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Selectmen Meeting Minutes — August 29, 2011—7:00 p.m. —
Memorial Hall
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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: Cameron Graves, Shelburne Falls Independent

Acceptance of Minutes: Bob brought forth a motion to accept the meeting minutes of August 15, 2011 as presented. Joe seconded the motion. Motion passed unanimously.

Noteworthy News:

  • Hurricane Irene - Shelburne Selectboard declared a State of Emergency on Saturday, August 27, 2011 at 6:00 p.m. It was lifted earlier this evening (August 29th). The Board gave thanks to all of the emergency officials who carried out the Town's Emergency Management Plan with great professionalism. Special thanks to Terry Dun, John Taylor and his team, Steve Walker and his department, Deb Coutinho (BOH), Bob Manners and his family, and Joe Judd.
    The Iron Bridge, the Bridge of Flowers, and the Observation Deck at the Glacial Potholes will remain closed until structural inspections are complete and they are deemed safe.
  • The Shelburne Falls Water District is under an emergency water restriction. The wells are without power and there is only enough water in the storage tanks to last 2-3 days. Water is available at the Mohawk Trial Regional High School.
  • Building Inspector, James Hawkins is conducting inspections of all buildings/structures bordering the river.
  • Joe attended a FEMA meeting in Buckland. FEMA representatives are in town assessing and documenting damage. The Federal Government must first approve money before reimbursements are made (at a rate of 75%). Homeowners must document damage in detail. Reimbursements (if monies are available) could take months.
  • Public Forum, September 12, 2011 at 7:00 p.m. in Memorial Hall to discuss the following topics: Purchase of Kingdom Hall Property; Cowell Gymnasium Mold Remediation; and MTRHSD MSBA Green Repair Projects.
  • Special Town Meeting, Thursday, October 6, 2011 @ 7:00 p.m., Buckland-Shelburne Elementary School

Department Liaison Reports:
Highway - Patten Hill Road (near Frankton Road) suffered storm related damage. With a limited crew, Bob estimates the repair to take 3 to 4 days. Bob has offered to share highway equipment with the Town of Colrain while working on the Colrain town-line with the hopes of helping the Water District restore water service. The Highway Department closed Brook Road during the storm as a safety precaution. Bob walked the road and reported several trees down and some minor erosion. The road will remain closed until the crew can remove the trees. The Highway Superintendent is on vacation for two weeks. He will return September 12, 2011. The Highway Department will shut down the week of September 5th through September 9th.

Police - Joe thanked Chief Walker and his department for providing hourly updates throughout the storm.

Town Office - John reported that the force of the water going over the dam and hitting the bedrock at the Pot Holes created vibrations in Town Hall but, the building does not appear to have suffered any water damage.

OLD BUSINESS:
DOER Energy Efficiency Grant Update:
Memorial Hall Insulation Work is underway. Renaissance Builders is on-site removing auditorium seating and sections of flooring in preparation for blowing cellulose insulation in the ceiling and interior walls.

Memorial Hall Windows - Greenfield Glass has ordered (20) twenty replacement windows for both the first and second floors of Memorial Hall. The Board will explore energy efficiency measures on those windows not slated for replacement when funding allows.

Cowell Gymnasium Foyer Insulation Project is complete.

Cowell Gymnasium Roof Replacement work to begin in mid-September.

Cowell Gymnasium Window Infill Project - the Town received three bids ranging from $61,759 to $84,366; approximately $31,000 more than what the Town had budgeted for the work. Following a brief discussion, Joe presented a motion to reject all bids, discuss alternative measures with the architect, and if feasible; re-bid the project. Bob seconded the motion. Motion carried unanimously. Joe agreed to discuss the project with Joe Mattei of Shelburne Architects.

Kingdom Hall Property RE: Proposed Purchase - Since the Board's last meeting Joe indicated that he has received a mixture of positive and negative feedback from taxpayers regarding the potential purchase of Kingdom Hall. He also believes that the Finance Committee made some valid points regarding the town's financial position and the need to address the Cowell Gymnasium. While Joe believes that Kingdom Hall is an ideal fit for the Town, he is not sure that the timing of the purchase is right; given the needs of the Cowell Gymnasium and the School District. During the discussion, Bob pointed out that during Hurricane Irene; it became apparent that the town's vital records and computer equipment at Memorial Hall were at risk. Plans were underway to relocate everything in the event the Town Hall began to flood. Fortunately that did not happen however; because of the storm, members of the Board recognize the importance of finding an off-site storage area for records; Kingdom Hall or the Cowell Gymnasium may serve that purpose in the future. Following the discussion, John recommended that the potential purchase of Kingdom Hall remain on the agenda for the public forum to allow residents to weigh in. Both Bob and Joe agreed.

Memorial Drive RE: Winter Maintenance - Bob will schedule a follow-up meeting in September with abutters.

NEW BUSINESS:
Public Forum - the public forum will take place on Monday, September 12, 2011 at 7:00 p.m. in Memorial Hall. Topics of discussion will include the purchase of Kingdom Hall; Mold remediation at Cowell Gymnasium; and the MTRHSD Green Repair Projects. Following the forum, the Board will meet with members of the Finance Committee to discuss potential revisions to the October 6th special town meeting warrant.

Review of October 6th Special Town Meeting Warrant - the warrant will be finalized following the public forum on September 12th. In the meantime John will speak with the Assistant Assessor and the Financial Department to determine the impact on the town's tax rate in the event; each article should pass.

Highway Laborer/Equipment Operator Position - The Town has received eleven resumes for the position of Highway Laborer/Equipment Operator. Pete and Bob will review them and select three to four candidates for the Board to interview in mid-September.

CORRESPONDENCE: None

PUBLIC COMMENT: None

ADJOURNMENT: Bob presented a motion to adjourn at 8:50 p.m. Joe seconded the motion. Motion passed unanimously.

Respectfully submitted,

Terry Mosher
Town Administrator