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Selectmen Meeting Minutes — June 15, 2010—3:00 p.m. — Memorial Hall.

The Selectboard unanimously approved the following meeting minutes at their June 21, 2010 meeting. Approved revisions noted in italics under the Department of Energy Resources Grant discussion.

Call to order: John called the meeting to order. Other members present: Joe Judd and Robert Manners.

Acceptance of Minutes: Bob presented a motion to accept the meeting minutes of June 7, 2010. Joe seconded the motion. Motion carried unanimously.

Executive Session -- Bob reported that there will be no need to enter into an executive session for disciplinary purposes. Bob, acting as supervisory liaison to the department handled the matter privately; issuing a verbal warning to the employee.

Election Results: Of the town's 1,342 voters; 120 came out for Monday's town election. There were no contests this year. Bob Manners was re-elected as Selectman for a three-year term.
Vacancies: Members of the Selectboard will seek nominees for the following vacancies: (3) Sewer Commissioners and (1) Recreation Committee member.
Non-Binding Referendum Questions: The three non-binding referendum questions relative to changing the time of annual town meeting, the date of annual town elections, and the date in which elected officers take office all passed. The first two will require vote of town meeting and an amendment to the town by-laws, and the third will require special legislation. John will contact Senator Stan Rosenberg to discuss protocol for filing special legislation.

Department of Energy Resources Grant -- the purpose of today's discussion was to decide whether to move forward and if so, how to proceed. Bob began the discussion by expressing concern for the overall condition of Memorial Hall's and Cowell Gymnasium's roofs. He referred to an in-depth analysis performed by Garland Roofing in 2005 which revealed saturated insulation under the roof membrane. He is uncomfortable investing a great deal of money on interior upgrades when the roofs may be in jeopardy. Using the Garland study as a reference and emphasizing that the numbers are soft, Bob estimated that Memorial Hall roof repairs could cost between $65,000 to $100,000 and the Cowell repairs $90,000 to $150,000 (a total of $155,000 to $250,000).
Joe indicated that he is uncomfortable borrowing large sums of money knowing that the town's state aid is once again in limbo. Although he does not want to lose the grant funding, he feels as though it comes with a high price. To complicate matters, Siemen's Building Technologies was not able to generate positive cash flow when evaluating potential energy saving improvements therefore the opportunity for guaranteed savings is no longer viable.
John suggested going back to the DOER to explain that Siemens is unable to offer Shelburne a guaranty contract that is cash positive and the town may need to pay for a full roof replacement for both Memorial Hall and Cowell Gymnasium. Therefore Shelburne would like to modify the DOER contract to address the roof and roof insulation problem first, and then proceed with any remaining moneys to complete the other projects. John noted that the change may result in DOER reducing its grant to perhaps $125,000 but hoped Shelburne could move forward with those projects not effected by the roofs as soon as the grant funds are available. In the meantime, Terry and Joe will seek more input from roofing contractors regarding the overall condition of the two roofs.

Breezeway Farm Consulting
Weston & Sampson Contract Amendment -- Bob presented a motion to approve a contract amendment for Weston and Sampson Engineering in the amount of $4,500. Said amount is to cover the additional cost for plan modifications, cost estimates, and additional construction administration for the Franklin Street project in Buckland, MA. Joe seconded the motion. Motion passed unanimously.
Main Street III & Franklin Street Change Order #1 -- Joe presented a motion to approve change order #1 in the amount of $2,863.08. Said amount is to cover delivery and installation of 102.9 linear feet of granite curbing, loam, and seed for the Main street project ($1,707.20) and a balance of contract items for Buckland ($1,155.88). Bob seconded the motion. Motion carried unanimously.

Purchase of a New "Used" Dump Truck -- annual town meeting voters authorized an expenditure up to $44,000 for the purchase of a used dump truck and associated equipment. The approval was contingent on using $30,000 in Chapter 90 monies and proceeds from the sale of the town's 1997 Mack Truck. Bid advertisements for the purchase of a used truck yielded one proposal from Clark's Truck Center, Jericho, Vermont. Their $44,000 proposal included a 2003 International truck with side dump sanding body, sander controls, and a 10' wing plow. Unfortunately, advertisements for the sale of the town's 1997 Mack Truck yielded no interest. Clark's Truck Center has offered to advertise the truck on the town's behalf however; they are not interested in taking the truck in trade. Bob asked that the Board consider bringing the matter before the town's voters once again seeking a transfer of $11,000 from the Snow and Ice account and $3,000 from the Highway Maintenance account. Joe asked for some time to think about the request. In the meantime, Bob will seek other avenues for the sale of the Mack truck.

Brook Road -- A hydrological occurrence on the Brook road has caused a 100' section of the road and its' embankment to rise approximately 5.5 feet. Pete intends to consult with a geologist to determine the magnitude of the problem, whether it can be fixed, and at what cost. Once known, Bob suggested that representatives from Shelburne, Colrain, and Greenfield meet on site to discuss.

Open Meeting Law Presentation -- John attended the F.R.C.O.G. sponsored training session last week at the Franklin County Tech School with presenters from the Attorney General's new Division of Open Government, MacNicol & Toombs, and Kopelman and Paige. Changes to the law will strictly limit communications amongst Board members via email. John will provide a more detailed report at the next meeting.

Senior Center Strategic Plan RE: Fiscal Task Force Representation -- Joe reported that newly appointed Finance Committee, John Rees is considering serving on this task force. He will speak with Senior Center Director, Jamie Godfrey to learn more about the committee's function before making a decision.

Senior Center Lease Agreement -- Member towns will begin negotiating the renewal of the Senior Center lease with the Masons. Joe is hoping to renew the lease on a yearly basis in the event the Center finds a new location.

Adjournment -- Joe made a motion to adjourn the meeting at 4:53 p.m. Bob seconded the motion. Motion carried unanimously.

Respectfully submitted,

Terry Mosher
Executive Secretary