Sherwood Forest Road Maintenance District

Prudential Committee Meeting

Approved Minutes

Saturday, November 4, 2006

Committee Members Present: Robert Ronzio, Chairman; ; David Bonney; Michael McEnerney; and Gilles Beaudoin

Public Present: Howard Lerner, Patricia McEnerney, Joyce Brownhill, Bill Brownhill, Eva Bonney, Jim Griffin, Ron Boucher, Celia Boucher, Laura Bailey, Justin Bailey, Paulette Feit, Lyle Forster, Murielle Forster, David Devane, Nancy Devane, Gail McGeer and Chuck Andrews, Road Superintendent

Meeting called to order: 10:32 a.m.

Reading of Minutes from October 8, 2006 Meeting

Board members note the following amendments to the minutes: Page 4 under New Business regarding the internet domain names, the cost is $9.95 per year; Page 3 under Communications regarding the letter from Aaronson & Lucido, it is noted that in order to change how the Road District votes, it would have to be taken to the people first, then the Town of Becket; under Page 1 under Public Present the correct spelling for Al’s last name is Barnvenik; Page 1 under Public Participation it should read Kathy Vsetecka from the Conservation Commission and in the sentence regarding Mr. Sykes having the opportunity to defend himself, it should read the District will not yet proceed with a plan; Page 2 under Treasurer’s Report, the sentence that ends with as this check was two years old the following sentence should be added - The Board determines that checks should be annotated that they are void after 90 days (this should be printed on the checks.); and Page 3 under Road Superintendent’s Report it should read Primary roads in worst condition will be fixed first. A motion is made to approve the amended minutes; seconded; unanimous approval.

Public Participation

Mrs. Brownhill inquires if she heard the amendment to the minutes correctly regarding the letter from Aaronson & Lucido. She confirms that in order to change how the Road District votes, it would have to be taken to the people first, then to the Town of Becket. She inquires if this would require a special meeting with a Warrant. Mr. Ronzio replies that Board members have met with the attorney and the attorney made a proposal that was different than what the By-Laws state. The Board needs to further discuss this. At this point and time there is no plan to do anything until the Board receives the final recommendation from the attorney and then it will be put before the people.

Mrs. Brownhill reads from the By-Laws “if there are inconsistencies in the By-Laws that the Special Act takes precedence.” She confirms that this is correct. Mr. Ronzio confirms and also notes that if there are any inconsistencies in the Special Act then State Law takes precedence.

A question is asked if the attorney is going to attend a meeting. Mr. Ronzio notes that the Board will first decide if it will be put before the people and if that is decided then it will go before the people. Mr. Ronzio notes that the attorney plans to have his final recommendations for the Board in mid-November; therefore, the Board most likely would not be discussing this issue until the December meeting, unless a special work session with the attorney gets scheduled.

A question is asked by Gail McGeer where the Board will meet with the attorney. Mr. Ronzio notes that wherever it is most convenient for Board members and the attorney and generally that means they will meet at the Becket Town Hall. A question is asked by Gail McGeer if the people can sit in on this meeting, as it would be a violation of the Open Meeting Law if they were not allowed to do so. Mr. Ronzio does not believe that it would be in violation, but he is not certain and will check with the attorney. Mr. Ronzio notes that previous boards have had workshops, which were not open to the public. Mr. Ronzio goes on to say that this would be a workshop with the attorney and not a meeting. However Mr. Ronzio will present the following question to the attorney - Does a workshop constitute a meeting? If it does constitute a meeting, then the public will be informed, if it does not then the Board has a right to meet without the public being informed. A question is asked as to what happened to the legal committee that used to meet with the attorney and not the Board. Mr. Ronzio notes that there was never a legal committee appointed by the Board.

Ron Boucher inquires about the condition of the roads and comments that winter is coming and there are a lot of potholes. Mr. Ronzio notes that the Board has not received other complaints about potholes other than those of Mr. Boucher. Mr. Ronzio notes that there are 1,200 people that own lots in the Forest and that not many have complained about the condition of the roads. He asks Mr. Andrews how many complaints he has received regarding the roads. Mr. Andrews replies, “a couple.” Mr. Ronzio notes that the District has a website and there are zero complaints on the website and that nothing has been erased from the site since it has been up and running. Mr. Andrews notes that if the Board were to look back at its invoices, they will see that back in July or August of this year, all the potholes were taken care of on Jester’s Lane. Mr. Ronzio notes he realizes that there are potholes in some of the roads and people have a right to complain about them. He goes on to say that the District has a limited amount of money to care for the roads and it is the District’s Prudential Committee responsibility to determine the priority of the road work to be done, as noted in the October minutes. Mr. Boucher and Mr. Andrew’s exchange unkind words, and Mr. Ronzio calls for order. Mr. Boucher then inquires about sanding and plowing the roads this winter. Mr. Ronzio notes that the sand and salt have been purchased and are on standby. When bad weather comes, it will be spread. Mr. Boucher asks about the deal he brought up a few years ago and nobody looked into it. Mr. Ronzio notes that it was looked into. Mr. Boucher comments that he’s going to follow-up on this. Mr. Boucher and Mr. Andrews exchange more words.

Mr. Brownhill inquires where the money for special projects is coming from, why haven’t all of the roads been graded, and why has the special project on King Richard Drive been put on the backburner, as it was voted and approved back in 1993. He goes on to comment that other special projects seem to come up over night and people don’t know anything about them. Mr. Ronzio comments that the first issue is whether or not grading takes priority and what is a special project. He goes on to say that he has reviewed the By-Laws and has yet to find grading listed as a priority. Mr. Ronzio notes that he personally tried to get the former Road District committee to set-up some priorities, which the previous committee stonewalled. He further noted that road grading, specifically, is not in the budget as a line item.

A question is asked by Gail McGeer why hot tar can’t be put in the potholes. Mr. Ronzio notes that dirt roads are always going to have potholes, and that tar is not the proper way to repair these holes.

A question is asked by Gail McGeer as to what the current state of the audit on the books is. Mr. Ronzio notes that this will be discussed under the Treasurer’s report.

Mr. Bonney inquires about the District looking into owning its own equipment.

Mr. Ronzio replies that this came be discussed under New Business, and it is an item the Board should discuss.

Mr. Boucher asks what date Mr. Ronzio spoke with the Town regarding coordinating sand purchases for the winter roads as way to save the district money.) Mr. Ronzio replies that he hasn’t spoken with the Town lately, but over the past year he has spoken with Bill Elovirta regarding several issues, but he does not know the exact dates that they spoke.

Mr. Griffin inquires about the status of the Sykes property problem, as the Sherwood Forest Neighbors Association and the Sherwood Forest Road District had agreed to jointly submit a plan to the Conservation Commission. Mr. Ronzio notes that the Road District has been in constant communication with the Conservation Commission regarding this issue and as stated in the previous minutes, the Road District Board decided not to proceed further with this case until the Conservation Commission rule. Mr. Ronzio goes on to note that a meeting will be held on November 10, 2006, at 2:15 p.m. where the Conservation Commission, the Road Superintendent, a representative from the Sherwood Forest Neighbors Association (SFNA), and (he) will get together to make some decisions on this situation. The president of SFNA speaks and she notes that she would like to be a part of this meeting as she is an abutter to the Sykes property and the president of SFNA; however, due to personal reasons she cannot be at this meeting. She inquires if she, Mr. Ronzio, and whomever else could get together prior to this meeting to agree on a plan to present to the Conservation Commission. Mr. Ronzio notes that the problem with this suggestion is that if the Conservation Commission wants to make changes to the proposed plan, that she will not be able to discuss it, as she will not be at the meeting. Mr. Ronzio also notes that they will not be going on Mr. Sykes property – this situation has to do with the Road District’s property that abuts Mr. Sykes property on two sides. The Road District or SFNA has to be present, as it has to do with their property and a pile of dirt that was dumped on the property right-of-ways which the district maintains.

There is discussion by Gail McGeer on the Wheeler property and Mr. Ronzio notes that Mr. Wheeler was sent a letter inviting him to come to this meeting, which he did not. A question is asked by Gail McGeer why can’t the rocks be removed. Mr. Ronzio notes that he and Mr. Beaudoin went to look at the spillway and the rocks are right down by the spillway. Mr. Ronzio goes on to note that there is a serious problem with the spillway (and that removal of the rocks which were put in place to prevent vehicular traffic from going over the spillway would be very unwise). Mr. Ronzio notes that from his observations, the spillway (has the potential) to let go (since the soil around and under the spillway is seriously eroded). Mr. Ronzio goes on to say that the Board is in the process of writing letters to SFNA as the owners of the dam that it is most likely going to fail if not taken care of in the very near future.

There is brief discussion on right-of-ways to some of the District’s lakes.

Mr. Boucher inquires about receiving a list of what the District’s money is being spent on. Mr. Feit points out what he passes out at each meeting for all people to see which shows where the District stands financially each month.

Treasurer’s Report

Mr. Feit notes that there is currently $151,525 in the treasury ($90,145 in the checking account, $16.10 in the old checking account, which is going to be closed next week, and $61,364 in the municipal money market account). The Warrant to be approved at this meeting is for $23,322.79. Mr. Feit notes that tax money will be coming in, which will inflate the amounts shown in the treasury. Mr. Feit reviews the budget and goes over all of the line items and balances in the accounts. He notes that General Roads is over budget but money will be re-appropriated after he speaks with the accountant. Mr. Feit notes that $6,600 was budgeted for an accountant but he does not feel that it will cost that much this year. For Fiscal Year 2008, when the new budget is done, he notes that approximately $2,000 will cover accountant fees (this is per an estimate from the accountant). Mr. Feit notes that there is tax refunds that people get because of various circumstances, so he added Tax Refunds as a line item. Mr. Feit reviews the Warrant and notes that at future meetings a copy will be available for the public to review. Mr. Feit notes that beginning December 1, 2006, the new charge for storage will be $34, as a new, less expensive storage facility, Crandall’s Storage located in Otis, will be used. Mr. Feit reads an e-mail from the accountant, Martin Huban, noting that he will be meeting with him next Friday to learn how to better utilize QuickBooks for the District. Mr. Feit notes that as requested, he applied for a credit card for the District, which he should receive in a week or so. He will be the only authorized user of this card. Mr. Feit notes that he went through an insurance agent for workmen’s compensation, and after today’s warrant is approved and the bill paid, Chuck Andrews and himself will be covered under workmen’s compensation. A motion is made to accept and approve the current Warrant for $23,322.79; seconded; unanimous approval.

Road Superintendent’s Report

Mr. Andrews is not present; therefore, no report is given.

Mr. Bonney comments that he has some questions for the Road Superintendent. He goes on to say that he has been banned from Mr. Andrews’ property and does not know why. The Board knows nothing of this.

Communications

Mr. Ronzio reviews the list of correspondence that has come in. He reads a letter from Stephen and Ruth Rosenthal, Mystic Isle Way, which compliments the Prudential Committee on doing a good job at keeping the roads in the Forest in good condition.

Old Business

Accounting Firm, Brazee & Huban – Mr. Feit notes that the closeout of the 2005/2006 Treasurer’s books is still in process and that he and the accountant will now be using QuickBooks for an automated bookkeeping system. Mr. Feit will be meeting with

Mr. Huban next Friday to learn how to best utilize QuickBooks features.

Haberman Insurance Workman’s Compensation Insurance – Mr. Ronzio notes that

Mr. Feit has already discussed this under the Treasurer’s Report.

Building Committee Report/Office Storage – Mr. Ronzio notes that nothing has been done, other than to plan the move of district files from Beaver Storage, which was extremely expensive, to Crandall’s Storage in Otis.

Culvert Survey – Mr. Ronzio notes that this is still ongoing.

Road Sign Placement – Mass Highway Regulations – Mr. Ronzio notes that because the Road Superintendent is not present, this cannot be discussed. He reminds everyone that if they notice a road sign missing to let the District know. To notify the District of missing road signs, residents can call and leave a message, write a letter to the District, or visit the website sfna.us and fill out a form. When notifying the District, residents should note the sign that is missing and the location of where it should be.

Abandoned/Unregistered Vehicles on Public/Private Roadways – Mr. Ronzio notes that there still seems to be a few of these vehicles around. He will get in touch with

Mr. Elovirta. Mr. Ronzio reminds everyone that the police are responsible for the removal of abandoned vehicles on private roadways.

Roads Resurfacing Project on Mystic Isle Way, Sir Walter Court, and Jester’s Lane –

Mr. Ronzio notes that this has been put on hold.

Payment for SFRMD Internet Domain Names – Mr. Ronzio notes that this has been taken care of.

Any Other Old Business – Mr. Bonney inquires if a vote had been done for the Mystic Isle Way project. Mr. Ronzio notes that yes, it had been approved some time ago; however, it along with all other projects have been put on hold until the books are brought up-to-date.

Mr. Bonney inquires if there will be a contractor here in the winter. Mr. Bonney is concerned that Mr. Andrews is angry with him or he wonders if he is angry with the whole Prudential Committee. Mr. Ronzio notes that the Road Superintendent is not present. Mr. Bonney inquires as to what can be done to have Mr. Andrews speak to the Prudential Committee instead of the people. Mr. Bonney feels that Mr. Andrews should not get out of control. Mr. Ronzio replies, “In defense of the Road Superintendent, we cannot have individuals attacking the Road Superintendent either.” Mr. Bonney comments that he feels that it is Mr. Ronzio’s job to tell the public they have to address the board; however, Mr. Bonney feels that Mr. Ronzio lets it go and then Mr. Andrews gets out of hand. Mr. Ronzio notes that at future meetings, people will have to be recognized by the Chair to speak, if they are not recognized, they will not be allowed to speak.

New Business

Winter Road Preparation – Salt/Sand Stockpiling of Materials in Place – Mr. Ronzio notes that the material is in place.

Amending District By-Laws – The Board has been in touch with the attorney. As soon as the attorney says he is ready to proceed, a workshop will be held or the Board will follow the Open Meeting Law. if a workshop does not meet the requirements set forth in the statute.)

Letter Sherwood Forest Neighbor’s Association Re: Right-of-Ways Ownership and Responsibilities – Mr. Ronzio notes that he will draft a letter or memo regarding some of these issues. He asks the Board if anyone objects to this – nobody does.

Drilled Well in the Right-of-Way on Prince John Drive in front of Lot# 216-757 –

Mr. Ronzio reads a letter to be sent to Mr. David Hubert, owner of Tri-State Well Drillers. The letter asks Mr. Hubert to respond. Mr. Ronzio notes that he also will send copies of the letter to the Town of Becket, Board of Health, and the Sherwood Forest Neighbors Association.

New Bank Account – Legacy Bank – Mr. Feit notes that he would like to open a new checking account with Legacy Banks, as it would be more convenient for him to use this bank. There are no objections from the Board. Mr. Ronzio suggests that the new checks be imprinted with “Void After 90 Days.”

Any Other New Business – Mr. Bonney inquires about having a discussion on the District owning its own equipment. There is discussion about where this equipment would be stored, what kind of equipment would need to be purchased, and the costs involved in owning equipment. A suggestion is made that a committee be formed of all those interested in this and that these people look into all aspects of this idea. It is noted that all residents of the Forest should be notified about this topic, by letter or public notice, so that they may voice their opinion. The discussion continues on how this idea should get started. Mr. Bonney makes a motion that he and Mr. McEnerney startup an equipment list to determine the feasibility of the Road District owning its own equipment; seconded; passes unanimously.

The next meeting is scheduled for Saturday, December 2, 2006.

A motion is made to adjourn; seconded; unanimous consent.

Meeting adjourned: 12:30 pm

Respectfully submitted,

Martin Feit

Clerk/Treasurer

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