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Selectmen Meeting Minutes — July 14, 2009—3:00 p.m. — Memorial Hall.

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

Order of Business:

End of Year Transfers -- in accordance with Massachusetts General Laws Chapter 44, section 33B the following end-of-year transactions were presented for approval:

Transfer the sum of $594.52 from Account # 01-5-141-024 Assessor's Contracted Services Account to Account # 01-5-141-022 Assistant Assessor Account.

Transfer the sum of $58.85 from Account # 01-5-292-020 Animal Control Expense Account to # 01-5-292-010 Animal Control Officer Account.

Transfer sum of $118.00 from Account # 01-5-424-074 Street Lights Account to Account # 01-5-294-020 Shade Tree Maintenance Account.

Transfer sum of $256.71 from Account # 01-5-916-025 Medicare Account to Account # 01-5-917-025 Town Share Social Security Account.

A motion was made by Bob to approve the end-of-year transfers as presented; balancing the fiscal year 2009 budget (with the exception of the snow and ice account). Motion seconded by Joe. Motion carried unanimously.

FY'08 Town Audit RE: Response to Management Letter -- After review of the Management Letter prepared by auditor, Dan Haynes, Joyce Muka presented written responses to the Selectmen addressing concerns that were directly related to the accounting department's practices and procedures. The Board reviewed her responses and found them to be appropriate. The Board is still waiting to receive responses from the Town Collector regarding real estate tax delinquencies; and from Breezeway Farm Consulting regarding grant oversight.
MEMA Reimbursement for December Ice Storm -- in the absence of the Highway Superintendent, Bob is still trying to determine how detailed reimbursement records must be when substantiating storm-related expenses. Joe offered to contact a few neighboring towns to see how they are keeping track storm-related expenses and how much detail is required to substantiate such expenses.

FY'10 Budget Deficit -- members of the Board spent a great deal of time discussing proposed budgetary reductions in an attempt to identify approximately $66,636; necessary to balance this years' budget. The majority of the proposed reductions have already been discussed with the affected town departments. The Selectmen are scheduled to meet with the Finance Committee and town departments on Monday, July 20th at 7:30 p.m. so to discuss proposed reductions before bringing forth to town meeting voters.

Other Business:
Chapter 90 Projects RE: Reimbursement of Expenditures -- approximately $57,000 has been spent on the road reconstruction related work on Anderson Road and Zerah Fiske Road in recent weeks. Both roads were approved by Mass Highway as Chapter 90 eligible projects. In the absence of the Highway Superintendent, Terry Mosher agreed to speak with Mass Highway regarding procedural related matters so that the town can submit reimbursement paperwork necessary for reimbursement. When the Highway Superintendent returns from vacation, Bob Manners will work with him to develop a system for timely reimbursement requests.

Gitsis Construction Project -- Mary Vilbon, Executive Director of the S.F. Area Business Association appeared before the Board to discuss her concerns relative to the construction project. Despite the weekly meetings, she is receiving a lot of complaints from businesses regarding the lack of communication, absence of jersey barriers along the affected sidewalk area and the lack of parking. John agreed to speak with Attorney Parsons regarding the first two concerns and both Bob and Joe agreed that once the Highway Superintendent gets back from vacation, additional parking spots will be created.

Waiver of Building Permit Fee RE: Gitsis Property -- given the fair amount of turmoil surrounding the Board's decision to waive $6,000 in building permit fees for the Gitsis Reconstruction Project; in hindsight, both John and Joe agreed that the decision was made too quickly. In the future when requests come before the Board regarding significant financial matters, they will make every effort to take time to review all of the details before making a decision.

Delinquent Tax Collection -- John reported that the Town Collector has identified three properties that have been slated for foreclosure. According to the Collector, these property owners that have not responded to repeated correspondence nor have they made any effort to make payment over the past several years. In addition, the Collector will begin the process of placing liens on 10 additional properties. Owners will be notified of the actions to be taken by the town. If no effort is made to make payment after final notification is made; process will move forward.

Highway Vehicle Maintenance Needs -- Bob reported that three highway trucks are in need of repair (new springs, radiator, alternator and rear axle seal). Being that the trucks are essential to the operation of the department, he has authorized the foreman to obtain estimates and proceed with repairs.

Adjournment -- a motion was made by Bob at 5:40 p.m. to adjourn the meeting. Motion seconded by Joe. Motion carried unanimously.

Respectfully submitted,

Terry Mosher
Executive Secretary