SHERWOOD FOREST ROAD MAINTENANCE DISTRICT
Prudential Committee Meeting Minutes
October 2, 2004
Prudential Committee Present: Dick Tallberg, Chairman; Bill Brownhill, Vice Chairman; Bob Ronzio; David Bonney
Staff Members Present: Chuck Andrews, Road Superintendent; Maryellen Lake, Clerk/Treasurer
Members of the Public Present: See sign-in list
The meeting was called to order at 10:35 a.m.
Reading of the Minutes: The minutes were presented, and there being no additions or corrections, Bill moved to accept the minutes as presented; Dave seconded; motion passed.
Communications: Cancellation of White Wolf workmen's compensation insurance - Craig confirmed that this is just a routine matter; letter from Attorney Pacella with suggestions as to how to present the two major issues covered in the Draft By-Laws - voting and taxation.
Treasurer's Report: The Treasurer's report was read. There being no additions, corrections or questions, Bob moved to accept the Treasurer's report as read; Bill seconded; motion passed.
Road Superintendent's Report: Chuck reported that he had identified roads and culverts that needed attention and issued work orders to White Wolf. Sherwood Drive, Sir Walter Court and Lady of the Lake were graded as well as Winter Drive; two culverts on Lady of the Lake were replaced; Repairs were made on Black Arrow washouts; graded Sir Galahad, Lancelot, Maid Marion and King Arthur; widened and resurfaced a section of Maid Marion between Little John and Prince John. Roadside mowing is still ongoing. Bill moved to approve the Superintendet's Report; Dave seconded; motion passed.
Warrant #6: Payees are two payments to Staples for office supplies; Barnes & Noble Bookstore; Richard Tallberg, William Brownhill, David Bonney, George Sherman, Robert Ronzio for quarterly stipend; Williams Stone; White Wolf Trucking; Lee Print & Design for printing of By-Laws for a total of $10,358.33. Dick moved to accept the reading of the Warrant; Dave seconded; motion passed.
Committee Reports: Jim Griffin stated that the work of the By-Laws Committee was complete and that the issue is now in the hands of the Prudential Committee. This item will be taken up under New Business.
OLD BUSINESS
Road Superintendent's report on sand/salt storage: Chuck reported that he had talked to the DEP regarding storage of sand and salt. He was told that unless you are in wetlands, it is an EPA issue. The DEP directed him to the EPA website. Under the current situation there are not too many properties that are more than 200 feet from wetlands.
Chuck recommended that the Committee seek proposals through direct mailing for the winter season to all local contractors. Do the same for spring and summer maintenance in the spring. This will be discussed under new business.
Newsletter Mailing: John Hall suggested that Staples be used for printing. Dave questioned whether it has to go to all property owners, or just those who are voters. It was generally agreed that, in fairness, everyone should be notified to encourage as many people as possible to come to the meeting.
Payment of back taxes: Dick will try to find the letter stating that the District is to be paid first, as will Bill.
AT&T phone call: Maryellen was unable to find the source of the phone call, noting that on Anywho.com it may be available, but there is a charge of $9.95 to access it. She questioned whether it would be worth the cost. Bob noted that he knows how to do this without paying a fee; he will follow through.
Linda Shaw called about discarded lawnmowers in a culvert. Chuck noted that this is a police issue and a District issue. He recommended that the contractor be hired to remove the trash and get rid of it. Bill made a motion to that effect; Bob seconded; motion passed.
NEW BUSINESS
Change of ISP: Maryellen informed the Committee that the ISP for the Internet has been changed from AOL to Peoplepc.com. The new email address for the Road District is now clerktreasurer@peoplepc.com.
Synopsis of By-Law changes: Dick read aloud the letter from the attorney on the By-Law changes, as well as the problems presented by the attorney. Jim remarked that he doesn't think the attorney understands the way we are proposing this and the system under which we are working. In the document, the recommendation was a flat tax. The Road District sets its budget by taking the total number of land owners - approximately 1100 - a dividing it into the budget to determine each landowner's tax. The term "property owners" should be interpreted to mean land only, since we are taxed on land only. Dick noted that between now and the next meeting the package will be put together and presented at a couple of public meetings. The synopsis will be put together in proper form to reflect the proper message so that everyone can understand it.
RFP for Winter Roads: Bill moved that the RFP be advertised for winter roads; Dave seconded; motion passed. Chuck will put it together and get it out Monday or Tuesday. Bob moved that proposals be opened at the meeting on October 16; Bill seconded; motion passed.
Contract Termination: Bill recommended we send out termination letters and let the contractors re-quote. We must give 30 days notice of termination in writing. Bill moved to send out letters of termination; Bob seconded; motion passed.
Sand and Salt storage: Bob will go to the Planning Board of the Town and ask for a variance or special permit to use the area which has been deemed suitable, but is less than 200 feet from a stream, designated as a storage area. Dick recommended that we include in the specs where the storage will take place. Chuck will include that in the RFP. Ron Boucher noted that sand and salt are available from the town or the state - all we have to do is go and get it. He believes they are required to give it to us. Chuck will look into this possibility.
Bob noted that Sue Schneider's appointment as SFRD liaison with SFNA should be rescinded, in that Sue is not a member of the Prudential Committee. Bill moved that Sue's appointment be rescinded and Bob Ronzio be appointed as liaison to SFNA; Dick seconded; motion passed. Sue will be notified by letter.
Bob noted that the vacancies on the Committee must be filled. He had heard that Howard Lerner has decided to withdraw. Bob will contact him for a decision. A letter from Howard will be required stating his intentions.
PUBLIC PARTICIPATION
Discussion: Snow fence to prevent drifting snow from the berm in Sherwood Drive and Mystic Isle; the need to go back and check roads; conditions on Black Arrow; update Prudential Committee list on the website.
Bill moved that the meeting be adjourned; Dick seconded; motion passed.
The meeting was adjourned at 12:10 p.m.
TRUE COPY AND ATTEST
Maryellen Lake Clerk/Treasurer
