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Selectmen Meeting Minutes — January 24, 2012—3:00 p.m. —
Memorial Hall
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Call to Order: John called the meeting to order at 3:00 p.m. Other members present: Bob Manners and Joe Judd.

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

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

Noteworthy News:

  • Nina Pierpont, MD, PhD and author of "Wind Turbine Syndrome" will make a presentation via Skype, Saturday, January 28, 2012 at 7:00 p.m. in Memorial hall, Shelburne.
  • University of Massachusetts will sponsor its annual "Keystone Training" Program on Thursday evening, April 19th, through Sunday afternoon, April 22nd, 2012 at the Harvard Forest in Petersham, MA.
  • Pratt Memorial Building Committee is hosting a "Love Your Library" fundraising event on Sunday, February 12, 2012 from 1:00 p.m. until 5:00 p.m. at the library. There will be cake, jazz music, and tours of the library space.
  • FCCIP will be introducing a simpler way of assessing member towns. Shelburne's representative Chuck Washer will be attending their next meeting on February 9, 2012.
  • Mohawk Municipal Advisory Committee will meet February 1, 2012 at 6:30 p.m. in the Superintendent's Conference Room. Joe will make every effort to attend.

Department Liaison Reports:
Highway - There has been a series of nuisance storms that have required just as much of the crew's time and effort as that of a larger storm. During this period, the crew experienced a few mechanical failures (broken hydraulic line and broken plow frame). Repairs are underway.

3:30 p.m. Pratt Library Committee RE: Capital Improvements & Fundraising Plan (Donna Liebl, Laurie Wheeler, and Whit Sanford) - The three appeared before the Selectboard to discuss the Arms Library & Pratt Building Committee's "Put a Lid on It" capital campaign. The group established a fundraising committee last September comprised of 18 individuals who meet monthly. To date, they have enlisted the help of approximately 42 volunteers, formed a public relations committee to help promote events, and received sponsorship from at least 100 "Friends of the Library." To date, the group has raised $43,500. The trio presented a two phase plan totaling approximately $600,000 in capital improvements. Areas of improvements included: a new roof; insulation; gutters; foundation work and drainage; painting; windows; exterior pointing; masonry work; and a project manager to oversee the work. Before embarking on any of this work, the Committee recognizes the need to hire an engineer and/or architect who specializes in historic preservation. Estimated costs for said services are in the range of $25,000 to $30,000. The fundraising committee has applied to two agencies with the hopes of receiving $15,000. They will be asking Shelburne for funds (via town meeting) to cover a portion of the costs. Additionally, the group will be seeking an undetermined amount from the Town to help stabilize and restore the building. Whit Sanford discussed potential scenarios for funding the capital project which included long-term borrowing, money from the stabilization account, and funding from various grant programs. She reported that the USDA Program will loan up to $500,000 @ 3% for a 40 year period. John estimated annual payments to be approximately $25,000. Recognizing the need for a more definite financial plan before annual town meeting, the group will meet again with the Select Board on February 13, 2012.

OLD BUSINESS:
DOER Energy Efficiency Grant Update:
Memorial Hall Window Quilts - Friends of the Sun from Brattleboro, Vermont made a site visit and provided the town with a preliminary estimate of $9,648. They are currently working on energy efficiency and payback data so to determine whether the project meets DOER standards. Given the configuration of the existing windows, some carpentry work will be required. The cost of said work is not included in the proposal.
Cowell Gym Mold Remediation Work - Joe presented a motion to hire the services of Covino Environmental Associates, Inc. of Woburn, MA to conduct a site walkthrough of the Cowell building and provide necessary information for the preparation of the proposal site-specific microbial assessment, microbial remediation work plan, and post-microbial remediation verification assessment for $590.00. Bob seconded the motion. Motion carried unanimously.

Preservation of Lifetime Records - John is still awaiting responses from the Town Collector, the Police Chief, the Town Clerk, and the Senior Center. Terry will send them a reminder notice. To date, permanent records stored in the Selectmen's Office appear to be at most risk. John suggested that Terry also contact the town's libraries to see whether they have a plan in place for protecting historic records in the event of a disaster.

Highway Laborer Vacancy - Members of the Board held a second round of interviews on January 18, 2012. The Board unanimously decided to offer the position to Jeremy Betit of Whitingham, Vermont. Mr. Beiti has an extensive background in auto mechanics and metal fabrication.

Town of Charlemont RE: Revised Transfer Station Lease - Terry met with Charlemont Select Board member Jean Brisson on Tuesday, January 17, 2012 to review the proposed changes to the lease. The Franklin County Solid Waste District recommended changes to the lease after analyzing volume of use per town and overall annual operational and site cots. Charlemont's site is open 8 hours per week; and Shelburne's site is open 15 hours per week. Charlemont's volume of use if 1/3; compared to Shelburne's 2/3 use. One area of the lease causing most concern to Shelburne is: "Facility Maintenance and Repair" which requires each party to pay one-half the cost of extraordinary repairs and maintenance to the facility and the premises as determined by the lessor. Shelburne would like to see some language added that will require Charlemont to provide a proper notification period to allow for discussion and appropriation of funds. Terry will continue to work with Charlemont and Joe will continues discussions with the Franklin County Solid Waste District regarding costs associated with establishing our own transfer station facility.

Wired West By-Laws & Cooperative Agreement - at John's request, Terry forwarded a copy of the questions raised by Shelburne Selectboard along with Wired West's responses to Donna MacNicol for her review. Donna is familiar with the by-laws; she has reviewed them for other member towns.

Temporary Pay Grade Adjustment for Highway Laborer, Mark Shippee - following weeks of discussion Bob presented a motion to increase the temporary differential rate of pay currently paid to Mark Shippee from $1.00 per hour to $2.84 per hour while said employee manages the day-to-day operations of the department in the absence of the Superintendent. Said pay adjustment will be retroactive from November 7, 2011 and will continue until an interim or full-time Superintendent is in place. Joe seconded the motion. Discussion: Joe asked Bob to convey to the employee that this is the last time the Board will consider a temporary pay adjustment of this kind. In the coming months, the Board will discuss the structure of the department and decide whether changes are to be made. Motion carried unanimously.

Julie Petty, Bridge of Flowers Committee RE: Glacial Pothole Signage - The Shelburne Falls Area partnership has offered to assist Shelburne in determining a new location for the directional sign. There will be more discussion at the next Partnership meeting.

NEW BUSINESS:
Personnel Policy Review - discussion tabled.

Appointment of Emergency Management Director - No one has expressed an interest in serving in this capacity. Matter tabled until February 13, 2012 meeting.

F.R.C.O.G. Appointment of Multi-Hazard Mitigation Planning Committee - As part of a grant from MEMA and FEMA, the FRCOG will be assisting Shelburne to update its 2005 Natural Mitigation Plan. A MEMA and FEMA approved plan helps make Shelburne eligible for state and federal grant monies to fund pre and post disaster mitigation projects to reduce the impact of future natural and man-made disasters. FRCOG representative, Alyssa LaRose is requesting that the Selectboard appoint a committee comprised of representatives form the Police Department, Emergency Management, Fire Departments, Highway Department, Board of Health, Conservation Commission, and Planning Board. Funding for this project expires at the end of July, 2012. The Board did not take any action.

Michael Budrewicz, Catamount Auction Co. RE: Auction Permits - Action tabled until the Board receives necessary paperwork from the applicant.

Pete Hillman RE: Pending Retirement Plans - Pete Hillman submitted a letter to the Selectboard notifying them of his intentions to retire as the Town's Highway Superintendent effective January 31, 2012. Bob presented a motion to accept Pete's letter of resignation with regret. Joe seconded the motion. Joe thanked Pete for his years of dedicated service to the Town and although the Board respects his decision, it is unfortunate that he will no longer be serving the Town. Motion accepted unanimously.

The Board briefly discussed the manner in which they will proceed when seeking Pete's replacement. The discussion included the possibility of forming a search committee; restructuring the department; and hiring an interim Superintendent to oversee the department until the vacancy is filled. Bob will bring forth his ideas at the February 13th meeting.

Joan Wilson RE: Resignation as Shelburne's Representative to the Franklin County Solid Waste management District - Shelburne resident Joan Wilson submitted a letter of resignation as Shelburne's representative to the Franklin County Solid Waste management District. After many years of service, she has decided that it is time to step down. Joe presented a motion to accept Joan's resignation with regret. Bob seconded the motion. Motion passed unanimously.

OTHER BUSINESS:
Memorial Drive Agreement for Winter Maintenance - Memorial Drive abutters are unwilling to sign the agreement drafted by Counsel. Bob would like to discuss the matter following the January 30th Board meeting.

Highland Communities Initiative Grant - Shelburne's Open Space Committee has received $1,267 in funding from the Highland Communities Initiative. Joe presented a motion to authorize the acceptance of said funds. Bob seconded the motion. Motion passed unanimously.

Selectmen's Meeting; March 12, 2012 - John is unable to attend.

CORRESPONDENCE: none

PUBLIC COMMENT: none

ADJOURNMENT: Joe presented a motion to adjourn the meeting at 5:25 p.m. Bob seconded the motion. Motion passed unanimously.

Respectfully submitted,

Terry Mosher
Town Administrator