DRAFT MEETING MINUTES
Regular Meeting Monday, June 2nd, 2025 at 6:00 p.m.
https://us06web.zoom.us/j/82923623115?pwd=Y8mwXFBz1EXkv5iWbOROTgAAO3PJ6z.1
Zoom Meeting ID: 829 2362 3115 Passcode: 974520
BOARD MEMBERS: Todd Lawley, Marion Dowling, Katy Johnson-Aplin, Chris Cleverly, Mike Fitzpatrick.
OTHERS PRESENT: Jay Wilson (Road Foreman), Melissa Brown (Treasurer), Katie Bristol (Zoning Admin/Data Entry), Austin Rice (BCTV), Angela Litchfield.
CALL TO ORDER: The meeting was called to order at 6:00 p.m. by Selectboard Chair Todd Lawley.
CONFIRM PROPERLY WARNED: Confirmed by Todd Lawley, Selectboard Chair.
ADDITIONS/AMENDMENTS TO THE AGENDA: Cleverly asked to add the Board of Liquor Control to the agenda after Committee Reports. Lawley asked to add the Treasurer to the agenda after the Road Foreman/Commissioner’s report. Johnson-Aplin asked to add Town Office Security Measures to the agenda under New Business.
APPROVAL OF MINUTES:
- May 19th, 2025 Regular Meeting Minutes
Johnson-Aplin made a motion to accept the regular minutes of May 19th, and Cleverly seconded. The motion passed.
ROAD FOREMAN & ROAD COMMISSIONER’S REPORT:
- Nothing new to report on the Williamsville Covered Bridge.
- Did you come up with a date to meet Marc Pickering at the Covered Bridge?
- The line striping people will be painting the stop bars, crosswalks, and speed limits during the night this week.
- I got the sign requirements from VTrans for the speed tables; they are 30” signs and will require 4 for each table.
- There will be a tree being removed on Grimes Hill Road at the new access tomorrow, the road will be one lane with flaggers.
- Emergency Plan is updated with Angela Litchfield, ready for board signatures.
Discussion:
Wilson and the board discussed dates for meeting with Marc Pickering, looking to the week of June 16th.
Sign requirements for Williamsville speed humps are off-putting to villagers, for now tabled. Lawley suggested something in writing for files.
Johnson-Aplin motioned for the Board Chair to sign the Emergency Plan on our behalf.
Lawley asked about hiring for Road Crew position. Wilson to follow up with candidates.
Discussion about upcoming equipment purchases.
Johnson-Aplin asked about access permit driveway plans.
ADMINISTRATIVE ASSISTANT’S REPORT: Cleverly read aloud a letter from the Selectboard announcing Administrative Assistant Fredi Hayes’ resignation to the public. The job opening will be reopened immediately. Town Office staff and elected officials were asked to help the Selectboard facilitate meetings and pressing items in the interim, and to track hours spent on those tasks so the Treasurer could apply Administrative Assistant wages in addition to regular duties/pay.
Discussion:
Discussion and clarification of needs happened later in the meeting after discussing New Business security measures. Bristol had several questions. Johnson-Aplin highlighted upcoming, warned special meetings for review and adoption of amended Zoning Bylaws on Monday, June 9th, and Monday, July 14th, that need evening Administrative Assistant coverage outside of the Selectboard’s regular 1st and 3rd Monday schedule.
TREASURER’S REPORT:
Revenues
- Anticipated revenues exceeded projections by approximately: $967,000
Key contributing factors:
- Grant reimbursements secured and submitted for reimbursement by Jay through various awarded grants. $695,000, including
o Paving Grant
o Emergency Management Grant
o Depot Road Box Culvert
o Loop Road Box Culvert
o Grant-in-Aid Program
- FEMA reimbursement: $103,000 (Received for costs associated with the 2023 flood)
- HMGP Buyout Revenue (South Newfane Store FEMA buyout) – $$73,000.00 approximately
Expenditures
- Expenses exceeded budgeted amounts by approximately: $537,500
- Explanation: The overage is primarily due to grant-related expenses totaling approximately $649,000, which were required to qualify for reimbursement and have since been recovered by Jay.
Net Surplus
- Current remaining in the budget: $460,000
General Fund Status
- On target overall.
- Exception: One area — Town Office expenses — is over budget by approximately $5,000.
o Overages occurred in: Electricity, Postage, Office Supplies, Miscellaneous administrative categories
Highway Fund Status
- On target overall
- Exception: Grant-related project costs caused temporary overage, but all were reimbursed, and the Highway Fund remains in a stable and balanced position.
Capital Fund Status
- Total balance: $1,167,250
- Breakdown:
o Highway Equipment: $502,485
o Highway Bridges/Culverts: $113,630
Highway Roads: $290,836
Town Buildings: $260,299
Debt Service Fund Status
- Total paid this fiscal year: $103,604
- Status: All debt service payments have been made on time and in full.
I have emailed all board members a copy of the budget status report and the balance sheets for all funds. If you have any questions, please contact me.
Melissa Brown
Treasurer
Discussion: Clarifying statements re “good” status of finances, leaving the Town in good standing for future equipment replacements.
Lawley made a motion for a monthly Treasurer’s report; the motion passed.
Lawley made a motion to accept the Treasurer’s report; the motion passed.
Cleverly motioned to suspend the Regular Selectboard Meeting and open the Board of Liquor Control meeting at 6:20 p.m. Johnson-Aplin seconded the motion. Motion passed. (see Board of Liquor Control minutes).
Johnson-Aplin motioned to adjourn the Board of Liquor Control meeting at 6:25 p.m. and resume the Regular Selectboard meeting.
COMMITTEE REPORTS:
Wannetta Powling, Town Clerk, made a request to the Selectboard regarding vacation time payout from her Administrative Assistant position. Discussion ensued.
Cleverly motioned to approve payment of vacation time remaining for Wannetta Powling as Administrative Assistant. Fitzpatrick seconded the motion. The motion passed.
SCHEDULED MEMBERS OF THE PUBLIC: None.
UNSCHEDULED MEMBERS OF THE PUBLIC: None.
NEW BUSINESS:
Johnson-Aplin submitted the Friday, May 30th Special Meeting Minutes.
Cleverly made a motion to approve the minutes with noted amendment. Fitzpatrick seconded the motion. Motion passed.
Town Office proposed security measures: Johnson-Aplin discussed the need for improvements to security, including additional locks, signage, installed lockbox, etc. Johnson-Aplin suggested the placement of a lockbox in view of existing office cameras. Lawley suggested discussion with ADT.
Action: Consult with ADT regarding placement and additional insight.
OLD BUSINESS: None.
CORRESPONDENCE:
Greg Record wrote regarding a couple of issues with a Legal Trail (the railroad bed). The Selectboard will gather some additional information.
Bob Thompson, State Environmental Engineer, asked about the EWP project status at 362 Dover Rd/ Parish Hill Rd. bridge. Wilson will update him.
PAY ORDERS:
- Payroll # 11734 $6,559.82
- Payroll # 11735 $6,528.21
- AP # 25023 $41,690.69
Cleverly made a motion to approve the pay orders. Fitzpatrick seconded the motion. Motion passed.
ADJOURN:
Fitzpatrick made a motion to adjourn. The meeting was adjourned at 7:20 p.m.
Respectfully submitted,
Katy Johnson-Aplin
Newfane Selectboard