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Selectmen Meeting Minutes — June 24, 2008—3:00 p.m. — Memorial Hall

Call to order:
The meeting was called to order by Chairman, Joseph Judd. Other members present: John Payne. Robert Manners was absent due to a conflict in his work schedule.

3:00 p.m. Dan Haynes, Hirbour & Haynes, P.C. RE: Final Review of Town Audit - Following a preliminary review of the audit report in May with Mr. Haynes, members of the Board of Selectmen spoke to each of the departments that had received comments and recommendations relative to the overall improvement of operations and internal accounting control areas to see if the individual departments were in agreement with the comments/recommendations; and to gather general input. Once those discussions were complete, the Board requested a final meeting with the auditing firm and invited participating town departments to attend for closing comments before finalizing the audit report. After reviewing each of the seven areas of recommendation in detail, the Board discussed measures that would be taken to improve overall operations and internal accounting control. Treasurer, Virginia Peck was present for the discussion. The Board will formulate a formal response to the audit report and submit it to Hirbour & Haynes. Both Joe and John indicated that they were pleased with the format of the audit process this year; noting that it was beneficial to first review the report with the auditor, discuss with town officials and then meet jointly with all parties for finalization.

Other Business:
Cynthia Dole-Redeker RE: One Day Liquor License - Ms. Redeker is requesting a one-day liquor license for June 28, 2008 for a backyard wedding. She has been in contact with her insurance provider and will obtain additional coverage if necessary. John made a motion to approve the one-day liquor license. Joe seconded the motion. Motion carried unanimously.
Police Accident Insurance RE: Policy Renewal - Cabot Risk Strategies has provided the Town with policy renewal quotes for fiscal year '09. Before signing the renewal, the Board has asked Terry Mosher to obtain pricing information on two additional policy options.

Town of Shelburne Zoning Map - at the request of the Zoning Board of Appeals, an over-sized version of the newly revised Zoning Map was signed by the Chairman of the Board of Selectmen; gold stamped and signed by the Town Clerk and placed in the vault for safe keeping. This map will serve as the town's "official" copy.

Overview of FY'09 Diesel Fuel Bids - the Town has received the bid results from the Lower Pioneer Valley Educational Collaborative for the purchase of diesel fuel. Two bids were received. The apparent low bidder, based solely on the cost of "margin and overhead" is a fixed price of $0.5039 per gallon is F.L. Roberts of Springfield, MA. If the Board decides to award the low bidder, they will have until December 1st to lock in on the NYMEX price. As of yesterday, the market price based on the NYMEX closing price was $3.9576 however, Paul Schroeder, a representative from the LPVEC believes that the price will go down. Before making a decision, the Board will consult with the Highway Superintendent.

John made a motion to adjourn at 4:40 p.m. Motion seconded by Joe. Motion carried unanimously.

Respectfully submitted,

Terry Mosher
Executive Secretary