Shutesbury Board of Selectmen February 19, 2008 Meeting Minutes Members present: Chairman Rebecca Torres, Debra Pichanick (sat in the audience for discussion concerning the Lake Wyola Dam due to potential conflict of interest as an abutter to the dam) and Ralph Armstrong. Also Present: Town Administrator David C. Dann and Administrative Secretary Leslie Bracebridge, recording. Meeting opened at 7:07 P.M. Appointments Police Chief Harding (In the presence of Police Sargent Robinson, Officer Olszewski and New Salem part time police officer Nicholas Chandler): * Full time Officer Hartwright resigned effective Thursday, Feb. 21. * If hired, part time New Salem Police Officer Nicholas Chandler could pick up extra hours in Shutesbury while officer Hartwright’s position is being filled. * Two current part time officers are seeking Officer Hartwright’s full time position. Both would need to attend the Police Academy before qualifying for the full time position. The cost to the town to send a part time officer to the Academy is approximately $2,000 for the course and required supplies. Additional costs would include the salary of the officer while at the Academy and any patrol coverage that the town wants to maintain. * If the town hires someone from the outside, it could create a morale issue that cannot be under-rated for the two officers who have made significant commitments to the town. The two officers who are interested in attending the Academy would be willing to commit to staying in Shutesbury for a number of years following Academy training. * Review of estimates for the 2008 replacement Police Cruiser (Addendum #2) and * Three plans for covering Officer Hartwright. (Addendum #1) Selectmen suggest covering all options by starting inquiries to the Personnel Board and the Finance Committees and simultaneously running an ad in the paper for a full time officer. The town needs to look at all options, including finances and staff morale. * Requests the newspaper ad be for a full-time officer only, to be sent to the paper tomorrow. * Request that the weekly generator test be changed from 9 AM on Tuesday morning to a time when computer information would less likely be lost. * Working with the school to develop a security code system. * The Police Chief’s car and the Fire Chief’s car will be compared side by side to see which would be the best car to be kept for Fire Department use when the 2008 cruiser is purchased for the Police Department. Debra noted a chronic problem dog at the Lake, also a dog officer concern. Selectmen unanimously voted to appoint Nicholas Chandler as a part time officer for the Town of Shutesbury. In the presence of Lake Wyola Advisory Committee (LWAC) members William “Bill” Elliott, and John Gorey, resident Stephen Puffer and Finance Committee member Al Springer Lake Wyola Advisory Committee and Dam Management Committee Chairman Bob Thompson presented five topics discussed at the Feb. 16 LWAC meeting for Select Board feedback: 1. Funding Repairs to the Lake Wyola Dam: * There is only a 50/50 chance that Shutesbury would get the requested $150,000 of state funds to repair the Lake Wyola Dam, even though it is the number one priority of Representative Kulik and Senator Rosenberg. What will Shutesbury do if the funding doesn’t come? Becky: Is also discouraged and has heightened her communications with both Kulik and Rosenberg. Money is getting tight everywhere. The last Finance Committee meeting discussed going for an override. * Postcards should be sent to legislators detailing the need for funds. * Skip is arranging a delegation of local officials to go on a Thursday to “knock on doors” at the statehouse. Finance Committee member Al Springer: Has figures from the Assessors office that the tax rate would go up $.45/$1,000 of value with an override to cover the $222,000 that the FY 2009 budget is in the red. In the following year the rate would be up $1.26/$1,000. Town Administrator David Dann: If the town wants to continue to spend at the current rate of services and keep healthy reserves, an over-ride will be needed every 5 years or so. * If a 5-year environmental bond is issued by the Massachusetts Executive Department, the town could pursue alternate dam funding from that resource. * Engineer Root felt the dam would be fine for the next 3 to 10 years; Bob recommends if the dam is not funded in 3 years a new evaluation be sought. 2. Lake Management resource provided previously by William Elliott: * Bill Elliott is now asking for volunteers to complete the specialized water quality testing that he has assumed voluntarily for 15 years. * A certified Lake Manager could be available for a couple of thousand dollars. * We don’t know that we will find a volunteer with the technical knowledge to continue the services that Bill has provided. * Leo Riendeau has volunteered to help but does not feel he has the technical expertise to do the actual testing which requires some “on the run adjustments.” Bill Elliott: Lake water quality testing is done at the center of the Lake. It’s a very well documented testing program. He provided the Town Administrator with the complete document describing how to conduct the water quality testing. Ralph: At the LWAC meeting the possibility was suggested of hiring a consultant who could provide lake management services in a manner similar to the services provided by Engineer Morris Root for the dam. * If we cannot find a volunteer replacement we will have to supply the service. Bill Elliott: There are requirements for testing in the order of conditions for the dam reconstruction. Tests from the last 15 years were used for the permitting applications. Bill Elliott: To a question, Bill explained that a “401 certificate” has more to do with what is being done to change the water quality, not actually measuring the water quality. 3. The Locks Pond Road study: * Could qualify for 319 funds to help to purchase some land on the west side of Locks Pond Road to build some water run-off retention ponds. Bill Elliott: 319 funds are very hard to come by these days. 4. Investigation of the capacity of the Locks Pond Road culvert opposite the dam: * Franklin Regional Council of Governments (FRCOG) Engineer Jim Toth evaluated the culvert. He didn’t feel the culvert was an eminent danger. There is some rot on the sides of the culvert that needs to be addressed. Becky: If the town doesn’t get the STRAP grant for the Wendell Road culvert (at the outflow of Ames Pond) the Selectmen will request STRAP grant funds to address the Locks Pond Road culvert opposite the dam. 5. Nicholas Reitzel, a waste-water treatment expert attended the 2/16 meeting: * The Lake Wyola Association (LWA) has $10,000 that they would like to put toward a preliminary waste-water treatment engineering study. Nicholas could do a lot of research before any money is spent. Becky: The plants looked at in the study required two full time management positions. * A lay person can be trained to manage a waste-water treatment plant. * Bob doesn’t believe the proposed plan would require two full time positions. The amount of required monitoring can done in 8 hours per week. There are companies available that can send in help for the “big” work. Bill Elliott: The Board of Health put a recommendation into the Master Plan for wastewater treatment plants for both the Lake area and the town center area. At some point waste-water treatment will be needed by the town. * Being “ahead of the curve” allows the town more flexibility than waiting for DEP to require a system be installed. Recreation Committee member Jen Davies presented a plan for a ball field behind the fire station: * Review of Athletic and Recreation Facilities Consultant James Patulak’s November 2007 “cafeteria style” estimate of costs for a ball field at the recreation field behind the fire station. * Some people have offered volunteer services and also supplies. * Without the riding ring, the town could provide a field for both little league and a full-sized field for the two local men’s nationally recognized softball teams. The proposed work could also improve the use of the field for soccer. * The recommendation for two fields is to “flip” the field, putting the home plate in the riding ring and the outfield where the backstop is currently. * Perhaps a water fountain and a basketball hoop could be added to make a “mini recreation area. -Would parking be a problem for the fire station in front? -How do we step back and try to pull people together around a common idea and also match it up with the resources already available at the school? * Dozens of different teams have played there over the years. * There used to be horseshows there. Select Board set an all boards meeting to be held at the field Saturday April 12, 10 AM. It will be advertised in the school mailing to attract people. A possible town-wide mailing could also advertise the event. -Selectmen also need to recruit a few people for the Recreation Committee. Debra: DCR State Park Manager Frank Buntin has a field on state park property that he would like to use as a ball field. She recommends contact with him also. * How long do we wait? Becky: Patience is needed to get the support of town committees including the Finance Committee, and ultimately the support of town meeting if town funds are involved. “It’s a building process.” * Are CPA (Community Preservation Act) funds a possibility? Becky: CPA funds would take three years to accumulate even if passes at this May annual town meeting. * Jen is not afraid of grant writing and she understands the first step is the all boards meeting in April. Becky: Describes previous experiences in getting the parents not to park in front of the fire station garage doors as a “huge issue.” * A summary report of the meeting could be available at the annual town meeting. Becky thanked Jen for the work that she has done. In the presence of Board of Health Chairman Bill Elliott, Planning Board Chairman Deacon Bonnar and member Jeff Lacy: * There will be a public hearing at 7 PM on March 12 at the Elementary School for the proposed zoning bylaws that will be presented to the Annual Town Meeting. * Town Counsel MacNicol will be present. She is reviewing the draft right now. * The Planning Board may send an announcement mailing to everyone in town as it was not advertised in the last newsletter. * Board of Health Chairman William Elliott will discuss his nitrate proposal with the Planning Board on Wednesday, Feb. 20 (after two proposed Board of Health public discussions were cancelled due to poor weather.) * Review of a draft of the Analysis of Uses: Current vs. Proposed Zoning handout that will be used at the hearing including the dimensional table. * Drawings will be available addressing the 10 acre lots in the open space designs. * Selectmen praised the analysis for simplifying the proposed zoning bylaws. In the presence of Planning Board Chairman Deacon Bonnar and member Jeff Lacy Chairman Bill Elliott briefly discussed the Board of Health septic system nitrate loading regulation initiative and a possible revision to the Shutesbury well regulations. Following clarification from the Planning Board members present that the proposed zoning would increase the density of septic systems Bill said: * Right now a federal limit allows 4-bedrooms per acre (the equivalent of 10 parts per million for nitrates in ground water.) This is the maximum limit. Many towns including Shutesbury have adopted ½ the federal limit equaling 5 parts per million of nitrate, the equivalent of 4 bedrooms per 2 acres or two bedrooms per acre. * Following two canceled public discussions, the Board of Health is waiting for better weather to hold a public hearing. They will proceed in drafting a regulation and plan to present their information to the Planning Board on February 20. * Distributed handouts on nitrate loading from septic systems and proposed changes to well regulations requiring periodic testing tied to issuing permits for new wells. Topics 1. Selectmen unanimously voted to approve a proposal for Linda Adams of Orange as an emergency back-up to the Treasurer for the purposes of doing the payroll. The rate of pay would be $20/hour including transportation time, with 6 hours of training and maybe 2 hours of additional training per quarter. Funds to support the proposal would come out of the Treasurer’s budget and the town’s office supplies budget. 2. The LWA to discuss dam repair and funding – see appointments above. 3. Recreation Committee to discuss a baseball field behind the fire station – see above. 4. Selectmen unanimously voted to approve a New England Environmental, Inc. Project Change Order at an estimated cost of $1,870.00 for additional permitting work for the Lake Wyola Dam repairs, to be funded from the Lake Wyola Dam Project account. 5. The ADA Committee will meet sometime in March. Selectmen gave David priorities for the Committee to address. 6. Selectmen did not discuss the Leverett, Cooleyville, and Prescott Roads Memorandum of Agreement for use of Lot O-32. 7. Selectmen did not discuss a fence for Town Hall. Select Board Action Items 1. Selectmen did not yet approve minutes for January 22 and 29 and February 5, 2008. 2. Selectmen unanimously voted to sign vendor warrants totaling $111,494.58 and payroll warrants totaling $76,868.61. 3. David distributed a new letter from Town Counsel to the library access contractor. Selectmen unanimously voted to authorize Town Counsel Donna MacNicol to send the letter to Mark & Laura Montemagni of Northeast Commercial Services, LLC. 4. Selectmen unanimously voted to sign Personnel Action Forms for Justin Wall and Donald Robinson having reached new 500 hour levels of employment and a Personnel Action Form was signed for Mary Anne Antonellis for 24 hours per week at $15.05/hour. New Topics 1. Selectmen unanimously voted a snow emergency for the remainder of the year because both payroll and materials accounts are over-spent. 2. There will be a pole hearing for 5 new poles on Leverett Road just east of the town line at the March 18 Board of Selectmen meeting.. Walk-Ins Stephen Puffer asked the following questions, made the following comments, and discussed the following topics: * Could O-32 be used to store the equipment at the Highway Department? * Could the equipment needing cover be covered with tarps? * Water run-off from snow banks. * Should there be “Road Under Repair” signs per order of Selectmen at Leverett Road? Becky asked David to inquire about what the Selectmen should do. * Ice signs on the “S” curves. * Leverett Road potholes can be fixed with 2 ten-wheeler loads of cold patch spread out 6 to 8 inches thick which could then be reclaimed during reconstruction. * The water is back-washing the large culvert over roaring brook on Leverett Road. * Shutesbury should look into purchasing military surplus equipment. * Westhampton sweeps up their road sand and re-uses it the following winter. * The bucket loader was observed idling unattended. Adjourned at 10:02 P.M. Respectfully submitted, Leslie Bracebridge Administrative Secretary 080219 Selectboard 1