SHERWOOD FOREST ROAD MAINTENANCE DISTRICT
Prudential Committee Meeting
July 9, 2005
Minutes
Committee Members Present: Dick Tallberg, Chairman; Bill Brownhill, Vice Chairman; Bob Ronzio, David Bonney, Michael McEnerney
Staff Present: Chuck Andrews, Road Superintendent; Maryellen Lake, Clerk/Treasurer
Public Present: See Sign-in Sheet
The meeting was called to order at 10:40 a.m.
Swearing in: Mike McEnerney was sworn in as a Non-Resident Regular member of the Committee; Jerry Summit was sworn in as a Resident Alternate member.
Reading of the Minutes: The minutes of the previous meeting were presented to all present. Some changes were made to correct confusion in the description of the proposed improvement project. Bill moved to accept the minutes as amended; Dave seconded; motion passed.
Treasurer’s Report: The Treasurer’s Report was read. Bob moved to accept the Treasurer’s Report; Bill seconded; motion passed.
Reading of the Warrant and Requests for Transfer: Warrant #23 was read in the amount of $2,307.64. Dave moved to pay the bills; Bob seconded; motion passed.
Road Superintendent’s Report: With regard to an email received from Mike McEnerney about conditions on Nottingham Circle, Chuck reported that he hasn’t been able to get to the problem yet. The heavy rains have impeded the progress of the grading and a small portion of it has to be finished. Road Signs: The letter from the town lists 19 street signs missing. Chuch questioned that figure. The letter regarding Greenwood Court from Ms. Moulton of Oklahoma asked for a tax refund. Greenwood Court needs to be graded. Chuck asked that the Committee answer the letter and point out that there are still some side roads to be graded. The Committee agreed. Once the grading is finished, signs will be reset and correct those that are missing or down. He would like to have the Board get the mowing taken care of, starting somewhere in mid-August. Bill ecommended that branches and brush be taken care of now. Bill moved to approve the Superintendent’s Report; Dave seconded; motion passed
OLD BUSINESS
By agreement of the Committee the following items were tabled: Contract Re-bid, Special Meeting, Meeting with Attorney.
Equipment Insurance: Maryellen explained that the fee for insuring the Road District Equipment on her homeowners policy would be $50.00 per year. Bill moved to purchase the equipment insurance; Dave seconded; motion passed.
Mowing: Lengthy discussion on necessity of mowing and trimming, especially the intersections. Bob moved to hire Gilles Beaudoin to begin roadside trimming of brush at critical intersections and continue with roadside mowing not to exceed $5,000. Bill seconded; motion passed. It was also noted that the issue of mowing should be included as a line item in the annual budget.
Audit: Maryellen reported that she has found an accountant who is familiar with municipal auditing in Southwick and he is willing to do an audit. The cost is $3,000.00 for each year audited. Lengthy discussion regarding the cost and the necessity for an audit. Bob moved to contact the auditor and set up for fiscal 2004 and 2003. Bill seconded; motion passed.
Dick recommended that the By-Laws item on the Agenda be tabled until after the meeting with a new attorney. Committee agreed.
Computer: Bob reported that his personal computer is down. But he recommended that we go with a company like Dell for purchase of a new computer. We can get insurance for the equipment and they will service it for up to four years. Right now, Dell is running specials. The issue is how do we get credit for it - use Dell credit, outright purchase, set up a Dell credit card which would be an automatic monthly deduction from the checking account.
Bob moved to send a letter to Ms. Moulton explaining the situation with grading and raking. Bill seconded; motion passed.
Bill moved to authorize Chuck to buy new signs; Bob seconded; motion passed.
Central Register: Maryellen explained that the attorney’s letter regarding the contract bids included a recommendation that we comply with the Central Register requirements regarding reporting bid activity and contract awards. There are a few forms which need to be completed and submitted to the Register: one form for when the bids go out; another which documents to whom the bid packages are sent; and a third one which documents the awarding of the contract and the amount of the contract.
Special Project: Chuck does not yet have a written report, but will write up a proposal. It was noted that the project will have to go to bid. Discussion ensued regarding two types of dense grade, purchasing culverts by the truckload at low cost. Chuck will have specs in the next two days. Estimated cost per mile $30,000 to $35,000. Chuck asked for permission to purchase approximately 2,000 feet of culverts.
Office relocation: Bill noted that he had looked at sheds as possible office quarters, but they were not in good enough condition. The people at Bonny Rigg have rental trailers they can no longer use. They would be willing to have the District take one. Richard Furlong told Bill that there would be no problem placing a camping trailer on the Clerk/Treasurer’s property. It would not have to be registered. There was much discussion of the feasibility and durability of a camping trailer as opposed to purchasing land or an existing building, depending upon approval by the Health Department.
PUBLIC PARTICIPATION
Joyce Brownhill suggested that if the District is going to buy something, perhaps we could get the castle land back and get grant money to put up a building. Discussion on buying property and putting up a building, suggestion that we might be able to pay the taxes on just the castle land and sign it over to the Road District. Suggestion to contact the Town to see if they have any properties with dwellings on them.
Regarding road signs, Jerry Summit asked if the ambulance service has a master map. Chuck replied that they do, but that the personnel are all from out of town and not familiar with Becket. Other discussion: encourage everyone to get 911 signs for their property; weeds on Mystic Isle Way at dangerous intersection; inquiring about Verizon DSL possible availability. Jerry Summit spoke with someone from Verizon. If enough people call Verizon, they can put in a chip at the connection at the corner of Wells Road; get a list from the Town of properties with buildings on them; acquiring a facility large enough to store culverts and equipment.
There being no further business, Bill moved to adjourn; Dave seconded; motion passed. The meeting was adjourned at 12:07 p.m.
TRUE COPY
Maryellen Lake
Clerk/Treasurer
