Upcoming Meetings

  1. Select Board MeetingMon, Jul 23 07:00 pm
  2. Open Space Committee MeetingMon, Jul 23 07:00 pm
  3. Finance Committee MeetingMon, Jul 23 07:00 pm

Selectmen Meeting Minutes 
September 24, 2012 -- 7:00 p.m. -- Memorial Hall
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Call to Order: Vice-Chairman, Joe Judd called the meeting to order. Other members present: John Payne. Bob Manners arrived at 7:08p.m.

Media Present: Chris Collins, Shelburne Falls Independent was present. He indicated that he would be recording the meeting. When asked how he would use the recording; he indicated that the material would serve as "notes" for the Shelburne Falls Independent and as potential sound bytes for WHAI. John objected to the use of fragmented statements made by Select Board for use on a commercial radio station. He argued that "snip-its" of conversations may or may not reflect the nuances of the conversation. John also felt that it was misleading to recorded portions of the meeting without first disclosing his intent. Chris referred to the first amendment and his right to disseminate information discussed in a public meeting. After a brief discussion, Board members agreed that Chris was free to circulate any information obtained in a public meeting however; it would have been nice to have known before hearing themselves on the radio.

Acceptance of Meeting Minutes: Joe presented a motion to accept the minutes of September 10th and 18th, 2012 as presented. John seconded the motion. Motion passed unanimously.

Noteworthy News:

  • Members of the Board expressed condolence to Virginia Peck and her family. Marvin Peck, Chairman of the Board of Assessor's died unexpectedly last week. Bob expressed gratitude for Marvin's dedication to the Town and various other groups within our community.
  • Town Tag Sale, September 29, 2012, from 10:00 a.m. until 2:00 p.m. at the Cowell Gymnasium
  • The Open Space Committee will be sponsoring an "Open Space and Recreation" forum on Wednesday, October 24, 2012 from 7:00 - 9:00 p.m. at Fellowship Hall located on Little Mohawk Road in Shelburne. The forum will allow residents to participate in a brainstorming/visioning workshop to generate ideas and priorities relative to the Town's recreational, agricultural, and open space goals for the future.

Department Liaison Reports:
Police Department - the Chief is in the process of acquiring the Town's new cruiser and associated equipment. The Department will retire both the 2001 Ford Expedition and the 2004 Ford Crown Victoria. In the meantime, they continue to work on local public safety concerns.

Highway Department - Joe met with highway personnel to talk about "new" beginnings once the newly hired Superintendent is on board. Joe feels that the overall atmosphere of the Department is changing in a positive manner. Topics of discussion included revised changes to the overtime policy; implementation of a time clock; and reinstating the clothing allowance. Joe also suggested that the Board consider winter reflective gear for the department so that they are visible when outside of their trucks in the winter months. He intends to meet with each of the men individually in the coming weeks. Both Bob and John were supportive of Joe's suggestions.

7:15 p.m. Cathy Buntin, Senior Center Director RE: Activities Coordinator Position - Over the last several months, Cathy has juggled both her position as Director of Programming and Interim Director. In late August, she accepted the full-time Senior Center Director position. Since then she has worked with Joe and members of the Council on Aging to devise an affordable staffing plan that best suits the needs of the Center. Cathy presented a revised job description for the Board to consider. The minor revisions included a change in position title (Director of Programming to Activities Coordinator); the removal of the word "small" in essential job functions #1 (the Center no longer has a "small;" van); and the removal of essential job functions #5 which pertained to a Community Block Grant funded Program that is now complete. Cathy recommends allocating sixteen (16) hours per week for the position (a reduction of fourteen (14) hours). In December, she hopes to advertise a second part-time position that would provide administrative support to her Department. Council on Aging representative, Penny Spearance was present for the discussion and indicated that the Council wholeheartedly supports Cathy's recommendations and would like to act as quickly as possible to advertise the Coordinator's position so to alleviate some of the burden on the existing staff. Members of the Select Board were also supportive of Cathy's recommendations. John presented a motion to accept revisions to the Activities Coordinator's job description as presented and to proceed with the hiring process. Joe seconded the motion. Motion passed unanimously.

7:40 p.m. Richard Bole RE: Hill Cemetery - The newly appointed Cemetery Commission has made great strides to improve the appearance and overall upkeep of the Hill Cemetery. Community Service workers and Highway Department Personnel have donated approximately $800 worth of their time to remove brush, mow, and reposition two granite hitching posts. Mr. Bole appeared before the Board to seek approval to purchase and install a sign that will illustrate the rules of the cemetery. The Franklin County Tech School will construct the sign for approximately $50. In the absence of a budget, Mr. Bole questioned the process for purchasing necessary items like a chain to prevent vehicles from driving into the cemetery. Until Town meeting approves a budget, the Board suggested that the Commission continue to identify any immediate needs and they will attempt to find a suitable funding source. Town meeting established an account a few years ago for the "care and maintenance" of the Hill Cemetery. Select Board members agreed that using those funds to purchase the sign and a chain is an appropriate use. Joe presented a motion approve the purchase of a sign and chain using funds from the Hill Cemetery Maintenance Account. John seconded the motion. Joe cautioned Cemetery Commission members that improvements to the area must be in keeping with the cemetery's historic designation. Mr. Bole agreed. He informed the Board that the Commission intends to host a ceremony in the spring to recognize the significance of the historic designation. Motion passed unanimously.

Highway Superintendent Position - Joe reported that Highway employee, Mark Shippee has accepted the position of Superintendent. Joe presented a motion to compensate Mark at a Grade 12, Step 8 on the Town's wage and classification system to allow for growth in the coming years. Mark will also receive an additional week's vacation. John seconded the motion. Motion passed unanimously. Once Mark settles into the position, the Board will seek training opportunities for him as well as explore the need for clerical assistance for both Highway and Police.

Highway Laborer Vacancy - following a brief discussion, Joe presented a motion authorizing Terry to advertise the full-time position of laborer/equipment operator. Joe's goal is to have the position filled before winter. He recommended that he and Mark conduct an initial review of the applications and bring forth names for the Select Board and Highway Superintendent to interview. John seconded the motion. Motion passed unanimously.

Cowell Gymnasium Mold Remediation Project - Joe reported that the bid opening originally scheduled for September 19th was extended until October 3, 2012 to allow the Town and Covino Environmental to revise language within the bid specifications to ensure that the scope of work clearly identified every aspect of the remediation work. Following several discussions with Covino Environmental, the Department of Public Health, Terry Mosher, and Andrea Woods, the scope of work has changed to include the entire first floor of Cowell (including the boiler room, bathrooms, hallways, duct work, etc). Questions remain relative to the extent of demolition. Before finalizing the document, Joe and John will meet at Cowell to make a determination relative to the removal of ceilings and interior and exterior walls. Joe indicated that the bid opening may be postponed once more to allow bidders time to submit proposals. Discussions with Mike Feeney confirmed that once the work is complete, periodic testing in first year will determine whether the remediation is successful. Finally, Joe is in the process of obtaining a quote from a company that specializes in asbestos removal for the removal of a tile floor. The Board of Health will be involved in the process.

Cowell Gymnasium Waterproofing & Drainage - the contractor indicated that he will return to the job this week to finish exterior site work. Terry has left a telephone message requesting an update. The Board hopes that the east end of the building is accessible before the Town tag sale.

Memorial Drive Agreement - Joe reported that he will meet with Kevin Parson again this week to continue discussions although Joe believes that discussions have reached a stalemate. Kevin has redrafted the lease agreement recommended by Attorney MacNicol. Joe will forward a copy of Kevin's revisions to John and Bob for their review. Kevin would like to speak with Attorney MacNicol however; Bob felt it was inappropriate to authorize such a discussion before the Board has had an opportunity to review Kevin's suggested revisions.

Louis Migliozzi RE: Request to Donate 10+ Acres - The Board is waiting to hear from the Franklin Land Trust.

Identification badges for Town Officials - Joe is in the process of finalizing the list of potential badge holders before placing the order. In an effort to save money, the badges will reflect job titles rather than individual names.

Barry Goldstein RE: Fire Escape Agreement - Town Counsel is in the process of reviewing the agreement.

FY'11 Emergency Management Planning Grant Application - Emergency Management Director, Chris Myers submitted a draft copy of an application to the FY'11 Emergency Management Planning Grant for up to $2,500 for the Board to review. If funded, the Town will install transfer panels at Town Hall and Fellowship Hall to accommodate the use of a generator during emergencies. John presented a motion to approve the application as presented. Joe seconded the motion. Motion carried unanimously.

Recreation Committee RE: Proposed Revisions to the Cowell Gym Director Job Description- The Board tabled discussion relative to the proposed job description until members had an opportunity to review.

Shelburne Housing Authority Sub-recipient Agreement RE: Highland Village Parking Lot Improvements Phase II - Joe presented a motion authorizing the Chairman to enter into a sub-recipient agreement between the Town of Shelburne and the Shelburne Housing Authority for Phase 11 of the Highland Village parking Lot Improvements. A recent Community Development Block Grant award is funding the project. John seconded the motion. Motion passed unanimously.

Ed Grinnell, Animal Control Officer RE: Request to Appoint Jack Cavolick as Alternate - Animal Control Officer, Ed Grinnell requested the Board appoint Jack Cavolick, ACO of 13 Main Street, Colrain, to serve Shelburne as a "back-up" assistant when Ed is out-of-town or unavailable. Mr. Cavolick will not seek pay for his coverage. Ed indicated that he will notify dispatch when Jack is covering Shelburne. Joe presented a motion to approve Ed's request on an interim basis with the understanding that the Board would like to invite Mr. Cavolick to attend a meeting so that members have an opportunity to speak with him. John seconded the motion. Motion passed unanimously.

Planning Board RE: Wind Power Advisory Group - The Planning Board has received a technical assistance grant from the FRCOG and will receive assistance from Tighe & Bond Engineering through December 31, 2012 to collect information about commercial and premise use wind power; and prepare a draft wind power by-law to addressing small scale premise use wind power. During the winter months, the Planning Board will refine the by-law in preparation for annual town meeting. In conjunction with the technical assistance grant, the Planning Board would like to create a wind advisory group to help research various issues that relate to wind power. Ideally, the advisory group's membership would consist of individuals' from the many town boards, departments, and committee's as well as 10 to 15 interested residents. It is unclear whether the Select Board will appoint members.

Highland Village Housing Complex - following a tour of the housing complex, John reported in early September that most of the housing units at Highland Village were in need of water-saving toilets. Since that meeting, John has learned that the toilets have been replaced.



ADJOURNMENT: Joe presented a motion to adjourn the meeting at 9:15 p.m. John seconded the motion. Motion passed unanimously.

Respectfully submitted,

Terry Mosher
Town Administrator