Sherwood Forest Road Maintenance District Prudential Committee Meeting

Approved Minutes

Saturday, January 6, 2007

Committee Members Present: Robert Ronzio, Chairman; Jerry Summit, Vice Chairman; David Bonney; Michael McEnerney; Jerry Summit; and Gilles Beaudoin

Public Present: Eva Bonney, Joyce Brownhill, Jim Griffin, Caroline Summit, Howard Lerner, Allen LaBonbarb, Sandra LaBonbarb, Celia Boucher, Gail McGeary, Bob Fishell, and Chuck Andrews, Road Superintendent

Meeting called to order: 10:30 a.m.

Reading of Minutes from December 2, 2006 Meeting

A motion is made to approve the December 2, 2006 meeting minutes as presented; seconded; unanimous approval.

Public Participation

Mrs. Brownhill inquires to Mr. Ronzio where he found the Massachusetts laws that supercede the By-Laws of the Road District. Mr. Ronzio notes that this will be discussed later in the meeting because of the issue of amending the District By-Laws. He notes that he does have the statutes. Ms. McGeary comments that the roads are bad. Ms. McGeary inquires why more signs are not put up throughout the Forest to notify residents of the monthly meeting. Mr. Ronzio notes that the announcements for the meetings are public and posted. He goes on to note that the meeting is posted on the Sherwood Forest Neighborhood Association’s bulletin board. The Board notes that they will come up with a solution to make meeting notices more visible. Mrs. LaBonbarb comments on the condition of the roads in particular potholes. Mr. Ronzio notes that the Board will have the Road Superintendent look at the condition of the roads throughout the Forest. He also notes that with the unusual weather, the area is experiencing a type of mud season, which the Forest normally sees in March. Ms. McGeary inquires who fixed Prince John Road and comments that it looks beautiful. Mr. Ronzio notes that it was done over a year ago in conjunction with the washout. Mr. Ronzio also notes that the Board is in the process of setting up some road repair priorities, which will be discussed later in the meeting. There is further discussion about the poor condition of the roads. Mr. Andrews comments that he was informed by Mr. Feit that the General Roads account is already overdrawn by over $5,000, so he has to wait for direction from the Board as to what roads should be fixed. Mr. McGeer makes a suggestion that after a road is graded, to roll and pack it. He comments that he worked for a construction company who did this and it worked quite well. Mrs. LaBonbarb inquires about using a more dense material on the roads. Mr. Andrews replies that sometimes it works and sometimes it does not, and a lot of it has to do with how much traffic travels the road. There is discussion back and forth among members of the public. Mr. Ronzio calls for order. Members of the public are not happy and feel that they have a right to speak. Mr. Ronzio reads from

MGL Chapter 30, Section 23C. A suggestion is made from the public to hire a moderator for the monthly meetings. The Board takes this suggestion under advisement.

Treasurer’s Report/Reading of Warrant

Mr. Feit notes that he has closed the Berkshire Bank checking account. He goes on to note that there is currently $102,688.49 in the account at Legacy Bank and that the municipal money market account has $61,776.52. The total in the treasury is $164,465.01. The Warrant to be approved at this meeting is for $13,546.91. After this month’s warrant is paid, the balance in the treasury will be $150,918.09. Mr. Feit reviews the budget and goes over all of the line items and balances in the accounts. He notes that there is $10,000 in the General Reserve account and $61,776.52 in the municipal money market account. Mr. Feit goes on to say that in his opinion there is over $70,000 in these two accounts and that some of the money could be used for General Roads. He also notes that there is still over $48,000 in the Winter Roads account, and because of the mild winter (so far), there might be money left in this account as well. Mr. Ronzio notes that in order to move money around to different accounts, it would have to go before the people to vote on, so a Special Meeting would have to take place. Mr. Feit reviews the Warrant, which totals $13,546.91. A motion is made to accept and approve the current Warrant for $13,546.91; seconded; unanimous approval.

Mr. Feit notes that he has spoken with the Becket Tax Collector and obtained a list of people who owe the District tax money, which totals about $260,000. He goes on to say that the Tax Collector explained that if the taxes are not paid, the taxpayers receive a letter from Attorneys Baronson and Bloom and eventually if not paid, end up in Tax Title and foreclosure. Mr. Feit has asked the Tax Collector that any time one of these letters go out, that he receive a copy of it. Mr. Feit notes that he has been in close contact with the accountant and the audit is pretty much done. The accountant is working on a few final details and in about two weeks Mr. Feit should have the completed work in his hands and on his computer, which will be in QuickBooks. Mr. Feit reads aloud the letter that he has received from the accountant.

Road Superintendent’s Report

Mr. Andrews notes that Alan-a-Dale Drive had water coming across the road. The culvert was blocked and needed clearing. This problem has been corrected.

Mr. Andrews notes that there was blockage problem with the culvert at the bottom of Sherwood Drive and Will Scarlet Drive, which also has been corrected. He goes on to note that some potholes on Sherwood Drive were graded out.

Communications

Mr. Ronzio reviews the list of correspondence that has come in. There is discussion on the following:

Letter from the Tax Collector, Town of Becket – Mr. Ronzio notes that Mr. Feit has spoken to the Tax Collector and the District will deal directly with Mark Altman, who prints the bills for the District. Mr. Feit notes that everyone should have received a tax bill but did not receive a Road District tax bill. The reason for this is that there is an overlay worksheet that has to be filled out and sent to the State and Mr. Feit notes that it cannot be filled out until the audit is finished. The accountant has the overlay worksheet and once the audit is complete, he will fill it out, and mail it to Mr. Feit who will then give it to the Town of Becket, and then Road District tax bills can go out.

E-mail from R. Wollenberg regarding Letter from Becket Conservation Commission to SFNA about 164 Alan-a-Dale Drive – Mr. Bonney inquires if the Conservation Commission was notified that work was done. Mr. Ronzio notes that Mr. Andrews failed to contact the Conservation Commission prior to the work being done. He goes on to say that Mr. Andrews did contact Kathy from the Conservation Commission, but it was after the work was completed. Mr. Ronzio notes that Kathy told Mr. Andrews everything was ok, per Mr. Andrews. There is discussion about whether or not the District received a letter from the Conservation Commission, Mr. Ronzio notes that the letter went to the Sherwood Forest Neighborhood Association and the Board is waiting for a copy of it.

Old Business

Accounting Firm, Brazee & Huban – Mr. Ronzio notes that this was already discussed under the Treasurer’s Report.

Building Committee Report/Office Storage – Mr. Ronzio notes that this is ongoing.

Culvert Survey – Mr. Ronzio notes that this is still ongoing.

Road Sign Placement – Mass Highway Regulations – Mr. Ronzio notes that this is ongoing. Mr. Ronzio asks Mr. Andrews, Road Superintendent, to compile a list of all missing signs.

Abandoned/Unregistered Vehicles on Public/Private Roadways – Mr. Ronzio notes that this is ongoing.

Winter Road Preparation – Mr. Ronzio notes that this is ongoing.

Equipment Purchase Feasibility Study (Bonney and McEnerney) – Mr. Bonney would like to prepare a comparison. He asks Mr. Feit if he can get copies of all invoices that were paid by the District to Mr. Andrews for services performed or from whomever else may have performed services. Board members note that all of these invoices would be attached to previous warrants. Mr. Feit will get the information for Mr. Bonney as soon as the accountant has loaded the information onto his computer, which should be in about two weeks. Mr. Ronzio notes that this study is still ongoing.

Roads Resurfacing Projects Mystic Isle Way, Sir Walter Court, and Remainder of Jester’s Lane – Mr. McEnerney provides all Board members with a color-coded map of the roads in the Forest. It is noted that primary roads are colored in green, secondary are colored in yellow, and tertiary are colored in red. Board members review the color categories of the roads noting some changes, which are as follows: Lancelot Lane is a secondary road; Sir Galahad is a primary road; Winter Drive is a secondary road; Mystic Isle Way is a secondary road; Jesters Lane to Minstrels Way to Prince Paul Path is primary; Sir George Drive is secondary; Black Arrow is an alternate primary; Little Robin Road is tertiary; Mountain Dale Circle and Pine Dale Circle are secondary; and Blue Boar is secondary. Mr. Ronzio notes that primary roads will receive the most attention; however if secondary and tertiary roads begin to see more traffic, their category would be changed accordingly. Mr. McEnerney will update the map with the changes that the Board has made. Mr. Andrews notes that Jesters Lane to Prince Paul Path to Olde Carriage Road was already approved for resurfacing. Board members discuss what roads they would like to have Mr. Andrews work on. Mr. Ronzio notes that the Board needs to know the cost for each project. There is discussion on transferring money around in the budget; however, Mr. Ronzio notes that the earliest this could be done would be February, as a Special Meeting would have to take place, and it must be posted 14 days in advance.

Mr. Andrews inquires from the Board about fixing the potholes on Jesters Lane. He estimates the worst-case scenario cost to fix them at $1,500 to $1,800. Mr. Ronzio feels that the District probably has the money to fix the potholes. There is discussion on a waterways problem on Black Arrow Way by Jesters Lane. Mr. Ronzio notes that the Road Superintendent will assess the situation. A motion is made to have the Road Superintendent fix the potholes on Jesters Lane on a temporary basis and as an emergency order; seconded; no discussion; unanimous approval. Mr. Ronzio notes that the other road resurfacing projects will be put on hold.

Letters, Board of Health, Town of Becket regarding Drilled Well in the Right-of-Way on Prince John Drive in front of Lot 216-757 – Mr. Ronzio notes that two letters were sent, one to the Becket Board of Health and the other to the well driller, and the Board has received no response from either. Mr. Ronzio asks the Board for permission to get the DEP involved. After further discussion, a motion is made to send a certified letter to the well driller giving him 10 days to respond, with a copy being sent to the Town of Becket Board of Health; seconded; unanimous approval.

RAN Interest Explanation – Mr. Ronzio notes that he gave this information to Mr. Feit.

Budget Preparation for FY 2008 – Mr. Feit suggests that Mr. Ronzio, Mr. Andrews, Road Superintendent, and himself get together to discuss and put together a preliminary operating budget for Fiscal Year 2008, and bring it before the rest of the Board in February. Everyone is agreeable.

Special Meeting Date for FY 2007 Budget Reallocation of Funds – Mr. Ronzio will prepare a Warrant for Board members to sign at the February meeting. The Special Meeting will be held in conjunction with the regular March meeting.

Amending District By-Laws, Item 3 – Mr. Ronzio notes that at the December 2, 2006 Prudential Committee meeting, Items 1, 2, 4, and 5 of the actions necessary for carrying out the purposes of the of the District were voted on and approved. Item number 3 was not voted on due to concern regarding the wording of the item. The Board decided at the December meeting to hold off acting on this item until it has been clarified and reworded. The previous wording for action Item Number 3 was as follows: Move to adopt one vote per lot, with the term “lot” to mean a lot as defined and determined by the Becket Board of Assessors. Item Number 3 has been reworded to read as follows:

Move to adopt one vote, and per owner (specifically individuals owning two or more lots whether contiguous or not, would be allocated one vote).

a. “Owner” will be determined as of January 1^st or more often in each year from the most current records of the Becket Assessors in the event the records are updated more frequently than annually.

b. “Ownership” must be identical for owners to be limited to a single vote regardless of number of lots owned.

c. Lots with more than one owner will have one vote per lot, the person casting the vote to be determined by the multiple owners.

d. “Lot” shall mean each individual lot as determined by the Becket Board of Assessors.

Mr. Bonney voices his concern that the people should be able to hear from the District’s attorney before voting on amending the By-Laws. Mr. Ronzio explains that people will be given a chance to hear from the attorney if the Board decides to move forward in amending the By-Laws. A motion is made to adopt Item Number 3 (revised version, as noted above); seconded. The Chair calls for a vote - 4 yea, 1 Nay (Mr. Bonney); motion passes. Mr. Bonney notes that he has voted nay because he wants the people to hear from the attorney before the Board moves forward. Mr. Bonney comments that he does not believe the Chairman is supposed to vote unless there is a tie. Mr. Ronzio notes that this is not true, that he is involved with other Town boards and the Chairman does have a vote.

Memorandum of Understanding, Sherwood Forest Neighbor’s Association regarding Right-of-Ways, Ownership, and Responsibilities – Mr. Ronzio notes that this is ongoing.

Deteriorating Condition of the Spillway and the Right-of-Way which Traverses the Earthen Berm (dam) at the Southern End of Little Robin Lake – There is brief discussion. Mr. Ronzio notes that this is ongoing. A suggestion is made to make this item part of the Fiscal Year 2008 budget.

Any Other Old Business – Mr. Bonney asks to discuss work orders. Mr. Ronzio explains how the process works. Mr. Ronzio notes that this will be added to the February Agenda. Mr. Bonney also requests that a discussion on contractors be added to the February Agenda. Mr. Ronzio notes that he will also add this topic.

New Business

Driveway Snow Removal Policy – Mr. Ronzio notes that there have been problems in the past with residents pushing snow from their driveways into the roads, which then is an issue for the Road District. This will be discussed further at the February meeting.

Any Other New Business – None.

The next meeting is scheduled for Saturday, February 3, 2007.

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

Meeting adjourned: 12:50 p.m.

Respectfully submitted,

Martin Feit

Clerk/Treasurer

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