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Selectmen Meeting Minutes — June 20, 2011—7:00 p.m. —
Memorial Hall
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Call to order: Chairman Joe Judd called the meeting to order. Other members present: Robert Manners and John Payne.

Media Present: Cameron Graves, Shelburne Falls Independent

Acceptance of Meeting Minutes: Bob presented a motion to accept the minutes of June 6, 2011 as presented. John seconded the motion. Motion passed unanimously.

Noteworthy News:

  • Selectmen will not meet on Monday, July 4th
  • 4th of July Parade will begin at 11:30 a.m. in Buckland and will proceed to the Buckland-Shelburne Elementary School.

Department Liaison Reports:
Highway - a tree crew was hired to remove some problematic trees; road-side mowing is temporary suspended until the mower can be repaired; and the crew continues to address potholes.

Police - warmer weather has brought some increased activity but nothing out of the ordinary. Necessary repairs were made to one cruiser resulting from normal wear and tear.

Town Office - energy lighting improvements will soon be underway at Town Hall which will result in an estimated annual savings of $838. Greenfield Glass measured all of the first floor and four second floor windows and will provide an estimate for exterior storms.

7:10 p.m. Beverly Neeley, Town Clerk RE: Town Election - Bev reported that of the town's 1,317 registered voters; 123 ballots were cast. A variety of "write-in" votes filled the following vacancies: Richard Bishop, Auditor; Kim Levitch, Housing Authority; and Debra Washer, Shelburne Library Trustee. Three vacancies on the Sewer Commission remain. Bev suggested that the Board seek to change the status of that Commission from elected to appointed. She also suggested that the Board pursue changes to the time in which annual town meeting begins as well as the date in which elections are held. Total cost of election: $2,782; ($1,700 of which was for programming the two ballot machines).

7:15 p.m. Don Upton RE: Mosaic Tile Print on Exterior of Town Hall - canceled due to a conflict in scheduling. Joe has had a series of conversations with Don relative to the mosaic tile print which hangs on the front exterior of Memorial Hall. The tile print depicts the year that Shelburne was granted township (1775) rather than the year it was established (1768). Don has some ideas for fixing the print.

7:20 p.m. James Gamache RE: Citizen's Guide for First Time Builders - Bob presented a motion to appoint James Gamache as a volunteer to the Board for the purpose of developing a useful reference tool entitled: "Citizens Guide to Homebuilding, Renovations, and Remodeling in Shelburne." John seconded the motion. Motion carried unanimously. Joe will send a memorandum to all town boards and committees notifying them of Jim's project.

7:30 p.m. Falls Cable Corporation RE: Comcast Negotiations (Mike Duffy & Glen Cardinal) - the two appeared before the Board to review a letter recently sent by Comcast which highlights the most recent renewal offer to the Towns of Buckland and Shelburne. After years of negotiating, the Cable Advisory Committee believes that the most current offer is the closest that Comcast has come to addressing the town's priority needs. The ten-year contract offer includes: $20,000 capital grant for each town; 5% gross annual revenue for each town; PEG Access Channels; an additional 5.12 miles of build-out for Shelburne (4.03 miles for Buckland); and the build-out formula will be reduced from 30 houses per mile to 15 houses per mile. In addition, there is opportunity for additional build-out if Comcast is successful in receiving MBI grant funds. After a brief discussion, John presented a motion to encourage members of the Cable Advisory Committee to accept Comcast's most recent proposal and proceed with the final review of the contract document. Bob seconded the motion. Motion passed unanimously.

OLD BUSINESS:

DOER Energy Efficiency Grant:
Town Overhead Door Installation Project is complete. DOER has funded 50% of the project. The remaining balance will be paid once all upon completion of all reporting requirements and final inspection.

Cowell Gym Roof Replacement - the project is advertised with proposals due on Thursday, July 14, 2011 at 2:00 p.m.

Town Hall - TNT Energy will install new lighting in July, storm window replacement, and ceiling insulation work is in the planning stages. Terry, John, and Joe Mattei
met with local contractors on site to discuss the proposed work.
Cowell Gym Windows and Insulation of Vestibule - Joe and John met with Joe Mattei
on site to discuss the details of the proposed projects. Joe Judd has agreed to oversee this portion of the project. In return, John Payne will focus on the roof replacement and Town Hall related projects.

Joseph Mattei Architectural Services - John Payne presented three separate motions to hire the architectural services of Joseph Mattei for a specified dollar amount. Those motions are as follows:
To hire the services of Joseph Mattei Architects for the development of bid specifications and project oversight for the purchase and installation of storm windows and ceiling insulation at Town Hall for a fee of up to $2,000. Bob seconded the motion. Motion passed unanimously.

To hire the services of Joseph Mattei Architects for the development of bid specifications and project oversight for the insulation of the Cowell Gym vestibule for a fee of $1,210. Bob seconded the motion. Motion passed unanimously.

To hire the services of Joseph Mattei Architects for the development of bid specifications and project oversight for insulating and bricking up ten large windows at the Cowell Gymnasium for a fee of $1,860. Bob seconded the motion. Motion passed unanimously.

Meeting with DOER Representatives - Terry and John met with DOER representatives Elise Avers and Jim Barry on Wednesday to review Shelburne's progress to date and discuss expectations and deadlines for projects moving forward. It is clear that Shelburne remains at risk for losing a portion of the funding if required deadlines are not met.

Whit Sanford RE: Signage on Maple Street - the Highway Department has trimmed branches in the vicinity of the street signage. Bob and Pete discussed the possibility of moving the "Dead End" sign to the south side of the Church Street intersection but they doubt that such action will address Ms. Sanford's concern. The Board agreed to continue to monitor the situation.

Memorial Drive RE: Winter Maintenance - Bob will meet with Attorney MacNicol on Wednesday, June 22nd to prepare for meeting with right-of way holders on the 29th of June.

Jacqui Goodman RE: Cross Street Fence - Bob reported that the wooden stockade fence bordering the Cross Street parking lot and Ms. Goodman's property is in disrepair and should be removed. The question is whether to replace the fence and if so, what type of fence should be erected. Terry will obtain a list of abutters from the Assessor's Office in the event the Selectboard would like to obtain feedback from each of them.

FY'2010 Audit RE: Response to Management Letter - Department heads have received a copy of the management letter. Each department will be asked to respond to concerns relevant to their operations.

NEW BUSINESS:
Reorganization of the Board:
Chairman - Bob presented a motion to appoint John as Chairman effective July 1st.
Joe seconded the motion. Motion passed unanimously.

Vice-Chairman - John presented a motion to appoint Bob as Vice-Chairman effective July 1st. Joe seconded the motion. Motion passed unanimously.

Clerk - Bob presented a motion to appoint Joe as Clerk effective July 1st. John seconded the motion. Motion passed unanimously.

Department Liaison Roles:
Town office John Payne
Police Joe Judd
Highway Bob Manners

Position Title Change RE: Executive Secretary -acting upon a recommendation brought forth by Joe and in accordance with M.G.L. Chapter 41 section 23A, John presented a motion to change Terry Mosher's position title from Executive Secretary to Town Administrator. Bob seconded the motion. Motion passed unanimously.

Annual Appointments: Members of the Board reappointed a variety of town officials whose terms were due to expire. A list of appointees and votes taken are available in the Selectmen's Office. The Board agreed to "hold" on five re-appointments until their first meeting in July. Members would like more information before taking action. Those appointments are: E-911 Coordinator, Fire Chief, and Civil Defense Director for the Town of Buckland, and Agricultural Commission.

Agricultural Commission - John reported that the Agricultural Commission has met infrequently over the last few years. After meeting with Carolyn Wheeler and evaluating the work of the Agricultural Commission over the last few years, both agreed that the Commission should move in a new direction to more actively promote the changing types of agricultural activities within our community rather than focus entirely on dairy. John recommended appointing Kim Stevens and Beth Manning to the Commission. Bob was reluctant to take any action until membership of the Commission has an opportunity to respond. Although Joe was supportive of Bob's request to postpone appointments, he reminded fellow members that the Selectboard is the appointing authority, and there will be times when difficult decisions must be made however, the Board's role is to appoint individuals who will best serve the town.
Cemetery Commission - all of the necessary steps required to appoint a Cemetery Commission are complete. Terry will research the terms of said Commission so that the Board can appoint members in July.

S.F.A.B.A. RE: Application to Massachusetts Cultural Council to Designate "Shelburne Falls" as a Cultural District - the Shelburne Falls Area Business Association is requesting support for the Town of Shelburne to apply to the Massachusetts Cultural Council to become a Cultural District. While there are no funds currently available for this initiative, the designation will make available programs and services that may include marketing, community planning, economic development, open space and recreation, and signage. After review of the materials provided, Bob presented a motion to support an application to the Massachusetts Cultural Council with the hopes that Shelburne Falls will receive designation as a Cultural District. John seconded the motion. Motion passed unanimously.

OTHER BUSINESS:
Police Department Relocation - Joe reported that he is actively exploring a potential site along Route 2 that could serve as a potential site for the Police Department.

CORRESPONDENCE: none

PUBLIC COMMENT: none

ADJOURNMENT: Bob presented a motion to adjourn the meeting at 9:25 p.m. John seconded the motion. Motion passed unanimously.

Respectfully submitted,

Terry Mosher
Town Administrator