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    Selectmen Meeting Minutes — May 15, 2008—7:00 p.m. — Memorial Hall

    CALL TO ORDER: The meeting was called to order by Chairman, Judd at 7:02pm. Other members present: John Payne and Robert Manners.

    ACCEPTANCE OF MINUTES: A motion was made by Bob to accept the minutes of May 1, 2008 as presented. John seconded the motion. Motion carried unanimously.

    NOTEWORTHY NEWS:
    Mohawk Trail Regional High School, 40th Anniversary Celebration, Saturday, 05/17/08, 10:00 a.m.-2:00 p.m.

    DEPARTMENT LIAISON REPORTS:
    Highway - dirt roads are in the process of being scraped, the crew will be pouring the cement pad for the Cowell Gymnasium fire escape next week.
    Town Hall -John reported that he would like to hold off on rearranging offices at the town hall until the newly formed police study committee has had an opportunity to meet and report their findings. John feels that it would rather counterproductive to rearrange everyone on a temporary basis. Along with that, John will be conducting an overall review of the operating expenses to see if there are ways of decreasing costs in the same way the way the new phone system did.
    Police - Joe began by apologizing for the lateness of the recent phone call from the town wide phone notification system. He stated that it would not happen again noting that there was an error made in the timing of the call. Joe also reported five residents have agreed to serve on the Police Study committee. He is waiting to hear from two more individuals to make the committee complete. Joe would like the Committee to be up and running by the summer. Lastly, Joe reported that the auditors have finished their work and would like to meet with members of the Board to review their findings

    OLD BUSINESS:
    Senior Center Lease - The document is presently being worked on by town counsel and once complete, the new terms will be renegotiated with the Mason's. John asked if the legal fees would be divided between the other three member towns. Joe indicated that he would look into that.
    Police Location Committee - Joe reiterated that he is waiting for two more residents to serve on the Committee.
    Stacy Kontrabecki RE: Access to Glacial Pot Holes - (see 7:30 p.m. appointment) Housing and Redevelopment Authority RE: 2007 Citizen Participation Plan - A plea was made on camera to see if anyone is interested in serving as an advisor to the 2007 Citizens Participation Plan. If so, they should contact the Selectmen's Office. The participant over see the grants and be kept appraised of the on goings on a quarterly basis.
    Arms Library RE: Becoming a Town Department - Now that town meeting is over, the Board can begin work in preparation for the library's transition next year. The Chairman of the Board has always served as the representative to the library and Joe would like to see that continue. In preliminary discussions relative to what needs to happen, Bob indicated that the process will require a considerable amount of legal work in order to dissolve the existing trust indenture therefore; Donna will be a key player. Bob also suggested seeking input from the Shelburne Free Public Library Trustees. John indicated that there should be dialog with Buckland as well

    NEW BUSINESS:
    Jesse & Tanya Randall RE: Request for One Day Liquor License - the one day license has been requested for May 18, 2008 at the Buckland Shelburne Community Center for a reception following the marriage of Jesse and Tanya Randall. A motion was made by John and seconded by Bob to grant the license providing that the applicant's provide proof of insurance for the event. The motion passed unanimously.
    Memorial Day Parade Permit Request - the parade is to take place on Monday, May 26 at 10:00 a.m. The procession will march down Bridge Street to Main Street and end at the Arms Cemetery. A motion was made by Bob to grant the permit request. Motion seconded by John. Motion carried unanimously.
    4th of July Parade Permit Request - the parade is to take place on Friday, July 4th. The procession will begin at 11:00 am in Buckland. The group will cross the Iron Bridge, travel down Bridge Street to Main Street, to Grove Street and end at the Buckland-Shelburne Elementary School. The parade is being sponsored by the Cub Scouts.
    A motion was made by John and seconded by Bob to grant the parade permit. The motion passed unanimously.
    Ivy Palmer RE: Farmer's Market Parking Request - Ms. Palmer sent a letter requesting that parking be restricted on the North end of Water St on the east side by the common during the hours of the farmers market. By restricting parking, it will allow vendors to have easy access while setting up for the market. Joe stated that he had not had a chance to talk with Chief Walker about this request however he intends to discuss it with him. Pending discussion with the Police Chief, John made a motion to approve the request allowing the temporary parking restriction. Bob seconded the motion. Motion passed unanimously.
    7:30 p.m. Stacy Kontrabecki RE: Request to Access Glacial Potholes - Stacy presented her proposed plan to allow for wedding pictures to be taken at the Glacial Potholes on July 26, 2008.. She stated that no more than about 15 people would be allowed access. With the majority of the photos being taken with the potholes in the back ground, Stacy would like to be able to gain access to the area before the wedding so to be able to clean up the area and trim back the banks. Bob cautioned Ms. Kontrabecki that trimming any of the banks could run into issues with other property owners for the town owns only a small section at the base of the stair and does not have the authority to allow for cutting on someone else's property. John spoke about proper foot wear with slippery rocks and weather concerns if there is high water or wet rocks. Stacy took note of John's concerns and said that she would like to get to the area between 2 and 5pm and will coordinate access with the Chief of Police. A motion was made by John to grant access on July 26th. Motion seconded by Bob. Motion carried unanimously.

    OTHER BUSINESS:
    Annual Town Meeting - John mentioned that he was approached following town meeting about the possibility of changing the date and time to accommodate a longer meeting; perhaps an all day Saturday meeting that would run from morning to afternoon with a break for lunch. Along with that, John suggesting consolidating some of the boiler plate warrant articles so to cut down on the number of articles and make the meeting move quicker. Both Joe and Bob thought that it was a good idea but was unsure of the steps that would need to be taken to get there. Terry Mosher will seek information.
    Dedication of the Boston Post Cane - the Boston Post Cane will be presented to Shelburne's oldest resident before the end of the month.
    Annual Appointments - Terry Mosher has provided each Board member with a list of eligible candidates for annual appointment. Joe asked that fellow Board members review the list and begin thinking about those Boards and Commissions that have vacancies.

    CORRESPONDENCE:
    The Board of Selectmen received invitations to participate in the:
    Bridge of Flowers Road Race and the Baystate Health Ambulance 20th anniversary celebration.

    PUBLIC COMMENT: none

    ADJOURNMENT: a motion was made by Bob to adjourn the meeting at 7:45 p.m. Motion seconded by John. Motion carried unanimously.

    Meeting adjourned at 7:45p.m.

    Minutes recorded by Robert Manners, Clerk
    Board of Selectmen