SHERWOOD FOREST ROAD MAINTENANCE DISTRICT

Prudential Committee Meeting

June 18, 2005 Minutes

Committee Members Present: Richard Tallberg, Chairman; Bill Brownhill, Vice-Chairman, Robert Ronzio, David Bonney, Gerry Grondin

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

Public: See sign-in sheet

The meeting was called to order at 10:30 a.m.

Reading of the Minutes: Bob corrected one word in the minutes of the previous meeting. Bill moved to accept the minutes as corrected; Dave seconded; motion passed.

Treasurer’s Report: The Treasurer’s Report was distributed and read. Bob moved to accept the Treasurer’s Report as read; Bill seconded; motion passed.

Road Superintendent’s Report: Chuck reported that there are three to four days’ worth of grading left to do. There are culverts that need to be replaced; he needs authorization to purchase them. Maryellen will get prices for him. Eventually, Chuck would like to do two miles of those graded, which would include all of Jester’s Lane to Minstrel’s Way, to Prince Paul and Prince Paul to Carriage Road, part of Dragon’s Way, the first entry at Sir Galahad to the road that goes to Chagnon’s House, two miles 18 feet x 4”, three main arteries which also includes 2”. Also, a section of Prince John to Dragon’s Way to Wells Road, , the intersection of Lancelot Lane and Sir Galahad entrance down Sir Galahad to Whistling Arrow. Will write a special project and request for transfer of funding. Dick noted that this will require a separate bid. Based on a workup that Chuck did on the cost it would be around $75,000.00. Bill moved to accept the Superintendent’s Report; Bob seconded; motion passed.

Reading of the Warrant: Warrant #22 was read in the total amount of $25,403.20. Bill moved to pay the bills; Bob seconded; motion passed.

Letter to the Attorney General: Bob reported that the letter was not done yet.

Meeting With Attorney: Dick recommended that a first meeting be held as a workshop, followed at a later date by a public meeting. Bob checked available dates for a Friday evening meeting. Maryellen will call the attorney’s office to set up the workshop meeting.

Mowing: Tabled

Contract: Maryellen reported that the District’s attorney had called her to say that the contracts as submitted to him for his opinion are not acceptable because they were not signed by the contractors, as required in the legal notice. He will confirm this in a letter to the Committee. It was generally agreed that, upon receipt of the attorney’s letter, the Committee would vote to reject the contracts and re-advertise for bids. There was a brief discussion regarding specific reference to culvert work to be included in the contract.

Complaint from Bob Guevin: David reported that the problem has been taken care of.

NEW BUSINESS

Contract re-bid: Pending letter from attorney

Dates of future meetings. Need to decide when we will have meetings. After a brief discussion, it was decided to meet twice a month for the first quarter of FY2006, and once a month thereafter, unless a Special Meeting is required, or in case of emergency. Bob moved to schedule two meetings per month for the first quarter; Bill seconded; motion passed.

Chuck asked if the Committee should advertise for bids for the mowing? There followed a discussion of the type of equipment required. Committee members will inquire of various prospective contractors as to what equipment they have and their willingness to do the work. No vote was taken and no decision was made on mowing.

PUBLIC PARTICIPATION

Ron Boucher suggested that the Committee investigate the possibility of getting culverts from the Town. Chuck announced that the State purchasing program is gone. We would have to pay the same price as the Town. Brief discussion regarding advertising for bids or issuing a Request For Proposal. Other issues discussed were progress on the By-Laws, the attorney, road conditions on Castle Lane (Chuck: there is a plan to repair), hiring another lawyer.

There being no further discussion, Bob moved to adjourn; Bill seconded; motion passed.

The meeting was adjourned at 11:17 a.m.

TRUE COPY ATTEST

Maryellen Lake Clerk/Treasurer