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Selectmen Meeting Minutes — July 24, 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: Joe made a motion to accept the meeting minutes of June 26, 2008 as presented. John seconded the motion. Motion carried unanimously.

Noteworthy News:
Main Street Construction is scheduled to begin on Monday, July 28, 2008. The first few days of construction will take place at the intersection of Bridge and Main Street while workers excavate and install a new sewer and water line. There will be a disruption in water service on Thursday for a few hours while tying in the new water line. The street will be restored at the end of each day to allow for vehicular traffic.

Department Liaison Reports:
Police Department - the Police Site Review Committee has been meeting on a regular basis; the Police Department continues to work on Bridge Street traffic concerns; the new cruiser has been purchased and is being equipped; and sadly, a letter was received from Sergeant, Dana Johnson announcing his decision to retire from the department effective September 1, 2008. Joe made a motion to accept Dana's decision to retire with regret. John seconded the motion. Joe wished Dana well in his retirement and is hopeful that the Board will invite him in for a proper farewell. Motion carried: 2 - yes; 1- abstention.

Town Office - Taxes are due August 1st and John urged taxpayers to be timely with their payments; noting that the Treasurer has had to borrow from the town's Stabilization fund to "bridge the gap" while waiting for receipt of tax revenues. John is still trying to arrange a meeting with the Treasurer and the Fiscal Officer to review job responsibilities and streamline functions for better office efficiency. John attended a quarterly F.R.C.O.G. and continues to be impressed by the breadth of work accomplished by the organization. Of the many topics discussed at the quarterly meeting John reported on efforts relative to the Commonwealth Capital Application, an Energy Savings Performance Contract; Franklin County Public School Project and an evaluation of the evacuation plan for Vermont Yankee to ensure that the proposed evacuation routes can sufficiently handle the potential volume of traffic. Lastly, the town's FY'07 audit is complete and areas of concern indicated in the management letter have been sufficiently addressed.

Highway - the department has received the newly purchase New Holland Tractor and roadside mowing is underway; Zerah Fiske and Patten Road have been paved; roads are being patched and the obsolete trucks are being prepped for future sale. The Arms Library suffered interior water damage as a result of the heavy rains. Members of the Highway crew responded and cleared the plugged roof drains. Joe stressed the need to establish a routine schedule for roof drain maintenance.

7:30 p.m. Les Chadwick, Veterans Grave Officer RE: Grave Markers - Mr. Chadwick appeared before the Board to discuss the need for the replacement of veteran's grave markers at the town cemeteries. Many of the markers are either missing or broken. Mr. Chadwick is in the process of taking inventory at each of the cemeteries to determine how many markers are needed. Although Board members are supportive of Mr. Chadwick's efforts, before making a decision they would like to know how many markers are needed, who is responsible for replacing missing or broken markers and whether or not there is funding available. Mr. Chadwick will continue his inventory work and speak with Veteran's Agent, Leo Parent with the hopes of obtaining more information. He will report back to the Board once he has more information. Joe asked Mr. Chadwick about the possibility of cleaning the "Martin Severance" memorial plaque located on South Maple Street. Joe would like to have a rededication ceremony in honor of Martin Severance in the future. Mr. Chadwick volunteered to clean up the plaque. Lastly, Mr. Chadwick reported that the tree located in front of Memorial Hall obscures the American Flag and hinders his ability to lower the flag on "half staff" days. He recommended that the tree be removed. Members of the Board indicated that the trees on Bridge Street are a part of a larger discussion; although beautiful, they are causing the sidewalks to buckle creating a public safety concern.

Senior Center Lease - the lease has been reviewed by Town Counsel and recommended changes have been made. Last week, member towns met, reviewed the changes and three towns have approved the document. The lease is now being reviewed by the Masons. Comments brought forth by John Payne following his review will be brought back to the group for consideration. Overall, the Board felt that it was an excellent document.

Bridge Street Sidewalks - the Highway Superintendent is waiting to receive a quote from a local contractor as to the costs of adding a skim coat to the uneven sidewalks. A listing of the trees planted along Bridge Street was provided to each Board member for their review. Many of the trees are locust, Linden or Ash. Being that each tree was purchased privately and dedicated in someone's memory, the Board recognizes the need to be sensitive when discussing their removal. Joe suggested discussing the town's concerns at the next Partnership Meeting

Kontrabecki Wedding RE: Access to Glacial Potholes - Joe has been in contact with Stacy Kontrabecki to inform her that access to the glacial pothole area via the town-owned stairs on Saturday, July 26 at 2:00 p.m. will be dependant upon the weather conditions and water flow. Given the amount of rain in recent weeks, the Board wants to ensure that the area is safe before access is allowed. With that said, a motion was made by Joe to authorize the officer on duty to make determination as to whether or not to allow access to the glacial potholes via the town-owned stairs. John seconded the motion. Motion passed: 2 - yes; 1 - abstention.

Tree Removal at Highway Garage - the large trees behind the town highway garage have been taken down by Jim's Tree Service. It has been determined that the overall value of the lumber is not worth advertising for sale as previously discussed therefore a logging company will be contacted to take the logs away.

Loan of Roadside Mowing Equipment - a decision was made by the Board to loan to the Town of Leyden the highway department's New Holland tractor and flail mower for one week so that Leyden can begin their roadside mowing. In return, Shelburne can complete their roadside mowing using the four-town tractor with sidearm mower.

Rate of Pay for Part-time Help - the Highway Superintendent has recommended creating a separate pay scale for part-time help; offering a higher rate of pay to those that have specialized skills (laborers verses equipment operators). Before making any decisions, Terry will obtain survey information from neighboring towns to determine if the hourly rate that Shelburne is currently paying is competitive.

Fleet Card for Purchase of Gasoline - the Treasurer has finished completing an application to Wright Express for the purpose of obtaining credit cards for the purchase of gasoline. The cards will be assigned to the Highway department and can be used at a variety of gas stations.

Brook Road RE: Slope Stabilization Project - the work is scheduled to begin on August 11, 2008. A letter will be sent to the Town of Colrain under Bob's signature notifying Selectmen that Brook road will be closed during construction. Wilson Graves Road to Smead Hill road will serve as the detour route. The anticipated date of project completion is August 22, 2008.

DEP RE: Municipal Waste Reduction Grant - a motion was made by Bob and seconded by John to allow the F.C. Solid Waste Management District to apply to the FY'09 Municipal Sustainability Grant on Shelburne's behalf with the hopes of receiving funding for outdoor recycling baskets to be placed along Bridge Street and Deerfield Ave. Motion carried unanimously.

Ideas for Possible Money Saving Opportunities - Joe compiled a list of money saving ideas for the town to consider. The list included ideas such as: less electricity usage during daytime hours, cutback in number of work days, minimizing air-conditioning use, fuel efficient vehicles, etc. He wants to send a message to department heads that managing the finances of the town is a never-ending duty. The list will be circulated to department heads with the hopes of seeking more ideas.

Town of Conway RE: Placement of Road Closing Signs - the Town of Conway will begin a construction project on Bardwell's Ferry Road just over the bridge from Shelburne and would like to place road closing signs on the Shelburne side of the bridge to warn oncoming vehicles that they will not be able to pass through that section of roadway during construction. A motion was made by Joe to approve the request. Motion seconded by John. Motion passed unanimously. Bob will ask Pete Hillman to contact Conway in order to coordinate placement of signs.

Metaphor Yarns, LLC RE: Request One Day Liquor License - a motion was made by Joe to approve the one day request for a "Yarn and Wine" Tasting on August 22, 2008 from 5:00 p.m. until 9:00 p.m. at Metaphor Yarns. John seconded the motion. Proof of insurance will be required. Motion carried unanimously.

F.R.C.O.G. RE: Energy Savings Performance Contract - the F.R.C.O.G. has selected Siemens Building Technologies to provide energy efficiency services for 16 municipalities and 3 regional school districts who signed up as participants. The first step in the process is to provide for a Preliminary Energy Audit at no direct cost to the participant to determine the technical and economic feasibility of implementing a program on an individual basis. A motion was made by John to engage Siemens Building Technologies in a preliminary energy audit at no cost to the town. Joe seconded the motion. Motion carried unanimously.

Special Town Meeting of February 21, 2008 - the Town Clerk has received official notice from the Office of the Attorney General that Article 13; an amendment to the zoning by-laws was disapproved as a result of two technicalities. Actions taken at the annual town meeting relative to zoning by-law changes supersede those actions in February. The town is waiting to hear the outcome of those actions.

Selectmen's Meeting Schedule - a motion was made by Joe to cancel the Selectmen's meeting on August 7th. The next scheduled meeting will be held on August 21st. John seconded the motion. Motion carried unanimously.

Part-time Clerical Position for Town Boards - the Executive Secretary has solicited comments from the Planning Board and the Board of Health on two occasions relative to the "draft" job descriptions but has received no feedback. The Board agreed that it is time to move forward. John made a motion to advertise both positions. Joe seconded the motion. Motion carried unanimously.

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

Respectfully submitted,

Terry Mosher
Executive Secretary