Zoom Meeting:

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

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

OTHERS PRESENT: Melissa Brown (Treasurer/Admin), Jay Wilson (Road Foreman), Austin Rice (BCTV), Karen Astley (Resident), Dan DeWalt (Resident), Michael.

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

CONFIRM PROPERLY WARNED: Confirmed by Melissa Brown.

ADDITIONS/AMENDMENTS TO THE AGENDA: None

APPROVAL OF MINUTES:

1. February 2^nd, 2026, Draft Regular Meeting Minutes

Johnson-Aplin made a motion to table the February 2^nd, 2026, Regular Meeting Minutes. Cleverly seconded the motion. Motion passed.  

2. March 2^nd, 2026, Draft Regular Meeting Minutes

Johnson-Aplin made a motion to approve the March 2^nd, 2026, Regular Meeting Minutes. Cleverly seconded the motion. Motion passed.

3. March 4^th, 2026, Draft Organizational Meeting Minutes

Cleverly made a motion to approve the March 4^th, 2026, Organizational Meeting Minutes. Johnson-Aplin seconded the motion. Motion passed.

ROAD FOREMAN & ROAD COMMISSIONER’S REPORT:

1. The agreement with Stantec for the Newfane Village sidewalk engineering has been signed and forwarded to Stantec.
2. Do you want to move forward with the shed at the Town Garage. We will need to get a building permit from the town if you want to proceed. Mike Fitzpatrick has found someone interested in laying out the building.
3. The real warm days last week got mud season started very quickly, it looks like the forecast for the next week is a much slower thaw. This should be better for the mud.
4. The new control box for the sewer pumps was installed on Friday. At this time the pumps are both working at some point we may need to replace one of them.
5. Margo at WRC is still working on the Sand/Salt shed.

Discussion:

Wilson explained that they will need to hire someone to design the layout for the pole barn. Johnson-Aplin asked if project would exceed the Town’s bidding limit. Wilson clarified that this kind of project isn’t bid out and W.W. Building Supply will give us a materials estimate. He noted that he was unsure of the cost for design services.

Lawley asked if it was being built with telephone poles. Wilson said it would be built with cross piers so nothing would touch the ground and then pressure treated materials on top of the cross piers. Estimated project cost is $27,000.00.

Johnson-Aplin asked Wilson to provide detailed layout cost and come back to the Selectboard if it’s over the $5,000.00 limit, which would require a bidding process.

Cleverly asked when the speed bumps would be installed in Williamsville. Wilson said they would be installed after there is no snow in the forecast. Wilson Anticipated mid – to late April. Cleverly asked where the location of the signs would be place. Wilson replied that they would be placed on both sides of the speed bump as required and one must be 100 ft before the speed bump.

Lawley asked which roads are being paved in Town this year. Wilson responded that Depot Hill Road is scheduled to be paved this year. Lawley noted that Radway Hill and Jail Street are in poor condition and in need of paving. Wilson suggested crack sealing could be done in the interim until full paving can be completed.

Johnson-Aplin asked whether the dirt roads have been posted. Wilson confirmed they have been posted. DeWalt asked if gas trucks were exempt from the posted roads. Wilson confirmed that they are exempt.

Lawley asked for an update on the new truck. Wilson said it was progressing good and looks good.

Cleverly made a motion to accept the Road Foremen and Road Commissioners Report.  Johnson-Aplin seconded.  Motion passed.

SCHEDULED MEMBERS OF THE PUBLIC: None.

UNSCHEDULED MEMBERS OF THE PUBLIC:

Dan DeWalt stated that he saw the Town Meeting Ad Hoc Committee listed on the agenda and attended the meeting to listen and express his interest in serving on the Committee. Brown explained that the Selectboard is still receiving phone calls and emails regarding interest and would like to finalize the Committee membership at the April 6, 2026, meeting.

DeWalt asked about the goal of seeking a new venue for Town Meeting. Lawley explained that the intent is to increase participation and improve accessibility, particularly for elderly residents. He noted that when meetings are held in Williamsville, parking can be limited and is not always plowed, making access difficult. The school offers ample parking and is consistently plowed.

DeWalt commented that the acoustics at the school are poor. He suggested conducting a community survey to gather public input on preferred locations and recommended consulting with other towns that have moved their Town Meetings to Saturdays to determine whether that change improved participation.

Lawley asked if any additional members of the public wished to speak. No one further came forward.

COMMITTEE REPORTS: None.

ADMINISTRATIVE ASSISTANT’S REPORT:

1. Appointment letters were sent out on March 5^th, with a due date of March 25^th. We will update the Selectboard on April 6^th with any vacancies.
2. VLCT is sending Wade Masure within the next month to finish his inspections of both here and the Town Garage.
3. I have attached a copy of the wireless microphone system that Chris suggested to be used for Town Meetings and other Town functions. Would you like me to order this?
4. We received appointment letters from Windham Regional Commission and Windham Solid Waste which need to be signed by the Selectboard.
5. Wannetta Powling has declined the Ethics Liaison position so the Selectboard will need to appoint someone.
6. There has been a lot of interest in the ad hoc committee. We are currently keeping a folder of names. Would you like to finalize the committee at the April 6, 2026, meeting?

DISCUSSION:

Cleverly stated that the Town will need multiple wireless microphones positioned at the front, middle, and back of the meeting space to improve audio accessibility. Austin Rice reported that the Selectboard had asked him to research available options. He stated that he consulted with Johnny Gifford, Executive Director at BCTV, who is knowledgeable in audio systems. Rice will compile recommendations and provide them to the Selectboard via email prior to the next meeting.

Cleverly shared information on a wireless microphone system he identified, noting that it was priced under $400.00 and included eight microphones. Lawley suggested that the topic be placed on the next meeting agenda for further discussion. The Board agreed.

Johnson-Aplin made a motion to have the Selectboard Chair, Todd Lawley, sign the appointment letters for Windham Regional Commission and Windham Solid Waste. Cleverly seconded the motion. Motion passed.

Lawley asked for clarification on the Ethics Liaison position. Brown explained that the Ethics Liaison serves as a dedicated contact for any ethics complaints. Brown noted that the policy has already been updated, with a few items remaining to be posted on the Town website. Additionally, the State of Vermont must be notified of the appointed Ethics Liaison.

Fitzpatrick made a motion to nominate Brown as the Ethics Liaison. Cleverly seconded the motion, which passed 4-1 (four in favor, one opposed).

Johnson-Aplin suggested taking additional time to clarify the objectives for the Town Meeting Ad Hoc Committee. Cleverly explained that the committee’s focus may include evaluating a new meeting location, day, and time. He noted that holding meetings during a standard 9–5 workday can limit participation, and that adjusting the schedule could make attendance easier. The committee would conduct research and report findings to the Selectboard for decision-making. Cleverly also suggested posting an informal survey on the Town website to gather resident input.

Johnson-Aplin recommended establishing a clear timeline, including the possibility of a special meeting to assess findings before the next Town Meeting, rather than addressing it as an article at that meeting. She proposed allowing the Committee four to five months to gather information and report back to the Selectboard.

Fitzpatrick asked if Putney holds their Town Meetings on nights or weekends. Astley replied that Putney holds theirs on Tuesdays. Fitzpatrick inquired whether Putney also holds an informational meeting. Astley stated that Putney recently began hosting an informational meeting, which had approximately 40 attendees and lasted about four hours.

Johnson-Aplin asked if someone on the Selectboard wanted to join the ad hoc committee. Cleverly responded that the committee should inform the Selectboard of when and where the meetings will be held in case someone from the board or anyone else wants to attend. Lawley stated that they need to post when they are having a meeting to inform the public so anyone can attend. The Selectboard agreed to wait until the next meeting on April 6, 2026, to create the ad hoc committee.

Fitzpatrick made a motion to approve the Administrative Assistant’s report. Cleverly seconded the motion.  Motion passed.

NEW BUSINESS: None.

OLD BUSINESS:

Follow-Up Items (10 Minutes per topic)

1. FEMA buyout of South Newfane General Store-(Brown)

KAS Report Received- Corrective Action Plan Needed

2. Personnel Policy changes/recommendations (Johnson- Aplin)
3. Knotweed Removal
4. Covered Bridge Repairs
5. Green Iron Bridge Repairs

DISCUSSION:

Brown explained that KAS Environmental (KAS) submitted a Corrective Action Plan (CAP) estimate of approximately $78,828.00. The Town has two primary options:

1. Restrict public access by installing fencing and plantings.
2. Apply for Brownfield funding through the State of Vermont, which is a 100% match program.

To pursue Brownfield funding, KAS would need to prepare the final CAP at a cost of $5,670.00. Additionally, the Town would require an Analysis of Brownfield Cleanup Alternatives (ABCA) report, estimated at approximately $3,000.00. Depending on the funding received, the Town could also apply for an 80/20 grant/loan. The worst-case cost to the Town for cleanup is estimated at $15,800, plus the cost of KAS reports.

Lawley suggested applying for Brownfield funding to determine available support. Johnson-Aplin stated that restricting access is not desirable in the center of South Newfane. Fitzpatrick noted that the project was originally intended to incur no Town expense. Brown clarified that funding is no longer available as originally planned and that costs were not budgeted. These expenses may need to be covered through Capital funds. Johnson-Aplin inquired about bidding requirements. Brown confirmed that KAS has already been awarded the prior bid, so this work is considered a continuation of the existing contract.

Cleverly made a motion to proceed with having KAS complete the CAP and ABCA reports for an estimated total of $9,000–$10,000 and to pursue Brownfield funding through the State of Vermont. The motion passed 4-1 (four in favor, one opposed). Fitzpatrick stated his opposition, citing that the project was originally intended to be at no cost to the Town.

 PAY ORDERS:

1. Payroll #11775 $ 8,514.02
2. Payroll #11776 $ 6,774.47
3. A/P # 26018 $79,541.61

Fitzpatrick made a motion to approve the pay orders. Cleverly seconded the motion. The motion passed.

ADJOURN:

Johnson-Aplin made a motion to adjourn the meeting. Cleverly seconded the motion. The meeting was adjourned at 7:05P.M.