Selectmen Meeting Minutes — November 23, 2009—7:00 p.m. — Memorial Hall.

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

Press Present: Cameron Graves, Shelburne Falls Independent

Acceptance of Minutes: Bob made a motion to accept the minutes of November 9, 2009 and November 17, 2009 as presented. Motion seconded by Joe. Motion passed unanimously.

Noteworthy News:
The winter parking ban goes into effect December 1st. Residents are reminded that on-street parking is prohibited as well as parking in the town-owned parking lot that runs parallel to Bridge Street. The parking ban is in effect between the hours of 1:00 a.m. and 6:00 a.m. Violators will be ticketed and/or towed.

7:00 p.m. Chief Steve Walker RE: Parking on Water Street -- although state law prohibits vehicles from parking within 20 feet of an intersection, the loading zone near the corner of Bridge and Water Street has long been used as short-term parking for patrons of the Good Spirits Liquor Shop despite the somewhat faded signage indicating "no parking". Chief Walker indicated that the area is becoming increasingly problematic as cars and trucks attempt to navigate around the parked vehicles. Selectman, Joe Judd and Chief Walked viewed the area and discussed a couple of proposals. The most favored recommendation is to line stripe the west side of the street in a manner that clearly illustrates no parking. The second proposal is to change the traffic flow in a manner that would prohibit traffic from entering Water Street from Bridge Street. Chief Walker is concerned that the second proposal would add to the congestion that already exists in the public parking lot. Both Chief Walker and Selectman Judd agree that the overall traffic pattern of the downtown district should be looked at to eliminate any and all potential safety concerns. No decisions were made.

7:15 p.m. Public Hearing RE: Community Development Strategy Document -- the purpose of the hearing was to discuss to solicit input from the community, other agencies, town officials and committees on potential projects or activities that could be incorporated into the town's community development strategy document. John Payne read the hearing notice aloud and opened the hearing up for public comment. Dino Schnelle, Coordinator for the West County Emergency Food Pantry spoke of the growing need to assist struggling families through his program. Dino reported that the Food Pantry has recently reinstated approximately 85% of previously enrolled participants; 48% of whom are from the towns of Buckland and Shelburne. He hopes that his program will continue to be highlighted as a priority social service program in Shelburne's community development strategy so that they may continue to be eligible for future funding. John Ryan who was present for the hearing reported that his firm has received approximately 67 responses to the survey that was made available to residents and businesses of Shelburne and Buckland. Over 40 respondents indicated that infrastructure was a priority. Other favored programs were the emergency food pantry and the elder self-sufficiency program. Residents and businesses who have yet to complete the survey may do so by accessing the town's web site. There will be a second public hearing held on Monday, December 7th to adopt any proposed changes to the community development strategy document, determine target areas and prioritize needs. After hearing no further comments. The public hearing was closed.

7:30 p.m. Recreation Committee (Charles Washer and Norman Beebe) RE: Proposed Cowell Gym Renovations -- John Payne explained that there are two separate initiatives underway to help improve upon the overall energy efficiency of our town buildings. The first initiative orchestrated by the Franklin Regional Council of Governments is a guaranteed performance-contracting program. An independent consultant; Siemen's Building Technologies has been contracted by the town to perform an investment grade audit on several town-owned buildings and make recommendations for energy efficiency and conservation measures that will result in guaranteed savings. The second initiative is an energy efficiency conservation block grant that could potentially award up to $150,000 in grant funding for areas of opportunity that do not easily qualify under the Siemen's program (i.e. windows, insulation, air sealing, etc.). Lynn Benander, Dan Post, and Tony Walker have volunteered their time to submit a competitive application on behalf of the town that if successful, would benefit the Cowell Gymnasium and Memorial Hall.

John explained that the focus of tonight's discussion was on the Cowell Gymnasium for it has the least amount of usage; yet the highest costs to maintain. He also indicated that the Board has discussed several options for the building which include: closing it during the winter months, keeping everything status quo, pursue energy efficiency measures, or change the manner in which revenues are generated so to offset maintenance costs.

Dan Post who was present for the discussion reviewed the proposed energy efficiency measures for the gymnasium. Dan explained that the existing masonry walls of the gymnasium are 16" thick and have a negative "r" value. The windows are single pane. If the walls of the gymnasium were built out and insulated and new windows and/or insulated glass installed, heating costs would be cut in half.

Recreation Committee member, Norman Beebe had reviewed the proposal prior to the meeting and had spoken with a building engineer at the Greenfield Community College who was familiar with this type of work and, favored the proposal.

Selectman, Judd and Recreation Committee member, Chuck Washer were not in favor of changing the esthetics of the building and wanted to discuss other options. Dan argued that insulating the walls was the best option. Temperatures in the gymnasium range between 48 to 58 degrees depending on whether or not it is in use. He pointed out that the town is spending thousands of dollars for heating oil yet is unable to reap the benefit of the heat. When asked for other comments from the Board, John indicated that he did not favor the idea of closing the gym during the winter months and Bob was not willing to make a commitment either way without first knowing what other costs would be associated with the project (i.e. loss of bleachers, loss of court size, moving score boards, etc). After a lengthy discussion, the Board decided to proceed with the application with the understanding that if the final consensus is to leave the interior of the gymnasium as is; grants funds would be returned to the funding agency. In the meantime, the Board would like to receive input from the public. Recreation Committee members were also asked to solicit comments from users of the Cowell gymnasium. Before finalizing the application, Den Post requested that members of the Selectboard review the requests for bids, which were broken down into six separate components. A motion was made by Joe to empower John as the Chairman to work with Dan in the final stages of the grant application preparation. Bob seconded the motion. Motion carried unanimously. In closing, Dan Post noted the importance of leveraging private donations for the Cowell Gymnasium project so to strengthen the application.

OLD BUSINESS:
Memorial Drive RE: Abandoning Maintenance of Private Right-of-Way -- Bob reported that Attorney Parsons spoke with three of the primary abutters to Memorial Drive and as a result, the trio has offered a donation of $700 to the town for the road's winter maintenance. Kevin urged the town to take the money and continue to utilize the town's highway crew as in the past for he feels that it will be the most cost effective means of maintaining the private right-of-way. Kevin also stated that he was not willing to enter into a written agreement between all vested parties as suggested by the Selectmen. A motion was made by Joe to accept the $700 graciously and wait to hear from Bob and Pete as to the most cost effective means of maintaining Memorial Drive during the winter months. Bob seconded the motion. Members of the Board thanked Kevin for bringing forth a solution that was backed by money. The motion carried unanimously.

Lease Purchase of New Dump Truck Using Chapter 90 Funds -- Bob reported that Pete is still waiting to receive a quote for the trade-in value of the Mack truck. No further action taken.

Request for Stop Sign at Intersection of Bridge Street and Mechanic -- a wheelchair bound resident has requested placement of a stop sign at the intersection of Bridge and Mechanic Street (near the bank of Western Mass). Unlike most intersections Bob explained that there is not enough room on the west side of the sidewalk to place a sign because the bank uses the area for parking. Joe has spoken with Chief Walker as well as representatives from the bank and everyone agrees that the most effective form of signage would be to paint the words "stop" or "yield" on the pavement. Following a brief discussion, a motion was made by Joe to instruct the Highway Superintendent to move forward with painting the roadway. Bob seconded the motion. Motion carried unanimously. Until the work is completed, cones or a pedestrian crossing sign will be placed in the crosswalk.

Managing the FY'10 Budget -- The selectmen are waiting to review input received from various departments regarding their budgets. In preparation for another round of state cuts, the Board asked each department to review their budgets and suggest reductions up to 20%. In a brief discussion, Bob indicated that the highway would have to reduce their gravel budget by $8,000 and Joe indicated that such cuts would impact the police department's part-time help.

Ethics Disclosure Form 20D -- at the request of the Ethics Commission, Bob needed to submit an additional exemption form that recognizes his dual role as a member of the Board of Selectmen and a part-time officer. In order to complete the form, a formal vote had to be taken by the Board indicating each role is separate and that neither role conflicts with the other. A motion was made by Joe to approve the exemption form. John seconded the motion. Motion passed (two yes and one abstention).

NEW BUSINESS:
December 7th Meeting of the Board of Selectmen RE: Change of Location -- the Town Clerk has informed the Board that voting booths and ballot machines will be setup on the weekend prior to the election therefore the room will not be available for their televised meeting on December 7th. Members of the Board have no problem moving the meeting to the Executive Secretary's office with the understanding that it will not be televised that evening.

Friday After Thanksgiving -- Joe made a motion to grant the Friday after Thanksgiving as a paid holiday for those employees who are scheduled to work. Bob seconded the motion. After a brief discussion, motion passed unanimously.

OTHER BUSINESS:
Historic Preservation Landscape Grant -- Joe reported that Shelburne's application was not successful.

Wreath Donation -- Joe reported that an anonymous donor wishes to present the town with a 4' wreath to be displayed on one of the town buildings. A motion was made by Bob to accept the wreath. Joe seconded the motion. Placement of the wreath will be at Joe's discretion. Motion passed unanimously.

Arms Library Meeting -- John reported that he had an excellent meeting with Trustees of the Arms Library. Since their last meeting it has been determined that just under 8% of the total endowment funds commingled back in 1985 should be earmarked and transferred back into the building maintenance account. From this point forward, the library endowment accounts will be managed as two separate accounts as intended. Five members were also appointed to serve on the building committee. Also discussed were the possibility of a capital campaign and the town of Buckland's relationship with the library.

Public Comment: none

Correspondence: none

Adjournment -- motion made by Joe to adjourn the meeting at 9:42 p.m. Bob seconded the motion. Motion passed unanimously.

Respectfully submitted,

Terry Mosher
Executive Secretary