  352680

BOARD MEMBERS PRESENT: Angela Sanborn, Katy Johnson-Aplin, Jeffrey Chevalier, Ann Golob, and Mike Fitzpatrick (phone).
OTHERS PRESENT:  Austin Rice (Producer BCTV), and Wannetta Powling (Administrative Assistant).
Zoom:  Jay Wilson (Road Foreman), Carol Hesselbach, Jane Douglas, Paul Hansen, Katy Gehring.

CALL TO ORDER:
The meeting was called to order at 6:00 pm by Selectboard Chair Angela Sanborn.

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

ADDITIONS/AMENDMENTS TO AGENDA:  
Johnson-Aplin asked to add the purchase of an Owl 3 to New Business.
Golob asked to add the letter received from Nancy Rysz to the Road Foreman’s report.

APPROVAL OF MINUTES:

1. January 17, Special Meeting minutes.
   Golob made a motion to approve the January 17 minutes. Johnson-Aplin seconded the motion. Motion passed 5/0.

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT:

1. The South Wardsboro Road repair is out to bid, and the bids are due Monday, the 13^th. Is it possible to do a 5-minute zoom meeting that day after 3:00 pm to award the repair work?
2. The sand/salt shed group had a meeting recently to go over the costs which are very high, if the Selectboard is ok with it we would like to pursue changing the structure to a fabric covered dome and see if we can get that structure done with the money we have. It would still have to meet all the requirements because we would be using grant money but hopefully it would be more affordable.
3. I emailed you all the information on the Depot Rd box culvert project.

Fitzpatrick made a motion to accept the Road Foreman’s report.  Golob seconded the motion. Discussion ensued:

1. Meeting to open sealed bids for the W. Wardsboro Bank Slide Repair. Selectboard agreed to meet on Monday, February 13^th, at 5 pm.
2. Selectboard agreed to the recommended changes for the sand /salt shed (using fabric covered dome) to lower the cost of construction. Wilson said he would give updates as they come in from the engineer.
3. Depot Rd Box Culvert project estimate is expected to cost $83,000 more than the Town had budgeted. Tabled until the February 21^st meeting to allow for further review of the engineer plans.
   

Golob asked for an update on the Town Office Repair.  Wilson responded that the heating and cooling was already on site and work should begin in March. Carpenters had planned to start late February. Wilson will confirm the dates and give updates at future meetings.

Sanborn called the vote to accept the Road Forman’s Report.
Motion passed 5/0.

Nancy Rysz, property owner from 65 Baker Brook Road, sent a letter to the Selectboard regarding the damage from Hurricane Irene and the response from NERC regarding the repairs that she felt were inadequately installed.

• Sanborn asked if, after Wilson had reviewed the documentation, could he give his recommendation.

Wilson’s response to Mrs. Rysz’s letter and her reference to Scott Jensen was that Jensen was no longer on this project. After having numerous conversations with the others involved from NERC Department, it appears that all efforts have been exhausted. Designs for the work would likely be permitted; the issue going forward is the funds to pay for the estimated $10,000 or $12,000. The only recommendation for the work on private property would be for the owner to pay for the expense of the repairs.

Discussion continued:
Sanborn recommended resending the letter that the Selectboard had previously sent to Mrs. Rysz.

Wilson asked Golob if she would give the report on the progress of the Gravel Pit.

• Golob mentioned that a sound report had been received and appears to be positive. There were recommended suggestions to manage the sound; all are reasonable and easily doable.
• Wilson added that the other tests have been completed included the archeological study of the site, sound, and the actual phased site plan.
• A traffic study may be the next required step. Engineer Bill Jewell will be able to advise us on what needs to be done next.

Sanborn asked Wilson to keep this on his report as a monthly follow-up item.

ADMINISTRATIVE ASSISTANT’S REPORT: 

1. Sheriff Mark Anderson has sent an invitation to the Board or its representative to attend a discussion about how to provide regional policing service. This meeting is on February 9^th, from 10-12, at the VT EMS Academy at 1096 VT RT 30. There is an option for Zoom. This information is attached to this report.
2. As of January 25^th, Hendrik van Loon has submitted his letter of resignation effective immediately from the (DRB) Development Review Board.
3. Chair of the DRB David Cotton has submitted Erica Walch for the remainder of Mr. van Loon’s term. He is asking the Selectboard to appoint Geoff van Kirk as an alternate.
4. The Selectboard will make reappointments at the organizational meeting following Town Meeting. However, Selectboard has received a letter from Maxwell Vandervliet expressing his interest in continuing as a member of the PC.
   You were aware that Ken Estey would not be willing to accept a reappointment to the Planning Commission (PC).
5. The draft of the 2022 Town Report was proofed by members of the Town Office before I sent it to the printers.
6. February 20^th is a federal holiday; would you like to meet on Tuesday, February 21^st?
7. Tuesday, February 7^th, is the DRB Hearing to consider a change of use permit for the former “Ricks Tavern” property.
8. Wednesday, February 8^th at 9 am, VLCT is providing training for Moderator/ Town Meeting Tune-Up.
9. Thursday, February 9^th at 6 pm, the Planning Commission meeting has scheduled guest speakers to discuss housing issues.
10. Thursday, February 23^rd, at 6 pm, the Planning Commission will hold its Public Hearing for the Proposed By-Law changes to the Floodplain- River Corridor.

Fitzpatrick made a motion to accept the Administrative Assistants report.  Golob seconded the motion.
Discussion ensued:

• Golob and Sanborn expressed interest in attending the regional policing service on Thursday, February 9^th.

Fitzpatrick made a motion to accept the recommendations to the DRB.  Johnson-Aplin seconded the motion.
Motion passed 5/0.

• Powling will send out the acceptance letters for Appointment to the DRB for Walch and Van Kirk.
• The selectboard meeting will be on February 21^st at 6 pm.

A motion to approve the Administrative Assistants Report was called.
Motion passed 5/0.

COMMITTEE REPORT
Traffic Calming Committee update (Johnson-Aplin).
There are no detailed updates. The Traffic Calming Committee held its second meeting; the discussion went well. The next scheduled meeting is on Tuesday, February 28^th, at 6 pm.

Planning Commission Update (Jane Douglas).
Jane Douglas indicated that she would like to extend her appointment on the Planning Commission.

• Douglas mentioned that she had attended a recent BDCC (Brattleboro Development Credit Corporation) meeting that discussed available ARPA Grants that can be applied for through the State of Vermont. A recommendation is to explore this with Windham Regional Commission for possible transportation grants, floodplain money, or any other needs Newfane has.
• DV Fiber now has paying customers. Things are moving along.
• Douglas asked what the Selectboard plans are for Newfane ARPA the money not yet spent. Golob mentioned that she is giving an update during Old Business.

SCHEDULED MEMBERS OF THE PUBLIC
None

UNSCHEDULED MEMBERS OF THE PUBLIC
None

OLD BUSINESS
Cannabis Updates: (Johnson-Aplin)
No updates for cannabis. The DRB will be holding a public hearing on February 7^th to review the first application for a Cannabis establishment (formerly Rick’s Tavern).
Johnson-Aplin, Sanborn, and Chevalier discussed attending the DRB hearing Tuesday evening.

Town Beautification (Chevalier)
Jeff Chevalier discussed several potential projects to help beautify the town, including the installation of:

• Six benches around town created by local artists.
• An archway near the Town Forest with detailed maps.
• To create a community garden space on the vacant lots on Dover Road including raised garden beds and picnic tables. 

Discussion ensued:

Chevalier mentioned that to accomplish these ideas, volunteers will be needed. A volunteer workday could be something to think of doing.
Sanborn recommends that if there is anyone wishing to volunteer, please contact our Administrative Assistant at the Town Office.

Discuss ideas for a 250-year celebration of Newfane’s founding. (Johnson-Aplin)
No updates.

FEMA Buy-Out of the South Newfane General Store – (Golob)

The signed documents from David Livingston, the property owner, have been sent to the State. The State has signed off on the matching letter for the amount not covered by FEMA. FEMA will review the paperwork, and this process could take up to six months.

Follow-Up Item:

Golob- There were questions raised from the last meeting regarding the retaining wall and the tanks.
Alyssa Sabetto from the WRC set up a meeting with Jay Wilson, VT Emergency Management, and Golob for Monday, February 13, in the morning. We will report back at the next Selectboard meeting.

ARPA:
Newfane received a total of $ 441,000. To date, four approved expenditures have been made.

1. By-Law Modernization application fee and matching funds
2. DV Fiber
3. New Emergency Generators
4. Newfane Anew

To date we have approved the spending of $90,000, leaving approximately $331,000. All this information has been placed on the Town website. In addition, three other projects have been discussed.

1. Moore Free Library
2. Historical Society Windham County
3. Business Grants

Sanborn and Golob have researched what other Towns in the area have done to address business support. This can be discussed in more detail at the next meeting of the Selectboard.

Golob discussed that last April, we had several presentations at the Selectboard meetings. To address housing, we applied for and received a bylaw modernization grant from the state. This will enable us to hire a consultant to help work with Newfane on tweaking the Zoning By- laws to make them more hospitable to building more housing. The other big issue would be related to wastewater management. Obviously, Newfane can’t afford to put sewers in the whole town.  Newfane may need to consider doing a study to learn what would be possible. We also can look into what funds might be available for wastewater planning from the State.

Golob made a recommendation to research what the options might be.  Golob offered to do this research and talk with WRC.

Discussion ensued:

Johnson- Aplin asked if the State ARPA funds are available for the pedestrian friendly streets program that the village of Newfane is discussed. Sanborn said she would bring this up at the next meeting.

Golob mentioned that the Town Beautification projects could be a future use for the Town’s ARPA funds.

NEW BUSINESS
Johnson-Aplin made a recommendation to purchase the Owl 3 [the Owl 3 (Next Gen) 360-Degree, 1080p HD Smart Video Conference Camera, Microphone, and Speaker (Automatic Speaker Focus & Smart Zooming] for Zoom meetings and for when BCTV is not covering the meetings.

Fitzpatrick agreed, stating that anything that will help to make an improvement for these Zoom meetings is worth it.

Golob made the motion to purchase Owl 3. Fitzpatrick seconded the motion.
Motion passed 5/0.
Powling agreed to make the purchase.

CORRESPONDENCE
Mike McConnell Windham Regional is seeking a primary contact for Act 172 Municipal Energy Resiliency Project to ensure that information gets out to people in a timely manner.

Powling provided her information as a contact person. Golob asked that Ken Estey be contacted to see if he was involved with this Municipal Energy Project and to let Jay Wilson know that the Selectboard was volunteering him as another contact person. Sanborn volunteered as a Board member to receive the email information too.

Moore Free Library. Thank you letter from Board member Marie Tattersall for the appropriation funds.

EXECUTIVE SESSION

• Executive Session to discuss a disciplinary or dismissal action against a public officer or employee under the provisions of Title 1, Section 313, Subsection (a) (4) of the Vermont Statutes.

Golob made a motion to move into Executive Session. Fitzpatrick seconded the motion.
Motion passed 5/0.
Selectboard entered Executive Session at 7:05 pm.

Discussion ensued:
At 7:25, Sanborn asked Administrative Assistant Powling to join the meeting.

Chevalier made a motion to leave Executive Session. Fitzpatrick seconded the motion.
Motion passed 5/0.
Selectboard exited Executive Session at 7:30 pm.

The decision of the Selectboard: Was to table further discussion until February 21 meeting.

Mike Fitzpatrick, who attended remotely, withdrew and left the meeting at 7:30 pm.

PAY ORDERS

1. Payroll Warrant # 11605                                Amount $       5,949.18
2. Payroll Warrant # 11606                                Amount $       7,062.26
3.  Payroll Warrant # 11607                                Amount $       5,006.74
4. Account Payable # 23015                              Amount $       2,500.00
5. Account Payable # 23017                              Amount $   976,116.60

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

ADJOURN:
Johnson-Aplin made a motion to adjourn. The meeting adjourned at 7:40 pm.

Respectfully Submitted,
Wannetta Powling, Administrative Assistant
ALS/AG

 

 

https://us06web.zoom.us/j/97227911757#success
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https//zoom. Us/join Meeting ID:  972 2791 1757 Passcode:  352680

BOARD MEMBERS PRESENT:
Angela Sanborn, Katy Johnson-Aplin, Jeffrey Chevalier, Ann Golob, and Mike Fitzpatrick (phone)

OTHERS PRESENT:
Carol Hesselbach, Melissa Brown (Treasurer), Kate Gehring (Planning Commission) Charles Bergmann, Lori Damato, Darlene Eisenhuth, Gil Eisenhuth, Christine Druke, Dan Dewalt, Carol Ross, Chris Triebert, Jennifer Stanchfield, Peter Kelleher (Producer BCTV), and Wannetta Powling (Administrative Assistant)

Zoom:
Doris Knechtel (Lister), Merle Tessier (Zoning Administrator), Jane Douglas (Planning Commission), Alyssa Sabetto (Windam Regional Commission), Amy Donahue, Violet Gannon, Maia Segura, Daimian Lix, Patty Johnson, Peter Webster.

CALL TO ORDER:
The meeting was called to order at 6:00 pm by Selectboard Chair Angela Sanborn.

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

SCHEDULED MEMBERS OF THE PUBLIC
FEMA/State buyout program – Alyssa Sabetto Windham Regional Commission (WRC)

Golob started the discussion by giving some history of the property at the corner of Dover Rd and Auger Hole Rd (formerly the South Newfane General Store).

Twelve years ago, when the South Newfane store closed, and Lisa Murch had left the area, the property was on the market for sale.  Several members of the South Newfane community held several meetings to discuss what people wanted for the community. Everyone wanted a store and a place with food.

A building contractor went through the house and store in detail to figure out what basic renovations were needed to make the house safe and habitable.  Back then, when the property was still in relatively good shape, the estimate was in the $70,000 range to do the repair work.

We researched what it would take to reopen the general store. Two of us attended a conference of general store owners in Warren, Vermont. The margins to make a profit on a general store are very, very small. Another group of us visited several general stores that had been taken over by a community to learn what was working for them and what wasn’t. We met with the Preservation Trust who had funded the purchase of some general stores.

We ran the numbers, we met with experts, we met with others in Putney, Shaftsbury and Guilford to see what they were doing. In every case they had a bigger footprint, a larger septic and the ability to experiment with options that we just didn’t have in South Newfane.

Typically, what makes a general store in a small-town work is the ability to have in-store seating for customers to eat. It is a way to get people to linger, a reason to come back, a way to build community.  But the problem with that location is the septic. The capacity of the septic is too small to expand seating. You could not rent out the house and have seats in the store. If you removed the store, the house is a very small space to allow a rental property and a small store with food.

Given how much you would have to spend to purchase and renovate the property, perhaps put in a new septic with expanded capacity, the space was so small that you could not make back your money. We could not find a way to make it work financially. And we tried. We really tried.

The group also researched other general stores in the area including Putney, Guilford and Shaftsbury to learn what it would take to reopen the general store. The margins to make a profit in a general store are very, very small.

Many people asked about the status of the oil tanks. This is what has been learned by Alyssa contacting the State.

• The tanks were removed in 1991 and soil contamination was found. The site was declared a hazmat site and remediation was conducted until the problem was solved.
• New tanks were installed. In 2006 – 17 years ago – the tanks were emptied and closed. However, the Agency of Natural Resources continues to monitor and test any existing tanks. The tanks were last tested in 2020 and no problem was found.
• We have good reason to believe the tanks are safe and that we do not have a hazardous situation. But what if we do remove the tanks and find contamination? We would apply to the State for funding from the Brownfield Remediation funds to get it cleaned. That’s what the money is there for.

If the Selectboard votes to move forward, we would be in the pre-implementation stage. This is where we complete a series of documents explaining everything we know about the property, signing that the property owner and the town are interested in moving forward.

The signed paperwork goes to the State Emergency Management office and from there they forward it to FEMA. Then we wait for FEMA to get back to us. It will take several months. If FEMA says they will accept the property, then we begin the implementation process which includes getting an official assessment of the property’s value, conducting a number of tests to ensure that what we told the state is correct. All of these tests are included in the payout.

With the finalization of the paperwork, we then go to the closing. If for any reason the home owner or the town change their mind, we have until the closing to do so. Should someone come out of the woodwork that wants to purchase the property, the process can be stopped as long as we haven’t signed off on the closing.

FEMA’s budget would cover removing all the structures on the building, the septic tank would be emptied and left in place but crushed, the property would be left to return to nature.

Alyssa Sabetto further explained that the area is in a floodplain and can be considered vulnerable. FEMA would cover 90% of the funds; the match funds are through the Flood Resilience Community Fund (FRCF). WRC would advise that the Town enter the State’s Brownfield Reuse and Environmental Liability Limitation Program (BRELLA) to protect against legal liability from future liability. The cost is $500 a year.

Carol Hesselbach spoke as a resident and asked if the Town paid the ($500.00) fee to enter the BRELLA program, would this cover the Town as an insurance policy if contamination is discovered years from now?

Sabetto confirmed that it would cover the Town.
Fitzpatrick asked how this property was selected and what makes it necessary when there has been no flood damage.

Sabetto said that the location is in a floodplain and that makes it eligible for this program.

Fitzpatrick wanted to know who determines the value of the property.

Golob said that during the implementation phase, the town would put out a bid for a real estate appraiser and that appraisal would determine the current value; FEMA would not use the Town’s assessed value.

Doris Knetchel (Lister) said that there are concerns about the hidden cost,

• Fuel tank and gas pumps removed.
• Septic tank
• Buildings remove.
• Retaining wall along the Auger Hole Rd. (after the buildings are gone)
• Guard rails
• Remove the parking lot pavement.
• Current storm drains in the parking lot.
• Easement removed from Brown’s deed.
  What is the projected time frame for the project and completion of the work?

Sabetto – responded that the septic tank would be crushed in place; all structures would be removed. When the Town assumes ownership of the property, no development can take place. With no septic, the easement to the Browns would not be necessary and could be removed.  Sabetto was unclear at whose expense.

Doris Knetchel asked if there were considerations for establishing a retaining wall once the structure was removed. It was explained that the house is currently supporting the Auger Hole Rd. What keeps the road from undermining? Golob said she would look into the question about the retaining wall.

Further discussion and support from Charles Burgmann, Chris Triebert, Dan Dewalt, Peter Webster, and Jennifer Stanchfield. Sanborn read an email of support from Alan Darling.

Johnson-Aplin asked for clarification on who would be responsible for ground maintenance so that it did not become overgrown like the other property along Dover Road that was affected by the flood.
Golob indicated that it would need to become part of future budget discussions.

Melissa Brown (Treasurer) had information on the impact on Newfane homeowner taxes if the property was to be removed from the Grand List; this was shared with the Board and the public.
A home valued at $ 100,000 would likely notice an increase of 0.49 cents.
A home valued at $ 200,000 would likely notice an increase of 0.99 cents.

Golob made a motion to move forward with submitting the application. Chevalier seconded the motion. Motion passed 5/0
Golob made a motion to authorize Chair Sanborn to sign the FEMA application for the Town. Johnson-Aplin seconded the motion. Motion passed 5/0

ADDITIONS/AMENDMENTS TO AGENDA:  
Golob asked to amend the agenda to add January 3, 2023, Special Meeting minutes to the agenda.

APPROVAL OF MINUTES:

1. December 19, 2022, Selectboard Minutes (Already approved 1.3.23)
2. December 21, 2022, Special Budget Minutes      (Approved as Amended 1.3.23)
3. January 3, 2023, Special Meeting (Amended to add)

Golob made a motion to approve the January 3^rd minutes. Johnson-Aplin seconded the motion.
Motion passed 5/0

January 6, 2023, Special Meeting
Golob made a motion to approve the January 6th minutes. Chevalier seconded the motion.
Motion passed 5/0

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT:
(Angela Sanborn read the Foreman’s report as Jay Wilson was unable to attend this meeting.)

1. We have one more repair on South Wardsboro Rd to put out to bid. If the weather cooperates, I will try and get it written up by the end of the week.
2. The sand/salt shed group is planning to have a meeting to go over the cost.
3. The Depot Rd Box Culvert is ready to bid, but cost estimates are more that we have for money.
4. I have attached the draft design for the Loop Rd. box culvert.
5. There is an access permit to approve on Cemetery Hill Rd. Chris Williams and I have looked at it and have no problems with it.

Based on the Road Foreman’s recommendation, Fitzpatrick made a motion to approve the access permit for Cemetery Hill Road. Johnson-Aplin seconded the motion.
Motion passed 5/0 (Board will sign during pay orders)

Golob made a motion to accept the Road Foreman’s report.  Fitzpatrick seconded the motion.
Motion passed 5/0

ADMINISTRATIVE ASSISTANT’S REPORT: 

1. NewBrook News requests a status update on their request for $ 3,000 ARPA funds. This was requested at the November 7^th Selectboard meeting.
2. I have been working on the Town Report. An issue limits the completion of the budget process; the wages and benefits information should have been shared in an open meeting; the Selectboard was in an Executive session on December 12, 2022.
   I recommend that Selectboard make a motion to approve the figures for the budget.

 I also need to be given this vital information to complete the projected 2024 budget process in NEMRIC.

3. The Articles for the 2023 Town Meeting Warning needs to be approved, and a motion to sign needs to be made.
4. I need two committees or officer reports from the Town Report (Treasurer / Tax Collector, Development Review Board)
5. Email from Newfane Town Clerk regarding the Legislative update on Bill H.42. further information will be coming by the end of the week on the Senate vote. The deadline to change in person Town Meeting is January 26^th.
6. Reminder to submit your voter-signed petitions by January 30^th at 5 pm if you are running for an election. This deadline is set by the State of Vermont.

Golob made a motion to approve the Administrative Assistants Report. Chevalier seconded the motion.
Discussion ensued.

• Documentation was reviewed for the requested funds for Newfane Anew / NewBrook News. Sanborn read the request into the minutes.

Fitzpatrick made a motion to approve the funds requested. Johnson-Aplin seconded the motion.
Motion passed 3/1/1. 

Fitzpatrick made a motion to approve the Articles for the Town Meeting Warning (on the Agenda under OLD BUSINESS). Chevalier seconded the motion.
Motion passed 5/0

COMMITTEE REPORT
Traffic Calming Committee update (Johnson-Aplin).

Sanborn wanted to clarify the confusion posted recently on Front Porch Forum. The Sidewalk Scoping study in the Incorporated Village of Newfane and the consultants from Dubois and King will be presenting information designs on possible upgrades to the sidewalks, as well as placing crosswalks on Route 30 in the village this Thursday, the 19^th.  The traffic study grant was applied for in the fall of 2020. The consultants started work in the summer of 2022 with a walk through of the village with a member of the Selectboard, a Village Trustee, the Road Foreman, a representative from Windham Regional, and a representative from VTrans.

It was necessary to address traffic concerns in other areas of the villages. Recently a Traffic Calming Committee was formed by volunteers to address these issues. Katy Johnson-Aplin has additional information. The next scheduled meeting is Tuesday, January 31st,  at 6 pm at the Town Office.

Golob mentioned that during the budget planning, Law Enforcement was increased to address the speeding issues. And it is important to acknowledge that the Incorporated Village funded the Newfane Village Scoping Study. Since the 2019 road safety audit was done by VTrans, it is recommended that Newfane follow the recommendations before VTrans makes additional safety study recommendations.

Kate Gehring (Planning Commission) – Gehring shared information with the Selectboard regarding a funding program that is available to help homeowners that are experiencing failing septic and wells for drinking water. This opportunity is available through the State of Vermont by using ARPA funds, and it will end on January 30, 2023. The handout is available at the Newfane Town Office. Moore Free Library offers the use of computers to send an online application.

Housing – is an ongoing conversation that Planning Commission commissioners are looking at. On February 9^th, Windham/Windsor Land Trust will be joining us as guest speakers to discuss and share some resources with Newfane.

Jane Douglas (Planning Commission) – Douglas announced that the Planning Commission is holding a public hearing on February 23^rd at 6:00 pm to discuss the proposed changes to the River Corridor and Floodplain Bylaws. Alyssa Sabeto from Windham Regional will be presenting. All Selectboard members are urged to come to this meeting to hear the discussion as the subsequent hearing will be at a Selectboard meeting before the changes can be implemented.

Merle Tessier (Zoning Administrator) – Tessier mentioned that Wednesday, January 18^th, at 6 pm, the Development Review Board is holding a public hearing to review the Old Newfane Inn application.

UNSCHEDULED MEMBERS OF THE PUBLIC
None

OLD BUSINESS

1. Vote on Articles
   Brown provided an explanation of the figures for Articles #34, #35, #36, #38, and #39.

Brown recommended that if the voters approve Article #38, the Budget Stabilization Fund, a policy will need to be established. Article # 39 would be the transfer of $150,000 from the current surplus funds account.

Fitzpatrick made a motion to approve the Articles as presented. Golob seconded the motion.
Motion passed 5/0

2. Vote on Budget
   Golob made a motion to approve the Budget of $ 2,307,143.80 as proposed. Fitzpatrick seconded the motion.
   Motion passed 5/0

3.  Cannabis Updates: (Johnson-Aplin)
No updates for cannabis. The DRB will be holding a public hearing on February 7^th to review the first application for a Cannabis establishment (formerly Rick’s Tavern)

4. Town Beautification suggestions (Chevalier).
   No updates to report.

5. Evaluate whether we should put oil purchases for heating out to bid to lock in a lower price.
   Tabled until February 6^th –this will be added to Road Foreman’s Report and the highway fuel usage information.

6. Discuss ideas for a 250-year celebration of Newfane’s founding. (Johnson-Aplin).
   Powling mentioned an idea to consider a promotional advertising idea (4-Imprint) to raise money and celebrate Newfane’s 250^th Year.

Discussion of the Legislature bill to extend COVID-rules allowing towns to decide whether or not to have a Town Meeting or to rely on an information meeting and Australian ballot process instead. Golob made a motion to affirm that Newfane would conduct an in-person Town Meeting on March 7^th regardless of the outcome of the bill.  Johnson-Aplin seconded the motion. Motion passed 5/0

Hesselbach will keep everyone informed if there are Legislative changes.

NEW BUSINESS
No update

CORRESPONDENCE
Alan Darling – Opinion for FEMA buyout of South Newfane General Store (Sanborn read into the minutes during the FEMA/State buyout program.)

Mike Fitzpatrick, who attended remotely, withdrew, and left the meeting at 8:12 pm
 PAY ORDERS

1.  Payroll Warrant No # 11603                         Amount $    7,577.17
2.  Payroll Warrant No # 11604                         Amount $    5,586.30
3.  Account Payable No # 23015                       Amount $    2,500.00
4.  Account Payable No # 23016                       Amount $   85,815.42
   Chevalier made a motion to approve Pay Orders. Johnson-Aplin seconded the motion.
   Motion passed 4/0

ADJOURN:
Johnson-Aplin made a motion to adjourn. The meeting adjourned at 8:25 pm.

Respectfully Submitted,
Wannetta Powling, Administrative Assistant
ALS/AG

https://us06web.zoom.us/j/97227911757#success
(copy and paste the link into your web browser)
https//zoom. Us/join      Meeting ID:  972 2791 1757        Passcode:  352680

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

OTHERS PRESENT:
Carol Hesselbach and Wannetta Powling (Administrative Assistant) (Zoom) Doris Knechtel.

CALL TO ORDER:
The meeting was called to order at 9:05 am by Selectboard Chair Angela Sanborn.

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

ADDITIONS/AMENDMENTS TO AGENDA:
None

OLD BUSINESS
FEMA Buy-Out
Golob wanted to clarify that the purpose of the meeting was only to discuss sending the documents to the Virgin Islands to allow the owner of the South Newfane General Store to sign the FEMA documents. This would give him time to receive and consider the proposal for the FEMA buy-out. Golob confirmed that this would in no way cause or commit the Town of Newfane to any obligation. The only purpose is if the owner accepts the proposal to provide enough time to submit before the February 1^st, 2023, deadline.

Johnson –Aplin read into the minutes a letter that was submitted by the Board of Listers.
January 5, 2023

Newfane Select Board
PO Box 36
Newfane, VT 05345

 Re: Action to pursue a buyout for the South Newfane Store & Residence (parcels E93 and E93.1)
Dear Board Members:

The Newfane Board of Listers requests that this memo be read as part of the Selectboard’s deliberations on the question of whether to pursue the buyout of parcels #E93 and #E93.1 (the South Newfane Store and attached residence). Please include this memo in the minutes for the meeting.

The Board of Listers continues to be concerned about the Selectboard’s action on this matter.

From our point of view, this property does not stand out as unique.  There are other properties in Newfane that neighbors may consider dilapidated and an eyesore. Our concern is that this action sets a precedent that may result in numerous requests for buyout and/or exemption in the future.  This may significantly lower the total taxable value of the Grand List. 

Although removing one property may have an insignificant effect on how much each Newfane household pays in taxes, the cumulative impact is worth noting. Properties that are moved from taxable to exempt on the Grand List have a negative effect on the CLA.  And, each parcel we remove or exempt in town reduces the State’s contribution towards the town’s fund for re-appraisal.    

The Listers’ office is where the public goes for explanations and concerns about property values. It is our obligation to the residents of Newfane that values be set in a fair and consistent manner.  When the Selectboard takes, what may appear as an arbitrary action, it weakens the trust the public has in our office. 

Sincerely,
Newfane Board of Listers

Discussion
Windham Regional Commission would be available to attend the January 17^th Selectboard meeting.

Golob made a motion to send the FEMA Buy-out paperwork to the Virgin Islands. Johnson-Aplin seconded the motion.
Motion passed 4/1.

Johnson-Aplin requested to preview a cover letter prior to the information being sent to the property owner. Golob said she would send it in the next few hours.

ADJOURN:  
Fitzpatrick made a motion to adjourn. The meeting adjourned at 9:27 am.

Respectfully Submitted,
Wannetta Powling, Administrative Assistant
ALS / AG

 

 

 

https://us06web.zoom.us/j/97227911757#success
(copy and paste the link into your web browser)

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

OTHERS PRESENT:  Jay Wilson (Road Foreman), Melissa Brown (Treasurer), and Wannetta Powling (Administrative Assistant). Sheriff Mark Anderson (phone)

CALL TO ORDER:  The meeting was called to order at 6:02 p.m. by Chair Angela Sanborn.

MEETING WARNING: Powling confirmed that the meeting was properly warned.

ADDITIONS/ AMENDMENTS TO AGENDA:
Golob requested an addition to Old Business – Property Update

NEW BUSINESS:
Budget – Melissa Brown stated that there were only two items that needed to be finished in the Capital section; the first one is for Law Enforcement (Page 5), and the second one is to move Retreatment and Sealing from the Road Maintenance into Capital.

Discussion ensued.

Expenditures 

• Open Items from the November 28 budget meeting included the amount of funding needed for Law Enforcement.

Discussion ensued:

Sheriff Mark Anderson was contacted by phone to address the questions the Selectboard members had regarding whether there would be available officers to patrol the town if the budget was to be increased. Sheriff Anderson stated that the Department was now overstaffed and he would be willing to put those towns that are currently under contract on the priority list to get increased coverage.

The current funding is $13,500 for law enforcement. The Board discussed increasing it to either $25,000 or $30,000 for the year. If the Town chose $30,000 it would mean 9 hours of coverage per week.

• Brown explained that the tax rate for this tax year, 2022-2023, was supposed to have been $0.67 per $1,000, but due to the billing error, everyone was billed at $0.55. In September of 2022, there was a Special Town meeting where the Town voted to use the surplus funds to make up for the shortfall in the tax revenue rather than raise taxes.

Recognizing that Town would experience a jump from what was billed at $0.55 to what the current ESTIMATE of $0.73 per $1,000 as excessive and painful, there was much discussion about how to handle the budget.

It was agreed that the Treasurer would compile the budget, update the current Grand List, put in the monies for law enforcement at $25,000 for the fiscal year, ask the Town to draw down on our surplus by $150,000 to cover the cost of road sealing and then calculate the final tax increase. A final vote on the budget will take place at the next Selectboard meeting on Tuesday, January 3^rd.

Social Appropriations

• Anthony Knox – Visiting Nurse and Hospice for Vermont and New Hampshire. A request was made for $4,500 which is level-funding compared to last year.
• Chelset Johns – Timson Hill Preschool. A request was made for $1,000 to support the local preschool.

The organizations listed below did not keep their appointments and voluntarily withdrew from appropriations funding for FY 2024.

• Linda J. Meleady- Vermont Center for Independent Living
• Gloria Cristelli – West River Valley Mutual Aid
• TBD – American Red Cross

Powling will contact Moderator and discuss the Town Meeting Warning (draft); corrections will be made and available at the January 3^rd meeting.

OLD BUSINESS:
Property Update: Golob reported that homeowner David Livingston is interested in submitting an application to the State of Vermont to request that his property be bought out due to its location in the floodplain and the substantial damage it has sustained in the past 12 years with no one living in the home or operating the store. It was agreed that Golob will work with Alyssa Sabetto at the WRC to complete the application.

Follow-up items

• Johnson-Aplin and Sanborn agreed to work on plans for the celebrations of Newfane’s 250^th
  Open 11/24/2022
• Annual Reviews Chevalier and Road Commissioner Chris Williams will complete the review for Road Foreman Wilson. Sanborn and Golob will complete the review for Administrative Assistant Powling. Open 11/14/2022

ADJOURN
Fitzpatrick made a motion to adjourn. Meeting Adjourned at 8:04 p.m.

Respectfully Submitted,
Wannetta Powling
Administrative Assistant
ALS/ AG

 

 

https://us06web.zoom.us/j/97227911757#success
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BOARD MEMBERS PRESENT: Angela Sanborn, Ann Golob, Mike Fitzpatrick (phone), Jeffrey Chevalier, and Katy Johnson-Aplin.

OTHERS PRESENT:  Jay Wilson (Road Foreman), Melissa Brown (Treasurer), and Wannetta Powling (Administrative Assistant). Sheriff Mark Anderson (phone)

CALL TO ORDER:  The meeting was called to order at 6:02 p.m. by Chair Angela Sanborn.

MEETING WARNING: Powling confirmed that the meeting was properly warned.

ADDITIONS/ AMENDMENTS TO AGENDA:

Golob requested an addition to Old Business – Property Update

NEW BUSINESS:

Budget – Melissa Brown stated that there were only two items that needed to finish in the capital section; the first one is for Law Enforcement (Page 5), and the second one is to move retreatment and sealing from the road maintenance into the capital.

Discussion ensued:

Expenditures
Open Items from the November 28 budget meeting included the amount of funding needed for Law Enforcement.

Discussion ensued:

Sheriff Mark Anderson was contacted by phone to address the question the Selectboard members had regarding the availability of increased patrols for Newfane if the budget was to be increased. Sheriff Anderson implied that the Department was now overstaffed and would be willing to put towns currently under contract on the priority list for those to get increased.

Brown explained that the tax rate for this tax year, 2022-2023, was supposed to have been 0.67 cents per $1,000, but due to the billing error, everyone was billed at 0.55 cents. There was a Special Town meeting vote to use the surplus funds to make up for the shortfall in the tax revenue.

The Selectboard is trying to be conservative as much as possible, taking into consideration the increased cost of expense, not to raise the taxes a lot this year in lieu of the billing error. They are estimating the tax rate to be 0.73 cents) per $1,000, for the 2023-2024 tax year. The final figures will not be completed until the Grand List is lodged. There will be an article to transfer surplus funds into Capital Fund to reduce the amount of taxes that need to be raised.

Social Appropriations

• Anthony Knox – Visiting Nurse and Hospice for Vermont and New Hampshire
• TBD – Timson Hill Preschool

The Social Organization requested appropriation funds and has completed its appointments with the Selectboard.
The organizations listed below did not keep their appointment and voluntarily withdrew from appropriations funding for FY 2024.

• Linda J. Meleady- Vermont Center for Independent Living
• Gloria Cristelli – West River Valley Mutual Aid
• TBD – American Red Cross

Powling will contact Moderator and discuss the Town Meeting Warning draft, this will be made available at the January 3^rd meeting.

OLD BUSINESS:
Follow-up items

• Johnson-Aplin and Sanborn agreed to work on plans for the celebrations of Newfane’s 250^th
  Open 11/24/2022
• Annual Reviews Chevalier and Road Commissioner Chris Williams will complete the review for Road Foreman Wilson. Sanborn and Golob will complete the review for Administrative Assistant Powling.
  Open 11/14/2022

 

ADJOURN
Fitzpatrick made a motion to adjourn. Meeting Adjourned at 8:04 p.m.

Respectfully Submitted,
Wannetta Powling
Administrative Assistant

 

 

https://us06web.zoom.us/j/97227911757#success
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BOARD MEMBERS PRESENT: Angela Sanborn, Ann Golob, Mike Fitzpatrick (phone), Jeffrey Chevalier, and Katy Johnson-Aplin.

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

CALL TO ORDER:  The meeting was called to order at 6:02 p.m. by Chair Angela Sanborn.

MEETING WARNING: Powling confirmed that the meeting was properly warned.

ADDITIONS/ AMENDMENTS TO AGENDA:  None

NEW BUSINESS: Capital Budget – Melissa Brown stated that there were only two items that were needed to finish in the Capital section. The first one is for the Gravel Pit Act 250 permit, (Page 11).  The second one is for Williamsville Hall. Committee Chair Levine is requesting ($20,000) for level funding, the same as last year.

Discussion ensued.

Expenditures 

• Open Items from the November 28 budget meeting included the amount of funding needed for the redesign of the Town website. It was decided to add $10,000 into the Town Office Improvements line item until the web design process can start after March Town Meeting.
• Brown indicated that Mutual Aid dues were $29,731.

  Social Appropriations

• Powling will contact the Windham County Humane Society to see if they were submitting for funds appropriation or if the contract amount was all that was to be considered for FY 2024.
• Golob mentioned that there were two social appropriations that she would like to discuss in further detail.
  Moore Free Library (MFL) is asking for $10,100 to cover the estimated replacement/renovations to the front porch on the library.
  Discussion ensued.

Golob agreed to contact MFL Board President Bobbe Ragaizeos, to discuss the possibility of MFL maintaining their previous amount requested for social appropriations and to submit a request for ARPA money to cover the porch repairs. Further, she will ask the Library Board to assess their long-term financial needs and come to speak to the Selectboard next year about their needs.

Fitzpatrick suggested that MFL would need to submit a detailed estimate of work needing to be done to the porch.

2. Windham County Historical Society has agreed to assume the “Old Sheriff’s Building.” There is great potential with the building to increase the number of displays. However, the large amount they are asking for in social appropriations is inconsistent with past requests.

Golob agreed to contact Dick Marek to discuss the recommendations from the Selectboard, including submitting a request for ARPA funds to cover a portion of their renovation fees (though less than what the Society initially requested).

• Those social organizations that requested appropriation funds and have completed their appointments with the Selectboard were discussed. These will be drafted into individual articles for the registered voters to decide at Town Meeting.

Powling agreed to have a draft of the Articles available at the December 21 budget meeting for the Selectboard to review.

• Golob made a motion to enter Executive Session to discuss salaries. Johnson-Aplin seconded the motion.

Wilson and Brown were invited to attend Executive Session.
Motion passed

Entered Executive Session at 7 P.M.

 Golob made a motion to Exit Executive Session. Chevalier seconded the motion.
Exited Executive Session at 7:52 P.M

Leaving Executive Session – the decision of the Selectboard, “Salaries were agreed upon and shared with the Treasurer to enter into the town budget.”

• Wilson mentioned that the Town has been contacted by the Bidder from the recent auction of the F 550 truck. He has provided photographs and a statement from the body shop that inspected the vehicle and found a crack in the frame which means the vehicle cannot pass inspection in MA. The purchaser requested $5,000 to cover the cost of the new frame.

Discussion ensued.

Golob made a motion to reimburse the gentleman $2,500 toward the repair cost.  Fitzpatrick seconded the motion. Motion passed 5/0.
Wilson agreed to contact the gentleman with the decision from the board.

• Law Enforcement:

Tabled until December 21^st. It was the Selectboard’s decision to total all the figures that have been discussed to date and see what our bottom line looks like and the impact on our overall taxes. At the next budget meeting, the Board will discuss how much we want to budget for Law Enforcement.

OLD BUSINESS:

• Dedication – Up-date was given. Powling and Brown will continue to work on gathering additional information to enable a proper write-up for the dedication.
• Personal Reviews – Administrative Assistant and Road Foreman are pending a review date. TBD

Follow-up items (Note: Follow-up items are now moved to the regular Selectboard meeting agenda.)

• Sanborn will talk to Judge Barnett about moving the monument on Jail Street further back to protect it from snowplows. Added 11/14/22.
• Johnson-Aplin had suggestions for celebrations of Newfane’s 250^th It was agreed that she would compile a list of potential expenses so we could evaluate how to include them in the budget or if a separate fundraising effort should be launched. Added 11/14/22.

 ADJOURN
Fitzpatrick made a motion to adjourn. Meeting Adjourned at 8:12 p.m.

Respectfully Submitted,
Wannetta Powling Administrative Assistant
ALS/AG

Regular Meeting  December 5^th, 2022
https://us06web.zoom.us/j/97227911757#success
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BOARD MEMBERS PRESENT:
Angela Sanborn, Ann Golob, Katy Johnson-Aplin, Jeffrey Chevalier, Mike Fitzpatrick (phone).

OTHERS PRESENT:
Tristan Johnson, Joan Weir (Williamsville School Preservation Society), Dan Dewalt (Restorative Community Practice of Southern Vermont), Brian Bashaw (Producer of BCTV), and Wannetta Powling (Administrative Assistant).

Zoom –Jay Wilson (Road Foreman), Henriette Mantel, Jane Douglas (DV Fiber), Karen Peterson (Aids Project of Southern Vermont), Amber Thibodeau (Southern Vermont Therapeutic Riding Center), Beckley Gaudette, Bobbe Ragouzeos (Moore Free Library), Christine Howe (The Moover) Steven Meyer (Leland & Gray Education Foundation) Melissa Brown (Treasurer).

CALL TO ORDER:
The meeting was called to order at 6:00 pm by Selectboard Chair Angela Sanborn.

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

ADDITIONS/AMENDMENTS TO AGENDA:  
Tristan Johnson asked for an amendment to the agenda to move Unscheduled Members of the Public to the beginning of the meeting.
Golob made such a motion. Johnson-Aplin seconded the motion. Motion passed 5/0.

Mr. Johnson wanted to bring awareness to “End Veteran Homelessness” in Windham County; the information bulletin provided has contact information, including a website and phone numbers to show how to support a homeless Veteran.  The program offers:

• Guarantee Security deposit
• Rental Assistance
• Ongoing support
  The Selectboard thanked Mr. Johnson for his service and for coming to share this vital information.

APPROVAL OF MINUTES:

November 21, 2022, Regular Minutes.
Golob made a motion to approve the November 21 minutes. Fitzpatrick seconded the motion. Motion passed 5/0.

November 28, 2022, Budget Minutes.
Golob made a motion to approve the November 28 budget minutes. Johnson-Aplin seconded the motion. Motion passed 5/0.

 

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT:

1.   We are working on the ANR permit, and the Corp of Engineers permit for the Depot Road box culvert.

2.   People seem to be getting used to the Arch Bridge traffic pattern again.  I have repainted one of the stop bars because the paint had worn down badly. They are planning on repainting in the spring.

3.  The sand/salt shed has nothing new to report.

4. We have installed a radar sign on Dover Rd. in South Newfane coming from the west.

5. The Monroe Bridge barrels of paint chips have been removed by the hazmat company.

6. The Roy Brooks bridge replacement was finished on schedule. We will have to have the guardrail posts at both ends installed in the spring.

Fitzpatrick made a motion to accept the Road Foreman’s Report. Golob seconded the motion.
Motion passed 5/0.

ADMINISTRATIVE ASSISTANT’S REPORT:

1. Town Office renovations:
   The current plan for renovations to the meeting room is to add walls between the Treasurer, Zoning Administrator, and Administrative Assistant, lay a new floor over the hardwood, improve the heating system, and additional upgrades to the security system.

• Contractor Randy Leavitt’s remodeling is $23,750.
• Jeffers Plumbing & Heating to install six or seven energy-saving mini-splits for heating and air conditioning is $37,000.
• Electrician to install new wiring and hook up was estimated at $ 8,000 to 10,000.
• Home Security Services to upgrade and expand the security cameras $3,232.84.

The total cost is $73,982.84. This money would come from the Town Office account. The current balance is $115,000.00. We are asking for Selectboard’s approval to proceed with these renovations.

2. Rental Fees at Williamsville Hall.

Steve Levine and I have reviewed the rental fees that the Hall Committee presented to the Selectboard last fall. Charging a cleaning deposit for the use of the hall will help encourage and enforce that the hall is back in the same condition it was before renting. And there is no need to increase the fees currently.

3. New England Municipal Consultants Contract (NEMC).

I have the annual contract for NEMC. This is the support given to the Listers all year,        services including

• Field Inspections – includes all open permitted construction
• Prepare Grand List
• Supervise the Towns AssessPro Software
• Assist the Listers with the grievance process

This will need to have the motion to approve and a motion to authorize a signer.

Johnson-Aplin made a motion to approve the New England Municipal Consultants Contract (NEMC) and to authorize the Chair to sign. Chevalier seconded the motion. Motion passed 5/0.

4. Training
   VLCT provided training for Zoning Administrators (ZA). Merle Tessier, David Cotton, and I attended this training and found this to be an important review of the current Zoning laws and responsibilities. Nothing was mentioned regarding Cannabis, but we should expect this kind of information in 2023.

January 16^th is a Federal Holiday. Would the Selectboard prefer to meet on Tuesday, January 17^th? This is also the day scheduled for the Planning Commission to hold its public hearing.

Discussion ensued:
Johnson-Aplin made a motion to move the Selectboard meeting to Tuesday, January 17^th, to follow the close of the Planning Commission Hearing. Golob seconded the motion. Motion passed 5/0.

 Golob made a motion to accept the Administrative Assistants Report. Johnson-Aplin seconded the motion. Motion passed 5/0.

COMMITTEE REPORT
None

SCHEDULED MEMBERS OF THE PUBLIC
To qualify for Social Appropriations funds, the following list presented at the Selectboard meeting a brief explanation of how their organization has helped to benefit and enrich the residents of Newfane. (This information is available at the Town Office.)

1. Karen Peterson, Outgoing Executive Director – Aids Project of Southern Vermont
2. Joan Weir – Williamsville School Preservation Society
3. Amber Thibodeau -Southern Vermont Therapeutic Riding Center
4. Bobbe Ragouzeos- Moore Free Library
5. Dan Dewalt- Restorative Community Practice of Southern Vermont
6. Christine Howe- The Moover
7. Steven Meyer – Leland & Gray Education Foundation

UNSCHEDULED MEMBERS OF THE PUBLIC:
Previously amended (Tristan Johnson)

OLD BUSINESS

1. Town Office renovations: a review of proposals (Administrative Assistance Report).
2. Moving the monument located on Jail Street further back to protect it from snowplows. Sanborn stated that additional time was needed to hear from Judge Barnett.
3. ARPA Updates: a review of documentation for the town website –

Golob mentioned that the ARPA information is now available on the Town website.
https://newfanevt.com/arpa-information-and-funding-status;

The Selectboard reviewed the two funding requests:

• DV Fiber (Newfane Representative) Jane Douglas submitted a request for $ 15,000 in ARPA funds to help cover the cost of installation to those who would meet the application guidelines for assistance.

Golob made a motion to grant the request for DV Fiber. Chevalier seconded the motion. Motion passed 5/0.

• Emergency Generators – (Emergency Manager Coordinator) Jay Wilson had submitted a proposal to replace the emergency generators at the NewBrook Fire Station for $ 36,415 and the generator at the Town Garage for $ 29,345.

Golob made a motion to grant the ARPA funds requested for the replacement of the Emergency Generators. Chevalier seconded the motion. Motion passed 5/0.

It was suggested to have Wilson resubmit a request for the AED.  (AED is an automated external defibrillator is a portable electronic device that automatically diagnoses life-threatening cardiac arrhythmias.)

4. Cannabis Updates: (Johnson-Aplin)
   No Updates
5. Flood Hazard By-law Update
   No Updates
6. Traffic Calming, including finalizing membership of the new committee (Sanborn)
   Discussion ensued:

Traffic Calming will hold its first meeting at 6 P.M. December 14^th at Town Office, Johnson-Aplin, to draft a letter for members.

7. Town Beautification suggestions (Chevalier)
   Discussion ensued.
8. Items raised at Budget Meetings to be reviewed
   • Review with the Williamsville Hall Committee rental fees for residents and non-residents; are the rental fees sufficient to cover the costs of cleaning the hall?
     Previously mentioned in the Administrative Assistance Report.

• Does the Selectboard want to consider how to spend the $500 in the budget for board compensation?
  Tabled for another meeting.
• Evaluate whether we should put oil purchases for heating out to bid to lock in a lower price.
  Tabled for a meeting when Wilson can give highway fuel usage information.

9. Discuss ideas for a 250-year celebration of Newfane’s founding. Tabled for another meeting.
10. Route 30 construction planned for summer 2023 and impact on parking for swimming holes.
    Sanborn and Wilson are to report at the December 19^th meeting.

NEW BUSINESS  

Potential Tax Sales – Melissa Brown
Information was given to the Selectboard on the status of delinquent tax payments, with a list of payment plans and those that have not been keeping with the arrangements.
Discussion ensued.

The Selectboard made a recommendation to Brown that the Policy needs to be followed.  Brown agreed that she would keep the Selectboard informed of the situation.

Setting Tax Rate Procedures – Golob
Golob provided written procedures that were drafted, and these procedures follow a multi-step process to calculate the annual tax rate.  The Treasurer and the Listers Office reviewed the procedure for their input on the process to be followed when calculating the annual tax rate.

Discussion ensued.
Johnson-Aplin made a motion to adopt the procedures to calculate the annual tax rate. Chevalier seconded the motion. Motion passed 5/0.

CORRESPONDENCE
Newly elected Senator Nader Hashim offered to meet with the Selectboard to discuss Newfane’s concerns.

Powling was asked to send an email to invite Senator Nader to the December 19^th meeting.

Fitzpatrick attended remotely and left the meeting at 8:10 p.m.

 PAY ORDERS

1.       Payroll Warrant No. #11597                         Amount $     5,018.75
2.       Payroll Warrant No. #11598                         Amount $     5,552.46
3.       Account Payable No. # 23012A                   Amount $   25,466.16
4.       Account Payable No. # 23012                      Amount $ 445,658.43

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

ADJOURN:
Golob made a motion to adjourn. Johnson-Aplin seconded the motion.
The meeting adjourned at 8:21 p.m.

 

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

 

 

 

 

Budget Meeting Minutes November 28, 2022, @ 6:00 PM
In-Person & Zoom
https://us06web.zoom.us/j/97227911757#success
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BOARD MEMBERS PRESENT:  Angela Sanborn, Ann Golob, Mike Fitzpatrick (phone), Jeffrey Chevalier, and Katy Johnson-Aplin.

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

CALL TO ORDER: The meeting was called to order at 6:05 p.m. by Chair Angela Sanborn.

MEETING WARNING: Powling confirmed that the meeting was properly warned.

ADDITIONS/ AMENDMENTS TO AGENDA: Johnson-Aplin requested to add the auction information for the sale of the F-550 truck to OLD BUSINESS.

NEW BUSINESS: Capital Budget:  For the past several years, money for Town Office renovation needs has been budgeted; the account currently has $115,000. Over the years’ different options have been discussed. The final plan focuses on renovations to the meeting room, to add walls between the Treasurer, Zoning Administrator, and Administrative Assistant and to improve the heating system. The estimates include:

• Contractor Randy Leavitt provided an estimate for the meeting room renovations ($ 23,750) which included the installation of new flooring.
• Jeffers Plumbing & Heating provided an estimate to install six or seven energy-saving mini-splits for heating and air conditioning ($ 37,000).
• Hiring an electrician to install new wiring and hook up was estimated between $ 8,000. -$ 10,000.
• Additional upgrades and expanding security cameras for more detailed views of the building, parking lot, and Route 30 will also be added to the scope of work.

The total figures for the Town Office renovations will be discussed again on December 5^th at the regular Selectboard meeting during the Administrative Assistants report.

Expenditures: 

• Open Items from the November 14 meeting included a funding request from the Planning Commission; these figures have since been provided.
• Information on unemployment insurance rates and worker’s compensation rates; will not be available until the employee reviews are completed and raises are determined. Sanborn asked if the evaluations could be completed in the next two weeks before the December 12^th budget meeting.
• Annual Town Report expense; Powling provided the two-year contract for Repo Publishing for $ 3,280. An additional $ 1,000.00 is going into postage for mailing the reports before Town Meeting Day.
• Professional Audit expense – Brown provided the Auditor expense of $ 18,500.00.

OLD BUSINESS:
The following items were tabled until the next budget meeting on December 12^th.

• Articles including Social Appropriation Donations.
• Salaries
• Law Enforcement budget.
• Warnings

Dedication – Recommendations were made, and an agreement was reached; work will begin on writing the dedication.

 Closing Bid at the Auction for F-550 Truck $25,400
Wilson said that the auction had closed at 5:00 pm on the truck. The final closing bid was more than they had anticipated; his recommendation was to accept the closing offer of $25,400. The winning bidder will pay the auction fees incurred with the listing. Wilson said he was impressed with the listing; they came to the garage and took all the necessary photos, and did an excellent job with the listing.
Golob made a motion to accept the offer of $25,400 for the F-550 truck. Johnson-Aplin seconded. Motion passed 5/0.

Follow-up items from 11/14/22 Budget Meeting:

• Brown will confirm with VLCT (Vermont League of Cities and Towns) that 10-15% is still considered the correct percentage amount to maintain for a town surplus of our size.

Brown confirmed with VLCT (Vermont League of Cities and Towns) that 15% is considered the correct percentage amount to maintain for a town surplus of our operational budget size. This is equivalent to approximately $260,000.

Next step: The Selectboard will discuss this information at the December 5^th regular meeting and determine if they should make a policy for maintaining 15% in a surplus budget account or ask for voter approval as an article at Town Meeting.

• Powling will contact WCHS (Windham County Humane Society) to confirm whether Newfane still receives any of the fees from Newfane dogs that are impounded. CLOSED. Information added to budget.
• Powling will ask Jay Wilson to follow up on the estimate for the Town Office renovations from Levitt and Litchfield. These renovations including the installation of mini-splits for heating and air conditioning will allow for the long-term conservation of energy and significant potential savings. CLOSED. See notes above.

• Powling will contact Bahman Mandavi and get budget information for the redesign of the town website to make it more user-friendly.

Powling emailed Bahman Mandavi for information to redesign the town website to make it more user-friendly. Mandavi explained that he could not provide an estimate for a town website redesign without having a good idea of what was wanted. Golob mentioned that she could make time available in the new year to gather information from each department, including what forms, procedures, and supplementary information they would make open and available to the public. Once we have a more definite idea of the changes needed to improve the website, we can proceed with putting out an RFP for web designers to bid on implementing the changes.

Next step: Item to be added to Selectboard agenda in January 2023.

• Powling will present the recommendations and budget information from Walter Hagedorn for the Town office gardens. CLOSED. Information added to budget.
• Further information is needed from Road Foreman Jay Wilson on anticipated revenue from the sale of equipment, including the 550 one-ton truck. Powling will request this information. CLOSED. See notes above.
• Several items were put on hold until Powling was available to provide further information. These included: funding request from the Planning Commission; updated information on unemployment insurance rates and worker’s compensation rates; annual report expense; professional audit expense. CLOSED. Information added to budget.
• Sanborn and Wilson will talk to Judge Barnett about the possibility of moving the monument located on Jail Street further back to protect it from snow plows. Added 11/14/22. Open.
• Johnson-Aplin brought up several suggestions for celebrations of Newfane’s 250^th It was agreed that she would compile a list of potential expenses so we could evaluate how to include them in the budget or if a separate fundraising effort should be launched. Added 11/14/22.

No updates at this time but the Treasurer confirmed with VLCT that expenses for an event of this type can be added to the town’s budget.

Next step: Item to be added to Selectboard agenda for the December 5^th meeting.

• Treasurer Brown discussed the US Bond Bank where the town has a remaining $36,000. There was a discussion about how we could use these funds to repay the principal on the South Newfane bridge loan. Brown will discuss further with the Bond Bank and get back to the Selectboard to confirm that this can be done.

Brown discussed the US Bond Bank. Newfane has a remaining $36,000 balance on the South Newfane bridge loan. Brown suggested that for the next three years, they repay 12,500 to close this loan.  CLOSED.

No new items were added to the follow-up list at this meeting.

ADJOURN
Chevalier made a motion to adjourn. Meeting adjourned at 8:05 p.m.

Respectfully Submitted,
Wannetta Powling
Administrative Assistant
AG/ALS

Regular Selectboard Minutes November 21st, 2022
https://us06web.zoom.us/j/97227911757#success
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BOARD MEMBERS PRESENT:
Angela Sanborn (Zoom), Ann Golob, Katy Johnson-Aplin, Jeffrey Chevalier, Mike Fitzpatrick (phone).

OTHERS PRESENT:
Jane Douglas (NewBrook News), Maia Segura, Daimian Lix (S.N. Community Assoc.) George Friend, Chris White, Austin Rice (Producer of BCTV), and Wannetta Powling (Administrative Assistant).

Zoom
Jay Wilson (Road Foreman), Deborah Luskin (Moderator), Meg Gonzalez, Cina Friend, Mary Whether, Henriette Mantel, Russell Bradbury-Carlin (Youth Services), Joanna Bourbeau (WinDart), Kate Lamphere (HCRS), Diana Urbaska (Incorporated Village of Newfane).

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

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

ADDITIONS/AMENDMENTS TO AGENDA:  
None

APPROVAL OF MINUTES:
            November 7th, 2022, Regular Minutes.
Golob made a motion to approve the November 7th minutes. Fitzpatrick seconded the motion. Motion passed 4/0; Sanborn abstained.

            November 7th, 2022, Board of Liquor Control (B.L.C.) Minutes
Johnson-Aplin made a motion to approve the November 7th B.L.C. minutes. Golob seconded the motion. Motion passed 4/0; Sanborn abstained

November 14th, 2022, Budget Minutes.
Golob made a motion to approve the November 1st budget minutes. Fitzpatrick seconded the motion. Motion passed 5/0.

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT:

1. The engineer is updating everything on the Depot Rd. box culvert and we are reviewing to make sure all the permits are in order.
2. The Arch Bridge is hopefully getting line painting on Wednesday and will open in the afternoon.
3. The sand/salt shed has nothing new to report.
4. The repairs to Bridge #41 off Baker Brook Rd. have been completed.
5. The Monroe Bridge cleaning and greasing has been completed.
6. The Roy Brooks bridge replacement started this morning.
7. FEMA came up with another piece of land located on Steep Way that they want pictures of, and I will do that this week.

•  Additional information, on November 10th, a Penske Rental Truck damaged the covered bridge on the South Newfane side. Road Foreman Wilson is working to make a claim through the Penske insurance company for the $14,000 damage to the covered bridge. He will keep the Board informed.
• The F 550 truck is listed on an auction site; the bidding will close on Monday, the 28^th, the current bid is at $15,500, and the board will need to accept/ decline the closing offer at the next budget meeting.

Fitzpatrick made a motion to accept the Road Foreman’s Report. Johnson-Aplin seconded the motion. Motion passed 5/0.

ADMINISTRATIVE ASSISTANT’S REPORT:
None.

This is a reminder that the Town Clerk’s Office will be closed this week on Wednesday, Thursday, and Friday for the Thanksgiving holiday.

COMMITTEE REPORT
Deborah Luskin (Town Moderator) Town Meeting Day

A letter was read from VLCT attorney Susan Senning explaining that there is currently no authority in Vermont Law for remote voting at an annual or special Town meeting. Hence, there is no option for a hybrid meeting option.

Golob made the motion to set Town Meeting for March 7th @ 9 a.m. Chevalier seconded the motion. Motion passed 5/0

SCHEDULED MEMBERS OF THE PUBLIC
To qualify for Social Appropriations funds, the following organizations presented at the Selectboard meeting. Each gave a brief explanation of how their organization has helped benefit and enrich Newfane’s residents. (This information is available at the Town Office.)

1. Russell Bradbury-Carlin (Youth Services)
2. Joanna Bourbeau (WinDart)
3. Jane Douglas (NewBrook News)
4. Kate Lamphere (HCRS)
5. Diana Urbaska (Incorporated Village of Newfane)
6. Maia Segura (S. Newfane Community Association)

UNSCHEDULED MEMBERS OF THE PUBLIC
George Friend wanted to bring to the attention of the Selectboard the feelings of members of the community that are being condemned and harassed for their cultural differences, feelings, and beliefs. (A letter that he had received was shown to the Selectboard.) The growing division in the community, he said, starts with leadership. You may not agree with someone this does not make them wrong. As a community, we must value each other’s opinions and acknowledge what is being said.

Johnson-Aplin responded to the letter that was shown; hate speech in any form is hate speech and should not be tolerated. Chevalier agreed.

White made the following statement “If you are no longer willing to hear the other voices, those voices will no longer be willing to speak up. Why should they?”

Fitzpatrick mentioned that it would have been great to have had White on the Selectboard; with all her family’s knowledge, it could have benefited all of us.

Golob made a motion, “The Selectboard strongly disagrees with all forms of hate speech against any member of our community.” Johnson-Aplin seconded.
The motion passed unanimously.

OLD BUSINESS
ARPA Updates – Golob presented information that was prepared to be added to the Town website for “ARPA Information and Funding Status.” The document includes links to the

• Community Survey
• Planning Commission Recommendations
• Infrastructure project ideas
• Letters of funding requests
• Summary of approved expenses and balance.

Fitzpatrick made a motion to approve additional information to be added to the website. Chevalier seconded the motion.
Discussion ensued.
Sanborn called the vote. Motion passed 5/0

Cannabis Updates –Johnson- Aplin had received information from Wilmington on how the Selectboard set itself up as the local Cannabis Control Commission (CCC). Johnson-Aplin drafted a letter to the State Cannabis Control Board, which was read into the minutes and confirms the Newfane Selectboard’s decision to form a local CCC.

Fitzpatrick made a motion to sign the letter forming Newfane’s CCC. Golob seconded the motion. Motion passed 5/0

Flood Hazard By-law Update
None

Traffic Calming, including finalizing membership of the new committee (Sanborn). Update: Six residents have volunteered to join the New Traffic Calming Committee. The Selectboard would like to offer any that have not come forward yet a chance to still participate; There will be an announcement posted on the Front Porch Forum.
Sanborn was hopeful to have at least two representatives from each village.

Town Beautification:  Chevalier is looking into creating flower pots that can be used to adorn various areas of the town. He plans to contact such organizations as Kindle Farm, Dutton Greenhouse, and other potential local business sponsors for support. He will also reach out to contact local artists that could help make hanging baskets or planters from the original Arch Bridge steel.
Discussion ensued.

Plans for the celebration of the Towns 250^th Anniversary
This will be added for follow-up on future Selectboard agendas.

Arch Bridge Celebration,
Wilson will confirm with Chad Greenwood from VTrans on the grand re-opening of the Arch Bridge. Plans for a celebration are being organized; it is expected that the Brattleboro Reformer will cover the event. Members of the Selectboard are hopeful to open on Wednesday, November 23rd, with the time T.B.D.
Powling will post in the Front Porch Forum with news of the event and time.

NEW BUSINESS
None

CORRESPONDENCE
None

Chevalier made a motion to enter Executive Session; Fitzpatrick seconded the motion. Motion passed 5/0.

At 7:32 p.m., the Selectboard entered Executive Session under 1 V.S.A. 313 of Vermont open meeting law to discuss a contract issue.

Fitzpatrick made a motion to leave Executive Session at 7:45 p.m.; Johnson-Aplin seconded the motion. Motion passed 5/0.

There was no decision of the Board at this meeting; the issue is still under review.

Sanborn and Fitzpatrick, who attended the meeting remotely, left at 7:46 p.m.

PAY ORDERS
Payroll Warrant No #11595                          Amount $         5,093.55
Payroll Warrant No #11596                          Amount $         4,805.07
Account Payable No # 23010                       Amount $   1,026,726.17 (resigned)
Account Payable No # 23011                       Amount $        121,205.41

Johnson-Aplin made a motion to approve Pay Orders. Chevalier seconded the motion.
Motion passed 3/0.

ADJOURN:  
Golob made a motion to adjourn. Johnson-Aplin seconded meeting adjourned at 7:55 p.m.

Respectfully Submitted,
Wannetta Powling, Administrative Assistant
ALS/AG

 

 

 

 

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BOARD MEMBERS PRESENT: Ann Golob, Jeffrey Chevalier, and Katy Johnson-Aplin; by phone: Mike Fitzpatrick. Absent: Angela Sanborn.

OTHERS PRESENT:  Jane Douglas (Planning Commissioner/ Town Representative for DV Fiber), Melissa Brown (Treasurer), and Wannetta Powling (Administrative Assistant).

CALL TO ORDER:
The meeting was called to order at 6:00 p.m. by Vice-Chair Ann Golob.

ADDITIONS/ AMENDMENTS TO AGENDA:
None

NEW BUSINESS:

• Town Report Design
  Discussion ensued:  Three ideas for the 2022 design of the Town Report cover were discussed; there will be further discussion at the next budget meeting on November 14^th.

• Dedication
  In order to maintain confidentiality, a request was made to email your nomination for the Town report dedication to the Administrative Assistant before the November 14^th meeting.

General Fund
Revenue and Expenses: Treasurer Melissa Brown explained that not all the FEMA reimbursements have been received, and it is not clear when to expect the funds. If you were to include them now as projected revenue, it could cause a shortfall in the budget. Golob made a recommendation for Brown to include a written statement in the financial reports explaining that the FEMA reimbursement is due the Town of Newfane but that it is unclear how long the process will take to receive the money.

Brown commented that it is a good accounting policy to maintain 10-15% of the operating budget in a surplus account for emergencies.

Discussion of salaries was postponed until the Selectboard has a chance to review VLCT’s Vermont Municipal Compensation and Benefits Report.

Follow-up items

1.  Brown will confirm with VLCT (Vermont League of Cities and Towns) that 10-15% is still considered the correct percentage amount to maintain for a town surplus of our size.

2. Powling will contact WCHS (Windham County Humane Society) to confirm whether Newfane still receives any of the fees from Newfane dogs that are impounded.
3. Powling will ask Jay Wilson to follow up on the estimate for the Town Office renovations from Levitt and Litchfield. These renovations, including the installation of mini-splits for heating and air conditioning, will allow for the long-term conservation of energy and significant potential savings.
4. Powling will contact Bahman Mandavi and get budget information for the redesign of the town website to make it more user-friendly.
5. Powling will present the recommendations and budget information from Walter Hagedorn for the Town office gardens.
6. Further information is needed from Road Foreman Jay Wilson on anticipated revenue from the sale of equipment, including the 550 one-ton truck. Powling will request this information.

Several issues were raised in the course of reviewing expenses, and it was agreed to defer discussion of them to a later date at a regular Selectboard meeting.

• Review with WHC (Williamsville Hall Committee) the rental fees for residents and non-residents. Should there be any change in fees to cover the costs of cleaning the hall?
• Does the Selectboard want to consider how to spend the $500 in the budget for board compensation? In the past, these funds typically did not get used. Last year we supported an organization raising funds for children’s services.
• Evaluate whether we should put oil purchases for heating out to bid in order to lock in a lower price.

Tabled for future budget meetings

• Capital Budget
• Expenditures
• Articles
• Warnings
• Social Appropriations Donations

OLD BUSINESS:
None.

 Katy Johnson-Aplin made a motion to adjourn. Meeting Adjourned at 8:05 p.m.

Respectfully Submitted,
Wannetta Powling
Administrative Assistant

 

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

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

OTHERS PRESENT:  In-Person – Doris Knechtel, Beckley Gaudette (Listers), Edward Collins, Steve Levine (Chair of the Williamsville Hall Committee), Austin Rice (BCTV), and Wannetta Powling (Administrative Assistant).

Zoom –Jay Wilson (Road Foreman), Jane Douglas (Planning Commission), Diana Urbaska, Andrea Seaton (Sr. Director of Development, Marketing – Grace Cottage Family Health & Hospital), Samantha Prince (Executive Director – Windham County Safe Place) Henriette Mantel, Kate Gehring (Planning Commission), and Priscilla Cotton (Board of Civil Authority).

CALL TO ORDER: The meeting was called to order at 6:00 PM by Selectboard Chair Angela Sanborn.

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

ADDITIONS/AMENDMENTS TO AGENDA:  
Katy Johnson-Aplin asked to move the Listers up on the agenda due to a conflict with the time of another meeting.

Angela Sanborn asked to have the Williamsville Hall added to the “Committee Reports” on tonight’s agenda.

Lister
Doris Knechtel and Beckley Gaudette were present to discuss the Town-wide reappraisal bid. The Selectboard requested the Listers to follow the Purchasing Policy and to put the reappraisal out to bid. Tonight, the Selectboard has one proposal that was sent to the Administrative Assistant, it is from New England Municipal Consultants. This is the same company that did the earlier Town assessment work for Newfane in 2000, 2007, and 2013. Their bid is for $132,000. Currently, in the Reappraisal fund, there is $81,000.

The State of Vermont sends $11,500 annually to help with the cost of reappraisals; this is equal to $ 8.50 per parcel. Newfane may have all the money it will need for the reappraisal by the time the work starts in 2027.

Johnson-Aplin made a motion to accept the New England Municipal Consultants proposal in the amount of $132,000, Fitzpatrick seconded the motion. Motion passed 3/0.

 The Lister’s budget request was prepared and discussed. Knechtel explained that there was an increase in the hourly wages and the expenses for supplies. The budget increase is in the amount of $3,637.

Sanborn thanked both Knechtel and Gaudette for their work and explained that the Selectboard is starting the budget meetings on Tuesday, November 1^st at 6 PM; Lister’s budget would be one of the first items to be discussed.

APPROVAL OF MINUTES:

1. September 19^th, 2022, Regular Meeting
   Fitzpatrick made a motion to approve the September 19^th regular minutes. Johnson-Aplin seconded the motion.   Motion passed 3/0
2. September 19^th, 2022, Board of Liquor Control (BLC) Meeting.
   Johnson-Aplin made a motion to approve the September 6^th BLC minutes. Fitzpatrick seconded the motion.
   Motion passed 3/0

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT:

1. The update on 254 Depot Rd easement is its back with the engineer to make a small change.
2. The Arch Bridge is making good progress now.
3. We had our meeting with Ron Bell for the Sand/Salt shed and he was given all the updates that need to happen. The updated plans and specs were supposed to be completed by today.
4. The roadside mowing is coming good; we have the mower for the rest of this week.
5. I heard back from the dam inspector, and he is going to be in contact with Scott Jensen the state river engineer to go over the repair of the Kenny Pond spillway.
6. We will need to send in the bridge inspection reports letters back to the state, they have the Town of Guilford on the letter, so we need to change that.

Sanborn asked if she could share a letter that was sent to the Selectboard from a resident of Railroad Lane. In the letter, it expressed concern for the residents trying to pull out of Railroad Lane onto Route 30. Mentioned in the letter was a large motor-home that was parked on the side of RT 30, making it difficult to see in either direction. They have requested a “NO Parking” sign be put up.

Wilson confirmed that he has seen the motor-home there on a number of occasions. Route 30 is part of the State Highway, and this would be a VTrans issue not the Town. Wilson agreed that he would relay the information to VTrans officials and report back to the Selectboard.

Follow up
Bridge #44 repair, The Town has received three bids for the repairs on #44 Roy Brook Bridge, off the South Wardsboro Road. Chair Sanborn opened the envelopes, and the following information was shared.

• Cold River Bridge LLC from Walpole, NH, gave a sealed bid for $238,556.40 with a completion date of December 2^nd.
• Renaud Brothers Inc. from Vernon, VT, gave a sealed bid for $ 137,000 with a completion date of December 2^nd.
• Daniels Construction from Ascutney VT, gave a sealed bid for $197,500 with a completion date of November 18^th.

Wilson recommended Renaud Brothers. Mike Renaud had said that payment could be made in two installments if needed.

Fitzpatrick made a motion to accept the bid from Renaud Brothers for $ 137,000. Johnson-Aplin seconded the motion. Motion passed 3/0.

Wilson recommended Renaud Brothers. Mike Renaud had said that payment could be made in two installments if needed.
Fitzpatrick made a motion to accept the Road Foreman’s Report. Johnson-Aplin seconded the motion. Motion passed 3/0.

ADMINISTRATIVE ASSISTANT’S REPORT: 

1. The Windham Regional Commission has announced a round of Grants for Municipal Road and Stormwater Mitigation with a 10/7/22 deadline.
2. I was able to find a Bylaw Modernization Grant from the Department of Housing & Community Development; this application deadline is November 1^st @ 6 PM. In Fiscal Year 2022, there were thirty-one applications requesting over $687,000. I have included this information for you to review.
3. I have completed the renewal application for the Town’s insurance policy. The policy is for Town-owned property, vehicle, dam listing for liability coverage, and worker’s compensation (this was based on the estimated payroll worksheets for Fiscal Year (FY) 2023/ VLCT coverage currently costs the Town $43,991 annually. FY 2024 needs to plan for a slight increase for budget season.
4. Later this week, I will start working on the figures for Blue Cross Blue Shield Health Insurance. I will have this for the Board to review during budget season.

Follow up:

Doris was the only one to give me a referral for a cleaning service they are in Brattleboro. I called and left a voicemail message today. I am waiting for a call back from Tony.

Fitzpatrick made a motion to approve the Administrative Assistants Report. Johnson- Aplin seconded the motion.

 Discussion ensued:

Sanborn recommended that Powling follow up with Jenna Wilson to see if she has a date to return to work.

 Sanborn called for the vote. Motion passed 3/0.

COMMITTEE REPORT
Williamsville Hall Chair Steve Levine reported that when he had the Preservation Trust inspect the Hall, one of the concerns was the need for roof repairs. Levine contacted two contractors that were able to give estimates on the needed repairs. Levine gave the following information concerning three projects.

Roof Repairs:

• Melanson quoted $13,900.
• Phoenix Roofers quoted $4,170; this would include an inspection of the slate roof and replacing any missing pieces. The asphalt shingles over the porch roof are in decent shape. Phoenix Roofers would need to clean them with a biologic cleaner to remove the moss and small trees. This would help keep the integrity of the roof and prevent further growth.

Levine recommended the Phoenix Roofers for the “reasonable estimate,” this work would not begin until the spring due to the amount of work the contractor has already scheduled.

Chimney:

The recommendation for dependable masons is limited; Ian Eddie, “The Chimney Doctor,” highly recommended Dan Newcomb– his estimate is as follows;

1. Take the chimney down to just below the roof and repair the slate roof for $2,500.
   The base of the chimney is in the kitchen; this is where the clean-out door is. Clean and remove all the debris. Replace the stucco around the outside of the chimney. For a cost of $2,100.
2. To re-point and repair, the chimney would be $1,000. Similar maintenance would need to be done again in 20-25 years.
3. To rebuild the entire chimney, it would be an additional $5,000, added to the previously $2,100 to repair the damage in the kitchen, for $7,100.

Dan Newcomb and Levine both recommend taking the chimney down below the roof, repairing the slate roof and doing the cleanout, and replacing the stucco around the chimney for the $4,600. This was in the cost range that the Preservation Trust had estimated.

Outside Stairway Roof

• Randy Clark stated he would build a roof over the outside stairway from the kitchen to the ground, replace the kitchen door sill and to pressure wash the front of the building and paint the front of the building. All the work is to start next week for the cost of $8,000.

Discussion ensued.

Levine has not been able to find any other general contractors with time available. The work that Clark has done for three hall committee members came with high recommendations.

Fitzpatrick made a motion to go with Randy Clark for $8,000. Johnson-Aplin seconded the motion. Motion passed 3/0.

Fitzpatrick made a motion to go with Phoenix Roofers for $4,170 for the roof repairs. Johnson-Aplin seconded the motion.
Motion passed 3/0.

 Fitzpatrick made a motion to go with Dan Newcomb for the chimney repairs in the amount of $4,600. Johnson-Aplin seconded the motion. Motion passed 3/0.

Mold issues are again a concern. A mold home test was performed by Breeze Verdant and Levine. Samples from three different areas in the Hall are as follows:

1. Lower-level Emergency Fire stairway and the door to the outside.
2. Behind the baseboard heating in the kitchen.
3. The stairway from the main lobby to the lower kitchen area.

The slides were sent out for testing, and the mold was confirmed. Levine asked the Selectboard for their recommendations; what does this mean?

• Professional cleaning by Serv-Pro,
• Get a more professional test done,
• Place a warning for those with an allergy to Mold as you enter the Hall.

Discussion:

Ed Collins made comments that in the areas where the foundation and interior wall meet, moisture or condensation is collected. The back of toilet areas is a perfect example of where condensation is obvious. Collins recommends a company from Georgia that use a product called “No More Mildew,” this is a Cleaner and a Preventer application that Collins has found to be highly effective. Levine will follow up and report back to the Selectboard on the progress.

Doris Knechtel asked if it was known when the slate roof at the Town Office had last been inspected.

Selectboard Chair Sanborn asked if Powling would research the information and let the Board know so that it could be taken into consideration.

SCHEDULED MEMBERS OF THE PUBLIC
Special Appropriations is an important part of the Newfane Town Meeting. Selectboard members and other Town employees during budget season gather information for the annual report. The procedure is for all organizations requesting funds to attend a Selectboard meeting to supply a statement explaining how the funds they receive have and will help the residents of Newfane.

• Senior Director of Development, Marketing & Community Relations Andrea Seaton from Grace Cottage Family Health & Hospital was the first to supply an overview of the program, plans, and services to the area.
• Executive Director Samantha Price from Windham County Safe Place was the second guest to give information on the non-profit program that is in Brattleboro.

 UNSCHEDULED MEMBERS OF THE PUBLIC –
None

OLD BUSINESS
ARPA updates – No updates.

Cannabis updates –   Reminder that Australian voting is on October 13^th at the Town Office in Newfane from 9 AM -7 PM. Early voting is available now; please stop in to see the Town Clerk during her normal hours.

Financial Data Transparency Act – No updates.

NEW BUSINESS
VLCT supplied the following information to answer the question asked at the Special Town Meeting on September 20^th, 2022.

1. Can a Town change the date and time of the March annual town meeting?
   Yes, but the choices of when to hold the meeting are limited. The meeting can be on Saturday, Sunday, or Monday, proceeding on the first Tuesday in March.
2. What business can be conducted at a town meeting, which is held before the first Tuesday in March?
   The town could conduct any business on that day that does not require an Australian ballot vote. All voting by Australian ballot must be done on the first Tuesday in March.
3. How does the Town change the date of the annual town meeting?
   The town can vote at either a duly warned special meeting or at an annual Town Meeting. The new date would go into effect at the next town meeting. This can also be voted on by Australian ballot; the VLCT offers a model article it reads, “Shall the Town change the date of its annual town meeting to the first, second or third day preceding the first Tuesday in March pursuant to 17 VSA sections 2640.”
4. How does the time of the meeting get set?
   The time of the meeting can be selected by the Selectboard unless the town has voted otherwise.

Town Moderator Deborah Luskin raised the following concerns in her response dated September 30th, 2022.

• Historically, a change to an evening meeting results in lower voter turnout.
• Frank Brian, a professor at UVM is the author of the book, “All Those in Favor,” (copies available at the Town Office), gives a brief synopsis of the data and has suggestions for improving attendance at town meetings.
• The date and time of the Town meeting has less to do with attendance than the importance of what is being decided. This was seen at the recent Special Town Meetings for the Gravel Pit and the correction to the tax bills but not for the hearings on the Gravel Pit and Cannabis.
• The question is not just what would be a better time, but what would make Town Meeting more meaningful?
• Voters turn out when they are asked to make specific decisions about what the Town should do.
• A comprehensive consideration of all the barriers which prevent attendance needs to be addressed.

Ed Collins mentioned that research on www.vt.gov said it is not important if the meetings are held at 2 PM or 6 PM. You need to encourage community involvement. Collins mentioned that one time Bernie Sanders had a meal served to those attending a Town Meeting in Landgrove, VT (Landgrove is a town in Bennington County, Vermont, and the population was 177 at the 2020 census.)

Doris Knechtel mentioned that she believes that the Board of Civil Authority (BCA) may have something to do with decisions about Town Meetings.

Priscilla Cotton (Chair BCA) was uncertain on what the actual decision for this matter.

Sanborn said further information would be researched and provided at the next Selectboard Meeting.

EXECUTIVE SESSION:

Sanborn asked for a motion to go into Executive Session.

1. The evaluation of an employee, Title 1 V.S.A. § 313(a) (3).

Fitzpatrick made a motion to go into Executive Session. Johnson-Aplin seconded the motion. Motion passed 3/0.
Selectboard entered Executive Session at 7:22 PM.

 Selectboard left Executive Session at 7:44 PM.
Fitzpatrick made a motion to leave Executive Session. Johnson-Aplin seconded the motion. Motion passed 3/0.

Results:  The Chair will share with the employee a written letter on Tuesday (10.4.22) afternoon.

CORRESPONDENCE

Laura Sibilia Director of Regional Economic Development Strategies – Brattleboro Development Credit Corporation (BDCC)
Sent a letter asking for support in their efforts on the ongoing work to become an Economic Development District (EDD). BDCC is a proposed multi-jurisdictional non-profit which will lead planning and development for the next five years in Southern Vermont.

Fitzpatrick made a motion to have Johnson-Aplin and Sanborn approve pay orders this week. Johnson-Aplin seconded the motion. Motion passed 3/0.

Mike Fitzpatrick, who attended by phone, withdrew and left the meeting.
 PAY ORDERS

1. Payroll Warrant No #11587                          Amount $    4,588.56
2. Payroll Warrant No #11588                          Amount $    4,967.3
3. Payroll Warrant No #11589                          Amount $     5,322.90
4. Account Payable No # 23008                       Amount $   98,281.22

Johnson-Aplin made a motion to approve Pay Orders. Sanborn seconded the motion.
Motion passed 2/0

ADJOURN:

 Johnson-Aplin made a motion to adjourn. Meeting adjourned at 8:05 PM

Respectfully Submitted,
Wannetta Powling, Administrative Assistant