SHERWOOD FOREST ROAD DISTRICT

Prudential Committee Meeting Minutes

September 18, 2004

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

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

Members of the Public: See Sign-in Sheet

The meeting was called to order by Chairman Tallberg at 10:58 a.m. Reading of the Minutes: There being no additions or corrections to the minutes of the September 4, 2004 meeting, Bill moved that they be accepted as presented; David seconded. The motion passed.

Treasurer’s Report: Maryellen read the report. Bill moved to accept the report as read; David seconded; motion passed.

Road Superintendent’s Report: Chuck reported no complaints received. Re workmen’s compensation, Chuck reported that Craig Willis had re-submitted his Certificate of Insurance. He noted that the contract calls for $1 million. He feels that White Wolf is not in compliance at this point. No certificate has been received from Blakely. Bill moved to accept the Superintendent’s Report; David seconded; motion passed.

Communications:

Letter written to Howard Lerner informing him of option to fill George Sherman’s remaining term or to remain as an alternate. (No reply received to date.)

Letter written to George Sherman thanking him for service on the Committee and wishing him speedy recovery.

Certificate of Insurance from White Wolf

Reading of Warrant #5

Payees presented as follows: Egan,Flanagan & Cohen; Blakely Construction; Verizon; A T & T; 128 Property Owners (Refunds); Chuck Andrews, Salary; Maryellen Lake, Salary; Garlo, Refund; Reserve Account, Town of Becket; Town of Becket, Tax Col & Assessor Salary; Cash, Petty Cash; Cyr, Refund; Devecchi, Refund; Hochberg, Refund; Bombara, Refund

Bob questioned one 29-minute long distance call to Walden, NY in the amount of $28.71. The clerk will follow up on this and try to determine the source of the number called. Bill moved to accept the reports and pay the bills; Dave seconded; motion passed.

Committee Report: Prudential Committee/ By-Laws Committee meeting. Bill noted that issues to be voted on will be introduced a couple at a time. At that time, the meeting will be well publicized to encourage maximum attendance, to hear what “the people who voted us in think.” Introducing issues gradually, rather than presenting the whole package, was generally accepted by the Committee. It was also agreed that some research should be done on moving the meetings to the Town Hall, which may require a change in the By-Laws. Bob suggested that a notice be published in the paper advising the public where they can obtain copies of the current By-Laws and perhaps ask the general stores in town to have copies available. Also, on the two major issues, perhaps a synopsis of them should be included with the information on availability of the By-Laws. Dick noted that this information should also be made available on the Internet.

Insertion of Newsletter in tax bill mailing: Maryellen reported that Kathy Hayn estimated a cost of approximately 60 cents per piece; however, she added that this was probably an overstimation. Kathy pointed out that the tax bills are printed on heavy stock, so the mailing would be more than expected. It was generally agreed that it would be more cost-effective for the District to do its own mailing.

Payment on Back Taxes/Tax Title: Maryellen reported that Kathy Hayn maintains that the Town gets paid first. Dick questioned this, based on his and Bill’s recollection of a letter stating that the District would be paid first from proceeds of Tax Title or auctoion. Bill will contact the District lawyer to get his opinion. It was also suggested that he contact Steve Houle, who may recall the letter in question.

Request for Proposal: Chuck recommended one contract be awarded, rather than the multi-service contract of the past. He felt that situation was too complicated and noted that one contractor can do the job. Craig brought up the issue of insurance. The contract itself, Chuck noted, needs clarification. Craig suggested that it would be more practical to split the bids between the summer and winter seasons. Chuck responded that the reason for one bid for the year is that a lot of contractors don’t want the winter road work. The subject of storage of sand was discussed, in light of the possible pollution the salt content may cause. The subject of the contractor renting or leasing equipment was discussed. The RFP will be published and results will be reviewed at the appropriate time.

A lengthy discussion ensued regarding Gilles Beaudoin’s lack of workmen’s compensation. Gil announced that he had researched it and found that, as an owner/operator he does not need it. However, the Committee will require it, regardless. The situation was resolved when Craig offered to hire Gil to do the brush cutting. After a brief private meeting between them, they returned with a price of $55.00/hour for brush cutting. Bill moved that the Committee empower the Superintendent to check roads that need to be done and submit a work order for the grading and brush cutting. David seconded. Craig noted that the work orders should be made out in order of priority. Motion passed.

Dick moved that changes to the By-Laws regarding voting and taxation be written up and submitted to the attorney for an opinion. Bob seconded. Motion passed.

Public Participation: Difference between renting and leasing equipment; Clerk instructed to purchase Roberts Rules of Order in response to a complaint from Ron; getting By-Laws printed (Clerk); storing salt and sand - who is responsible, the District or the contractor?; District should still buy the sand, but question of where to put it may involve the DEP, 200 complaints made about current location - pile was checked - there was no salt (in the sand); relative merits of using salt on gravel roads. Dick asked the Road Superintendent to research the problem and come up with a solution. A motion was made and seconded to adjourn; motion passed.

The meeting was adjourned at 12 Noon.

A TRUE COPY AND ATTEST

Maryellen Lake Clerk/Treasurer