SHERWOOD FOREST ROAD MAINTENANCE DISTRICT

Prudential Committee Meeting

September 3, 2005

Minutes

Committee Members Present: Richard Tallberg, Chairman; Bill Brownhill, Vice Chairman; David Bonney; Robert Ronzio; Michael McEnerney; Jerry Summit, Resident Alternate

Staff Present: Chuck Andrews, Road Superintendent; Maryellen Lake, Clerk/Treasurer

Public: See sign-in sheet

The meeting was called to order at 10:37 a.m.

Reading of the Minutes: The minutes for the August 6, 2005 meeting were distributed and read. Bob moved to accept the minutes; Bill seconded; motion passed.

Treasurer’s Report: The Treasurer’s Report was distributed and read. Bill moved to accept the report; Dave seconded; motion passed.

Reading of the Warrant: Warrant #3 was read for a total amount of $9,198.01. Bill moved to approve the Warrant as read; Bob seconded; motion passed. The Warrant was signed by all Committee Members present.

Communications: Letter from Paul Tsatsos, Auditor; letter of intent, Dennis LaChapelle; Notice of Assignment of Insurace, Gilles Beaudoin; hard copy letter, Attorney Harris Aaronson; Certificate of Liability Insurance, Dennis LaChapelle; email, Robin O’Grady, Porcupine Court; email, Sandy Sayward, Nottingham Court; email, Kiltonic, King Richard Drive; email, Mary Kay Jubok, Winter Drive intersection w/Count Edwards; email, Harold Tranghese, request for SFNA election results; email, Ed and Randy Woodis, Little Robin Road.

It was noted that the complaint from Sandy Sayward, Nottingham Court, is a driveway culvert problem which is the responsibility of the property owner.

Road Superintendent’s Report: Regarding the Jubok complaint, Chuck will call them back. He confirmed that the price for the major repairs will be $75,000.00. He doesn’t feel it will exceed that amount. Bob asked how fuel costs will affect the budget, since we are trucking material out of Westfield. Chuck: Thinks that will cover it, but recent rises in cost may change that. You may want to add $10,000.00 to the cost.

OLD BUSINESS

Auditor: Dick signed the letter from Paul Tsatsos. Mike suggested that it might be helpful to hire an accountant on a consulting basis. After a brief discussion, Dick noted that we should wait until the audit is completed.

Computer: Mike reported that the computer has been ordered and is being shipped. He will get the invoice and turn it over to Maryellen. The computer will cost approximately $1500.00.

Office Relocation: Bill reported that the campers he inspected are not suitable. Bob: suggested that the Committee consider buying a shed. After a brief discussion, Bob and Chuck will get prices. Special Meeting: Scheduled for September 17, 2005. Maryellen read the warrant for the Special Meeting.

Letter to Joseph Pacella was signed and will be mailed to him.

NEW BUSINESS

Bob invited Joe LaCascia from Becket Woods to come before the Board regarding workmen’s compensation and insurance for the roads. Regarding Workmen’s Compensation, we need it because we have two employees. He advised the Committee that it would be inexpensive if you employ independent contractors. The good thing about having workmen’s compensation is if you ever employ anyone and it’s questionable whether he is an independent contractor, you should think about it. There was some discussion regarding the advisability of having a standard payroll account for the District’s two employees. Joe recommended that the Committee consider it.

Part 2 - SFNA has recently marketed insurance. Joe was asked to advise them as to the proposals they had received.

Responsibility - Clearly there is an obligation for insurance - when you own something you become responsible for the ownership maintenance and use of that space. What we have in the case of the Road District is ownership of roads, lakes, amenities and common lands in the hands of one entity. Maintenance is through the Road District. You make rules as to how the roads are used, and through that the liability flows to you. You look for a certificate of insurance from your independent contractors naming the Road District as additionally insured under their policy. Joe stated that the cost may be under $5,000, depending upon whether the conditions set out in Chapter 84 MGL are met.

After much further discussion, Joe advised the Committee that in his estimation, the Road District needs insurance.

Dave brought up the subject of the District hiring our own employees and buying our own equipment. Joe advised the Committee that under those conditions insurance would be required. There was a lengthy discussion regarding the positive and negative aspects of such a plan. It was generally agreed that the Committee would take it under advisement.

PUBLIC PARTICIPATION

Chuck - Insurance - the courts included SFNA with conditions. Were the conditions ever met? The answer was no. Some discussion of street signs - Bill and Chuck will find out how many signs are needed, how many posts. Jerry asked about the Hunphrey washout on Mystic Isle Chuck assured him that it will be fixed. Brief discussion of auditor vs. an accountant. Asked about results of the workshop with attorney. Blanche asked why the Alternate wasn’t invited to participate in the workshop meeting. Apologies were made to Jerry. Joe stated that he would be happy to counsel the committee any time. Blanche thanked Mike McEnerney for attending the Sherwood Greens Special Meeting. Bob suggested sending a letter to the Town regarding tree in the way on Wells Road.

There being no further business, Bill moved to adjourn the meeting; David seconded; motion passed. The meeting was adjourned at 11:54 a.m.

TRUE COPY

Maryellen Lake

Clerk/Treasurer