SHERWOOD FOREST ROAD DISTRICT

Prudential Committee Meeting Minutes

September 4, 2004

Committee members present: Richard Tallberg, Chairman; Bill Brownhill, Vice-Chairman; David Bonney; Robert Ronzio Staff Present: Charles Andrews, Road Superintendent; Maryellen Lake, Clerk/Treasurer Member of the Public - See Sign-in Sheet

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

Reading of the Minutes: There being no additions or corrections to the minutes of the August 21, 2004 meeting, Bill moved that they be accepted as presented; David seconded; 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 that work on Lady of the Lake was put on hold because he had no paperwork from the District. On the following Wednesday (August 25) upon reviewing the contract, he was instructed to do some remedial repair. A work order was given to Blakely Construction. Stones were removed and replaced with dense grade. There were also washouts on King Richard and Black Arrow and a new culvert was required. All work has been completed. One call was received regarding the washout on Black Arrow Way. All washouts have been repaired. Bill advised Chuck to contact the police whenever he finds a car parked in a road and blocking the way. Bill moved to accept the Superintendent’s Report; David seconded; motion passed.

Communications: Letter of resignation from George Sherman.

Bills: Bills presented total $1,284.48

Dick entertained a motion to accept George Sherman’s resignation. Committee members expressed regret, citing George’s service to the District. Bill moved to accept George’s resignation; Bob seconded; motion passed. Bill moved that approval be given to pay the bills; Dave seconded; motion passed.

Committee Reports: Jim Griffin noted that he is still waiting for an opportunity to sit down with the Prudential Committee to explain the results of the By-Laws Committee’s work. Bill asked if this would be an open meeting. Jim noted that the legal advice was that they would call a By Laws Committee meeting and invite the Prudential Committee as guests. This meeting would be a presentation of the By-Laws Committee’s recommendations and the reasons for them, but no decisions will be made. He pointed out that those recommendations have been turned over to the Prudential Committee. The results of that meeting would be put together with the letter from the attorney. There was brief discussion of the necessity of getting By-Law changes through the legislature.

Old Business: King Richard project: Bill asked Chuck for his recommendation. Chuck suggested that it be put on hold until we get a contractor. Dick called for a motion that the project be put on hold; Bob made the motion; Bill seconded; motion passed. Brush cutting: Giles Beaudoin of Beaudoin & Beaudoin presented a proposal to the Committee and to Chuck to read and consider. After consideration, Bill moved to hire Beaudoin to do the job; Dave seconded; motion passed. Dick would like to see the work begin as soon as possible. Giles was questioned regarding his coverage under workmen’s compensation. He said he would have to look into it. Chuck advised him that under Massachusetts law dba’s can now qualify as individuals. Giles said he would look into it. Dick asked him to get back to the Committee with a fixed rate if the rate of $32.00/hour quoted would have to be adjusted to include workmen’s compensation. Bill made a motion to amend the vote to hire to include "pending information on workmen’s compensation." Bob asked that the amendment include "Dick should be given the authority to get the work done as soon as possible." David seconded; motion passed.

Insertion of District newsletter, etc. into tax bill mailing: Mike McEnerney offered to put the complaint form on the Internet, pending the next tax billing. Chuck commented that most of the complaints occur as the result of a specific incident where the complainant requires an immediate response; Bill commented that another problem was that people’s complaint calls were not being followed up. Dick suggested that some kind of brief newsletter be written with a complaint form printed on the back. Bob suggested that the complaint form could be put on the website. Dick instructed Maryellen to ask Kathy Hayn about possible cost of including information with the next tax billing. Barbara Houle suggested that we ask SFNA to include it with their upcoming mailing. Bob recommended that we get information from the Town first, and then get in touch with Sue Schneider after that. Bob moved that Maryellen talk to the Tax Collector and get the necessary information on cost and mailing; Bill seconded; motion passed.

Response to back taxes inquiry: Jim followed up with Kathy. When property goes to auction, the town recovers its costs first, then recovers its taxes, and the Road District gets what’s left. There still seems to be some question as to a letter which states that the District would be paid first. Maryellen will search the files and follow up with Kathy on this.

New Business: New contract with contractors: Chuck submitted a list of equipment specifications to be included in the drafting of a new contract. We have an obligation to terminate the current contract first with 30 days’ notice. Craig Willis noted that he thought he had done a good job and asked why the Committee would want to terminate him. Chuck explained that what we are trying to do is to write a contract with more specifics and clarification. Bill pointed out that we have to someone doing the work until such time as a new contract can be written. Craig suggested that we finish the fall grading, then put out bids for plowing and do the same thing for spring grading. After more discussion as to how to handle the situation, Dick asked for a motion that the recommended equipment list be sent out as corrected as a Request for Proposal. Bill made the motion; David seconded; motion passed. The question of workmen’s compensation was discussed. Dick asked if there would be a problem with that with either White Wolf (Craig) or with Milt (Blakely). Milt will have to look into it, since he didn’t feel he needed it. Dick moved to continue with the two current contractors, contingent upon proof of insurance from both. Bill seconded; motion passed. Dick asked the Clerk to send a letter of thanks to George and asked for a motion. Bill made the motion, Dave seconded; motion passed.

It was generally agreed that the date for the meeting with the By-Laws Committee would be Saturday, September 11 at 10:00 a.m. Bob offered to check on the availability of a room at the Town Hall. Maryellen will notify Howard Lerner that, in light of George’s resignation, Howard has been moved into George’s position as Non-Resident Alternate, term to expire in June 2005.

Public Participation: Explanation of tax title, tax possession, tax title variance. Bill moved to adjourn; David seconded. Motion passed.

The meeting was adjourned at 12:08 p.m.

TRUE COPY AND ATTEST

Maryellen Lake,Clerk/Treasurer