Selectmen’s Meeting Minutes — August 9, 2007—7:00 p.m. — Memorial Hall

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

Acceptance of Minutes: a motion was made by Bob to accept the meeting minutes of July 26, 2007 as printed.  John seconded the motion noting he had suggested two minor changes that Terry Mosher had already incorporated.  The motion carried unanimously.

Noteworthy News: the annual Bridge of Flowers Road Race will be held this weekend.  The Franklin Medical Center will be using Memorial Hall as a medical facility in the event runners need medical attention.  Bob will be on hand to oversee the use of the building and will ensure that the building is cleaned after its’ use.

Department Liaison Reports:
Bob Manners reported that the need for a handicapped accessible ramp at the transfer station is still being pursued despite the attendant’s offer to assist residents having difficulty.  Bob will discuss further with Pete Hillman.  As a result of last Friday night’s thunderstorms, the town suffered approximately $2,500 in damage which included tree cleanup and minor washouts.  Bob also reported that the septic tank at the Highway garage recently failed creating a large sink hole on the premises.  With the assistance of Engineer, Kathy Bridges and the Board of Health, a new tank was installed for approximately $3,000.
John Payne — there will be a meeting of the Glacial Potholes Task Force on September 5th.  Bob agreed to represent the Board because John has a scheduling conflict.
Joe Judd — moving forward at a very slow pace with preliminary discussions relative to the possibility of relocating the police department.  Joe and Chief Walker intend to meet with school officials to discuss the possibility of locating the new police station on or near the Buckland-Shelburne Elementary school.

7:15 p.m.  WMECO Pole Hearing – Joe opened the pole hearing and read the legal notice aloud.  WMECO representative, Paul Agrillo stated that the reason for the hearing was to obtain approval from the town to place (4) jointly owned poles on the westerly side of Skinner Road, starting 1,315 feet going southerly from the centerline of Frank Williams Road for the purpose of providing service to a new home being built by Jean-Paul Migeon.  Bob Manners excused himself from the discussion after disclosing that he is friends with the applicant.  When the hearing was opened for public comment, Don Call of Frank Williams Road asked why the town allows the utility to place new poles when there are obsolete poles that are still standing.  Paul Agrillo stated that more than likely the telephone company is still utilizing the old poles and have not transferred their wires to the new poles.  Ann Boles suggested that the town adopt a policy whereby new poles cannot be erected until the old ones are removed.  Beth Simmonds stated that she was concerned about the brittle vegetation along the road.  Mr. Agrillo stated that there will be some tree trimming work performed along with the installation of the new poles.  Tim Simmonds stated that he too is aware of the old poles that are still in place.  He confirmed that some of them are still being utilized by the telephone company and noted that there is only so much that WMECO can do about another utility’s service.  Paul Agrillo indicated his willingness to speak with telephone company officials to see if he could encourage them to transfer their service from the old poles to the new.  Once completed, WMECO could remove the old poles.  Cynthia Demers of Skinner Road asked whether or not a pole would be placed near her driveway.  Paul Agrillo assured her that no pole would be located near her driveway.  Joe called the hearing to a close at 7:30 p.m.  A motion was made by John to approve the request for the placement of four poles on Skinner Road.  Joe seconded the motion.  A vote was taken as follows: Joe and John – yes; Bob – abstained.

OLD BUSINESS:
Outstanding FY’08 Appointments – a second notice was sent to those individuals who did not respond to the first notice of appointment.  To date, the following vacancies still remain:  Cable Advisory Committee- one vacancy; Conservation Commission – one vacancy; Historic Commission – 5 vacancies.
Board of Health Appointment – Joe read a letter submitted by Irene DeJackome who has decided that it is not in her best interest to continue to serve on the Board of Health.
In her letter, she requests that she not be reappointed as it is time to “look out” for herself and her family.  Joe thanked Irene for her years of service and wished her well.  Joe will be speaking to the remaining two members of the Board of Health to see if they would be willing to meet on Tuesday, August 14th at 4:30 p.m. to discuss the vacancy.  Joe suggested inviting Deb Coutinho to that meeting as well.
Arms Library – Bob will be meeting with the Arms Library trustees on August 29, 2007.
Senior Center Lease – Joe is waiting to hear from the Masons.
Senior Center Director Position – interviews are currently being conducted.  If the screening committee is successful in choosing three finalists, the Committee would like to host a “meet the candidates” day at the Senior Center to allow the Center’s participants to meet and greet the individuals as well as ask questions.
Meeting with Buckland Selectmen RE: Shared Use of Highway Equipment – the joint meeting has been scheduled for Thursday, August 16, 2007 at 6:30 p.m. in Buckland Town Hall.  Bob is unable to attend due to a conflict in scheduling however, Pete Hillman will be present.
Dana Johnson RE: Request to Carry Over FY’07 Vacation – Bob Manners abstained from the discussion as he serves as a part-time officer for Shelburne.  Officer Johnson requested that 87 hours of surplus vacation be rolled over into FY’08. Although town personnel policies prohibit employees from carrying more than half of their earned time into the next fiscal year, Officer Johnson feels that he should be exempted because he was unable to use his time as a result of a duty-related injury.  Chief Walker reviewed the request and indicated that although the request was unexpected and not budgeted for, he will monitor his budget closely and report any possible concerns as a result of the decision.  Joe recommended that the Board approve the request based on the fact that Officer Johnson is a longstanding employee.  John stated that he was bothered by the precedent the approval might set.  When asked if the policy has ever been waived in prior years Terry Mosher indicated that it had been for the same individual back in 2003.  After a brief discussion, John made a motion stating that he would be willing to support this request with the understanding that this decision is not to be considered “policy” or precedent setting. Joe seconded the motion.  The outcome of the final vote was as follows: Joe and John – yes; Bob – abstain.
Bi-Weekly Payroll – Bob reported that he has been receiving feedback from highway employees relative to the Board’s decision to issue payroll every two weeks.  John indicated that employee feedback is welcome and if it becomes apparent that someone has a true hardship, the Board would like to know.
Employee Evaluations – Bob reminded fellow Board members that employee evaluations have yet to be conducted for FY’07.  Everyone agreed that the process should be implemented as soon as possible.

NEW BUSINESS:
Meghan Irish & Jean-Paul Migeon RE: One Day Liquor License Request – the couple is requesting a one day liquor license for September 14, 2007 to be used at the Shelburne-Buckland Community Center between the hours of 7:00 p.m. and 11:00 p.m. while hosting a rehearsal dinner.  John made a motion to approve the request as presented.  Bob seconded the motion.  Motion carried unanimously.
Michael S. Thomas RE: Class II License Request – Mr. Thomas would like to explore the possibility of securing a Class II Automotive Dealer’s license to be located at 1155 Mohawk Trail in Shelburne.  Mr. Thomas intends to have less than 10 used, clean, upscale vehicles at the Mohawk Trail site.  Automotive maintenance would be contracted out to a local repair business.  In accordance with Massachusetts General Laws, the Board will schedule a public hearing at their September meeting to allow for abutters to voice their opinion.
F.C. Solid Waste Mgmnt District RE: MOU Hazardous Waste Day – a motion was made by Bob to sign the standard memorandum of agreement so that Shelburne can participate in the September 8th collection day.  Motion seconded by John.  Motion carried unanimously.
FY’06 Audit RE: Schedule Close-out Meeting with Hirbour & Haynes – Terry Mosher will contact auditor, Dan Haynes to see if he is able to meet with the Board to discuss his findings on Tuesday, September 11, 2007 at 4:00 p.m.
Removal of Stop Sign on Zerah Fiske Road – Bob had been approached by a resident about the possibility of removing the stop signs at the intersection of Zerah Fiske Road and Old Greenfield Road.  After a brief discussion amongst the Board, it was agreed that more research is needed.  No decision was made.
Request for Hidden Driveway Sign on Peckville Road – Joe was approached by a resident about the need for a sign between Peckville Road and Fiske Mill Road.  Before making any decisions, Bob will speak with Pete Hillman and Chief Walker.
Building Inspector RE: Cowell Gymnasium – following an inspection of the Cowell Gymnasium, Building Inspector, Jim Cerone noted four areas in need of attention.  Of most concern was the fire escape.  Mr. Cerone is requesting that the fire escape be examined and repaired under the direction of a Massachusetts registered professional engineer, or a person qualified and approved by the building official in accordance with 780 CMR Section 1028.3.  He has requested that all violations be remedied by October 10, 2007.  Terry Mosher reported that Brian DeVriese has offered to contact the building inspector to obtain a better understanding of what his concerns are relative to the fire escape.  The other three areas of concerns will be taken care of internally.

Shelburne Falls Wine Merchant RE: Request for a One Day Liquor License – if approved, the license will be used at the 2nd annual West County Wine & Cheese Classic to be held on Saturday, September 15, 2007 from 2:00 p.m. until 5:00 p.m. on the Trinity Church “Green” located at the corner of Water Street and Main.  A motion was made by Bob and seconded by John to approve the request.  Request approved unanimously.
Glacial Pothole Litter & Cleanup – the Shelburne Falls Independent recently ran a letter to the Editor from Sandra Lheron; a Connecticut resident who was visiting the area.  For the most part, her visit was positive until she arrived at the glacial pothole site.  She stated that she was “sad and disgusted” by the litter that “sullied” her view.  She hoped that the Board of Selectmen would consider erecting signs forbidding litter and begin enforcing serous fines.  After reading the letter, John Payne drafted a letter of response which spoke of the challenges that Shelburne faces in relation to the glacial pothole area and our hopes for positive changes in the future.   If approved, the response would be forwarded to Ms. Leheron with a copy to the newspaper.   Joe asked for a few days to review the letter before signing it.  In the meantime, John will speak with Art Schwenger about the possibility of organizing a clean-up effort.
Draft Procedure for Appointments made by the Board of Selectmen – John presented a draft policy for the Board to consider when appointing individuals to various Boards and/or Committees.  Members will review the draft and submit their suggested comments and/or revisions at the next meeting in September.
OTHER BUSINESS:
Selectmen’s Meeting Schedule – Bob proposed (in the form of a motion) that the Board cancel their regularly scheduled meeting of August 23 to allow for vacations and time with family.  The Board would convene their evening meetings on September 6th.  John seconded the motion.  Motion approved unanimously.
CORRESPONDENCE:
DEP Recycling Money – Shelburne has received a check in the amount of $3,106.79 for their recycling efforts.  Shelburne recycled 82.70 tons of various materials between the months of January through June.
PUBLIC COMMENTS: None

Adjournment:
Motion made by Bob Manners to adjourn the meeting at 8:45 p.m.  Motion seconded by John Payne.  Motion carried unanimously.

Respectfully submitted,

Terry Mosher
Executive Secretary