Selectboard Meeting Minutes

Draft of Regular Selectboard Meeting Minutes, Monday, November 18th, 2024

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

OTHERS: Peter Putnam (Assistant Town Clerk), Austin Rice (BCTV), and Wannetta Powling (Administrative Assistant).

Zoom:  Henriette Mantel, Jay Wilson (Road Foreman), Kate Gehring (Planning Commission), and Melissa Brown (Treasurer).

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

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

Litchfield noted that she had been asked questions regarding the clarity of posting the Agenda to the Town website. The date of the meeting needs to be in the header.

Litchfield noted that the Rules of Procedure posted on the website have not been updated since 2021 and that the Rules of Procedure in the manual book and online do not reflect what the board stated and voted on at the organizational meeting on 3/11/2024. The administrative assistant needs to update these to include the changes in physical posting locations.

Powling was asked to follow up with VLCT regarding the accuracy of the procedures to remedy the issues and to update the Rules of Procedure.

ADDITIONS/AMENDMENTS TO THE AGENDA:
None

APPROVAL OF MINUTES:

  1. October 22nd, Budget Meeting Minutes.
    Golob made a motion to accept the regular minutes of October 22nd, and Johnson-Aplin seconded.  The motion passed. Chevalier abstained.
  1. November 4th, Regular Meeting Minutes.
    Johnson-Aplin made a motion to accept the regular minutes of November 4th, and Chevalier seconded. The motion passed. Golob abstained.
  1. November 4th, BLC Meeting Minutes
    Chevalier made a motion to accept the regular minutes of the November 4th BLC Meeting, and Johnson-Aplin seconded. The motion passed. Golob abstained.
  1. November 6th, Budget Meeting Minutes
    Chevalier made a motion to accept the regular minutes of November 6th, Budget Minutes, and Johnson-Aplin seconded. The motion passed. Golob and Fitzpatrick abstained.

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT:

  1. We have about another week of leaf blowing left to do.
  2. Covered Bridge: I have a price on an over-height warning system for the Dover side of the Williamsville Covered bridge it is attached.
  3. DMI did some more pavement repairs today. They have a few more things to do on Dover Road, hopefully the weather will cooperate.
  4. I may need a meeting to discuss the contract for the Depot Road box culvert.
  5. I have submitted the reimbursement paperwork to VTrans for the Stratton Hill repair.
  6. We received an access permit today; Christopher and I were not able to look at it before the meeting.

Johnson-Aplin made a motion to accept the Road Foreman’s report and Fitzpatrick seconded.
Discussion:
DMI paving will finish the patchwork on Depot Road near the old garage and Dover Road near the Post Office.
Wilson was asked to forward information regarding the Depot Road Box Culvert to the Board members if a meeting is scheduled. Contractor Mike Renaud should attend the meeting to address and help resolve the issues regarding the State payment. Wilson will inform the Selectboard if a meeting is needed. Golob asked if the engineer had provided updates on the ACT 250 filing. Wilson explained that there have been no updates yet.

Litchfield called for the vote to approve the Road Foreman’s report.
The motion passed.

 TREASURER’S REPORT:
Tax Sales—Melissa Brown asked the Selectboard for permission to contact the Attorney and start the Tax Sale process. The four properties that need to be considered for Tax Sale were provided to the Selectboard.

  1. # 521 VT RT 30
  2. #17 River Road
  3. #0 Railroad Lane
  4. #0 Hunter Brook Road

Golob made a motion to allow the Treasurer to start the Tax Sale Proceedings, and Chevalier seconded.
Brown will contact the attorney for availability, and schedule updates will be provided to the          Selectboard. The motion passed.

 ADMINISTRATIVE ASSISTANT’S REPORT:

  • Both here at the Town Office and at the Highway Department, we have all been experiencing email issues for several weeks. I have been given a couple of local IT businesses that can support office connectivity, email setup and management, viruses, malware, spyware protection, etc. I contacted Aaron from Europa IT this morning; he was very professional and highly knowledgeable. He is going to work up a proposal for us.
  • Countryside Alarm had to replace the Power Supply in the alarm box upstairs, which had not been done since 2011 when it was installed. The cost of the replacement was $940.00.
  • The Planning Commission submitted the revised Zoning Bylaw Amendment on November 4th.
    1. Within 120 days, the Selectboard must hold one (or more) Public Hearing. (The deadline is March 4th)
    2. This public hearing notice needs to be published in the newspaper 15 days before the Hearing and placed in three places in the town.
  • If the Selectboard makes any substantial changes, it must warn a New Public Hearing & file with the Town Clerk within ten days before a final hearing as warned.
  • Warn that a vote will take place / to adopt or reject the Zoning Bylaw Amendment after the Public Hearing. A vote must have a separate meeting and warning of the intent to vote to adopt.
  • Zoning Bylaw becomes effective 21 days after the vote.

I have drafted a NOTICE for the Public Hearing on December 16th. If the Selectboard approves, it could occur before or after the Regular Selectboard Meeting.

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

Discussion ensued:

  • Johnson-Aplin mentioned that Vermouth Computers was a good recommendation, and a second proposal would allow Selectboard to make a fair comparison and a determination about IT support. Powling will follow up with Vermouth Computers.
  • We will post a reminder for the inspection of the alarm box upstairs when Kevin Mowrey does his annual fire alarm inspection.
  • The Posting warning in the Newspaper for the Zoning Bylaw date was discussed and settled. It will be on December 16th at 5:30 p.m. Additional posting to the Front Porch Forum will be done multiple times before the hearing.

Litchfield called for the vote to approve the Administrative Assistant’s report. The motion passed.

COMMITTEE REPORTS:
(Planning Commission) Kate Gehring mentioned that they have a new candidate for nomination to the Planning Commission; Robert Crego has expressed an interest in joining. Litchfield asked Gehring to submit the letter of recommendation and a letter expressing interest from Crego, and then the Selectboard will look forward to introductions, and then the Selectboard will consider the appointment.

SCHEDULED MEMBERS OF THE PUBLIC:
New England Municipal Consultants- Ryan Silvestri – Rescheduled until Thursday, November 21st, Budget meeting for the contract for Town-Wide Reappraisal.

UNSCHEDULED MEMBERS OF THE PUBLIC:
(Assistant Town Clerk) Peter Putnam explained to the Selectboard that a plumber needs to replace a water shut-off valve in the furnace room so that Putnam can replace the vanity sink in the bathroom. In addition, he is asking to have the hot water heater replaced. The Shower is here for emergency purposes. The time would be a couple of weeks. Putnam mentioned that he has taken on the maintenance responsibility because no one is available.

Putnam was asked to supply the estimates needed for the work and replacement of the water heater. Chevalier mentioned that an on-demand water heater might be another option that does not require keeping the water heater and asked for a price comparison.

Putnam will provide an update at a future budget or regular meeting.

NEW BUSINESS:
Review FY 2026-2027 Contracts for services – Tabled until the November 21st budget meeting.

OLD BUSINESS:
Housing Grant Proposal: (Golob – Gehring)
Golob said she had sent it to the attorney to review the proposal.

FEMA buyout of South Newfane General Store (Golob)
Golob emailed the contractor to confirm that the scheduled dates for deconstruction work on the South Newfane Store were still accurate. I am waiting for confirmation, and I will update the Selectboard and Wilson when a response is received.

 Personnel Policy changes/ recommendation (Johnson-Aplin/Chevalier)
No updates

Town Website Design – (Golob & Johnson-Aplin)
Work has started on drafting the website design, and progress updates will be provided at additional meetings.

CORRESPONDENCE:
Thank you letter from Kate Kirkwood Program Coordinator Windham County Lead Hazard Control and Healthy Homes Capacity Building Program.

Golob mentioned that she would not be running for reelection in March. Appreciation for the work the Golob has done was expressed by the entire Selectboard.

Golob and Fitzpatrick attended remotely and left the meeting at 6:45 p.m.

PAY ORDERS

  1. Payroll # 11706                $ 6,922.40
  2. Payroll #11707                 $ 5,683.29
  3. AP #25008                         $ 196,072.30

Johnson-Aplin made a motion to approve pay orders and Chevalier seconded.
The motion passed.

ADJOURN:
Johnson-Aplin made a motion to adjourn. The meeting was adjourned at 6:58 p.m.

Respectfully submitted,
Wannetta Powling,
Administrative Assistant