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Selectmen Meeting Minutes — September 18, 2008—7:00 p.m. — Memorial Hall

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

7:00 p.m. Dana Johnson RE: Retirement Recognition - The Board of Selectmen presented Dana with a decorative plaque for his 31 years of service to the town. Dana retired on September 1st.

Department Liaison Reports:
John reported that the financial sub-committee of the F.R.C.O.G. met this week and is in the process of developing a budget for FY'10. Members of the sub-committee are anticipating cuts in a number of state-funded programs. John also reported that the five area banks that currently manage approximately 1/2 million in funds on behalf of the F.R.C.O.G. are believed to be very sound.

S.F.A.B.A. Quarterly Partnership Meeting discussed the proposed expansion of the pothole viewing area and the need to secure enough funding in order to develop a detailed request for proposal. The Partnership group is very pleased with the recent efforts of the Shelburne Police Department; discouraging inappropriate use of the glacial pothole area. The decorative banners on light posts through the village will be changed to depict the seasons. Lastly, the cable system located over Bridge Street (between Memorial Hall and the Shelburne Falls Supermarket) will be replaced with a new pulley system making it easier to install large banners.

The Treasurer has expressed concern over the town's cash flow. John urged taxpayers to get their tax dollars in.

Joe reported that he met with the Police Site Review Committee to inform them that the town is moving forward with their recommendations to relocate the Police department within Memorial Hall. Joe has asked members of the Committee to continue in their roles should an idea or opportunity surface for a new police station however given the economy, Joe is recommending that the pursuit of a new location for the department (outside of Memorial Hall) be put on hold for the time being.

Bob reported that the Mechanic Street Retaining Wall project is underway. The wall has been dismantled, drainage has been installed and work will begin to rebuild the wall next week.

The F.R.C.O.G. has tabulated bid results for the purchase of winter sand and salt. Once those bids have been reviewed, the Highway Superintendent will bring forth his recommendation. Bob noted a significant increase in price over last year which led to a brief discussion amongst board members relative to the amount of sand and salt used during the winter months and the town's frequency of plowing. The Board would like to have more dialogue with the Highway Superintendent before making any decisions.

After having reviewed Selectmen's Meeting minutes, Finance Committee member, Jerry Dubie is satisfied with the town's course of action relative to the replacement of the highway garage roof. The Board will begin forwarding all meeting minutes relative to financial discussions to members of the finance committee in the future in an effort to better the communication loop. Bob would also like to invite members of the Finance Committee in to a meeting in November so to begin preliminary budget discussions.

7:15 p.m. Wendy Sweetser, Highlands Communities Initiative RE: Community Preservation Act - the Community Preservation Act is a state law that enables cities and towns to create a dedicated fund for local open space, affordable housing, historic preservation and recreation projects. Ms. Sweetser explained that the CPA enacts a surcharge of up to 3% on property tax bills (the State will provide a percentage of matching funds to compliment what has been charged by the community). Ten percent of this fund must be dedicated to each of three core areas (open space, affordable housing and historic preservation). The remaining 70% can be spent or reserved for future spending in any of the three areas as well as recreation. A local Community Preservation Committee would make recommendations for spending the funds however each project must be approved by Town Meeting.

Before adopting the CPA, it must be voted on at a regularly scheduled election and to be placed on the election ballot, the provisions must first be approved by a majority of Town Meeting or by a petition signed by 5% of registered voters. Using Shelburne's current tax base for 2008, if the town were to assess a surcharge of 3% with no exemptions, the town would raise $74,942 in CPA funding and the state would match that amount. After hearing the initial presentation, members of the Board felt that the program was worth pursuing. Open Space Committee Chairman, Larry Flaccus said his Committee would be happy to assist the town with the process. More information can be obtained at www.communitypreservation.org.

7:45 p.m. Mike Duffy & Glenn Cardinal RE: Comcast Cable Negotiations - after hearing a presentation made by Glenn Cardinal and Mike Duffy a motion was made by Joe to accept the recommendation of the Cable Advisory Committee to submit a "preliminary assessment of denial" to Comcast Cable Communications' 10-year contract renewal proposal so that negotiations can continue for extending cable TV and high-speed internet service to additional rural residents. John seconded the motion. Motion carried unanimously.

OLD BUSINESS:
F.R.C.O.G. RE: Pioneer Valley Clean Energy Collaborative - the clean energy plan identifies four clean energy goals and identifies specific actions that towns, businesses, non-profits and individuals can take. A motion was made by John to support the program by signing a memorandum of understanding thereby recognizing the need for local action and agreeing to work cooperatively with the Collaborative and consider implementing municipal recommendations outlined in the plan. Joe seconded the motion. Motion carried unanimously.

NEW BUSINESS:
Highway Department RE: Used Truck Bid - two bids were received for the purchase of a used dump truck for the highway department. A motion was made by Joe to accept the low bid from Clark's Truck Center of Jericho, Vermont for the purchase of the following equipment for a total bid price of $35,000:

2001 International 4900 with 35,755 miles$19,500.00
Tenco All-Season side dump body, front 11'
One-Way plow side mounted wing plow and
Whelen Strobe Lights$15,500.00

John seconded the motion. Motion carried unanimously.

Highway Department RE: Sale of Used Trucks - the town advertised the sale of two retired highway trucks (1982 and 1984 International) and received three bids. One bid received from Doug Deane Carpentry was disqualified for failing to specify year of truck. After reviewing the two remaining bids received by Barlow Landscaping, Excavating & Paving, Inc of Turners Falls a motion was made by Joe to reject both bids on the basis that the bid amounts were too low. John seconded the motion. Motion carried unanimously. The Highway Superintendent will be asked to determine the scrap metal "value" of the trucks before deciding whether or not to advertise the trucks with a minimum bid price.

Dakor Center, Inc. RE: Estimate for Town Hall Carpet - a proposal was received by the Dakor Center of Greenfield for the purchase and installation of commercial grade carpet for the two offices that currently house the police department. A motion was made by John to accept the cost proposal in the amount of $2,420. Motion seconded by Joe. Motion carried unanimously. Once the carpet has been laid, the office relocations will begin within Memorial Hall.

Susan Stark, 22 Severance Street RE: Interest in Serving on Historic Commission - Ms. Stark submitted a letter to the Board expressing an interest in serving on the Historic Commission. Her letter will be forwarded to the Historic Commission in accordance with the Board's policy relative to town appointments. Once members of the Historic Commission have had an opportunity to meet with Ms. Stark, they will bring forth their recommendation to the Selectmen.

F.C. Solid Waste Management District RE: Transfer Station Inspection - Terry Mosher recommended that the Board sign a memorandum of understanding authorizing the Solid Waste management District to conduct an annual inspection of the transfer station and file a final report to DEP for a flat fee of $50.00. A motion was made by Joe to accept the proposal but forth by the Solid Waste Management District for inspection services. Motion seconded by John. Motion carried unanimously.

OTHER BUSINESS:
Mechanic Street Sidewalk Project RE: Change Order for Clerk of the Works - John Ryan of Breezeway Farm Consulting recommends the approval of a request from Stantec Consulting Services, Inc. for an increase to their contract by $5,000 to cover the additional cost of the time for the Clerk of the Works for the Mechanic Street sidewalk project. A motion was made by John in support of the $5,000 change order request. Motion seconded by Joe. Motion carried unanimously.

Part-Time Clerical Positions for Zoning Board, Planning Board and Board of Health
- a representative of each Board met with Bob Manners and Terry Mosher this week to review the nine resumes received. As a result of that review, five applicants have been selected for interviews next week with the hopes of bringing forth recommendations for hire to the Board of Selectmen.

Adjournment: a motion was made by Joe and seconded by John to adjourn the meeting at 9:08 p.m. Motion carried unanimously.

Respectfully submitted,

Terry Mosher
Executive Secretary