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Selectmen Meeting Minutes — December 20, 2010—7:00 p.m. —
Memorial Hall
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Call to order: Chairman Joe Judd called the meeting to order at 7:00 p.m. Other members present: Robert Manners and John Payne.

Acceptance of Meeting Minutes: Bob presented a motion to accept the meeting minutes of December 6, 2010 as printed. John seconded the motion. Motion passed unanimously.

Noteworthy News:

  • Shelburne Town Offices are closed on Friday, December 24, 2010 in honor of the Christmas Holiday;
  • Transfer Station Holiday Hours -- Transfer Station will be closed on Saturday, December 25th and Saturday January 1st;
  • Shelburne Tree Committee will host a Public Hearing on Tuesday, January 11, 2011 at 7:00 p.m., Memorial Hall. The Committee will present their findings relative to the trees on Bridge Street and seek public comment.

Department Liaison Reports:
The boiler at the Pratt Memorial Library has a leak. Initial assessments provided by White Heating suggest that the boiler will need replacing. The boiler is approximately 10 years old and has been problematic since its installation. Members of the Pratt Memorial Building Committee will seek quotes for a replacement boiler. Board members agreed that the majority of the expense should be borne by the Town however; Joe is hopeful that Library Trustees would contribute towards the cost.
John attended a meeting of the Franklin Regional Council of Governments last week. Great progress is being made with the on-line permitting software which will allow residents and contractors to apply for permits online rather than submit paper copies to the FCCIP. Staff hopes to have the software program fully operational by March, 2011.

Fiscal year 12 budget work is underway. F.R.C.O.G. representatives are projecting a 1.5% COLA increase; a 3.5% increase in health insurance; and an overall 14% increase in statutory charges. F.R.C.O.G. representatives continue to work out the details of a lease at the new Transit Center. If negotiations go as planned, there will be no rental costs to F.R.C.O.G. although they will have to bear their share of operational costs (i.e. cleaning).

Police Department -- John reported that there will be increased enforcement on our roadways over the Christmas and New Year holidays. He encouraged residents to drive safely and utilize designated drivers.

Highway Department: so far the month of December has been very kind in terms of snow accumulation. While waiting for the arrival of snow; crew members are trimming brush along roadways. In attempt to raise driver awareness, the highway crew will erect an additional stop sign on the eastbound lane of Zerah Fiske Road just beyond the four-way intersection of Zerah Fiske Road and Old Greenfield Road.
Town Office: Lisa Hebert of the Department of Public Health has indicated that cuts in staffing have hindered her department's ability to complete the mold remediation study for Cowell Gymnasium. Shelburne is now third on the list.

Personnel Policy Update -- the town's personnel policies; particularly in the area of "health insurance benefits for retirees" need clarification. Problems became apparent when a retiree inquired about health benefits. Terry is in the process of revising the policies and will try and arrange for a meeting with a representative from the Franklin Regional Retirement Sys tem so that if additional provisions are required; they can be brought before special town meeting voters.
Paul Swem will evaluate the large Imagistics copier located in Town Hall to determine whether the machine can be upgraded in a manner that allows town Boards and Committees to utilize it for scanning documents.

OLD BUSINESS:
DOER Energy Grant -- DOER has approved a total of $147,716 in thermal efficiency measures and $36,920 in performance contracting work. With the inclusion of lighting upgrades the total project cost is approximately $200,000. John would like to add an additional 10-15% for oversight and contingency costs for a total of $230,000. Before moving forward; John would like to seek assistance from one or more individuals who can help draft the detailed bid specifications and perhaps provide construction oversight. Although David Ward is more than willing to assist, his services are costly. Working with the Energy Committee, John will seek local individuals who are qualified to perform this type of work, obtain estimates for his or her services, and report back to the Board.

Town Roads RE: Discontinuance of Winter Maintenance -- residents who have received notice of potential discontinuance of road maintenance have been invited to attend a meeting of the Selectboard on January 31, 2011 at 7:15 p.m. In the meantime, Bob and Pete will continue to research old maps and determine the cost of maintenance and repair in preparation for the meeting. Regardless of the outcome, Board members agreed that there is a need to create a uniform standard for all road maintenance.
Barry Goldstein RE: Fire Escape Proposal -- Barry and his attorney will continue to work with Donna MacNicol to move this project forward.

FY'12 Budget Directives -- Members of the Board are considering either a 2% or a 3% salary increase for employees. Before finalizing their decision, members agreed to wait and see what the impact of a 1%; 1.5; and 2.5% increase in operating expenses would have an the overall budget.

Winter Maintenance of Memorial Drive -- six abutting property owners have received an invoice in the amount of $167 to cover the costs of maintaining Memorial Drive in the winter months. To date three (3) parties have paid. If the remaining three parties fail to pay their share by December 31st, the services of the private contractor hired for the 2010-2011 season will cease and property owners will be left to deal with the clean-up on their own.. This is the second year that the Town has taken the lead in orchestrating care and maintenance of the road during the winter season and the second year in which the largest abutter (Gitsis, LLC) has objected to the arrangement.

NEW BUSINESS:
Penelope Spearance RE: Appointment to Council on Aging- Penelope Spearance of South Shelburne Road is interested in serving as a member of the Shelburne Council on Aging. Since 2009, she began participating in various programs at the Center (Strategic Planning, Listening Project, and the Neighbor to Neighbor Project). When she learned that Shelburne had only one representative to the Council; she decided to volunteer her services.

Penelope believes that her background in education, conflict resolution, organizational dynamics, and teaching makes her a qualified candidate for the position. Members of the Board agreed that Penelope would make a fine candidate. Joe suggested that the Board invite her to attend their next meeting on January 3, 2011.
Memorial Hall Association RE: Request to Use the Selectmen's Meeting Room -- Promoters of the Redbird concert being held at the Memorial Hall Theater on January 1, 2011 have requested permission to use the Selectmen's Meeting room as a place where they can provide food for the musicians before the show. The Promoters will clean the room after its use, and return all tables, chairs, etc., to their original places. Representatives from Memorial Hall Association will also be on hand to supervise. Bob presented a motion to approve the request as presented. John seconded the motion. Motion passed unanimously.

Breezeway Farm Consulting, Inc. RE: FY'09 CDBG Grant Extension Request -- a balance of $9,950 remains in the FY'09 CDBG program. Breezeway Farm is proposing that the towns of Shelburne and Buckland allocate the money for the engineering design of repairs to properties owned by the Franklin County Regional Housing and Redevelopment Authority in Shelburne and Buckland. In Shelburne, the project would improve the parking lot at the Highland Village Housing Complex; and in Buckland the work would include improvements to the parking lot, site work, or weatherization of their Clement Street property. Once the Department of Housing and Community Development approves the three (3) month grant extension, the Town would extend the contract that it has with Weston and Sampson Engineering to undertake this work. Bob presented a motion to seek a three (3) month contract extension through March 31, 2011 from the Department of Housing and Community Development and reallocate approximately $9,950 in FY'09 Community Development Block Grants Funds for engineering design of repairs to properties owned by the Franklin County Regional Housing and Redevelopment Authority in Shelburne and Buckland. John seconded the motion. Motion passed unanimously.

OTHER BUSINESS:
Great Auk Wireless Presentation -- Several residents attended the presentation sponsored by Great Auk Wireless last week in Buckland. Residents who are interested in obtaining more information about their service may log on to: www.GAW.com/BucklandShelburne and complete a brief survey. Great Auk is looking for suitable sites to place repeaters. If a resident's property is deemed suitable for placement of a repeater; they will receive wireless service at no charge.

CORRESPONDENCE:
Franklin County Home Care RE: 2010 Annual Report -- the Town has received Franklin County Home Care's annual report. John pointed out that of the thirty (30) towns served; Shelburne is the fifth highest user; serving over 251 residents.

PUBLIC COMMENT: none

ADJOURNMENT: John presented a motion to adjourn at 8:40 p.m. Bob seconded the motion. Motion passed unanimously.
Respectfully submitted,

Terry Mosher
Executive Secretary