Planning Commission Regular Meeting Thursday, December 8, 2022: 6:00 pm

Planning Commission Regular
Thursday, December 8, 2022: 6:00 pm

 On January 18, 2022, Governor Scott signed Act 78 into law. The purpose of the Act is to allow public bodies to “organize and hold open meetings in a manner that will protect the health and welfare of the public while providing access to the operations of government.” The Act does this by allowing temporary Open Meeting Law procedures that will remain in effect until January 15, 2023. Among the temporary allowances is that municipal public bodies can hold completely remote meetings through electronic participation only without designating a physical meeting location and electronic posting for agendas and special meeting notices.

 https://us06web.zoom.us/j/86101423882?pwd=WGdLLzlhREJkdWRuSXlJQ3VsSEplZz09
Meeting ID: 861 0142 3882                   Passcode: 446610

Dial by your location                +1 646 558 8656 US (New York)                          +1 646 931 3860 USMeeting ID: 861 0142 3882                   Passcode: 446610                                                                   Find your local number: https://us06web.zoom.us/u/kcqmzGKkVv

 AGENDA

  1. Call to order                                                                                                                    6:00 p.m.
  2. Introductions (Commission members, guests, and members of the public)      6:01 – 6:10
    Additions to the Agenda                                                                                                6:11 – 6:15

(“Additions” might include a suggestion for an action step with a specific timeline

and a person assigned to the action step or a suggestion for a future agenda item.)

  1. Review & Approve Minutes for November 10 meeting                                           6:16 – 6:30
  2. Unscheduled members of the public                                                                         6:31 – 6:35
  3. Old Business                                                                                                                   6:36 – 8:30
  4. Floodplain & River Corridor Zoning bylaw revision proposal update – Ken         6:36 – 7:05
  5. Bylaw Modernization Grant update – Ken                                                                 7:06 – 7:12
  6. Housing Panel – Kate                                                                                                     7:13 –7:26
  7. Report-back from Town Meetings and/or Selectboard meetings – all                   7:27 –7:36
  8. Broadband update, Deerfield Valley Communications Union District – Jane       7:38 – 7:45
  9. Development Review Board (DRB) update – Walt                                                     7:46 – 7:56
  10. Short-term rentals – next steps                                                                                    7:57 – 8:15

VII. New Business                                                                                                                   8:16 – 8:52

  1. Planning Commission membership/thinking ahead to March 2023                     8:16 – 8:30
  2. December 22 quorum confirmation / January 12 & 26 meeting confirmation    8:31 – 8:41
  3. Agenda Building for next meeting                                                                               8:42 – 8:52

VIII. Correspondence                                                                                                           8:53 –8:57

  1. Adjournment                                                                                                                  8:58

Posting locations: Newfane Town Office, Moore Free Library, Williamsville Post Office, WW Building Supply Town of Newfane web site:     https://newfanevt.com/meetings/meeting-schedules/   https://newfanevt.com/meetings/planning-commission-minutes/

Next Meeting: December 22

Newfane Selectboard Regular Meeting Agenda Monday, December 5, 2022, 6:00 pm

Please Note: Newfane will now require Zoom participants to remain muted. If they wish to be recognized, they will need to raise their hand, and the Chair will recognize them before being un-muted.
 https://us06web.zoom.us/j/97227911757#success
  (copy and paste the link into your web browser)

  • CALL MEETING TO ORDER
  • CONFIRM PROPERLY WARNED
  • ADDITIONS/AMENDMENTS TO THE AGENDA
  • APPROVAL OF MINUTES                                                                                                                                November 21, 2022, Selectboard Minutes
    November 28, 2022, Budget Minutes
  • ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT
  • ADMINISTRATIVE ASSISTANT’S REPORT
  • COMMITTEE REPORT
  • SCHEDULED MEMBERS OF THE PUBLIC (5-7minutes per speaker)                                                  Social Appropriation Requests
    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
    8. Kevin Brennan – Southeastern Vermont Community Action
  •  UNSCHEDULED MEMBERS OF THE PUBLIC
  • OLD BUSINESS (10 Minutes per topic)
    1. Town Office renovations: a review of proposals (Powling)
    2. Moving the monument located on Jail Street further back to protect it from snowplows (Sanborn).
    3. ARPA Updates: a review of documentation for town website – see https://newfanevt.com/arpa-information-and-funding-status/; review of two funding requests: DV Fiber and Emergency Generators (Golob)
    4. Cannabis Updates: (Johnson-Aplin)
    5. Flood Hazard By-law Update
    6. Traffic Calming, including finalizing membership of the new committee (Sanborn)
    7. Town Beautification suggestions (Chevalier)
    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?
      • Does the Selectboard want to consider how to spend the $500 in the budget for board compensation?
      • Evaluate whether we should put oil purchases for heating out to bid to lock in a lower price.
    9. Discuss ideas for a 250-year celebration of Newfane’s founding.
    10. Route 30 construction planned for summer 2023 and impact on parking for swimming holes. (Sanborn; Wilson)
  • NEW BUSINESS
           Potential Tax Sales
    Review of procedures to calculate and approve annual tax rate (Golob)
  • CORRESPONDENCE
  • PAY ORDERS
  • ADJOURN

 

TOWN OF NEWFANE PLANNING COMMISSION REGULAR MEETING DRAFT MINUTES of November 10, 2022

pending approval at our next regularly scheduled meeting on December 8

COMMISSION MEMBERS PRESENT: Ken Estey, Jane Douglas, Kate Gehring, Max Vandervliet

OTHERS PRESENT: Walt Dadik (Development Review Board)

CALL TO ORDER
Ken called the meeting to order at 6:02 pm.

ADDITIONS/AMENDMENTS TO THE AGENDA
No additions or amendments to the agenda.

MINUTES
Ken presented the October 27 meeting minutes for review. Max moved to accept the minutes as presented. Ken seconded the motion. Motion passed 3-0 with one abstention

UNSCHEDULED MEMBERS OF THE PUBLIC
None.

OLD BUSINESS

  1. Floodplain & River Corridor Zoning bylaw revision proposal update: We agreed to move the date of the public hearing to January 17, 2023. Ken will reach out to Merle Tessier (Zoning Administrator) to discuss the proposed bylaw. Ken will contact Alyssa Sabetto (Windham Regional Commission) to confirm that she will be able to attend the public hearing on January 17. Ken will inform the members of the Commission about her availability for that date.
  2. Bylaw Modernization Grant update: Ken will reach out to Sue Westa (Windham Regional Commission) for an update on its status.
  3. Tiny House Zoning bylaw revision: Jane reported she is waiting until the completion of the Floodplain and River Corridor bylaw approval process to take the next steps.
  4. Report-back from Town Meetings and/or Selectboard meetings: Jane reported that the Selectboard agreed to January 17, 2023 as a date for the Planning Commission public hearing on the floodplain and river corridor bylaw revision. By so doing, this enables all members of the Selectboard to attend the hearing as this date is also the date for a regularly scheduled Selectboard meeting. Jane reported that she submitted a letter requesting $15,000 to be drawn from Newfane’s ARPA share to support Newfane customer access to DVFiber. Jane also reported that the Town of Newfane is now open to receive requests for the use of ARPA funding.
  5. Fall 2022 Planning Commission priorities, sequencing, assignment of projects: No updates.
  6. Broadband update, Deerfield Valley Communications Union District: Jane reported that DVFiber has commenced construction in Stamford and Readsboro.
  7. Development Review Board (DRB) update: Walt reported that there are no active inquiries and applications at this time.
  8. Short-term rentals: The Planning Commission agreed to work on a “framework of action” to chart the next steps on the short-term rentals. It was noted that Dover has a registry for all rental property.
  9. Budget request for Fiscal Year 2024: No report.

NEW BUSINESS

  1. Next meeting: Ken proposed a motion that the Commission cancel the November 24 meeting as this is Thanksgiving Day. Jane seconded the motion. The motion passed 3-0. The next meeting will occur on the regularly scheduled 2nd Tuesday of December: December 8.
  2. Agenda Building: Planning Commission reviewed the agenda for December 8.

CORRESPONDENCE
No correspondence.

ADJOURNMENT
Ken proposed a motion to adjourn at 6:55 pm, Jane seconded. Motion passed by unanimous voice vote.

Respectfully Submitted,
Ken Estey

Budget Meeting Minutes November 28, 2022, @ 6:00 PM

Budget Meeting Minutes November 28, 2022, @ 6:00 PM
In-Person & Zoom
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).

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 5th 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 12th 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 12th.

  • 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 5th 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 250th 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 5th 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

Regular Selectboard Minutes November 21st, 2022
https://us06web.zoom.us/j/97227911757#success
(copy and paste the link into your web browser)

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 28th, 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 250th 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

 

 

 

 

Budget Meeting Agenda Monday, November 28, 2022, @ 6:00 PM

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

  • CALL TO ORDER
  • ADDITIONS/AMENDMENTS TO THE AGENDA
  • CONFIRM MEETING PROPERLY WARNED
  • MEMBERS OF THE PUBLIC
  • NEW BUSINESS:
    • Capital Budget
    • Expenditures
    • Open Items
    • Articles including Social Appropriation Donations
    • Salaries
    • Law Enforcement
    • Warnings

OLD BUSINESS:

    • Dedication
    • Personnel Reviews – Status


Follow-up items

    • 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. Open from 11/1/22
    • Powling will contact WCHS (Windham County Humane Society) to confirm whether Newfane still receives any of the fees from Newfane dogs that are impounded. Open from 11/1/22
    • 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. Open from 11/1/22
    • Powling will contact Bahman Mandavi and get budget information for the redesign of the town website to make it more user-friendly. Open from 11/1/22

    • Powling will present the recommendations and budget information from Walter Hagedorn for the Town office gardens. Open from 11/1/22
    • 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 11/14/22

    • Several items were put on hold until Powling was available to provide further information. These included: funding requests from the Planning Commission; updated information on unemployment insurance rates and worker’s compensation rates; annual report expense; professional audit expense. Added 11/14/22
    • Sanborn 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
    • Johnson-Aplin brought up several suggestions for celebrations of Newfane’s 250th. 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
    • 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 this further with the Bond Bank and get back to Selectboard to confirm that this can be done.
  •   ADJOURN

Board of Liquor Control Monday November 7th, 2022

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

CALLED TO ORDER:  Ann Golob called the Board of Liquor Control to order at 8:11 P.M

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

OTHERS PRESENT:  BCTV Producer Austin Rice and Administrative Assistant Wannetta Powling

REVIEW AND APPROVAL OF LIQUOR LICENSES:

The catering Liquor application for The Black Perl LLC. To serve at the November 14th Rescue Inc. Dinner.

Johnson-Aplin made a motion to approve the catering Liquor application for The Black Perl LLC.  Fitzpatrick seconded the motion. Motion passed 4/0.

ADJOURN:
Johnson-Aplin made a motion to adjourn the Board of Liquor Control at 8:14 pm; returning to the Regular Selectboard meeting, Chevalier seconded the motion. Motion passed 4/0.

 

 

 

Budget Agenda November14, 2022 @ 6:00 PM

Please Note: Newfane will now require Zoom participants to remain muted. If they wish to be recognized, they will need to raise their hand, and the Chair will recognize them before being un-muted.
https://us06web.zoom.us/j/97227911757#success
(copy and paste the link into your web browser)

CALL TO ORDER

ADDITIONS/AMENDMENTS
TO THE AGENDA

CONFIRM MEETING PROPERLY WARNED

MEMBERS OF
THE PUBLIC

OLD BUSINESS:
Town Report Design
Dedication
Revenue

NEW BUSINESS:
Capital Budget
Expenditures
Articles
Warnings
Social Appropriations Donations

OLD BUSINESS:

 ADJOURN

 

 

Regular Selectboard Meeting Monday, November 7th, 2022

Regular Meeting Monday, November 7th, 2022
https://us06web.zoom.us/j/97227911757#success
(copy and paste the link into your web browser)

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

OTHERS PRESENT: Richard Marek, Jane Douglas (Planning Commission), Alex Beck (BDCC/SeVEDS), Laura Sibilia (BDCC/SeVEDS), Austin Rice (Producer BCTV), and Wannetta Powling (Administrative Assistant).

Zoom –Jay Wilson (Road Foreman), Deborah Luskin (Moderator), Maggie Lewis (The Gathering Place), Libby Bennett (Ground Works), Breeze Verdant, Patty Johnson.

CALL TO ORDER: The meeting was called to order at 6:00 pm by Selectboard Vice-Chair Ann Golob.
CONFIRM PROPERLY WARNED: Powling confirmed the meeting had been properly warned.

ADDITIONS/AMENDMENTS TO AGENDA:    Johnson-Aplin made a motion to add Jane Douglas to the Committee Reports. Chevalier seconded the motion. Motion passed 3/0.

Richard Marek – President of HSWC (Historical Society of Windham County), wanted to inform the Board that the town’s 250th anniversary will be on Town Meeting Day in March 2023.

HSWC is preserving the heritage of our past and present for future generations. The HSWC plans to assume stewardship of the historical Newfane jail, renovate the inside of the building, and install an elevator for access to the second and third floors. Marek is asking for a one-time donation of $25,000 from Newfane. This will allow them to start the renovations of the space needed to provide more display cases and art that is currently not on view at their current location. The current building will be transformed into the Archival, Genealogy, and Research Center.

They will research other grants through the State Historical Preservation group and the Windham County Preservation, but these amounts are small, and they are looking at a renovation budget of $250,000 – $300,00 so most of the funds will need to come from community fundraising.

Selectboard: “If Newfane is being asked for $25,000, what amount are other towns being asked to provide?”

Marek: “There will be a need to temper the ask of the other Towns to what we realistically feel we could get. Part of the problem is that over the years, individual towns tend to focus on their local historical society rather than the county society.”

Selectboard: “What is the time frame to start construction? Does all the money need to be in hand before renovations begin?”
Marek explained that they had an endowment of $260,000 they could draw on so they could get started immediately on the renovations and then replenish the endowment over time. They did this with the rail depot station project a few years ago and it worked well.

Selectboard expressed concerns that it was a “big ask” and what if we split it up over several years?
Marek replied that it would be acceptable to split the $25,000 into two separate fiscal years.

APPROVAL OF MINUTES:

  1.  October 17, 2022, Regular Meeting.
    Fitzpatrick made a motion to approve the October 17thregular minutes. Johnson-Aplin seconded the motion. Motion passed 4/0.
  2. November 1st, 2022, Budget Meeting
    Chevalier made a motion to approve the November 1st budget minutes. Fitzpatrick seconded the motion. Motion passed 4/0.

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT:

  1. Nothing new on 254 Depot Road box culvert.
  2. The Arch Bridge is awaiting the guardrails, which are expected next week.
  3. The sand/salt shed has nothing new.
  4. The repairs to Bridge #41 off Baker Brook Road started today, the lead removal permit was received, and they have begun removing the paint in the area the repair is needed.
  5. We got the crosswalks and speed limits painted last weekend.
  6. We have an access permit for Hunter Brook.

Fitzpatrick made a motion to approve the access permit, following the recommendations of the Road Foreman and the Road Commissioner’s recommendations. Johnson-Aplin seconded the motion. Motion passed 4/0.

  1. The Monroe Bridge project is getting close to being completed
  2. The Roy Brooks bridge is scheduled for the week of November 20th
  3. The excavator was swapped this past week, and the board needs to authorize a signer for the paperwork.

Golob read a portion of the new lease agreement from Caterpillar into the record.
Wilson was asked to explain the purpose of the agreement.
Wilson explained that the previous agreement was for a much larger machine and was a ten-year lease. By trading it in for the smaller machine, Newfane got a new machine for $3,500 a year less than if we had continued with the previous agreement.

Fitzpatrick made a motion to authorize Ann Golob to sign the new Lease agreement. Chevalier seconded the motion. Motion passed 4/0.

Wilson clarified that the Excavator agreement would continue to be an article for the voters to approve at Town Meeting.

  1. I got the pictures of the FEMA land and am submitting them to the state with the paperwork.

Discussion
On October 31, 2022, Newfane was notified that the 2019 Fiscal Year grant was awarded to Newfane in the amount of $ 7,612.50 to make updates to the Town’s Local Hazard Mitigation Plan.
Fitzpatrick made a motion to authorize Ann Golob to sign for the Vermont Emergency Management award. Johnson-Aplin seconded the motion. Motion passed 4/0.

Luskin – Myra Fessler asked if there was going to be a celebration to mark the opening of the Arch Bridge. Golob asked if Luskin would be willing to be the lead to plan a celebration event, and Johnson-Aplin volunteered to help with whatever was needed, such as:

  • Ribbon Cutting
  • Parade
  • Music / Entertainment
  • Display Historical photo

The plan is to have the bridge open before Thanksgiving. It was mentioned that there is yet to be a definite date for the bridge’s opening because it is dependent on the arrival of the new guardrails for the bridge. The preparations will need to be flexible as there will be little notice.

Golob made a motion that Deborah Luskin and Katy Johnson-Aplin plan the Events for the Grand Opening. Chevalier seconded the motion. Motion passed 4/0.
Fitzpatrick made a motion to accept the Road Foreman’s Report. Chevalier seconded the motion.
Motion passed 4/0.

ADMINISTRATIVE ASSISTANT’S REPORT: 

  1. Steve Levine and I met last week to review the procedures for renting Williamsville Hall; we will follow the same guidelines in the future. When booking the rentals for the Hall It was discovered that there were unaccountable keys that had not been returned after the rental of the Hall. Then there are people that we were not aware of having keys. Steve and I agree that we need to change the locks on the front of the building; we will have a set number of keys made with “Do Not Duplicate” on the key. There will be a list of those given a key, like the one I have for the Town Office.
  1. Melissa and I have worked on the figures for the employee’s health insurance; this will need to be decided at the November 14th budget meeting – the new deduction will start coming out in December.

Follow up
I have attached the scope of work for the cleaning that the Selectboard requested at the meeting on October 17th. Would you like to proceed with putting this cleaning out to bid in the reformer?  The scope of work was read to the entire Board. The Selectboard agreed to authorize Powling to proceed with sending out to bid.
Johnson – Aplin made a motion to approve the Administrative Assistants Report. Chevalier seconded the motion. Motion passed 4/0.

COMMITTEE REPORT
Deborah Luskin (Town Moderator) Town Meeting Day, What other changes could be made to encourage more attendance and to make it easier to promote attendance?
Golob mentioned that at the last discussion regarding the Town Meeting, ideas that were provided included,

  • Could we offer childcare,
  • Serve food, or have a potluck?
  • Can we provide rides to people who need them?
  • Are we going to offer remote access?
    The new Roberts Rules of Order 12th Edition contains information regarding holding Hybrid meetings. Austin Rice would be willing to share Technologic Assistance.
    Powling was asked to report back at the November 21st meeting who would be willing to organize the food arrangements.

Luskin discussed whether Selectboard is interested in pursuing the hybrid meeting option. If they are, she will research it more thoroughly. The Selectboard agreed that the first two questions that need to be answered are:

  • Is adequate internet and technology available at the Williamsville Hall location to hold a hybrid meeting?
  • What do we need to approve holding a hybrid meeting to move forward? Does this take a vote of the town or just the Selectboard?

Golob asked for someone to make a motion for Deborah Luskin to work with BCTV producer Austin Rice to work on the capabilities for holding a hybrid Town Meeting.

Chevalier made the motion. Fitzpatrick seconded the motion. Motion passed 4/0.

Jane Douglas: The Planning Commission (PC) has been reviewing the bylaw update recommendations for the Floodplain and River Corridor. The PC would like the entire Selectboard to be in attendance for the presentation (which will be led by Alyssa Sabetto from the Windham Regional Commission) and will be ready to present its recommendations on January 17th at 6:00pm. This is the time for the regular Selectboard meeting but in this situation the time will be dedicated to the Planning Commission to have their hearing. After the presentation, at approximately 7:30pm, the Selectboard will hold their regular meeting.

These updates are essential not only because once they are adopted, the town can receive a greater reimbursement from FEMA should there be another event like Tropical Storm Irene, but more importantly it will allow the town to better prepare and insure against greater damage by adopting zoning changes now about what can and cannot be built in the river corridors and floodplains.

Douglas mentioned that at the October 17th meeting, she saw that ARPA funds were used as a matching grant for the Bylaw Modernization Grant. “Can you confirm there is a process to request funds from ARPA?”

Golob confirmed, “that the Selectboard was receiving requests.”
Douglas mentioned that she had resubmitted an amended DV Fiber letter today for $15,000 and would have Steven John available to answer any questions or concerns.

Douglas said she would be submitting an ARPA funds request for the Newfane Anew project, NewBrook News for an appropriation of $3,000 to cover the cost of publication for the January edition because the appropriation request for the next fiscal year would not be available to print the newsletter in January.

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

  1. Libby Bennett – Groundworks
  2. Alex Beck – BDCC/ Southern Vermont Economy Development Service
  3. Maggie Lewis- The Gathering Place
  4. Hal Moore- Health Care and Rehabilitation Services – NO SHOW – Reschedule

UNSCHEDULED MEMBERS OF THE PUBLIC
None
OLD BUSINESS

ARPA Updates – No updates.
Cannabis Updates – Katie Aplin-Johnson had no recent updates; discussion ensued about the importance of setting up a Cannabis Control Commission for the town as soon as feasible and that we could use what other towns have been doing as a model. Aplin-Johnson will have materials to present to the Board at the next meeting.

Flood Hazard By-law Update
– No updates.

Traffic Calming

Five Newfane residents have signed up to join the Traffic Calming Committee. In addition, the Road Foreman, Johnson-Aplin, and Chevalier will join. The question was raised whether anything formal needs to be done to set up the committee. Powling will follow up with information from VLCT. She will also send out another Front Porch Forum post to see if anyone else wants to volunteer.

Golob recommended the following agenda items for the committee:

  • Review the list of recommendations from VTrans and work with Jay Wilson toward requesting a pedestrian safety report for Dover Road.
  • Review the proposed sign for the village of Williamsville and make recommendations for the final design to the Selectboard.
  • Review the reports that are generated from the radar signs and work with Wilson on any changes to the report formats that would make them more helpful to the committee.
  • Work with Jay Wilson on the location of the radar signs. Since they can be moved around, are there other locations that would be useful to place them to address speeding concerns?
  • Look at the online form that Brattleboro uses to allow residents to report traffic concerns to their Traffic Calming committee. Would something similar be useful for Newfane?

Aplin-Johnson suggested that the first order of business for the committee should be defining their mission statement.

Chevalier requested information on the history of accidents over time.

Golob suggested that one other effort that should be researched is how we might address beautification plans for both their own sake and to encourage drivers to be more careful and drive slower.

Chevalier agreed to take the initiative in getting the program started. Ideas were discussed regarding using some of the saved steel from the takedown of the Arch Bridge and shaping it into flower containers. This will become a new item to be added to the agenda.

NEW BUSINESS
None

CORRESPONDENCE
None

Fitzpatrick made a motion to suspend the Regular Selectboard meeting; Chevalier seconded the motion. Motion passed 4/0

The Selectboard meeting was suspended at 8:11 pm.
The Selectboard meeting resumed at 8:14pm.

Mike Fitzpatrick, who attended remotely, left the meeting at 8:14 p.m.

 PAY ORDERS

1.       Payroll Warrant No #11592                          Amount $         4,691.33
2.       Payroll Warrant No #11593                          Amount $         4,836.16
3.       Payroll Warrant No #11594                          Amount $          6,164.82
4.       Account Payable No # 23010                       Amount $   1,026,726.17
Johnson-Aplin made a motion to approve Pay Orders. Chevalier seconded the motion.
Motion passed 3/0.

ADJOURN:   
Johnson-Aplin made a motion to adjourn. Meeting adjourned at 8:24 p.m.

Respectfully Submitted,
W. Powling, Administrative Assistant
ALS/ AG

 

Newfane Board of Liquor Control Monday November 7th, 2022

Please Note: Newfane will now require Zoom participants to remain muted and need to raise their hands; the Chair will recognize them before being allowed to unmute.

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

www.zoom.us/joinameeting                     ID: 972 2791 1757                 Passcode: 352680

  •  Agenda
  • Call Meeting to Order
  • Review Catering Permit –

The Black Perl LLC / Annual Rescue Board Meeting Dinner 11.14.22

  • Adjourn

 

Newfane Selectboard Regular Meeting Agenda Monday, November 7th, 2022, @ 6 pm

Please Note: Newfane will now require Zoom participants to remain muted. If they wish to be recognized, they will need to raise their hand, and the Chair will recognize them before being un-muted.

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

  • CALL MEETING TO ORDER / CONFIRM PROPERLY WARNED
  • ADDITIONS/AMENDMENTS TO THE AGENDA                                                                                           Richard Marek,- Windham County Historical Society
  • APPROVAL OF MINUTES
    October 17, 2022, Regular Meeting
    November 1, 2022, Budget Minutes
  • ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT
  • ADMINISTRATIVE ASSISTANT’S REPORT
  • COMMITTEE REPORT                                                                                                                                   Deborah Luskin -Town Meeting Moderator
  • UNSCHEDULED MEMBERS OF THE PUBLIC
  • SCHEDULED MEMBERS OF THE PUBLIC    (5-7minutes per speaker)
    Meg Staloff –Brattleboro Development Credit Corp.
    Libby Bennett – Ground-Works
    Alex Beck – BDCC/ Southern Vermont Economy Development Service
    Maggie Lewis- The Gathering Place
    Hal Moore- Health Care and Rehabilitation Services
  • OLD BUSINESS (10 Minutes per topic)
    1. ARPA Updates
    2. Cannabis Updates
    3. Flood Hazard By-law Update
    4. Traffic Calming
  • NEW BUSINESS
  • CORRESPONDENCE
  • PAY ORDERS
  • ADJOURN

Tuesday November1, 2022 Special Budget Meeting Minutes

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

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 14th.

  • 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 14th 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

 

Selectboard Budget Special Agenda Tuesday November1, 2022 @ 6:00 PM

Please Note: Newfane will now require Zoom participants to remain muted. If they wish to be recognized, they will need to raise their hand, and the Chair will recognize them before being un-muted.

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

CALL TO ORDER
ADDITIONS/AMENDMENTS TO THE AGENDA
CONFIRM MEETING PROPERLY WARNED
MEMBERS OF THE PUBLIC
 NEW BUSINESS:

Town Report Design
Dedication
Revenue
Capital Budget
Expenditures
Articles
Warnings
Social Appropriations Donations

OLD BUSINESS:

 ADJOURN

 

The first in a series of meetings to consider the 2024 fiscal budget

 

The Newfane Traffic Calming Committee

The Newfane Traffic Calming Committee

 The Newfane Selectboard is starting a new traffic calming committee and is looking for citizens willing to serve on the committee who are interested in addressing traffic issues within their neighborhoods. Serving on this committee will include discussions on the Road Safety Audits provided by VTrans and research from former traffic calming committees. This committee will recommend ways to calm or slow down traffic within the town, particularly within the villages, to improve the safety of pedestrians and to follow through with the implementation of traffic safety measures.

If you are interested in serving on the committee, please contact Wannetta Powling, Administrative Assistant, by phone at 802-365-7772 ext. #4 or by email at tnewfane@newfanevt.com.