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Selectmen Meeting Minutes — August 1, 2011—7:00 p.m. —
Memorial Hall
.

Call to Order: John Payne called the meeting to order at 7:00 p.m. Other members present: Robert Manners and Joseph Judd.

Media Present: Diane Broncaccio, The Recorder and Cameron Graves, Shelburne Falls Independent

Acceptance of Minutes: Bob brought forth a motion to accept the meeting minutes of July 18, 2011 and July 20, 2011 as presented. Joe seconded the motion. Motion passed unanimously.

Noteworthy News:

  • Bridge of Flowers Road, Saturday, August 13, 2011.
  • 11th Annual Bridge Dinner, Sunday August 21, 2011.
  • Franklin Land Trust, 7th Annual Self-Guided Recreational Bike Ride, Saturday, August 27, 2011.
  • Mass Audubon Letter RE: High Ledges Rescue - The Town received a letter of thanks to Shelburne's emergency response team for their professionalism throughout a two hour rescue of a young child at the High Ledges Sanctuary on July 16, 2011.
  • Chinese delegates from Mutianyu visited Shelburne last week and gifted the town with a beautiful plate and an ornate banner which will be on display at the State House. Thanks to all of the participants who made their trip memorable.

Department Liaison Reports:
Police: Joe has received inquiries relative to the barbed wire fencing that prohibits individuals from accessing the glacial potholes. Private property owners purchased and installed the fencing along the perimeter of the area. The Police Department will remove trespassers who enter the posted area.

Town of Shelburne Mosaic Tile: Local artist Cynthia Fisher will experiment with a variety of techniques with the hopes of altering the date on Shelburne's mosaic tile. If Cynthia is unsuccessful in her attempts or; the method is too costly; she will notify Joe.

Senior Center: Joe reported that the Town of Colrain is firm in its decision to withdraw from the Senior Center Consortium. The Town of Ashfield is in the process of deliberations and although the Selectboard has indicated a desire to withdraw; the decision is not yet final. Representatives from the four member towns who met last month all agree that the Regional Agreement needs some work. There are also a lot of questions surrounding the "Strategic" Plan. Although Joe remains hopeful that the Center will remain a four-town Consortium, given the uncertainty of the membership; Joe believes that it would be in Shelburne and Buckland's best interests to begin dialogue about the future of the Center. Buckland Selectmen who were present for this portion of the discussion also hope that the four-town Consortium remains in tact however, if an agreement is not reached; both Boards should also consider allowing other towns to join.

F.R.C.O.G. Quarterly Meeting: John attended the F.R.C.O.G. quarterly meeting which included the re-election of various officers; discussion relative to their relocation; relinquishing old furniture via surplus sale and purchase of new furniture; as well as an overview of the draft Franklin County Regional Emergency Dispatch Feasibility Study. An informational meeting concerning the study is scheduled for Thursday, August 18, 2011 from 7:00 p.m. to 9:00 p.m. in the Franklin County Technical School Auditorium.

7:15 p.m. Alain Peteroy, Franklin Land Trust RE: Rebecca C. Ashenden and John Marcy Conservation Restrictions - before the discussion began, Chairman John Payne turned the meeting over to Vice-Chairman Manners. Mr. Payne's property abuts Bassett Road therefore; he did not feel that it was appropriate to participate in the discussion. Alain Peteroy explained that the two Conservation restrictions which include a 14.9 acre parcel with a home; and a 129 acre parcel located on both sides of Bassett Road. A third 2.5 acre parcel and house (the primary residence for Rebecca and John) is excluded from the Conservation Restriction. The purpose of the Conservation Restriction is to protect the wildlife habitat, the scenic and rural character of the property, and natural water resources (Dragon Brook). The Land Trust intends to meet with the Conservation Commission tomorrow evening to certify that the proposed conservation restriction is of public benefit. Both Rebecca and her husband John were present for the discussion. When asked about their plans for the property they indicated that they hope to pasture livestock, clear overgrown fields, and continue to maintain a level of access for sportsman. Joe presented a motion to approve the two proposed Conservation Restrictions as described by the Franklin Land trust, Inc. Bob seconded the motion. Motion passed.
John rejoined the meeting.

7:30 p.m. Mary Vilbon, S.F.A.B.A. RE: Buckland - Shelburne Joint Public Hearing Regarding Proposed Designation of the Village of Shelburne Falls as a Cultural District - the joint public hearing was attended by Buckland Selectboard members: Bob Dean, Kevin Fox, and Cheryl Duke. In July, 2010, Massachusetts passed legislation to establish state-designated cultural districts throughout the Commonwealth. The statute that created cultural districts has specific goals: to attract artists and cultural enterprises; encourage business and job development; establish the district as a tourist destination; preserve and reuse historic buildings; enhance property values; and foster local cultural development. Mary Vilbon requested that Shelburne serve as the lead town for the joint application. If successful, the designation would remain in effect for a period of five years. Prior to submitting the application, the towns must hold a public hearing; develop a mission, goals, and marketing plan; provide well-defined boundaries which includes a "walk able" map; and establish a partnership of stakeholders that will provide oversight and management. Selectboard members representing Shelburne and Buckland, local artisans and representatives of Memorial Hall Association spoke in favor of the Cultural District designation. All agreed that the cultural designation would be of great value to the "village" despite the fact that there is no financial benefit associated with the designation in the first year. The public hearing closed at 7:45 p.m. following a brief question and answer period.

Selectboard Manners had to leave the meeting unexpectedly due to a family emergency.

7:45 p.m. Memorial Hall Association RE: Funding Sources for Proposed Renovations (Marion Taylor, Jessica Murrow, and Andrew Baker) - Memorial Hall Association is waiting to hear whether their application to the Massachusetts Cultural Facility Fund is successful before starting renovations. Bill Austin of Austin Design has graciously donated all of his time for design work. Representatives of Memorial Hall Association are very please to learn that the theater will benefit from window and insulation upgrades as part of the Department of Energy Resources grant. The total dollar value of the work shall serve as an "in-kind" town match. Moving forward, MHA is in the process of applying for up to $30,000 from the Community Foundation of Western Massachusetts. If their application is funded, monies would be used to match the Massachusetts Cultural Facility Fund award. MHA intends to hold a series of informational planning sessions to discuss the proposed renovations. Members request that the Shelburne Board of Selectmen write a letter of support as part of the Community Foundation of Western Massachusetts application. Joe indicated that he fully supports MHA efforts noting that the Association has been a great partner; continually showing their commitment to the community. Bob echoed Joe's sentiments and recommended that the Board write a letter in support of MHA's application to Community Foundation of Western Massachusetts. Joe seconded the motion. Motion passed unanimously.

OLD BUSINESS:
DOER Energy Efficiency Grant Update:
Cowell Gymnasium Roof Project - contract documents have been executed; building permit is in process. Joe Mattei will contact the contractor to schedule work.

Cowell Gymnasium Insulation Project - three quotes were sought from qualified vendors. One proposal received. F.R.C.O.G. Procurement Officer, Andrea Woods is reviewing the package for completeness.

Cowell Gymnasium Window In-Fill Project - Project is advertised; bids due August 23, 2011 at 2:00 p.m.

Memorial Hall Window Replacement Project - bids are due Thursday, August 4, 2011 at 2:00 p.m.

Memorial Hall Insulation Project - the F.R.C.O.G. will solicit proposals from three qualified vendors. Bids are due August 11, 2011 at 2:00 p.m.

Kingdom Hall Property: Donna MacNicol is working on a purchase and sale agreement that addresses all of the contingencies. Joe would like to schedule an informational public forum for purpose of discussion no later than September12th. He would also like to bring the matter before town meeting voters in early October. He would like to begin dialogue with various town departments to determine the most sensible relocation plan. Ideas to explore include: moving Accounting, Treasury, Tax Collections; and Assessors; leaving the Town Administrator, Town Clerk, and Police Department at Memorial Hall. The other option would be to relocate the Police Department. Joe would like the Board to make a decision in advance of the public forum. Joe indicated that he has received both positive and negative feedback. John suggested that Joe include the empty space at Cowell Gymnasium as part of his presentation.

NEW BUSINESS:
Advertise for Winter Highway Help - tabled until next meeting.

Mohawk Youth Football RE: Helmet Drive - Joe presented a motion to approve the 4th annual Helmet Drive on September 3, 2011 from 9:00 a.m. to 12:30 p.m. on Bridge Street. Proceeds will benefit the Mohawk Youth Football League. John seconded the motion. Motion passed.

Keith Rose, Highway Department RE: Request for Unpaid Medical Leave - In accordance with the town's personnel policies, Keith is requesting up to twelve (12) weeks of unpaid, job-protected medical leave. His request included substantiating documentation from a medical professional. Joe presented a motion to approve the request as presented by Keith Rose. John seconded the motion. Motion passed. Board members wished Keith well. The unpaid leave is effective August 1st.

Breezeway Farm Consulting, Inc. RE: Motion to Amend Weston & Sampson Engineering Contract - At the request of Breezeway Farm Consulting, Joe presented a motion to amend Weston and Sampson Engineering contract by $2,512.50 for additional Resident Representative Engineering services for the Town's 2010 CDBG Projects which include: Warren Ave, Franklin, Mechanic, and Hope Streets. John seconded the motion. Motion passed.

OTHER BUSINESS:
Laura Manners RE: Constable Vacancy - Laura Manners is interested in filling the un-expired term of Constable; an elected position recently vacated by John McDonough's resignation. She has spoken to the Town Clerk and is familiar with the duties of the position. She is also aware that she must seek re-election in June. Joe presented a motion to appoint Laura Manners as Constable for the remainder of the un-expired term. John seconded the motion. Motion passed.

Mike McCusker RE:Annual Bridge of Flowers Road Race - in anticipation of the Road Race, Mike McCusker is hopeful that the Highway Department will sweep the streets and that the Memorial Hall bathrooms will be open for public use on August 13, 2011 from 7:00 a.m. until 11:00 a.m. There will be twelve portable toilets located throughout town however given past year's attendance, race organizers would like to have the town bathrooms available as well. After a lengthy discussion and after having received assurances from Mary Vilbon, the Board approved the use of Memorial Hall bathrooms providing that the bathrooms are cleaned after the race; and providing that a race organizer is on-hand to monitor Memorial Hall while open to the public. The Board cannot guarantee the sweeping of Bridge Street however. Due to a variety of injuries, the crew is extremely limited. Joe suggested speaking to Buckland Selectmen about using their sweeper on Bridge Street. In closing Joe mentioned the need to seriously think about moving forward with the construction of a public bathroom facility.

CORRESPONDENCE:
MTRHSD RE: Proposed Green Repair Project - the Massachusetts School Building Authority has approved the three capital projects proposed by the MTRSD for a total of $3,196,721. The School Committee will meet on August 10th to decide whether to forward the projects to the towns for approval. If the MTRSD School Committee votes to move forward, the deadline for town approval would be October 25, 2011. The MSBA grant would cover 63.25% of the total costs, and the towns would be responsible for 36.75% of the costs. Joe will try to attend the August 10th meeting.

PUBLIC COMMENT: None

ADJOURNMENT: Joe brought forth a motion to adjourn the meeting at 8:50 p.m. John seconded the motion. Motion carried unanimously.

Respectfully submitted,

Terry Mosher
Town Administrator