Sherwood Forest Road Maintenance District

Prudential Committee Meeting

Approved Minutes

Saturday, August 5, 2006

Committee Members Present: Robert Ronzio, Chairman; Jerry Summit, Vice Chairman; Michael McEnerney; David Bonney; and Dennis LaChapelle, Alternate Resident non-voting member

Committee Members Absent: Gilles Beaudoin

Public Present: Joyce Brownhill; Bill Brownhill; Eva Bonney; Ron Boucher; Celia Boucher; Setrak Yergatian; Peggy Yergatian; Jim Griffith; Barbara Houle; Lyle Forster; Deb Fitzgerald; Murielle Forster; Chuck Andrews, Acting Road Superintendent; and Ron Boucher

Meeting called to order: 10:35 a.m.

Approval of Minutes from July 1, 2006

A motion is made to approve the minutes with the inclusion of the practice of hiring multiple contractors, from the January 7, 2006, meeting minutes. This inclusion is made on Page 5, Paragraph 3. Seconded; unanimous approval.

Public Participation

There is discussion about Mr. Brownhill not communicating with Mr. Ronzio about the checking account and monies were spent needlessly for the attorney. Dialogue continued; however, the issue was resolved prior to this exchange.

Mr. Griffith notes that he gave a slide presentation to the Conservation Commission, similar to what was presented to the Road District, and the Chair of the Conservation Commission noted that Mr. Andrews had been told that the Road District had to submit a plan. Mr. Andrews notes that he did submit the provided plan and that the Conservation Commission Chair had told him that this was a mess that she did not know how to deal with, as it is an issue of ownership. The Chair also told Mr. Andrews that the Cease and Desist Order has to go to the owner of record. It is noted that when the initial letter came to the SFRMD from the Becket Conservation Commission, it named the Road District as owner. It is noted that the Road District does not own anything, and that the Conservation Commission is now aware of this. A suggestion is made to get the Neighborhood Association and the Road District together and to go to the Conservation Commissions next meeting with the plan so that they could move forward. It is noted that the Conservation Commission would need to remove the Cease and Desist Order so the District could move forward. The Cease and Desist Order is on both the Sykes property and the Road Districts property. It is noted that Mr. Sykes has ignored the Stop Work Order.

There is discussion regarding an attorney bill for $1,648. It is noted that this bill was not paid on time and that it goes back to June 12, 2006. It is noted that the District will pay the bill and that all previous statements regarding this bill are accounted for.

Mr. Forster inquires why it was allowed for the District’s Prudential Committee to become such a mess, with no clerk/treasurer and bills not being paid. A reply is made that the position of Clerk/Treasurer was advertised and no one responded. It is noted that the Committee is now off to good, new start. Mr. Forster notes that something should be in place, should the District find themselves in the same situation in the future. Mr. Ronzio suggests that this discussion continue under New Business.

Mrs. Forster notes that she does not know what to do with the Sykes property since the Court Order is not working. Mrs. Forster goes on to say that Mr. Sykes was told he had until August 11^th to put the property back to the original plans that the Conservation Commission approved; however, he could not do anything on the property unless he gave them 24 hours notice because the misdemeanor on the Conservation Commission, is that Mr. Sykes did not follow the approved plans. Mr. Ronzio notes that paperwork exists and that Mr. Sykes refuses to provide it.

Mr. Bonney raises a concern that if the Conservation Commission requires an engineering study/plan to be done and that the previous submitted plan is not accepted, that the Road District should not have to incur the additional expense. Mr. Bonney makes a motion that no additional expenses come to the Road District as a result of the ongoing Sykes problem; seconded; unanimous approval.

The comment is made that the Road District is not responsible for the Sherwood Forest Neighborhood Association property or the Sykes Property, that it is just a maintenance group. The question is asked, “Why is the District involved in this when they are only a maintenance group.” The question is answered – “because it affects the drainage and therefore affects the roads – period.” The comment also is made that the District is required to maintain the roads and it cannot with the current situation. It is noted that the problem with the Sykes property will be handled as follows: members of the District’s Board will attend the next Conservation Commission meeting to see if they can get a removal of the Cease and Desist; the Board will proceed with the Plan that the Conservation Commission originally put into place, which is putting the drainage back to its state in 2002; and a bill will be sent to Mr. Sykes or a lien will be placed on his property.

Treasurer’s Report

Mr. Feit notes that the current bills due total $34,551.56, with the majority going towards the roads. Mr. Feit reads from the Warrant who will be paid and how much they will receive. Mr. Feit notes that when he receives a bill to be paid, he has no way of knowing if the work was actually completed. Mr. Ronzio suggests that this topic be discussed under New Business.

Road Superintendent’s Report

Mr. Andrews notes that road grading and raking is about 90 percent complete and that culverts have been repaired or replaced as needed. A point is raised that nothing has been done at the intersection of Sir Walter and Sherwood Drive. Mr. Andrews notes that it has been looked at. There is discussion on where culverts are purchased. It is noted that Ribco Supply is the contracted supplier for purchasing culverts. A question is asked of Mr. Andrews as to whether or not he puts work orders out. Mr. Andrews notes that he does not, that he does not have much faith in them, and that the Town does not use them. Mr. Andrews also is asked if any contractors were hired during the last month. Mr. Andrews replies with a no.

Mr. Ronzio notes that he had previously asked Mr. Andrews to look at some major projects in the District, and that Mr. Andrews has submitted a list of four projects, that he feels are important to get done (refer to list titled, “Roads Recommended for Resurfacing”). Mr. Andrews notes that items 1 and 2 were previously approved in 2005. It is decided to further discuss this list under New Business.

Communications

Mr. Ronzio reviews the list of correspondence that has come in. Mr. Ronzio notes that he received an e-mail from the Becket Town Administrator regarding property at 265 King Richard Drive, dated August 2, 2006. Mr. Ronzio reads the letter from the property owner that the Town Administrator received and notes that this is the first he has heard of the situation.

Old Business

Letter of appreciation to Mr. Richard Tallberg – Mr. Ronzio reads the letter and asks if anyone has a problem with the letter – none.

Accounting Firm – Mr. Ronzio notes that the Board met with Mr. Paul Tsatsos, a CPA in Southwick, Massachusetts, and Mr. Tsatsos has agreed to closeout 2005 and 2006 and to create a new accounting system for 2007. It is noted that the Board has been in contact with the Sherwood Greens Road District, and that they have an accounting system that has been in place for a number of years. Mr. Feit notes that he has a copy of their accounting form which he is now going to use, and it is noted that the form is approved by the DOR. Mr. Feit notes there had been a discussion on the possibility of using another accounting firm because Mr. Tsatsos wasn’t sure he wanted to continue working for the District; however, after meeting with Mr. Tsatsos and giving him a clearer picture as to what needed to be done, Mr. Tsatsos is considering staying on. Mr. Feit notes that he feels it would be beneficial to the Board to keep Mr. Tsatsos on board, if Mr. Tsatsos chooses to do so. Mr. Feit also notes that in the past there was an issue regarding the Money Market account and moving money around. Mr. Feit notes that the District can keep money in the Money Market account and move it around from one account to the other, when the Board deems necessary, and that there is no legal issue in moving the money around.

Workmen’s Compensation Application – Mr. Ronzio notes that the Board needs to obtain Workmen’s Compensation for the Road Superintendent and the Clerk/Treasurer.

Building Committee Report/Office Storage – Mr. Ronzio notes that the District’s files are still being stored at Beaver Storage. Mr. Feit comments that the District is paying $90 per month for this storage ($1,080 per year) and that he feels the District is wasting its money for this storage. There is discussion on trying to find an alternate location to store the files. One suggestion is somebody’s home; however, it is noted that it is not a wise idea to store public records at someone’s home, and that in the event of a death, the District might have a hard time obtaining its records. Also, if the records are stored at someone’s home, unauthorized people might have access to the files. Mr. Ronzio notes that he has been in contact with the Becket Town Administrator regarding the acquisition of a parcel of land for the District within Sherwood Forest and that the Town is willing to give the District a piece of land. He also notes that if land is obtained, there is the possibility of building the District its own storage shed; however, this too would cost the District a considerable amount of money to complete.

Culvert Survey – Mr. Ronzio notes that he did all the roads in his section. He goes on to make the following comments: the first culvert on Sir Gallihad Drive (34 feet long, 18 inches) is completely filled with gravel. It needs to be removed or relocated. The second culvert is (40 feet long, 18 inches) in perfect shape. The next culvert is a steel culvert (31 feet long, 18 inches) and is in perfect working shape, and the fourth culvert is a steel culvert, the head wall is down on one side, rock is pushed off, and the culvert is damaged at the end - it will need some work. Mr. Summit notes that he has surveyed most of his assigned area, although not 100 percent complete to date. Mr. Ronzio notes that the information that the Board members obtain from this survey can be turned over to the Road Superintendent to notify him of what needs to be addressed and in what order of priority. Mr. Bonney comments that after last month’s meeting, he objected to going out and doing this survey because he feels that it is the Road Superintendent’s job and that is what the District is paying him for. Mr. Bonney goes on to say that if it is too much for his job description, then maybe the Board should appropriate more money for the Road Superintendent to allow him time and compensation to get the job done. Mr. Ronzio notes that he spent approximately eight hours doing his portion of the roads; however, at times he was sidetracked and probably could have gotten it done in about four hours with no interruptions. Mr. Ronzio notes that at a previous meeting, the issue of whether or not it was legal to pay Board members for various work had come up, and it is noted that it is legal to compensate Board members, that it is in the By-Laws. Mr. Feit comments that a job description needs to be developed for the Road Superintendent’s position and that this description needs to be gone over with the Road Superintendent.

Road Sign Placement – Mr. Ronzio notes that the District received a letter regarding road signs being down. The information will be forwarded to the Road Superintendent so that he can follow the guidelines and get the signs up.

New Business

Superintendent of Streets Review Applications – Mr. Ronzio notes that three applications were received. A motion is made to interview the three applicants for the Road Superintendent’s position; seconded; approved with one nay.

Abandoned/Unregistered Vehicles on Public/Private Roadways – Mr. Ronzio notes that a meeting was held with the Sherwood Forest Neighborhood Association and the Becket Chief of Police regarding abandoned/unregistered vehicles on public roads and it was determined that this is regulated by the police. The Police should site these vehicles. Mr. Ronzio notes that currently there are unregistered vehicles on the public roads and that if the District allows the problem to continue, it will cause a problem for the snowplows this winter. A motion is made to instruct the Becket police to remove specifically named unregistered vehicles from the public roads in Sherwood Forest; seconded; unanimous approval.

Any Other New Business

A motion is made to compose a job description for the Superintendent of Streets; seconded; unanimous approval. Mr. Summit suggests that Board members e-mail their ideas to him as to what the job description should contain and then he will compile these ideas into the complete job description, which will be voted on for approval at the September meeting. There also is a discussion on work orders and the Board determines that this should be part of the job description.

There is discussion on whether the Board should have a Finance Committee. Most members feel that it is not necessary. Mr. Feit notes that the DOR has suggested that there be someone under himself, should anything ever happen to him, someone else could step in and be familiar with the finances of the District.

There is discussion on how to handle checking that the work has actually been done for invoices that need to be paid. Mr. Feit notes that he has no way of knowing if the work has actually been completed. A comment is made that if the Road Superintendent is signing off on the invoices and submitting them, then he should be responsible if it is later determined that the work has not been done/completed.

There is discussion on the list of Roads Recommended for Resurfacing submitted by the Road Superintendent. Mr. Summit makes a motion that the Board approves the first three projects on the list, which are:

1. Intersection of Jesters Lane and Bowmans Lane to Prince Paul Path, ending at Carriage Road, approximately 1,000 ft., estimated cost = $7,750. Previously approved in 2005.

2. Greenwood Court, approximately 500 ft., estimated cost = $3,875. Previously approved in 2005.

3. Sherwood Drive starting at Will Scarlet Road to King Richard Drive, approximately 2,600 ft., estimated cost = $20,150.

Mr. Ronzio notes that more detail should be broken out in the estimates provided by the Road Superintendent, including showing how much material will be needed and its cost, whether or not culverts will need to be replaced, etc. Mr. Summit agrees with Mr. Ronzio and suggests that they sit down with the Road Superintendent. Seconded; unanimous approval.

The issue of Gil Beaudoin performing roadside mowing for the District is raised. Mr. Ronzio notes that as requested from the July meeting, he contacted the District’s attorney to see if it was legal for Mr. Beaudoin to be hired, as he sits on the Board. The attorney said that as long as Mr. Beaudoin does not participate in the vote for his submitted proposals, then he can be hired, the same holds true for any other Board member who would wish to submit a proposal for contracted work – they would just need to sit out on the vote.

The next meeting is scheduled for Saturday, September 9, 2006.

A motion is made to adjourn; seconded; unanimous consent.

Meeting adjourned: 1:22 p.m.

Respectfully submitted,

Martin Feit

Clerk/Treasurer

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