SHERWOOD FOREST

ROAD MAINTENANCE DISTRICT

Prudential Committee Meeting May 7, 2005 Minutes

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

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

Public Present: See sign-in sheet

Call to Order: The meting was called to order at 10:36 a.m.

Reading of Minutes: The minutes of the April 16, 2005 meeting were distributed and read. Bill moved to approve the minutes as presented; Gerry seconded; motion passed.

Treasurer’s Report: The Treasurer’s Report was distributed and read. Bill moved to accept the Treasurer’s Report; Gerry seconded; motion passed.

Road Superintendent’s Report: Chuck reported that he had surveyed the request for grading listed in an email from Randy and Edward Woodis on Little Robin Road. He stated that it was still too wet in that location to grade. He stated that grading began two weeks ago and that to date seven miles of road had been graded. He reported that culverts and waterways were cleared on King Richard and that a culvert was installed also on King Richard. He asked the Committee for a decision on what to do about driveway culverts that are plugged. Bill noted that driveway culverts are the responsibility of the property owner. Chuck noted that eventually we will probably have to do it. Bill asked Chuck for a list of driveway culverts that need to be taken care of. Bill recommended that owners be sent a certified letter notifying them of their obligation to take care of the problem. Gerry asked who is doing the grading; Chuck replied that Egee is doing it. There was a brief discussion of areas that are still very muddy and of grading complaints. Chuck noted that we can’t grade because the ditches are full of water. Even the town is not yet grading. Dick commented that we used to try to follow the procedure of doing the main roads first, then all the side roads. The main roads were to be done by Memorial Day.

Reading of Warrant #20: The Warrant amounts to a total of $20,199.40 and was read. It was moved and seconded to pay the bills. Motion passed.

OLD BUSINESS

Report on letter to Attorney General: Bob has written it and will bring it to the next meeting.

Report on audit: Maryellen reported that she is still contacting accountants. So far, several have said they do not do audits; one who specializes in municipal audits refused to quote and suggested that we try piggy-backing with the Town when they have their audit done; one asked us to submit a Request for Proposal. David moved to accept the report; Bob seconded; motion passed.

Report on MEMA: Maryellen reported that she had called the MEMA office on Monday and was told that the application for emergency funding had been received and forwarded on to FEMA on April 21, 2005. She was told that if the application had not been in order, it would not have been sent on to the next level. FEMA will send a contract to be signed by the District.

Attorney: Bill noted that the attorney we presently have is not getting back to us in a timely fashion and suggested that we would be better off with a local attorney. After a brief discussion it was generally agreed that Bill should call Harris Aaronson to set up a workshop meeting with him.

By-Laws: Bob noted that we can’t do anything with the issue until we have another attorney. He also stated that we missed the opportunity to go before the Town Meeting because the issue was tabled. We are basically looking at a Special Town Meeting or we may be able to piggy-back on one of the Special Town Meetings which may be called in the coming months.

Other Old Business: Budget: Bob expressed the need to consider salary increases. Dick recommended that the Superintendent’s Expense budget be reduced and the salary increased. Bill recommended a tentative workshop meeting for Friday (May 13) at 7 p.m. at the Town Hall.

NEW BUSINESS

Gilles Beaudoin: Request for hire to mow. Issue was tabled to the next meeting.

Report on Linda Shaw email: Bob will write to her explaining how we intend to use the $25,000.00 funding requested of the Town.

Report on Call-Wave: Maryellen was instructed to get another phone line installed for the Road District computer.

Other New Business: Bob attended the SFNA Council meeting. The Council recommended that SFNA send the District a letter suggesting that we insure the roads for $20,000.00.

New draft of Contract: Some minor changes were made to the draft. Bill moved to send it out as amended; Bob seconded; motion passed.

PUBLIC PARTICIPATION

The hourly rate for equipment operator was removed upon a question from Craig Willis of White Wolf. After brief discussion, it was generally agreed that that item was not appropriate and was combined with the hourly equipment rate. Dick noted that the agenda for the Annual Meeting should include an article asking for a decision as to what should be done with the funds in the Money Market account. The is an item that should be approved at a public meeting. After a brief discussion of the Eagle’s error in the legal ad, Maryellen will call the paper and request that the ad be run again and change the return date from May 21 to May 28.

Bob moved to adjourn the meeting; Dave seconded; motion passed. The meeting was adjourned at 11:37 a.m.

TRUE COPY ATTEST

Maryellen Lake Clerk/Treasurer