Board of Selectmen

Monday, May 21, 2012, 7:00 pm
Meeting Minutes
A meeting of the Selectboard

Selectmen Meeting Minutes
May 21, 2012 -- 7:00 p.m. -- Memorial Hall

Call to Order: John Payne called the meeting to order. Other members present: Robert Manners. Joe Judd was absent.

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

Acceptance of Meeting Minutes: After noting the need for one minor change, Bob presented a motion to accept the minutes as printed. John seconded the motion. Motion passed.

Noteworthy News:

  • Memorial Day Parade (sponsored by VFW Post 8503), May 28th, @ 10:30 a.m.
  • River Fest, June 9th, 9a.m.-4pm, Deerfield Ave (parade begins at 1:30 p.m.)
  • Veteran's Job Fair, June 13th, 9am-11am, French King Entertainment Center, Erving, MA

Department Liaison Reports:
Highway - the crew mowed and trimmed the Hill Cemetery in preparation for Memorial Day. Bob reported that there are three town-owned bridges in need of repair (Center Road, Bardwells Ferry Road, and North-South Road). The Department will schedule the work for next year using Chapter 90 funds. It is uncertain whether the crew will complete the repairs.

Part-time Summer Help RE: Mowing - recognizing the need to advertise the position before hiring, Bob agreed to draft a job description.

FEMA RE: Pre-Disaster Mitigation Grants - the FRCOG has secured a second round of pre-disaster mitigation funding to provide technical assistance to any town wishing to apply for this grant funding. John suggested that Bob utilize the FRCOG's offer to secure funding for the repair of a box culvert on Allen Road.

Town Office - "Friends of the Sun" will install window quilts on Tuesday, May 29th in Memorial Hall. This work will complete all of the DOER funded energy efficiency work. Representatives of DOER will be on site on Thursday, May 31st for a final inspection.

Highway Department RE: Superintendent Search Committee - Bob reported that the Committee met two weeks ago. Members agree that the Superintendent should be a "working" Superintendent. The Committee is in the process of reviewing the job description and determining whether there is merit in creating a clerical position to provide ongoing administrative support to the Superintendent (billing, timesheets, Chapter 90 paperwork, etc). Their next meeting is May 24th at 7:00 p.m.

Highway Department RE: Furnace Replacement - The Department has received three proposals ranging from $6,000 to $9,000 for the purchase and installation of a new furnace at the highway garage. In response to a taxpayer's suggestion at town meeting, Bob and Mark are researching whether a "waste oil" furnace would have equal or more benefit to the Town. At present, there are two apparent drawbacks; whether the department can generate or collect enough waste oil to run the furnace; and the need to guarantee that the waste oil is free of anti-freeze and other contaminants.

Cowell Gymnasium Mold Remediation Work:
Covino Environmental - Covino Environmental has confirmed that they will conduct a lead and asbestos survey of the Cowell Gymnasium within the next two weeks. Estimated cost of survey: $3,000 - $3,500.

Waterproofing Foundation - FRCOG's Procurement Department has bid the project twice and both times, there was no interest. Following the second round of bidding, Terry forwarded a copy of the bid specifications to Dan Lawrence of Weston & Sampson Engineering asking for feedback. Dan and Terry met last week to discuss the project. Both agreed that the bid specifications should focus on the excavation work; allowing the town to seek independent proposals for waterproofing, windows, and masonry. Weston & Sampson Engineering offered to assist the Town by completing a topographic survey, develop a site plan, prepare drawings, provide updated quantities and materials list for use in bidding, provide three copies of the document for review, and provide final drawings and details for use with bidding documents to clarify the work. Weston & Sampson has agreed to complete the work for a lump sum of $3,300. Both Bob and John agreed that Weston & Sampson's Engineering proposal had merit. Bob presented a motion to accept their proposal in the amount of $3,300. John seconded the motion. Motion passed unanimously.

Clerical Assistance for Town Boards - Zoning Chairman, Joe Palmeri, Planning Board Chairman, Matt Marchese, Board of Health member, Deb Coutinho and Town Administrator, Terry Mosher interviewed four of the seven applicants interested in the multi-board clerical position. After completing interviews, it was the unanimous decision of the group to recommend that the Select Board hire Elizabeth Kidder of Leyden, MA to serve all three boards. Terry provided a brief overview of Elizabeth's credentials before Bob presented a motion to hire her. John seconded the motion. Motion passed.

Charlemont Lease Discussion - Shelburne Select Board will meet with members of the Charlemont Select Board to finalize the revised transfer station lease in Charlemont Town Hall at 6:00 p.m. on June 18, 2012.

Feedback from Annual Town Meeting RE: Compensation for School Committee Officials - resident Susan Flaccus suggested that the Town consider compensating school committee representatives for all of their time spent managing the town's largest budget. Following town meeting, Terry Mosher surveyed several neighboring towns and received responses from fourteen (14) towns; eight (8) of whom compensate school officials and; six (6) who do not. John recommends that the Board look at suggestion on a much broader level and include all Boards and Committees. Terry suggested contacting the Massachusetts Municipal Association or the FRCOG to see if they have any helpful information available.

Proposed Personnel Policy Revision, Section 7, "Employment Practices" - discussion tabled until the full Board if present.

VFW Post 8503 RE: Memorial Day Parade Request - noting that the Police Chief had reviewed and approved the request; Bob presented a motion to approve the VFW's Memorial Day Parade request. John seconded the motion. Motion passed.

Breezeway Farm Consulting RE: Recommended Contract Amendment for FY'11 Community Development Block Grant Projects (Grove & Clement Street Improvements) - Breezeway Farm Consulting recommended a contract amendment between the Town of Shelburne and Weston & Sampson Engineers, Inc. The amendment would increase Weston & Sampson's contract amount by a sum of $27,150. Said amount is to cover the costs of additional Resident Representative Engineering Services (362 hours) for the Grove Street Project in Shelburne and the Clement Street Project in Buckland. Bob presented a motion to authorize the contract amendment in the amount of $27,150. John seconded the motion. Motion passed.

Solid Waste Management District - Shelburne no longer has representation since resident Joan Wilson resigned. John suggested that the Board bring forth recommendations for this worthy seat. Bob will speak with Jim Stacy to see if he might be interested in serving.

8:00 p.m. David Schochet, Open Space Committee RE: Young Parcel, Smead Hill Road - members of the Open Space Committee viewed the 5.2 acre parcel on April 27th using their workbook as an evaluation guide. David reported that although the parcel represents a lovely mowing with beautiful bedrock; there is no extraordinary significance (i.e. historical, water, wildlife). While the Open Space Committee welcomes each and every opportunity to preserve farmland, David indicated that this sale is necessary for the owner to keep her dairy farm vibrant. Regretfully, the Open Space Committee recommends that the Town not exercise its right of first refusal. Bob echoed the Open Space Committee's recommendation noting that this farm is one of the last four dairy farms in Shelburne. In accordance with the Town's Chapter 61 Right of First refusal Policy, the Select Board will conduct a public hearing on June 4th at 7:15 p.m. to hear public comment and to decide whether the town should exercise or assign its right of first refusal.

Additional Open Space Committee News:
Green Fire - Pothole Pictures will feature the movie "Green Fire" as part of the River Fest celebration on June 8, 2012 at 7:30 p.m. in Memorial Hall Theater. The movie is about Aldo Leopold; the "Father of the Sustainability Movement." A group discussion with the producers of the film will follow.

Community Preservation Act - John asked whether members of the Open Space Committee would be willing to revisit the concept of the Community Preservation Act; host a public forum; and bring forth a recommendation to the Select Board in preparation for annual town meeting. David indicated a willingness to participate in the process but indicated a preference for a diversified group rather than the Open Space Committee alone. The program is currently matching cities and towns at a rate of 25%. If adopted, monies could be used to preserve land, improve historic landmarks, recreational facilities, etc. Select Board members raised the concept at a public forum approximately eight (8) years ago and residents rejected the idea.



ADJOURNMENT: Bob presented a motion to adjourn at 8:22 p.m. John seconded the motion. Motion passed.

Respectfully submitted,

Terry Mosher
Town Administrator

Posted to: Selectboard.