Sherwood Forest Road Maintenance District

Prudential Committee Meeting

Approved Minutes

Sunday, October 8, 2006

Committee Members Present: Robert Ronzio, Chairman; Jerry Summit, Vice Chairman; David Bonney; and Gilles Beaudoin

Committee Members Absent: Michael McEnerney

Public Present: Joyce Brownhill; Bill Brownhill; Howard Lerner; Jim Griffith;

Al Barnvenik; Eva Bonney; and Chuck Andrews, Acting Road Superintendent

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

Reading of Minutes from September 9, 2006 Meeting

A motion is made to amend the minutes on Page 4 under Old Business to remove the wording Mr. McEnerney seconds and replace with Mr. Beaudoin seconds; seconded; unanimous approval.

A motion is made to approve the amended minutes; seconded; unanimous approval.

Reading of Minutes from September 9, 2006 Executive Session Meeting

A motion is made to approve the minutes; seconded; unanimous approval.

Reading of Minutes from July 1, 2006 Meeting

A motion is made to approve the amended minutes; seconded; unanimous approval.

Public Participation

Mr. Griffith speaks. He inquires about the Sykes situation. He comments that he would really like to see something done so the District doesn’t have the problem in the spring. Mr. Ronzio notes that the District did receive a letter from the Conservation Commission dated August 22, 2006. The letter was sent to Mr. Sykes and Mr. Ronzio notes that the copy the Board received was not signed, but that he did confirm with the Conservation Commission that the original was signed. The letter was sent to notify that the Conservation Commission has rescinded the order due to the condition at 164 Alan-a-Dale Drive, Map 216, Lot 490. Mr. Ronzio notes that he spoke with Kathy Vsetecka from the Conservation Commission and she informed him that Mr. Sykes has petitioned to come back before the Conservation Commission, which is scheduled for this month.

Mr. Ronzio notes that until Mr. Sykes has the opportunity to defend himself one more time, the District will not yet proceed with a plan. Mr. Ronzio notes that after Mr. Sykes has been heard, the Board will get together with the Road Superintendent, the Conservation Commission, and any other parties effected, and they will come up with what, if any, legal action needs to be taken.

Treasurer’s Report

Board members review the budget. Mr. Feit notes that there is currently $138,872 in the treasury ($81,467 in the new checking account, $38 in the old checking account, and $61,325 in the municipal money market account). The Warrant to be approved at this meeting is for $3,672.60. Mr. Feit notes that there is a negative amount under General Roads because there was a large amount of work done to the roads; however, he is going to move the negative amount of $5,248, once he speaks with the new accountant to see where he can move it to. Once this amount is moved, everything will balance out to the bottom line. Mr. Feit notes that he feels that the Road District’s funds are in good shape through Fiscal Year 2007, providing there are no major emergencies. Mr. Feit notes that in addition to the money market account, the District also has a $10,000 Reserve and a $10,000 Waterways amount that could be used if need be. It is noted that a check from 2004 just cleared through the old checking account. There is brief discussion on if checks expire after a certain period of time, as this check was two years old. The Board determines that checks should be annotated that they are void after 90 days (this should be printed on the checks.) Mr. Feit notes that he will be meeting with the new accountant, Martin Huban, in the near future. All of the District’s bills will be put on QuickBooks. Mr. Feit notes that he will need to speak with Mr. Andrews about having more detail on the submitted invoices so that the Board has a history of work done. There is discussion on insurance for the Prudential Board. Mr. Ronzio notes that the Board does not have it and doesn’t need it because it is a Municipal Board; however, if Board members wanted to obtain it, they would have to budget for it for the next fiscal year. There is discussion on Workmen’s Compensation Insurance. Mr. Feit notes that in order to obtain insurance from the assigned risk pool, the Board would have to be turned down by two other insurance companies first. Mr. Feit also notes that once two other companies reject the Board, he has already applied for the assigned risk policy, which will cost $739 for Chuck Andrews and himself. The Board reviews the submitted Warrant for $3,672.60. There is brief discussion on the invoice from the attorneys for $946. Mr. Feit notes that the attorney had not deducted the District’s last payment so the amount that is being paid on this Warrant is $735. A motion is made to accept and approve the current Warrant for $3,672.60; seconded; 3 yes, 1 no.

Road Superintendent’s Report

Mr. Andrews notes that over the last month two roads have been graded, Mountaindale and King Richard from Whistling Arrow to Maid Marion. Salt has been ordered from International Salt for the winter roads, which is due to be delivered on October 9^th or 10^th.

Mr. Andrews notes that the salt is bought through the Berkshire County bid program, which comes up for contract each year. There is discussion on where the sand for the roads will be purchased. Mr. Andrews notes that he usually uses Donovan’s because the sand seems to be better and more coarse. The other option is using Meehan sand, which is finer sand. The Board asks that Mr. Andrews compare the sand price between the two companies, and if there is no significant difference in price, to use Donovan’s as in the past. A motion is made to grade Pinedale Circle and to authorize Mr. Andrews to order the salt from International Salt and the sand from Donovan’s, subject to the price review; seconded; unanimous approval. Mr. Bonney inquires if anything can be done about the condition of Porcupine Court. The Board notes not at this time and that there have been no complaints from residents who live on the road. There is discussion between Board members and Mr. Andrews regarding other roads that need attention. Mr. Andrews notes that he was asked to watch his spending until the Road District’s books are up-to-date. The Board notes that things need to be prioritized, primary roads in the worst condition will be fixed first. Mr. Ronzio notes that if an emergency situation arose, such as a road washout, Mr. Andrews should notify him; however, Mr. Andrews has the authority to fix the damaged road.

Communications

Mr. Ronzio reviews the list of correspondence that has come in. There is discussion on the following:

Beaudoin Invoice - The Board notes that Mr. Beaudoin should submit a bill for the balance of the work that he completed.

Aaronson & Lucido, Amending District By-Laws – Mr. Ronzio reads the letter from the attorneys and in summary, the lawyers opinion is that all landowners in Sherwood Forest should be able to vote on issues in the Forest. The Board notes that in order to change how the Road District votes, it would have to be taken to the Town of Becket first, the Board cannot just change the voting rules on its own.

E-mail Marty Feit Regarding Definitions for QuickBooks – Board members are asked to review Mr. Feit’s list and e-mail him any changes or suggestions.

Old Business

Superintendent of Streets Appointment – Mr. Ronzio reads the Letter of Congratulations that was sent to Charles Andrews, as he was reappointed. Mr. Ronzio also reads the Letters of Thanks sent to John Krutiak and Dennis LaChapelle, the other two candidates who were not appointed to this position. All Board members approve of these letters.

Letter to Mr. And Mrs. Wheeler Regarding 227 King Richard Drive – Mr. Ronzio reads this letter to the Board. All Board members approve of this letter.

Accounting Firm, Mr. Paul Tsatsos, CPA – Mr. Ronzio notes that Mr. Tsatsos returned all of the Road District’s treasurer’s books and associated documents.

Accounting Firm, Brazee & Huban – Mr. Ronzio notes that Mr. Feit is in the process of working with Mr. Huban to get the books up-to-date.

Building Committee Report/Office Storage – Mr. Ronzio notes that nothing has been done yet.

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

Road Sign Placement – Mass Highway Regulations - Mr. Ronzio suggests that a list be composed of signs that are missing and then this list will be forwarded to the Road Superintendent. Board members are asked to e-mail Mr. Feit their lists of roads with missing signs.

Abandoned/Unregistered Vehicles on Public/Private Roadways – Mr. Ronzio notes that he has spoken with the Becket Chief of Police, and the Chief has resolved the issue.

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

Mr. Ronzio notes that 1,000 feet of Jester’s Lane was approved last year so there is still an obligation to get that resurfacing done.

Any Other Old Business – Mr. Bonney comments that he feels the road grading should be done first. Mr. Ronzio replies that he feels that the roads should be fixed first so that they are in compliance as best as possible. Mr. Ronzio also notes that there are secondary roads that do not need to be done.

New Business

Payment for SFRMD Internet Domain Names – Mr. Ronzio notes that he made the payment two years ago and set it up on his credit card because a credit card was required and the Road District did not have one. Two years worth of services were purchased from Yahoo. The cost is $9.95 per year per domain, and the District has two domains, Sherwood Forest Road Maintenance District and SFMRD. Mr. Ronzio notes that the bill is due October 27, 2006. The Board discusses getting a credit card in the Road District’s name. Mr. Feit will look into and open an account if possible. A motion is made to allow Mr. Ronzio to pay the bill for the Road District’s two domain names; seconded; unanimous approval.

Definitions for Quick Books Entries – Discussion was held under Communications.

Amending District By-Laws – Discussion was held under Communications.

Drilled Well in the Right-of-Way on Prince John in Front of Lot #216-757 – Mr. Ronzio notes that the well has been moved. He asks the Board if they would like a letter to be sent to Tristate Well Drillers regarding the status of sealing/grouting the first well that was drilled. Mr. Ronzio notes that the well was drilled deep enough that the casing was already routed into the bedrock. A motion is made to send a letter to Tristate Well Drillers regarding the sealing/grouting of the well; seconded; unanimous approval. Mr. Ronzio notes that he will write the letter.

The next meeting is scheduled for Saturday, November 4, 2006.

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

Meeting adjourned: 11:55 a.m.

Respectfully submitted,

Martin Feit

Clerk/Treasurer

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