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Selectmen’s Meeting Minutes — February 7, 2008—7:00 p.m. — Memorial Hall

The meeting was called to order by Chairman, Joe Judd. Other members present: Bob Manners and John Payne.

Acceptance of Minutes - a motion was made by John to accept the minutes of January 24, 2008. Bob seconded the motion. Motion carried unanimously.

Town Clerk, Beverly Neeley RE: Election Report - reported that 745 ballots were cast at the most recent Presidential primary. Several people tried the new "auto mark" machine for disabled citizens and it worked well. Joe thanked Beverly for a job well done.

Noteworthy News:

  • Special Town Meeting, February 21, 2008 at 7:30 p.m., Memorial Hall
  • Public Hearing with Comcast to discuss community needs; 2/27/08; 7:00 p.m., Buckland Shelburne Community Center
  • Broadband Forum for Western Mass, March 1, 2008, 8:30 a.m. - 3:30 p.m., Clarion Hotel, Northampton, MA
  • Public Officials Training - March 10, 2008, 6:00 p.m., Memorial Hall

Department Liaison Reports:
Town Office - John reported that there are a few financial matters that need to be addressed and he will be working with the Treasurer and the Fiscal Officer to resolve.

Highway Department - Bob reported that the $9,000 winter salt and sand budget is almost gone. The crew is trying to stay ahead of the potholes and is performing a great deal of maintenance on the vehicle fleet.

OLD BUSINESS:
Draft Guidelines for Recording of Meeting Minutes and Fulfilling Requests for Public Records - on hold until after public officials training.

Apex Orchard Lease Renewal - Bob met with Tim Smith to continue discussions relative to the orchard lease renewal. A lease amount of $100 per acre annually was agreed upon. Tim also indicated his willingness to entertain discussion in the future when the highway department is ready to build a pole barn on the property. After no further discussion, Bob made a motion to send the lease to Donna MacNicol for review. John seconded the motion. Motion carried unanimously.

Arms Library RE: Letter of Response - Before finalizing the letter for signatures, John wanted to review the letter's content with the full Board present and make some suggested changes. Several changes were suggested and agreed upon by the Board. Terry Mosher will incorporate changes and Board will sign the letter early next week.

Arms Library Roof - Joe had a lengthy discussion with Paul Holtz from the Massachusetts Historic Commission with regards to the repair of the Arms Library roof. Mr. Holtz is willing to take a look at all of the information the town has so far and help us determine what steps need to be taken next.

Senior Center Lease - Joe has scheduled a meeting with the Senior Center Director and representatives from member towns to discuss the lease on February 12, 2008 at 4:00 p.m. at the Senior Center.

Police Department Relocation - Joe admitted that he feels too "stretched" and while he is very interested in seeing a new police station be built in Shelburne, he does not believe it is the right time. He reported that he will move forward with the proposed land swap at Buckland-Shelburne elementary because the land is of importance to the school. Joe will be meeting with a surveyor next week to locate boundaries. Recognizing that the town hall is bursting at the seams and not wanting to give up completely on finding a new location for the police department, Joe wanted to discuss the possibility of placing a non-binding referendum on the ballot in June to see whether or not Shelburne residents would like the Board of Selectmen to enter into dialogue with Buckland about the possibilities of sharing a "joint" police complex. Bob indicated that he would have to speak with the Ethics Commission to see whether or not he could participate in any dialogue relative to the police department. John asked for clarification on the term "joint police complex". Joe stated that he envisions holding a public forum before town meeting to explore any and all options. He wants to make sure that the Town of Buckland is still interested and that Shelburne residents are willing to explore. If the concept were looked upon favorably, the Conway Street building would serve two separate departments under one roof while maintaining a satellite office on Bridge Street. John asked if Joe considered this proposal to be a short-term solution. Joe was uncertain but suggested that it should be discussed amongst both boards. John indicated that typically one would start with a look at the police department's needs, and out of that analysis determine what type of space and equipment is needed. John wondered if Joe was suggesting that Shelburne use Buckland's space as a stop gap; alleviating space issues, while providing the town more time to look at all options. John agreed that the Board needs feedback from the town as well as an opportunity to look at the big picture. Joe will schedule a meeting with Buckland Selectmen in the near future to discuss further.

NEW BUSINESS:
Transfer Station Attendant Position - Bob reported that two candidates were interviewed last week and he has discussed the results of those interviews with Pete Hillman at length. Based on those discussions, Bob recommended that Jim Stacy be hired for the position. Although Joe agreed with the recommendation, he wanted to make it clear that the transfer station was the priority and the hours of operation were important. In the event the Highway Superintendent needed a spare driver on a day that the transfer station was open, he would have to seek another individual. Bob stated that Pete understood and is willing to utilize other spare drivers should the need arise. Bob made a motion to hire Jim Stacy as the town's part-time transfer station operator at a rate of $15.11 per hour. John seconded the motion. Motion carried unanimously.

Maintenance Agreement for Town Elevators - in an effort to save money on the costs of the maintenance agreements for the town's three elevators, Terry Mosher brought forth a proposal that would save the town approximately $8,278 over the next five years. Rather than have the elevators examined twelve times a year, the service provider, Bay State Elevator is proposing a five year contract with six examinations annually. Following a brief discussion, a motion was made by John to approve the five-year proposal. Bob seconded the motion. Motion carried unanimously.

Franklin Land Trust RE: George Randall APR Application (21 acres) - the application is being reviewed by the Conservation Commission this evening. The Board of Selectmen will wait to hear what their thoughts are before taking any action.

F.C. Solid Waste Management District - the solid waste district is in the process of putting together a new bid document for hauling and disposal services. If Shelburne wants to be included in the bid process with no obligation to participate, they must indicate their interest by signing a memorandum. A motion was made by John to participate in the bidding process. Bob seconded the motion. Motion carried unanimously.

CORRESPONDENCE: none

PUBLIC COMMENT:
Jim Wall indicated that he has been following the "mo's" of each board member for the last thirteen months. He is concerned that John Payne also serves as a member of the Planning Board and on occasion when there is a conflict in scheduling; John attends the Planning Board meeting rather than the Selectmen's meeting. Mr. Wall does not think that the Board of Selectmen should allow a member to attend another meeting. He believes that the Selectmen should establish a workload schedule, assign tasks and make it public.

Adjournment: Bob made a motion to adjourn the meeting at 8:20 p.m. John seconded the motion. Motion carried unanimously.

Respectfully submitted,

Terry Mosher
Executive Secretary