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Selectmen Meeting Minutes
May 7, 2012 -- 7:00 p.m. -- Memorial Hall
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Call to order: John Payne called the meeting to order. Other members present: Bob Manners and Joe Judd.

Media Present: Cameron Graves, Shelburne Falls Independent

Acceptance of Meeting Minutes: Bob presented a motion to accept the minutes of April 23, 2012 as presented. Joe seconded the motion. Motion passed unanimously.

Department Liaison Reports:
Highway Department:
Chapter 90 Projects - the Massachusetts Department of Transportation had previously approved the use of $125,000 in Chapter 90 funds for construction costs associated with two road construction projects in 2012 (reconstruction and reclamation of 1850' of Patten and Tower Roads, and approximately 1960' of Peckville Road). Given the shortage of manpower, Bob and Mark are recommending that the Town withdraw both projects and seek approval for the following work: apply 1.5" of asphalt overlay to approximately 1.2 miles of Colrain-Shelburne Road and shim coat and overlay Shelburne Center Road (from Barnard Road to Route 2). John inquired about the condition of the bridge on Shelburne Center Road. Bob indicated that the structure appears to have suffered damage during Tropical Storm Irene. Mark Shippee is attempting to contact someone from Mass Highway to assess its' overall condition. The crew continues to apply patch as funds allow. Budget Over Expenditures - Bob reported that two line items within the highway department are currently overdrawn: gravel (resulting from Tropical Storm Irene) and gasoline (resulting from use of the pick-up truck during the winter months). Twenty-nine percent of the overall operating budget remains and Bob is confident that the balance will be enough to carry the department through June 30th. Highway Summer Help - Bob and Mark would like to explore the possibility of hiring an individual to mow and trim the town's various properties. Members of the crew along with Mark Amstein have traditionally cared for the town's lawns however, Mark is no longer able to donate his time, and Bob has indicated that the crew is short-handed. Both John and Joe were supportive of Bob's request.

Police Department:
Cruiser Purchase - Joe reported that he and Steve have begun planning for the purchase of the new cruiser as well as disposition of the town's 2004 cruiser.
Steve's health continues to improve. He hopes to be back in uniform within a month.
Winter Parking Ban - Joe and Steve continue to develop a revised winter parking ban that will go into effect on an as-needed basis rather than on a continual basis. Joe indicated that there may be costs associated with the implementation of a new plan.

Senior Center:
New Director - Joe will begin dialogue with Select Board representatives from Ashfield and Buckland with regards to advertising and hiring a new Director in accordance with the Senior Center's agreement. Once the new Director is hired, the group will finalize proposed changes to the multi-town agreement and decide how to move forward once Colrain leaves the Consortium.

7:15 p.m. Chris Myers RE: Emergency Management Role - Members of the Board thanked Chris for agreeing to take on the role of Emergency Management Director and for his energetic approach thus far. To date, Chris has spoken with several representatives from the Town, the Franklin Regional Council of Governments, and the Massachusetts Emergency Management Agency. He has reviewed the Town's Comprehensive Emergency Management Plan (noting several errors) as well as the Natural Hazards Mitigation Plan. Working MEMA representatives and other local officials, Chris hopes to improve upon all aspects of communication; particularly the coordination of information to the public media to ensure accuracy and minimize rumors. He will also continue to identify risks, potential problems, and alternative communication methods in the event of a technology failure. In the meantime, he will begin working with the group of local officials who are currently updating the Natural Hazards Mitigation Plan as well as attend a Regional Planning Commission meeting in July. He will schedule a follow-up meeting with the Select Board in June.

7:35 p.m. Recreation Committee (Diana Hardina and Norman Beebe) - Members of the Recreation Committee request permission to add voice mail to the Cowell Gymnasium's phone line so that people can interface with the building, and Recreation Committee members can check messages daily from a remote location. Diana explained that the need became apparent when she placed a flyer on the door of Cowell Gymnasium about a specific program. She listed her home phone number and as a result; calls relating to the overall use of the gym began to trickle in. Diana has also recently launched a Face Book page for Cowell; she has begun to receive stories from individuals who treasure the facility. The Recreation Committee would like to begin hosting a series of fundraising events to bolster the gym's revenues. Joe presented a motion to add voice mail to the Cowell Gym's phone line for a cost of $3.49 per month. Bob seconded the motion. Motion carried unanimously.
Other Cowell Gymnasium News: Buckland resident, Fred Rediker would like to start an outdoor basketball program at Cowell. Working with a group of volunteers, Fred has offered to make necessary improvements/repairs to the existing hoops. Joe suggested that town's highway department lend some assistance in the area of repair/painting the court surface; providing that resources are available. Recreation members will monitor the program and if successful, will bring forth a proposal to refurbish the courts in time for annual town meeting. Joe and Bob gave an overview of the mold remediation plans for the interior and exterior of the building. While discussing overall improvements to the building Diana noted that the new roof may have leaked. In February, she discovered a bucket containing a small amount of water near the scoreboard controls. She was unaware at the time that the entire roof had been replaced therefore; she did not report the problem. Terry will contact Joe Mattei who provided oversight during the roof project and ask him to investigate. The group also discussed the need to recruit three additional members to serve on the committee.

OLD BUSINESS:
Highway Superintendent Vacancy RE: Progress Report - The Search Committee will hold their first meeting on Thursday, May 10, 2012 at 7:00 p.m. at the Shelburne Fire Station.

Cowell Gym Mold Remediation Work - nothing new to report.

Clerical Assistance for Town Boards - Representatives of the search committee will interview candidates on Tuesday, May 8th.

NEW BUSINESS:
Donna Liebl RE: Volunteer Coordinator for Town Vacancies - Recognizing the difficulties that small towns encounter trying to fill seats on a variety of town boards and committees; Donna felt that it was worth sharing information about a "Retired Senior Volunteer Program" (RSVP) that attracts high functioning retirees to volunteers for a variety of agencies throughout Hampshire and Franklin Counties. The Program is housed at the Hampshire County Council of Governments offices in the Northampton Courthouse. RSVP can provide mileage reimbursement and some additional car insurance to volunteers, to help offset the costs of volunteering. Donna will keep Shelburne apprised as the program continues to develop.

Weston & Sampson Engineering RE: Two Community Development Block Grant Projects:
Highland Village Pavement and Curbing Improvements Project: The Town received and opened four (4) bids for the project on April 18, 2012. Weston & Sampson has reviewed each bid and checked references. Based on their review, they recommend that Precise Paving, Inc. be awarded the contract in the amount of $57,085.
Motion: In accordance with the provisions of the SubGrantee Agreement between the Town and the Shelburne Housing Authority, Bob presented a motion to authorize the Shelburne Housing Authority to award the bid in accordance with Weston and Sampson's recommendation and to authorize the Select Board Chairman to sign all paperwork associated with the project. Joe seconded the motion. Motion passed unanimously.
Window Replacement Project, 37 Clement Street: The Town received and opened two (2) bids for the project on April 18, 2012. Weston & Sampson has reviewed each bid and checked references. Based on their review, they recommend that Gentleman Painting be awarded the contract in the amount of $22,600.
Motion: In accordance with the provisions of the SubGrantee Agreement between the Town and the Franklin County Regional Housing and Redevelopment Authority, Bob presented a motion to authorize the FCRHRA to award the bid in accordance with Weston and Sampson's recommendation and to authorize the Select Board Chairman to sign all paperwork associated with the project. Joe seconded the motion. Motion passed unanimously

Transfer from Reserve Account to Legal Expense Account - the Town's legal expense currently has a balance of $21.88. Terry recommended that the Board authorize a transfer of $2,000 from the Town's Reserve account to cover anticipated expenditures relating to legal counsel and recent publications of legal notices. Joe presented a motion to authorize the transfer of $2,000. Bob seconded the motion. Motion passed unanimously.

Transfer Station RE: Quotes for 40 Yard Compactor Roll-Off Box - Franklin County Solid Waste Management Director, Jan Ameen obtained three quotes for the purchase of a new 40 Yard Compaction Container. The lowest quote was submitted by Atlantic Recycling Equipment, LLC of Rollinsford, NH in the amount of $6,650. Bob presented a motion to award Atlantic Recycling Equipment, LLC providing that the Town could pay for said purchase in two installments (one before June 30th and the second after July 1st). Joe seconded the motion. Motion passed unanimously.

Town Meeting Follow-Up: In response to this year's town meeting and in preparation for next year's annual town meeting, John compiled a list of areas for the Board to consider. For the coming year, John asked Bob to investigate the merit of a "waste oil" furnace verses a traditional furnace; he will ask the Treasurer to ensure that financial transactions voted, particularly those involving transfers from the Stabilizations are executed in a timely manner; and for the Board to continue follow-up with Wired West. In preparation for next years' town meeting John recommended a Special Stabilization Account Summary to include account balances and fund usage; more information relative to the Sewer Maintenance and Pumping Station accounts; and a reconfiguration of the revolving accounts if in fact the Open Space and Animal Control Accounts are established in a manner that does not allow donated funds to carry forward.

OTHER BUSINESS:
Council on Aging Appointment - Joe presented a motion to appoint Gail Ojala of Zerah Fiske Road as the fifth member of Shelburne's Council on Aging. Bob seconded the motion. Motion passed unanimously.

F.R.C.O.G. Comprehensive Economic Development Strategy Committee - the Greater Franklin County CEDS Committee will be holding a meeting on Thursday, May 17, 2012 at 5:30 p.m. at the John W. Olver Transit Center in Greenfield. The group meets quarterly and presently, Shelburne has no representation. Joe offered to speak with members of the Partnership to see if there is any interest in participating.

CORRESPONDENCE: none

PUBLIC COMMENT: none

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

Respectfully submitted,

Terry M osher
Town Administrator