Selectmen Meeting Minutes — December
2, 2008—3:00
p.m. — Memorial Hall
Call to Order: The meeting was called to order by Chairman Manners at
3:00 p.m. Other members present: John Payne. Joseph Judd arrived at 3:20
p.m.
Acceptance of Minutes: Before accepting the minutes of November 13,
2008, John recommended that the Board revisit each motion made and vote
taken to reconfirm that all actions taken at that particular meeting
were done so in accordance with proper parliamentary procedures. Following
review of the minutes, a motion was made by John indicating that all
matters considered at the November 13th meeting; where a vote occurred,
were revisited and approved unanimously. Bob seconded the motion. Motion
passed 2 to 0.
OLD BUSINESS:
Trench Regulations - pursuant to the statute and the regulations, municipalities
have been directed to designate an officer or board within the town
to serve as the local "permitting authority." This individual
and/or Board will be responsible for issuing a permit whenever a trench
excavation becomes necessary. A trench is defined as "an excavation
which is narrow in relation to its length, made below the surface ground
in excess of three feet below grade and the depth of which is, in general,
greater than the width, but the width of the trench, as measured at
the bottom, is not greater than 15 feet." John indicated that
he had spoken with Building Inspector, Jim Hawkins and it is not necessary
for the town to adopt a by-law however, if Shelburne was to do so,
a town by-law would be appropriate. Although no decisions were made,
John suggested that Bob Manners serve as the local permitting authority
being that he oversees the highway department. While municipalities
may charge a reasonable fee for the permit, Bob suggested that the
town only charge when a site inspection becomes necessary. More discussion
to come at the next Selectmen's meeting.
Engle/Bluver RE: Final Opinion on Necessity of Curb-cut off of Old Albany
Road - a motion was made by John to send a letter to Carolyn and David
Engle confirming the unanimous opinion of the Board; that a curb-cut
permit was not required when improvements were made to an existing access
road off of Old Albany Road in 1999. Joe seconded the motion. Motion
passed unanimously.
Tom Miner RE: Bridge Street Lot - Bob reported that the Highway Department
will be repairing sidewalks near the vacant lot this week.
3:20 p.m. Pete Hillman RE: Cost Saving Measures
for Snow and Ice Budget - Bob indicated that he and Pete have developed the following cost saving
measures for the 2008/2009 winter season:
- The newly acquired New Holland
Tractor will be parked at the Cowell Gymnasium and will be used to
load the 1 ton pick-up with sand so that the driver does not have to
return to the Highway garage to reload. Sanding the village area typically
takes 2.5 loads of sand.
- During the months of February, March and April,
the town is responsible for
maintaining the transfer station area. In the past, the highway department
has used either the loader and/or the one ton for snow removal and
sanding. Maintaining the area after each storm takes approximately
2 hours. As a cost
saving measure, the Highway Superintendent has contracted these services
to an outside vendor at a rate of $50 per storm.
- Plowing the Bardwells
Ferry Bridge - Shelburne is responsible for plowing the
bridge every other year. Although this is an "off" year for
Shelburne, the Highway Superintendent will be speaking with Conway
about eliminating this responsibility altogether saving the town time
and money.
- Both Bob and Pete have reviewed the State's list of town
roads and have discovered that two roads that are currently being served
are not the town's responsibility. These roads are: Memorial Drive;
a privately deeded way and a small section of road off of Route 2 (near
the Jehovah Witness Hall) which was abandoned by the State. The Board
will be notifying property abutters at these two locations of the strong
likelihood of discontinuing winter maintenance next year.
Pete Hillman explained the manner in which he dispatches his crew, how
the roads are maintained and how varying weather conditions impact the
decisions he makes. Pete indicated that it takes approximately 9 hours
to plow and sand the entire town utilizing 4 trucks. Sunday's winter
storm although relatively minor, cost approximately $2,124 between overtime,
sand and salt.
The Board reviewed the town's overtime policy and will be soliciting
input from other towns to ensure that Shelburne's policy is fair and
consistent.
Brook Road Landslide - Brook Road has been closed as a result of a rather
substantial landslide of trees and soil. Bob indicated that the cleanup
is not the problem; rather ensuring that the bank is stabilized to prevent
further degradation. Pete has been in contact with the Natural Resource
Conservation Service to see if any funding is available for the damage
but was informed that because the brook was not directly involved, the
repair/stabilization of the embankment is not eligible.
Asphalt Escalation Invoice - Fiscal Officer, Scott Sawyer has recommended
that the town hold off paying the additional $11,000 for escalation of
paving costs until Shelburne has received their new allocation of Chapter
90 money. When the initial invoice was received it was paid for using
Chapter 90 funds. Unaware of the escalation fees, the project was closed
out. Several weeks later, the town received the subsequent invoice for
$11,000 and had no means of making payment. After a brief discussion
the consensus of the board was to hold off on paying the invoice. Pete
will speak with the vendor.
NEW BUSINESS:
Highway Garage RE: Proposals for Interior Repair - two bids were received
for the replacement of water damaged insulation and sheetrock. After
reviewing the proposals, a motion was made by Joe to award low bidder,
Dole Brothers Construction the work at a rate of $3.75 per square foot.
John seconded the motion. Motion passed unanimously.
Weston & Sampson RE: Cost Proposal for Additional Services - in conjunction
with the bid for Engineering and Design Services for Main Street - Phase
2, bidders were asked to provide a separate cost proposal for additional
work for both the towns of Buckland and Shelburne. For Shelburne, this
work included final plans and bid specifications for Phase 3 of Main
Street. Weston & Sampson, the successful bidder for Main Street -
Phase 2, submitted a separate cost proposal in the amount of $7,000 for
final plans and bid specifications for Phase 3. After a brief discussion,
a motion was made by Joe to award Weston & Sampson the bid for proposed
work in the amount of $7,000; noting that the funds would be allocated
from the Housing Trust Account. John seconded the motion. Motion carried
unanimously.
F.R.C.O.G. RE: Technical Assistance Priorities - the F.R.C.O.G. will
receive Local Technical Assistance funding from the Department of Housing
and Community Development to be used for ongoing planning projects, new
planning projects and projects that promote and directly result in implementation
of regional cost-sharing and service provision. In anticipation of receiving
the funding, Linda Dunlavy would like to hear what each town's priorities
are by December 12th. Terry Mosher will provide each Board member with
the list of project ideas and ask that each member solicit their input
before the deadline.
Municipal Energy Consulting Group RE: Streetlight
Overcharges - the consulting
group would review Shelburne's streetlight invoices to determine whether
or not the town has been overcharged by WMECO. Municipal Energy Consulting
services are free unless the town is eligible for a refund. In the event
Shelburne is eligible, the consulting firm will receive 25% of the refund.
A motion was made by John to execute the contract authorizing Municipal
Energy Consulting Group to review the town's invoices for streetlight
use in order to determine whether or not Shelburne is eligible for an "overcharge" refund.
The motion was seconded by Joe. Motion carried unanimously.
F.R.C.O.G. RE: Fuel Bid Survey - no action required. The Town
participates in the City of Springfield's bidding process.
Chief Walker
RE: Request to Appoint Two Reserve Officers - at the request of Chief
Walker, a motion was made by Joe to appoint Kurt Gilmore and Timothy
Budrewicz as part-time Reserve Officers. Joe indicated that he had reviewed
their resumes and agrees that both individuals would compliment the town's
police department. John seconded the motion stating that he had an opportunity
to meet with both individuals and felt that both had very good growth
potential. After no further discussion the matter was put to a vote as
follows: 2 - yes; 1-abstenstian (Bob Manners). Motion carries.
OTHER BUSINESS:
Jerry Dubie RE: Finance Committee Resignation - Jerry Dubie has notified
Joe Judd of his intention to resign as Chairman of the Finance Committee
due to the demands of his job. Once a letter has been received by the
Town, the Moderator will be asked to appoint a new member.
Bolio Lot, Bridge Street (former Swan property) - with the Board's approval,
Joe would like to explore the feasibility of the town purchasing the
former Swan lot and begin to think about any and all potential benefits
that ownership might bring (i.e. police station, senior center, etc.).
Joe believes that the town would be able to procure the property for
a reasonable price. John indicated his support stating that "this
is the kind of forward thinking that we should be doing." Bob agreed.
No further action taken.
Planning Board and Zoning Board Clerk - Joe is concerned that the individual
recently hired to provide part-time clerical assistance to the Planning
Board and to the Zoning Board of Appeals is not being utilized as intended.
Joe indicated that if nothing changes, and the individual hired steps
down, he will not be in favor of hiring a replacement. John will speak
with the Planning Board Chairman and Joe will speak with the Zoning Board
Chairman. No further action taken.
M.T.R.H.S. Budget Summit - John reported that the summit included members
of the various boards of selectmen, finance committees and Mohawk Municipal
committee. Topics of discussion included the volatility of assessments
and the need for more transparency and predictability each year. Participants
at the meeting agreed that MMAC should be the vehicle to look at ways
of managing the school budget differently. The Superintendent indicated
that he hopes that next year's budgetary increase will be less than 2.5%.
Health Insurance - Joe reported that he is continuing to look at the
GIC Health Insurance Program as a way of saving money for the town. He
has spoken with Joanne Blier of the MTRHSD and she indicated that the
school has realized a substantial savings and are happy with the program.
Joe is hoping to have a representative make a presentation in January.
CORRESPONDENCE:
Rebecca Campbell RE: Main Street Construction - Ms. Campbell's letter
contains her overall comments about the Main Street project; including
a recommendation not to hire Freitas Construction again. The letter
will be forwarded to Breezeway Farm.
Adjournment: a motion was made by John to adjourn the meeting at 5:15
p.m. Motion seconded by Joe. Motion carried unanimously.
Respectfully submitted,
Terry Mosher
Executive Secretary |
