SHERWOOD FOREST ROAD MAINTENANCE DISTRICT

Minutes Prudential Committee Meeting

March 19, 2005

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

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

Public Present: See sign-in sheet

The meeting was called to order at 10:32 a.m. Reading of Minutes: The minutes of the previous meeting were distributed to all present. There being no additions or corrections, David moved to accept the minutes as distributed; Bob seconded; motion passed.

Treasurer’s Report: The Treasurer’s Report was read. There being no questions or corrections, Gerry moved to accept the Treasurer’s Report as read; Bob seconded; motion passed.

Road Superintendent’s Report: Chuck had nothing to report at this time. Maryellen had received a complaint form on the email from Simiawski, Robinhood Lane at the intersection of Carriage Lane, stating that he could not get to his house because the road had not been plowed. She forwarded the message immediately to Chuck, who stated that he does not rely on his email, but relies on the phone for complaints. It was pointed out that email does not enable us to handle emergency complaints such as this one. Bob suggested to Mike McEnerney that an informational message be put on the page warning people not to expect an instant response.

Discussion: Gerry asked about progress on the Sykes property. Maryellen will send a note to Robert Madore informing him that we are aware of the problem and it is being taken care of.

Reading of the Warrant: Warrant #17 was read as follows: Staples, $165.91; A T & T, $26.99; Verizon, $41.01; Blanche Lennington, $25.00; Town of Becket, $1,641.50; Maryellen Lake, $444.60. Total of Warrant #17, $2,345.01. Bob moved to pay the bills; Gerry seconded; motion passed.

Communications: A draft letter to Harry Sykes was presented for Committee consideration. Bob recommended that the letter be made stronger by including a deadline for Sykes to take action. The letter will give him 30 days from the date of the letter to comply with Road District requirements. The letter will be sent Certified Mail, Return Receipt.

OLD BUSINESS

New petition to Selectmen: Bob doesn’t know whether the Selectmen approved it. Blanche: They looked at it with no comment. Richard said it is on the warrant. Bob presented a flyer that had been printed up and mailed to voters in Sherwood Forest. There may be some question as to where the Annual Town Meeting will be held, due to the fact that attendance may be larger than usual. He felt that the school budget will probably bring out a larger number of people, as well as larger attendance by people in the Forest. He informed members that the flyer urges people to get out and vote at the Annual Town Meeting. He also called attention to the 2/16 minutes of the Selectmen’s meeting that they are thinking of changing the number of voters required to sign a petition. Currently, the requirement is 10.

Contractor Status and By-Laws: Dick still hasn’t heard from our attorney. As of last night (March 18) we don’t have a tentative date for a meeting with him. We have to give him the necessary information and questions so he can properly prepare for a meeting.

New Computer: Bob noted the problems Maryellen had downloading MEMA forms. He went to Dell because they have a state and municipality discount. We are looking at somewhere between $1,000 and $1,500 with appropriate software. Updating won’t do it. A new system is needed. He recommended a figure of no more than $2,000 to be considered at the next meeting. Bob made a formal motion that the District spend no more than $2,000 for a new computer. Gerry seconded; motion passed. He will put the package together and report on it at the next meeting. If the cost is more than $2,000, it will go back to the Committee for further consideration.

NEW BUSINESS

Bob noted that Maryellen is working on the disaster aid funding from MEMA. She is coordinating with Bill Elovirta and will meet with Chuck to establish specific times, tons of sand used during the required 72-hour period, contractor invoices, etc.

David noted that in the item on the Donovan invoice regarding loading sand they are charging us eight hours for loading and sanding. There was a lengthy discussion regarding the requirements for the disposition of the equipment and the presence of a worker during the eight-hour period. Chuck pointed out that whenever we get a request for sanding and go out to sand, we have to commit a loader. We can’t let it sit not being used - it has to be compensated for. Sometimes the worker remains with the loader and sometimes he doesn’t. The charge of $65.00 per hour includes the equipment and the operator. Gerry questioned the idea that the worker might not remain with the loader, but could be also getting paid to work elsewhere in the Forest when the loader is not being used. No resolution of the issue was determined.

The question was raised about the possible conflict of the timing of the District Annual Meeting. Maryellen noted that the meeting is tentatively scheduled for June 11. It is her understanding that SFNA has the downstairs at the Town Hall until 1:00 p.m. on that date. She is also looking into alternative venues. In response to a question, she noted that there will be elections at the Annual Meeting.

Ron asked about the major plan for the roads. Bob noted that the $25,000 request from the town was to do 1 1/2 miles of upgrade.

PUBLIC PARTICIPATION

Nancy Devane suggested that some pressure be put on our attorney, perhaps give him a deadline to respond. Dick noted that he needs to have all of the information about the issues we want to talk to him about.

There was some discussion about the process for filing complaints. Bob noted that the primary method is to call the District number which Chuck answers at least within a 24-hour period. The email will go to Maryellen and she will fax it to Chuck. Bob noted that the primary method for reporting a complaint is by phone. There are alternative methods such as voice mail and email, but the complaints will be addressed within 24 hours. You still may not receive service within only a few hours. Emergencies generally go to 911 and the Town will have to send out police, fire or whatever to handle it.

Bob recommended that the Committee start thinking about the budget for next year. We should have some hearings beforehand. Dick noted that some of it will depend on what kind of contract we will get. Bob suggested a minimum and maximum budget figure. He noted the rise in fuel costs, etc., which will be included in contractor costs. We need to get input from the people on what they want to do, for example, what happens if we don’t get the $25,000 requested from the Town? Do they want to go forward with the project anyway? Also keep in mind that the District has to match the $25,000 appropriation.

ADJOURNMENT: Dick moved to adjourn the meeting; Bob seconded; motion passed. The meeting was adjourned.

TRUE COPY ATTEST -

Maryellen Lake, Clerk/Treasurer