Selectboard Meeting Minutes

Draft Newfane Selectboard Regular Meeting Minutes, 12/01/25

Zoom Meeting https://us06web.zoom.us/j/82923623115?pwd=Y8mwXFBz1EXkv5iWbOROTgAAO3PJ6z.1
Zoom Meeting ID: 829 2362 3115   Passcode: 974520

BOARD MEMBERS: Todd Lawley (Chair), Marion Dowling (Vice-Chair), Chris Cleverly, Katy Johnson-Aplin.

OTHERS PRESENT: Melissa Brown (Treasurer/Admin), Jay Wilson (Road Foreman), Michael Mayer (Higher Ground), David Cotton (Newfane Development Review Board).

CALL TO ORDER: The meeting was called to order at 6:00 p.m. by Chair Todd Lawley.

CONFIRM PROPERLY WARNED: Confirmed by Melissa Brown.

ADDITIONS/AMENDMENTS TO THE AGENDA: Lawley suggested moving the executive session to the end of the meeting and moving the scheduled members of the public at the beginning of the meeting. The board agreed unanimously.

SCHEDULED MEMBERS OF THE PUBLIC:

Higher Ground Cemetery – Conditional Use Permit Review and Potential Approval.

Cotton explained that the Development Review Board (DRB) had previously approved a conditional use permit with conditions approximately a year ago, but the matter was subsequently brought to the courts. Cotton stated that if all conditions, court-mandated, and state requirements have been met, then the DRB is considered satisfied.

Discussion followed regarding who should act as Zoning Administrator for this matter due to a conflict of interest with the current Zoning Administrator. Johnson-Aplin recommended appointing Brown as the Acting Zoning Administrator for this project only.

Cleverly made a motion to appoint Melissa Brown as temporary Acting Zoning Administrator for this instance only to avert any conflict of interest and sign Higher Grounds Conditional Use Permit. Dowling seconded the motion. The vote was three in favor, one abstention.  The motion passed.

Brown confirmed that the court agreement conditions have been met. Brown and Attorney Fisher reviewed the agreement, and the engineer submitted the five required reports confirming that the driveway was built according to the approved design. Mayer confirmed that the driveway was built according to specifications.

Before the Conditional Use Permit can be issued, Mayer must file with the Town Clerk a mylar plat showing numbered burial plots, pathways, and driveways.

Mayer presented to the Selectboard a print of the sign he intends to mount on a standing stone approximately five feet off the ground. The sign measures 4 ft × 2.5 ft. Brown provided Mayer with an application to complete and submit for the proposed sign.

APPROVAL OF MINUTES:

  1. October 9th, 2025, Draft Special Meeting Minutes

Johnson-Aplin made a motion to approve the October 9th, 2025, Special Meeting Minutes. Dowling seconded the motion. The motion passed.

  1. November 3rd, 2025, Draft Regular Meeting Minutes

Johnson-Aplin made a motion to approve November 3rd, 2025, Regular Meeting Minutes after the amendment of her name in the section of Board Members. Cleverly seconded the motion. The motion passed.

  1. November 10th ,2025, Draft Budget Meeting Minutes

Cleverly made a motion to approve November 10th, 2025, Budget Meeting Minutes. Johnson-Aplin seconded the motion. Motion passed with three in favor and one abstained.

  1. November 17th, 2025, Draft Regular Meeting Minutes – Tabled until next meeting.

Cleverly made a motion to table approving November 17th, 2025, Regular meeting minutes until the next meeting. Johnson-Aplin seconded the motion. The motion passed.

  1. November 24th, 2025, Draft Budget Meeting Minutes

Cleverly made a motion to approve November 24th, 2025, Budget meeting minutes. Dowling seconded the motion. The motion passed.

ROAD FOREMAN & ROAD COMMISSIONER’S REPORT:

  1. I reached out to the coordinator for Act 250 Stephanie Giles about the gravel pit and I received this on November 18th:
    1. I have deemed the application complete, and the District Commission is reviewing the application.  They are deciding whether to notice the application as a minor application or to schedule a hearing.  I’ve followed up with them recently and will hopefully have their determination in the coming days.
  2. I have heard nothing from Colin at WRC about the Newfane Village sidewalk project engineering proposal from Fuss & O’Neil.
  3. I would like to remind people not to park at the end of roads where the town plow turns around.
  4. Justin has an appointment for his CDL test.

 

DISCUSSION:

  1. Wilson explained that by deeming it complete, it starts the clock, and they have so many days to complete this.
  2. Lawley suggested that Wilson try and contract Chris Campany from Windham Regional Commission.
  3. Wilson added that it becomes very difficult for the plow trucks to turn around when vehicles are parked in the middle of the Town turnaround. Johnson-Aplin offered to post a reminder on local town websites. Lawley also emphasized that any vehicle parked in the middle of the Town turnaround will be removed at the owner’s expense.

Johnson-Aplin asked whether a date had been set for the Renaud Brothers to begin repairs on the Williamsville Covered Bridge. Wilson replied that the work is planned for early December, though no specific date has been confirmed. Lawley recommended that the repairs be scheduled during times when school buses are not using the bridge.

Cleverly made a motion to accept the Road Foreman and Road Commissioners Report. Dowling seconded. The motion passed.

Executive Session Pursuant to 1 V.S.A. § 313(a)3) – Discussion about the hiring of a public employee.

Cleverly made a motion to go into executive session pursuant to 1 V.S.A. § 313(a)3) to discuss the hiring of a public employee.  Dowling seconded the motion. The motion passed.

Cleverly made a motion to invite Brown into the executive session. Johnson-Aplin seconded the motion. The motion passed.

Lawley stated that the meeting will be reconvened in open session at the end of the executive session. The board went into executive session at 6:31 p.m.

Dowling made a motion to exit executive session. Cleverly seconded. The motion passed.

Johnson-Aplin made a motion to reconvene the regular meeting. Cleverly seconded the motion. The motion passed.

The meeting will be reconvened at 6:51 p.m.

Johnson-Aplin made a motion to hire Avarie Fitzpatrick as Administrative Assistant to the Treasurer and Zoning Administrator at $17.00/hour, not to exceed 20 hours per week. She will be under the supervision of Melissa Brown and Katie Bristol, as our Treasurer and Zoning Administrator. Cleverly seconded the motion. The motion passed.

ADMINISTRATIVE ASSISTANT’S REPORT:

Katie and I completed running the Road Crew’s driver’s licenses through the Federal Motor Carrier Safety Administration, and all records came back clear. We will also run them through the Vermont DMV as soon as we receive the signed authorization forms from everyone.

We have received the Repro Report contract and have the option to secure a 1-, 2-, or 3-year agreement. Repro remains the most competitive price we’ve been offered. The Selectboard will need to vote on the contract, and the Chair will need to sign it.

I also spoke with Attorney Bob Fisher to finalize the remaining details regarding Higher Ground Cemetery.

We have booked two more Williamsville Hall Rentals.

Johnson-Aplin made a motion to sign a three-year contract with Repro. Dowling seconded the motion. The motion passed. Lawley signed the contract.

Johnson-Aplin made a motion to approve the Administrative Assistant’s Report. Dowling seconded the motion. The motion passed.

COMMITTEE REPORTS:

  1. Williamsville Hall Committee Meeting Minutes, November 10th, 2025.

Cleverly discussed an idea for solar lighting at the hall. He located lighting units that come with their own planter-box stands, making them fully movable. He stated that his company would be willing to donate these units to the Rock River Players for use during their show times.

Cleverly made a motion to accept the Williamsville Hall Committee Meeting Minutes of November 10th, 2025. Dowling seconded the motion. The motion passed.

UNSCHEDULED MEMBERS OF THE PUBLIC: None.

NEW BUSINESS: None.

OLD BUSINESS: None.

CORRESPONDENCE: None.

Pay orders:

  1. Payroll #11759 $  5,323.83
  2. Payroll #11760 $  8,081.68
  3. Payroll #11761 $  6,426.76
  4. A/P # 26011    $ 21,382.08

 

Johnson-Aplin made a motion to accept the pay orders. Cleverly seconded the motion. The motion passed.

ADJOURN:

Cleverly made a motion to adjourn. Dowling seconded. The meeting was adjourned at 7:10 p.m.

Respectfully submitted,

Melissa Brown

Administrative Assistant