Monday, July 17th, 2023, Selectboard Regular Minutes

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

OTHERS PRESENT:
Michael Mayer, Kate Gehring (Planning Commissioner), Barbara Molnar, Jean- Edmond Molnar, Austin Rice (BCTV), and Wannetta Powling (Administrative Assistant.)
Via Zoom:  Jay Wilson (Road Foreman), Jane Douglas (Planning Commissioner), Debbie Barry.

 

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:  
None

APPROVAL OF MINUTES:
July 5th, 2023, Special Meeting

Fitzpatrick made a motion to accept the July 5th minutes, and Johnson-Aplin seconded the motion.
Motion passed 4/0


July 12th, 2023, Emergency Meeting

Johnson-Aplin made a motion to accept the July 12th minutes, and Golob seconded the motion.
Motion passed 4/0

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT:

  1. VTRANS is doing bridge inspections for us since the flood. The bridges that have been completed 14 do not require anything 6 need some work, none are serious and there are still a few more to inspect.
  2. VT 211 has just one property listed so far that may be looking for flood damage help.
  3. We have 5 sites out to bid and several more to go out to bid.
  4. VTRANS has a figure on the damaged roads they have assessed to this point of $300,000 and we have quite a bit to add to that figure.
  5. We have two access permits to consider.

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

Discussion: Ensued

The vote was called. Motion passed 4/0
Sealed Bids were opened.

Adams Hill Repair Bid

  1. Fitzpatrick Excavating from Wardsboro, VT Bid amount $ 138,000.00.

Discussion: Ensued
Wilson said that with Hazard Mitigation, this would include increasing the size of the culverts to be added. Golob reminded the Selectboard that there were still funds in ARPA to help cover the cost if FEMA did not approve the Mitigation changes to cover the culverts.

Johnson-Aplin made a motion to accept the only bid, Golob seconded the motion.
Motion passed 3/0. Fitzpatrick had recused himself.

Baker Brook Road Bid

  1. Fitzpatrick Excavating from Wardsboro, VT Bid amount $ 42,500.00.

Golob made a motion to accept the only bid. Johnson-Aplin seconded. Motion passed 3/0. Fitzpatrick had recused himself.

Dover Road Bid

  1. Fitzpatrick Excavating from Wardsboro, VT Bid amount $ 28,000.00
  2. S. Clark & Sons from Newfane, VT Bid amount $   3,850.00

Discussion: Ensued

Wilson excused himself to confirm with A.S. Clark that this was an accurate bid and not a misunderstanding regarding the job specs. Wilson confirmed that the bid from A.S. Clark was good.
Johnson-Aplin made a motion to accept the A.S. Clark & Sons, Golob seconded the motion.
Motion passed 3/0. Fitzpatrick had recused himself.

 Eddy Road Bid

  1. Jake Beattie Bid amount $ 132,750.00.
  2. S. Clark & Sons from Newfane, VT Bid amount $ 135,700.00

Golob made a motion to accept the bid from Jake Beattie. Johnson-Aplin seconded.
Motion passed 4/0

 Penner Road Bid

  1. Joe Marino / Deer Hill Properties                 Bid amount $ 15,300.00.
  2. S. Clark & Sons from Newfane, VT Bid amount $ 4,950.00

Fitzpatrick made a motion to accept the bid from A.S Clark, Johnson-Aplin seconded.
Motion passed 4/0

Access Permit request submitted by Michael Mayer, Manitou Project
Discussion: Ensued

Michael Mayer gave his understanding of the procedures that need to be followed from the Environmental Court.

Fitzpatrick made a motion to approve the access permit with the Road Foreman’s recommendation for there to be a twenty-foot level access from the road and to install a fifteen-inch culvert, and to meet the conditions from Environmental Court dated May 31, 2023. Golob seconded. Motion passed 4/0

Fitzpatrick made a motion to authorize Chair Sanborn to sign the access permit, Johnson-Aplin seconded. Motion passed 3/0/1. Sanborn abstained.

Access Permit request submitted by Todd Strickland at #68 Dover Road
Discussion: Ensued

Wilson said that the stakes and paint marked the proposed driveway. Powling asked if there were any conditions from VTrans regarding access on a Federal Classed Road. Wilson will confirm this with VTrans Tuesday.

Fitzpatrick made a motion to approve the access, providing VTrans had no problem with the access. Golob seconded.

Fitzpatrick made a motion to authorize Chair Sanborn to sign the access permit, Johnson-Aplin seconded.

Motion passed 3/0/1. Sanborn abstained.

***Tuesday, pending clarification with VTrans, another site visit will be required.

In closing, Wilson wanted to inform the Selectboard that VTrans have been very accessible and supportive in responding to the issues in Newfane after the recent heavy rains.


ADMINISTRATIVE ASSISTANT’S REPORT: 

  1. James Bressor attended the July 13th Planning Commission meeting. He is interested in serving on the Planning Commission. Would the Selectboard like to make a motion to appoint James Bressor to a one-year appointment to serve on the Planning Commission?
  2. I have asked local contractors if they would submit estimates for repainting the trim on the Town Office building. I want to present these at the August 7th meeting to move forward with the necessary building maintenance.
  3. I confirmed with Carol Hesselbach that the Planning Commission By-law Changes were filed with her on June 8th. This confirms that the warning and Public Informational meeting on September 5th will still meet for 120 days with an end date of October 3rd.
  4. There has been a report of Graffiti on the retaining wall between the two entrances to Wildwood Acres and under the south end of the bridge over the mouth of the Rock River. This is a concern to the area residents who would like to see this removed.
  5. Cindy Lawley has been cleaning the Town Office and does a fine job when she and her companion are here. Just recently, she was inconsistent with her scheduling, and I spoke with her about needing to be more consistent.
  6. For Newfane to have our local emergency information posted on VT Alert. the town needs to sign a letter of Adoption and send it to the Vermont Emergency Management, agreeing to use the system. The VEM is operational 24 hours a day and they would post our Emergency Alerts. Would the Selectboard make a motion to accept using VT Alert’s Emergency system and authorize Angela to sign the letter?

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

Discussion:

  1. Kate Gehring (Chair P.C.) endorsed the appointment of James Bressor to the one-year appointment to the Planning Commission.
    Fitzpatrick made a motion to appoint James Bressor to the P.C. for one year, Johnson-Aplin seconded. Motion passed 4/0
  1. Fitzpatrick agreed to getting the three painting estimates for the Town Office Building.
  2. Golob wanted to know if the Board would agree to change the Informational Hearing from September 5th to August 21st to have members from Windham Regional able to attend the hearing. The Board agreed. It was confirmed that there was sufficient time to warn the hearing.
  3. Wilson was asked if the graffiti on the retaining wall and under the bridge could be removed with a pressure washer or if the paint was needed. He confirmed that painting is normally the best way to cover it up. This will need to be managed after the flooding issues are dealt with. Powling was asked to respond to the complaint.
  4. Fitzpatrick made a motion to continue to use Cindy Lawley for Town Office cleaning. Johnson-Aplin Motion passed 4/0
  5. Golob made a motion to authorize Sanborn to sign the VT Alert’s Emergency adoption letter. Johnson-Aplin seconded. Motion passed 3/0; Sanborn abstained.

The vote was called. Motion passed 4/0

COMMITTEE REPORT:  Kate Gehring (Chair P.C.) thanked the Selectboard for the appointment of James Bressor. Gehring also gave a brief update of the work that the PC has been doing. In addition, she expressed concerns for the lack of affordable housing (rentals) and would like to participate with the Selectboard on further discussions.

SCHEDULED MEMBERS OF THE PUBLIC:
None

UNSCHEDULED MEMBERS OF THE PUBLIC
None

OLD BUSINESS:

  1. Town Beautification suggestions (Chevalier) Tabled until August 7th Meeting.
  2. FEMA buyout of South Newfane General Store (Golob) No Update
  3. ARPA Funds Updates (Golob)  No Update
  4. Flood Plain River Corridor By-Law proposed changes.

Discussion:
The Administrative Assistant’s report clarified that the Planning Commission filed the revised Bylaw Change with the Town Clerk on June 8th. A representative from the Windham Regional Commission cannot make the September 5th public hearing. The Selectboard agreed to move the hearing to August 21st at 6 pm.

  1. Personal Policy Recommendations (Johnson-Aplin).

Discussion:
Johnson-Aplin will be submitting the revised document to the Vermont League of Cities and Towns and requesting that they review it.

NEW BUSINESS
None

CORRESPONDENCE:
Salvatore -The letter concerned the difficulty in finding affordable housing in Newfane and asked if the Selectboard maintained data on rental units, including residential and AirBnB’s.
Golob shared her thoughts and agreed that it is one of the hardest issues to be able to address. This will be considered for future discussions.

Ann Golob attended via Zoom and left the meeting at 7:06 pm.

PAY ORDERS

1.       Payroll Warrant # 11632                   Amount $      6,701.15
2.       Payroll Warrant # 11633                   Amount $      8,748.45
3.       Account Payable # 24002                 Amount $     108,381.28

Fitzpatrick 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 7:15 P.M.

Respectfully Submitted,
Wannetta Powling, Administrative Assistant