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Selectmen Meeting Minutes — October 16, 2008—7:00 p.m. — Memorial Hall

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

Acceptance of Minutes: A motion was made by John to accept the minutes of October 2nd and October 7th, 2008 as presented. The motion was seconded by Joe. Motion carried unanimously.

Noteworthy News:
Town Office - John reported that he has received a cash flow report from the Treasurer which illustrates the town's collections and expenditures for fiscal years 2008 and 2009. Once he has had an opportunity to review the materials, he will report back to the Board.

John will also speak with John Ryan of Breezeway Farm concerning a policy that was developed as a result of a town audit that requires the town to reimburse HUD for any interest earned on CDBG funding while in the towns' custody. When the Town receives monies from a CDBG drawdown request, typically the bills are processed immediately therefore generating little or no interest. As a result of the recent audit, the Town reimbursed HUD approximately $400 in interest earned and the Treasurer does not believe that the figure was accurate. John also reported that the Town Collector continues to have dialogue with taxpayers regarding delinquency and the town hall office relocation is scheduled to begin on Friday, October 17th.

Police Dept. - will report under "Old Business".

Arms Library - Titan Roofing did make a site visit to review the overall condition of the roof. They will report back to the town with their findings.

Highway Dept. - the department is getting ready for winter; waiting for the arrival of the new "used" truck.

7:30 p.m. John Ryan RE: Public Hearing for 2009 CDBG Grant Application - Chairman, Manners opened the hearing at 7:30 p.m. and read the public hearing notice aloud. The hearing was then turned over to John Ryan of Breezeway Farm Consulting. John explained that Shelburne is eligible for up to $1 million dollars in grant funding. He reviewed the list of eligible CDBG activities which include acquisition of real estate property, construction/reconstruction, code enforcement, demolition, accessibility, housing rehabilitation, social service programs, etc. The purpose of the first public hearing is to solicit comments from residents and begin identifying potential projects. John presented two draft documents for the Board's review: a neighborhood survey which will be sent to residents in the village in order to determine whether or not a project area is income eligible and to solicit input as to residential priorities (housing rehabilitation, first-time homebuyer assistance, infrastructure, etc.) and a social services needs assessment which will be sent to agencies throughout Franklin County which will be instrumental in identifying their needs. After reviewing the residential survey and the social services needs assessment, a motion was made by John to accept both documents as presented. The motion was seconded by Joe. Motion carried unanimously. The hearing was opened up for public comment. Tammy Butler of Franklin County Community Action Corporation stated that her agency has benefited from CDBG funded programs in the past and is very much interested in participating again. Her agency is currently exploring several funding options as they anticipate a great deal of community need. No other public comments were voiced. Before closing the hearing John reminded the Board to review and update the town's Community Development Strategy document. A second public hearing will be held on October 30th at 7:30 p.m. The public hearing was closed at 8:05 p.m.

Scott Sawyer, Fiscal Officer RE: Proposed Understanding of Services - Joe would like to have an opportunity to speak with Scott. He is waiting for a call back.

Internal Posting for Full-Time Patrolman - three resumes have been received as a result of the internal posting. Both Joe and John have had an opportunity to review the resumes and would like to schedule interviews for all three candidates the first week of November. Terry will coordinate scheduling of interviews with the Chief.

Part-time Clerical Positions for Town Boards - the Board will conduct a second round of interviews next week. Since the first round of interviews, one candidate has withdrawn her application leaving two individuals for consideration.

Cable Advisory Committee - John reported that the negotiation team continues to have dialogue with Comcast. Comcast has made a second offer and final offer that is slightly better than the last offer but it still does not meet the town's needs.

Meeting Schedule - Joe initiated more dialogue regarding the Board's Thursday night meeting schedule and suggested that members consider the possibility of either changing the meeting night or the frequency of meetings. Before making any changes, John suggested that the Selectmen wait and see if the Planning Board reverts back to Thursday night meetings in January. If that occurs, then the Selectmen would consider changing their meeting night to Mondays in an attempt to alleviate some of the meeting space conflicts.

Silver Star Day Proclamation, May 1st - a motion was made by Joe and seconded by John directing the Chairman to sign a proclamation designating May 1st as "Silver Star Banner Day" in honor of the wounded and ill Soldiers from Shelburne who have served their Country. After a brief discussion, the motion passed unanimously.

Williams College RE: Request to Access Glacial Potholes - the Geosciences department from Williams College is requesting permission to access the glacial potholes on November 12, 2008 between the hours of 3:00 p.m. and 4:30 p.m. A motion was made by John to approve the request providing weather conditions and water flow on November 12th is conducive for a safe visit. Motion seconded by Joe. Motion passed unanimously.

Historic Commission RE: Recommendation to Appoint Susan Stark - members of the Historical Commission met with Susan Stark on October 7th and is excited to bring forth her name for appointment. A motion was made by Joe and seconded by John to appoint Susan Stark as a member of the Historical Commission. Motion carried unanimously.
V.F.W. Post 8503 RE: Rag Shag Parade Permit - Joe stated that he has discussed the parade permit with Chief Walker and would encourage the Board to approve the request. Motion to approve parade permit request as presented was made by John and seconded by Joe. Motion passed unanimously.

Letter to Fire Chief Bardwell RE: Mechanic Street Underground Tank - while dismantling the Mechanic Street retaining wall, a large abandoned underground tank was discovered on the adjacent property. The Fire Chief was contacted after the tank was unearthed and he notified the property owner; providing a list of DEP approved contractors licensed in fuel tank removal and disposal. To date no action has been taken and the town is ready to finish the Mechanic Street project (i.e. sidewalk, paving and parking lot). Breezeway Farm is concerned that if the tank is not removed until after the finish work is completed, that the quality of the finish work may be jeopardized when the tank is finally removed. Breezeway Farm is recommending that the Town request that the Fire Chief issue an Order of Notice to the owner citing a specific deadline for tank removal. After a brief discussion, a motion was made by John to authorize the Chairman to send a letter to the Shelburne Falls Fire Chief requesting that an Order of Notice be sent to the property owner. Motion seconded by John. Motion passed unanimously.


ADJOURNMENT: Joe made a motion to adjourn the meeting at 8:32 p.m. John seconded the motion. Motion passed unanimously.

Respectfully submitted,

Terry Mosher
Executive Secretary