Selectboard Meeting Minutes

NEWFANE SELECTBOARD MINUTES

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https//zoom. Us/join Meeting ID:  972 2791 1757 Passcode:  352680 BOARD MEMBERS PRESENT: Angela Litchfield and Katy Johnson-Aplin; (Zoom) Ann Golob, and Jeffrey Chevalier.
Absent: Mike Fitzpatrick.

PRESENT: John Walker, Gordon Bristol, Jane Douglas (Planning Commission), Greg Record (Conservation Commission), Emmet Mahdavi, Bill Guenther (Tree Warden), Austin Rice (BCTV), and Wannetta Powling (Administrative Assistant).

Zoom:  Jay Wilson (Road Foreman), Merle Tessier (Zoning Administrator), David Cotton (DRB).

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.


ADDITIONS/AMENDMENTS TO AGENDA:  
Litchfield requested the Planning Commission be added to the agenda after the Zoning Administrator.

APPROVAL OF MINUTES:

  1. May 6th, 2024, Regular Minutes

Johnson-Aplin made a motion to accept the May 6th minutes and Golob seconded.
The motion passed.

 

ROAD FOREMAN’S & ROAD COMMISSIONER’S REPORT:

  1. The insurance company for Adams Hill Bridge has been sending emails amongst themselves to get things moving. The last email was last Wednesday; I have not seen anything since.
  2. We are working on the Newfane Village Sidewalk grant with WRC and need the letter of support updated.
  3. Nothing new on the Green Iron bridge work from Fitzgerald Engineering.
  4. The new radar sign for West St. has been shipped, so we should see it soon.
  5. We have a proposal from Everett Hammond for engineering oversight on the Loop Road culvert.
  6. I put the Eddy Road Culvert in the pre-application form to Vermont Emergency Management.
  7. I got an email that the Depot Road Box Culvert is being cast and is finally underway.
  8. I had Sven from VTrans in town on Friday to look at a couple of bridge repairs. We should be able to put those out to bid shortly.

Golob made a motion to accept the Road Foreman’s Report and Johnson-Aplin seconded.

Discussion:

#2) Golob made a motion to authorize the Selectboard chair to sign the letter of support requesting funds for the Bike and Pedestrian Safety Grant, and Chevalier seconded.
The motion passed.

#5) Golob made a motion to approve the letter requesting the onsite Engineer at the Loop Road Project and Johnson-Aplin seconded.
The motion passed.

#7) Depot Road Box Culvert replacement work is estimated to begin mid-July; this will be a full road closure, with a detour around Grimes Hill Road.

#8) Bridge work will keep the Selectboard informed.

#9) Golob will join Wilson for the Wednesday update and discussion on the Gravel Pit.

#10) Renaud Brother will be scheduling the beam replacement to repair the Covered Bridge. When the date is known, I would like to have this posted on social media, Front Porch Forum sites, and the Town Website.

Litchfield asked if anyone knew who had damaged the new pavement on South Wardsboro Road. Wilson will check with the homeowners who had the work done at that location.

Johnson-Aplin asked if there were plans to start the roadside mowing soon. Wilson confirmed that the equipment had been repaired, and work would start soon along the paved roads.

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

COMMITTEE REPORTS:

Zoning Administrator’s Report:

Merle Tessier reported that Michael Mayer for the Higher Ground Cemetery had submitted a new application and site plan. This will be referred to the Development Review Board. Chair Cotton has indicated that a hearing will be scheduled for mid-June.

Katy Bristol has started training as the Zoning Administrator and is picking things up very fast. She will process the next few applications, and Tessier will review them.

Planning Commission’s Report:
Jane Douglas provided an update on two projects that the PC has been working on,

1. Short-term Rental: it would seem more appropriate for Newfane to do an Ordinance rather than a Bylaw Change.

Discussion ensued:

  1. Local 1% Tax Option: The legislation removed restrictions, and Newfane could now impose the 1% tax. Douglas asked the Selectboard whether they would want to consider imposing this in Newfane, which may have close to 100 Short-Term Rentals (STR).

Discussion ensued:

Douglas mentioned that drafting an ordinance would need to include all STRS, which would need to have a Vermont Business License with the state of VT and some third-party Air B&B registry to meet required safety inspections. In the future, the State of VT will allow only five Towns per year to enroll to avoid the registration overload.

The Planning Commission will do a follow-up at the June 17th Selectboard meeting.

ADMINISTRATIVE ASSISTANT’S REPORT: 

  1. I have received an amendment from Michael Lapointe for the NRCS Financial Assistance funds, increasing Newfane’s funding to 100% percent of the estimated construction cost for the Rock River work at the Dover Road and Parrish Hill intersection. This amendment significantly impacts the Town and landowners’ financial obligations and requires your attention. Any expenses incurred before the amendment that exceed the funds obligated in the agreement will not be eligible for reimbursement.

A motion is needed to have the Chair sign the amended agreement. Your attention to this matter is greatly appreciated.

2. On Friday, June 21st, from 1:30 to 2:30, the Selectboard is invited to a Regional Policing Informational meeting at the Sheriff’s Office on Old Ferry Road. Your presence and input at this meeting are highly valued. (Would you like me to RSVP for you?)

3. Carol has advised me that the cost to receive (four new title volumes, an index, and a set of pocket parts) Vermont Statutes Annotated (“green books”) will be $401.50 per recipient until this year; the publisher has provided those volumes at no cost.

4. Most municipalities have Commercial Motor Vehicle (CMV) drivers on staff, and federal transportation safety law requires that all CMV drivers be randomly evaluated for drug or alcohol use. PACIF members can easily comply with this and other related regulations with the assistance of our partner, DISA Global Solutions Inc.
As Newfane’s DER, I am attending training this Friday, June 7th, from 1 to 3:30 p.m. I want to change my hours on Friday to attend this training.

5. On May 23rd, Wade Masure from the VLCT LOSS Control division completed an inspection of the Town office and Williamsville Hall. There are two corrections for the Hall,

    1. Countryside Alarm will inspect the fire alarm system.
    2. On May 23rd, Wade Masure from the VLCT LOSS Control division completed an inspection of the Town office and Williamsville Hall. There are two corrections for the Hall,
      • Countryside Alarm will inspect the fire alarm system.
      • The newly installed outside railing needs a graspable 1.25-2″ diameter rail placed on top of the 2X4 board railing.

6. I have been taking classes at Office Dynamics International, an Executive Support Series, and I would like to meet with you privately to discuss some of the communications recommendations. I use the Grammarly program, which helps me improve my writing and grammar skills; this has changed my thoughts about writing.

7. Windham Regional and the Windham-Windsor Trust held an informational meeting. The purpose of the meeting was to provide information to assist towns in finding resources to work on regional issues.

WRC

  • Improve Bylaw Modernization and Zoning Laws
  • Infrastructure Planning & Funding Sources
  • Encourage Community Engagement – hold informational updates (News – FPF- Website)

WWHT

  1. Share Resources
  2. Housing Trust Programs
  3. Green Mountain Home Repair – low-cost loans / Shared Equity Homeownership

Johnson-Aplin made a motion to accept the Administrative Assistant Report and Chevalier seconded.

Discussion:

  1. Golob made a motion to have the Chair sign the amended NRCS Agreement, Johnson-Aplin seconded.
    The motion passed.
  1. Litchfield and Johnson-Aplin asked Powling to RSVP for them for the W.C.S.D. regional policing meeting on June 21st.
  2. Johnson-Aplin made a motion to reappoint Todd Lawley for a four-year term as Fire Warden, and Golob seconded.
    The motion passed.
  3. Golob made a motion to have the Chair sign the Letter appointing Katy Bristol as the Zoning Administrator and Johnson-Aplin seconded.
    The motion passed.

Litchfield called the vote to accept the Administrative Assistance Report.
The motion passed.

At 6:45 pm, Golob left the meeting.

SCHEDULED MEMBERS OF THE PUBLIC:
Bill Gunther -Tree Warden Emerald Ash Bore

Gunther informed the Selectboard that Newfane has a confirmed Emerald Ash Bore infestation. The first case is Bench Mountain. The bug can travel a half mile per year.

  • It is likely that 99.8% of 1000 trees will become infested.
  • Blonding of the bark is one way of detecting if the tree is infested.
  • Newfane needs to create a plan to treat and control the cost of removal of trees in the Town Right of Way, which is 49.’
  • Green Mt Power has a charge on the utility bill for EAB tree removal.
  • What other sources of funding are available?
  • Need to do an inventory of the trees in the Town ROW. (Last count, it was 1,500 +/-)
  • Schedule training for the inventory of the Ash Trees to determine an accurate number and mapping of the trees.
  • Treatment of Insecticide in a 20” diameter tree could range from $200-$400 per tree and would need treatment every two years. This is harmful to the pollinators.

Gunther will contact other Arborists and state officials for more details. He will also post on the Front Porch Forum, looking for volunteers to help with the training and inventory of the Ash Trees.

The Selectboard asked for updates as they became available.

Greg Record- Conservation Commission

Record met with two local loggers for prices to clear the view on the Town Trail, known as “Laura’s Landing.” The work needed to be completed by June 30th. Mr. Record said both loggers were qualified and available to do a good job.

  • Mark Powling Jr. and a worker submitted a bid of $1,300.
  • Corey Nystrom and Scott Chase submitted a bid of $1,100.

Johnson-Aplin made a motion to accept Nystrom and Chase’s bid and Chevalier seconded.
The motion passed.

 UNSCHEDULED MEMBERS OF THE PUBLIC:
Emmet Madhavi, resident of 37 Dover Road (next to Williamsville Hall), has concerns about the trees between his house and the Hall.

Discussion ensued:

Litchfield recommended that Madhavi meet with Road Foreman Wilson, Hall Chair Levine, and Tree Warden Gunther to review the trees’ conditions, decide, and report to the Selectboard.

NEW BUSINESS
Windham County Sheriff Department (WCSD) FY 2025 Contract

Discussion ensued.

The contract was reviewed, and the annual fee is $25,000 for 32.5 hours per month.

Chevalier made a motion to sign the WCSD contract and Johnson-Aplin seconded.
The motion passed.

OLD BUSINESS:

  1. Municipal Planning Service-Climate Change Mitigation & Resilience (Tabled 6.17.24)
  2. Town Beautification (Chevalier)

The bench committee will meet to review and approve the submitted design application.

  1. FEMA buyout of South Newfane General Store (Golob)

The appraisal has been completed. There is no known update.

  1. ARPA Funds Updates (Golob) (Tabled 6.17.24)

The motion required designating the remaining ARPA funds ($195,425.91) that were moved into the general fund to be restricted for the following purposes:

  1. Town Beautification – $15,000.00
  2. Bylaw Match – $3,690.00
  3. Williamsville Hall Generators – $9,500.00
  4. Revolving loan – $167,235.91
  5. Personnel Policy changes/ recommendation (Johnson-Aplin/Chevalier) – None

CORRESPONDENCE:
None

Chevalier made a motion to have Litchfield and Johnson-Aplin approve Pay orders.
The motion passed.

Chevalier left the meeting at 7:30 p.m.

PAY ORDERS

  1. Payroll # 11680                               $6,957.25
  2. Payroll # 11681                                 $6,098.35
  3. Payroll # 11682                                 $6,020.36
  4. Payroll # 11683                                 $6,699.64
  5. AP # 24027                                        $66,339.39
  6. AP # 24028                                        $112,956.58

 ADJOURN:
Johnson-Aplin made a motion to adjourn. The meeting was adjourned at 7:40 p.m.

Respectfully submitted,
Wannetta Powling,
Administrative Assistant