SHERWOOD FOREST ROAD MAINTENANCE DISTRICT

Prudential Committee Meeting

November 5, 2005

Minutes

Committee Members Present: Richard Tallbereg, Chairman; Bill Brownhill, Vice-Chairman; Michael McEnerney, David Bonney, Robert Ronzio Alternate Committee Members Present: Gilles Beaudoin, Jerry Summit

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

The meeting was called to order at 10:35 a.m.

Minutes of Previous Meeting: The minutes of the October 1, 2005 meeting were distributed and read. There being no additions or corrections, Bob moved to accept the minutes as read; Bill seconded, motion passed.

Treasurer's Report: The Treasurer's Report was distributed and read. There being no questions, additions, or corrections, Bill moved to accept the Treasurer's Report as read; Dave seconded; motion passed.

Reading of the Warrant: Warrant #6 in the amount of $35,437.32 was read. Bob moved to pay the bills; Bill seconded. Motion passed.

Communications: Letter from Berkshire Eagle re raise in advertising rates; unsigned e-mail complaint re Lady of the Lake. A letter of intent from Danny Andrews requesting a contract for maintenance for winter/summer roads. Chuck spoke with Dennis LaChapelle and Danny. They have agreed to work together to keep the roads open in the snow. Dick noted that the matter of a contract and the agreement between Dennis and Danny would be taken up under New Business.

Road Superintendent's Report: Immediate problems were taken care of on October 9. The largest area was Prince John Drive. The flooding destroyed almost all of the culverts. Chuck has put in a $10,000.00 order to Ribco for culverts. He was told that the order couldn't be filled until November 7, since most of their product was being shipped to Louisiana. Most everything has been patched up to get through the winter. On the resurfacing project, 4800 feet have already been done. Regarding the estimate for flood damage, Chuck reported it may be between $60,000.00 and $65,000.00. Two roads had to be closed due to flood damage. Dave asked about Porcupine Court. Chuck stated again that it will be graded. Some discussion following regarding reporting estimate to MEMA with pictures. Danny has pictures and will supply them to the District. It was moved and seconded to accept the Road Superintendent's Report. The motion passed.

OLD BUSINESS

Office Relocation: Bill reported that his contact at the Camping Club has been gone all week. Since the trailer is no longer parked in the parking lot, its status is unknown at this time. He recommended that when a suitable trailer is found, it should be purchased on the spot.

Finance Committee: Dick has information at home. He will e-mail or fax it to the Committee. Work Orders: Bill recommended that one work order be prepared for whatever needs to be done for storm damage.

By-Law re Driveway Culverts: Bob has written it but did not have it with him. Chuck noted that driveway culverts on Prince John Drive are the Road District's responsibility, since all culverts had to be replaced with larger ones. It is the District's responsibility because the road is being rebuilt and we are putting in larger culverts. There are three driveway culverts on Prince John Drive. Mike asked if in the future any of the culverts needed repair is the homeowner required to repair it? The answer is that they are.

NEW BUSINESS

Winter Road Contract: Sand and salt storage - in the past the contract has specified that the contractor store it in his yard. Dick noted that what is needed is a one-page document/contract for winter roads. Bob: Have the lawyer put the letter together. Chuck said he will call the attorney and ask for a Demand Service Contract. Dick noted that what is needed is a simple, one-page letter of agreement. Bob moved that the Road Superintendent contact the attorney to have a letter of agreement written.

Assessments: Attorney is researching Assessors' records and will prepare a spreadsheet. Budget: Dick asked if a spreadsheet is being prepared. Maryellen noted that she had planned to start on that after January 1st.

PUBLIC PARTICIPATION

Discussion on whether to roll the roads; request from Gene Norton for dense grade to be put on Greenwood Court. Chuck noted that this needs approval from the Prudential Committee, since Greenwood Court is not included in the list of streets to be done. There was a question regarding removal of stumps. After some discussion, the Road Superintendent was given the authority to make the necessary repairs to Greenwood Court. Jerry asked about the status of the question of workmen's compensation for Chuck and Maryellen. She will call Joe LaCascia to ask him for guidance. Discussion of naming of SFNA on contractors' insurance. Chuck will ask contractors to add SFNA to their coverage. Discussion: clearing snow from mail boxes - who is responsible for it? SFNA says they don't have the funds to pay for it. Chuck recommended that we just do it the same as we do for dry hydrants, etc. Chuck offered to ask one of the contractors to do it, and there will be no extra charge.

There being no further business to come before the meeting, Bob moved to adjourn; Bill seconded; motion passed.

The meeting was adjourned at 11:41 a.m.

True Copy

Maryellen Lake

Clerk/Treasurer