SHERWOOD FOREST ROAD DISTRICT

Prudential Committee Meeting Minutes

October 16, 2004

Committee Members Present: Dick Tallberg, Chairman; Bill Brownhill, Vice Chairman; David Bonney, Bob Ronzio

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

Public: See sign-in sheet

The meeting was called to order at 10:38 a.m.

Reading of Minutes: There being no additions or corrections in the minutes of the previous meeting, Bill moved to accept the minutes as presented; Bob seconded; motion passed.

Treasurer’s Report: There being no additions, corrections, or discussion, Bob moved that it be accepted as read; David seconded; motion passed.

Road Superintendent’s Report: Chuck announced that the mowing was continuing and looks to be satisfactory. He had no other activity to report. There being no further discussion, Bill moved to accept the Superintendent’s report; Bob seconded; motion passed.

Communications: Maryellen reported communications received: return receipts from certified mailing of RFP from White Wolf, Del-Rich, Egee Excavating; return receipt from certified mailing of notice of contract cancellations from White Wolf; notice from The Hartford Insurance of reinstatement of White Wolf workmen’s comp coverage. Letter of resignation from Howard Lerner. One return receipt received from Blakely Construction, no return receipt received from Murray.

Communications sent: Certified letters re RFP and contact cancellations, letter to Sue Schneider re appointment as SFRD liaison with SFNA.

Bills: The bills represented on the warrant: U.S. Postal Service, certified mailing; AOL, automatic withdrawal, October; Verizon, September; AT & T, September; Chuck Andrews, salary; Maryellen Lake, salary; Francine Bove, Evelyn Boehm, Sheila Tabaka, Kathleen Uhl, Refunds. Bill moved to accept the bills; Bob seconded; motion passed.

Committee Reports: None

OLD BUSINESS:

Letter regarding payment of back taxes: Dick has not yet found the letter in his files.

Newsletter: Dick asked Maryellen for a copy of the property owners list she received from the assessors.

Bob noted that Maryellen had called AT&T to inquire about a new less expensive calling plan. AT&T quoted 5.9 cents for state-to-state calling; 6 cents per minute for in-state long distance calling. No charge for local calling. We would not be charged the $15.95 minimum fee. Bob checked on the unusually large charge for one call on last month’s bill and found that it is a private residence. He recommended that we contact AT&T again and opt for the new plan described above. Maryellen reported that she also checked with Verizon and noted that we are paying $12.00/month for 9-1-1 disability service, which merely means that when the power goes out we can still make and receive calls. Dick noted that a power failure only affects multi-function telephones - complicated electronics - and that all that you need to do is to unplug the multi-function machine and plug in a regular phone. Bob noted that we should look into it.

Lawnmowers in culvert - Chuck noted that they are gone. Bill asked about removal of the old culverts. Dick noted that we were going to ask White Wolf to remove them. (No vote was taken at this time to resolve the question.)

NEW BUSINESS:

By-Laws changes on voting and taxation: Dick: We should put out a fact sheet about what we want done and include it in the mailing to everyone. Following the mailing we will schedule a regular meeting and vote on whether we want to continue with both proposals. The matter would then be referred to our lawyer to see if we can make the changes. Bob questioned whether the By-Laws Committee should write the fact sheet or the Prudential Committee. Dick said we should get the two primary areas approved and the Committee will write the fact sheet .

Sand and Salt Storage: No new information from Chuck. Bob and David examined a five-acre site on the eastern border of the Forest, which is probably now part of the common land. It is more than 200 feet from a stream and looks like it has been used as a dump. He will look into who we would have to get approval from - probably the Town. They did not check out any other sites. Dick noted that if the land is available, we should get someone from the town to check it out. Bob noted that the Board of Health would definitely be one Town department we should contact, to be sure that the site is more than 100 feet from any wells.

Filling vacancies on the Committee: Dick we should combine the election with a regular meeting on the By-Laws changes. No decision was made on this point. Bob noted that we need to fill the positions of alternate non-resident, resident alternate, and regular non-resident. Bill moved that the election be held November 20 at 11:30 a.m. immediately following the regular meeting of that date. Bob seconded; motion passed.

Culvert removal: Bill made a motion to have the Road Superintendent have them removed. Bob seconded; motion passed.

Opening of Proposals from Contractors: Two proposals received just prior to the meeting from White Wolf and Egee Construction. Chuck noted a typographical error in the letter he sent to the contractors listing 10000.00 workmen’s compensation, instead of one million. He gave Maryellen a corrected copy of the letter. The proposals were opened and Dick read them aloud. It was noted that Egee did not bid on one item, marking it N/A. Craig questioned whether Egee’s proposal was complete, in that he did not specify sand and salt storage. He noted that he stores it in his yard, two-tenths of a mile from the Forest. Chuck recommended that, in light of Craig’s objection. the Committee should take the matter under advisement. Jim Griffin raised a point of order regarding Craig’s right to challenge the Egee bid. Dick noted that it makes little difference, since the decision is up to the Prudential Committee and that if necessary we will have a contractors’ meeting and talk to them individually . Bob felt the Committee should take the matter under advisement, meet with the contractors, and consult with our attorney. Bill made a motion to that effect; Bob seconded; motion passed. Craig asked for our attorney’s address and a copy of the bids. Maryellen will give Craig our attorney’s address. Craig requested a review of the tape of the last meeting which included a discussion of a complaint received regarding material storage abutting private property. It was noted that the tapes are not in the public record. Dick noted that we will check with our attorney. We cannot release the tapes until it is determined that they will become a matter of public record.

Public Participation: Compare last year’s contractor prices with this year’s; further discussion of White Wolf storage of materials. Jim noted that since the discussion at a previous meeting more material has been added. Chuck noted that the problem is if we want it there, we have to ask the owner of the property. Dick suggested that we might have to go to the Town and let the Town take care of it. Craig noted that he hasn’t put anything else in there since the last discussion. He was only renting temporarily. He will be removing the materials as soon as he has time.

Adjournment: Bill moved to adjourn; Dave seconded. Motion passed. The meeting was adjourned at 11:30 a.m.

A TRUE COPY AND ATTEST

Maryellen Lake Clerk/Treasurer