Shutesbury Board of Selectmen July 22, 2008 Meeting Minutes Members present: Chairman Rebecca Torres, Ralph Armstrong and Al Springer. Also Present: Town Administrator David C. Dann and Administrative Secretary Leslie Bracebridge. Meeting opened at 7:10 P.M. Appointments Police Chief Harding: * Officers Wall and Chandler are ready for the Academy; the check is cut and waiting. * The Governor’s Highway Safety Board is addressing their problem with delayed payments to towns that sometimes overlaps into the next fiscal year. They expect a faster turn-around time. * A special equipment grant is available that pays $2000 up front toward the cost of radar. * Details on the Leverett, Cooleyville and Prescott Roads project are Ok. There was damage today when a vehicle hit a rock; the contractor takes the liability once the project is started. * C&A Construction is still working on the east end of the project before the 2 inch overcoat is put down the full length of the project. The 2-inch overcoat will be done between September and November in coordination with the town’s paving project from Pratt Corner Road to the town line. The runoff from the recent heavy rain is not going down the drains (as they are currently raised in anticipation of the 2-inch top coat) and is instead running down private downhill driveways. * The Sunderland Police Chief has sent the mutual aide agreement to the Sunderland Selectmen to vote on. David will follow-up with Sunderland as to their action. * When a new cruiser is purchased, the Police Chief’s cruiser with ½ the mileage and less rust will replace the Fire Chief and Emergency Management Director’s current vehicle. * The Highway Department has been addressing road washouts caused by recent heavy rain. In the presence of about 20 interested citizens and Open Space Committee Chairman Janice Stone and Co-Chair Susan Essig, sole Recreation Committee member Jen Davies: * Summarized her recent efforts to engage people in a discussion of the use of the recreation field behind the Fire Station for playing fields including dismantling the horse rink. * A team of 22 kids are using the field for Peewee league. The parents would love a league field so that they wouldn’t have to drive to Amherst. * Jen has had a lot of encouragement from people and many have volunteered to help with ball field construction. * An Amherst Recreation Department official has said that if a field is put in, little league and anything younger such as T-ball and peewee games could be held in Shutesbury. * An April All Boards meeting was supportive of her initiative. She has walked the field with the Conservation Commission which approved the field for ball field improvements. Kathy Steve: * Missed Roadtown News notices of Jen’s efforts and only recently saw invitations to dismantle the riding rink in the town wide Our Town newsletter. * Didn’t realize that an email from Jen indicated the end of the riding ring. * Summarized the original construction and history of the riding ring since it was built by volunteers with donated materials, time and equipment in 1972 with Select Board approval. She said she had been asked to write this history in February or March but had been too busy to do so at that time * The leveling and drainage issues addressed at that time helped to drain and level the ball field also. * A special sand footing makes the riding ring a safe place to ride horses and to have horse shows. * Historically the recreation field was used both for ball and riding; balls landing in the ring counted as home runs. * A lot of effort went into the ring and it shouldn’t be taken down. * Fence boards need to be replaced and the stand needs to be taken down. A group has volunteered to do the work. Becky: * The volleyball court is being used weekly now. * Response to removal of the riding ring has been scattered. * Praised Kathy’s historic perspective but hasn’t seen the riding ring used in 20 years. * How often would the ring be used? People are predominantly using trails. To ride in the ring, people would have to get their horses there. * The pieces in place a long time ago are not there now. Previous 4-H leader Linda Umholtz: * Understands the wonderful things people want to do to make a ball field. Wants the ball field and the riding ring to coexist. * This is the first she is aware that the horse ring might come down. * Trails are extremely dangerous for young kids, young horses and new riders. They need an enclosed ring. * Who’s to say if the riding ring won’t be used in the future if it’s fixed up? * For a town to have a place where ball played and horses can be ridden is a real draw to the community. * Few people can afford to build a ring on their own property. * We want to co-exist. There’s a way to do it. Coexistence needs to be examined Becky: asked who has used the ring recently?: Greg Steve answered that he removes the gates every fall, stores and reinforces them and brings them back down in the spring. * The vertical posts were designed to resist frost heaving. * The ring is used 2X/month. * Repairing the ring is an on-going project; we can’t afford to do it all at once. Rebecca Phillips answered that she and her family are using it 2X/week; * Rebecca grew up in Shutesbury. * She currently has 2 horses boarded at Dihlmann’s very fond memories of Mrs. Umholtz. * Kathy Dihlmann was Rebecca’s instructor. * “4-H was my life. Horses have been a whole part of my life. I love horses.” * The ring is the safest place to ride, especially now, with the curb on the new road and with cars “flying by”. Daniele Jackson: * Has 2 horse and 3 daughters that ride: * Was never informed of the proposal to tear down the ring. Kathy Carey: * Did not hear about the all boards meeting. Al Springer: * What Kathy (Dihlmann) said is true. * The ring got a lot of use in the past. * At the All Boards meeting it was brought up that the field is big enough for ball, and to let the horse riders use the field. Greg Steve: * The footing and drainage is substantial. Eight-foot drops were filled; two large gravel bowls of clay were trucked in from the Connecticut River by Clayton Davenport. It’s premium material. * The infield court in the ball field was brought up also. * It takes a long time to get a ring established. The current ring would be hard to replicate elsewhere. There would be no water source for horse shows at the (suggested) state park field. * Is not in favor of pushing anyone out. Would like to see all groups use the field. * “Flipping home plate” has been mentioned; a reason not to is a partial sun issue. Recommends home plate in the north east corner. That would give a slightly shortened left field foul line. If the ball lands in the ball ring: home run; as in the old days. * Doesn’t believe a league will come to Shutesbury though there is some great talent coming up through the ranks. Jen Davies: * The report says if home plate were moved to the northeast corner, the left field foul line would be considerably short. Kathy Carey: * There was a 22 player softball team. We actually co-existed for many, many years. LSSE started the softball league because of Shutesbury. She played in the league most of her life. * There once were a lot of area teams. Four teams left 2 years ago. Now there is no umpire division. There are not many left in the un-umpired division; people are either going to Northampton or Springfield. * Can’t understand why a riding ring and ball fields can’t co-exist. The town used to maintain the ring, the field and the ice skating rink. * Let people fix up the ball field. * Amherst is recognizing that it’s very expensive to maintain a field in order to sponsor a league. It’s a huge liability to maintain and run a league. * Is the proposal for kids to go play ball or for a league to compete for the states? Becky: * We need to up-grade the field for use. * Recognizes the differences between backyard baseball and league ball. * Suggests the town needs to “figure out” what the goals are and how to achieve them. Jen Davies: * Is not trying to run a league. We can’t get Amherst to use the field when it looks like it does. * There’s a huge concern about how to maintain the field. * If the ring stays, who is going to maintain it? Becky: * We hoped Jen would find some committee members with different views to help her make decisions. We need to look at the big picture and share information. * The subject needs another meeting. * Ball field up-grade had support at the All Boards meeting. * We need further input from all horse owners using the Animal Inspector’s list of owners. Jen Davies: * The field at the school is too small and we can’t use baseballs at the school. * Doesn’t feel a committee will answer her questions. * How much is the town willing to pay to up-grade the field or the ring? Becky: * Need a broader discussion. The field behind the town hall has a slope. Kathy (Carey? Steve?): * The horse people already leveled the horse rink. Linda Umholtz: * Removal of the horse ring would deny the people who have horses a safe place to ride. Where will they ride? We can’t put a horse on these roads. Daniele Jackson: * There’s no amount of signaling that slows cars. Becky: * The current plan says there isn’t room for both. * Jen has worked hard. It was an awesome effort. * We need more information to see if there are adjustments that can be made to plan the space for both uses. We need people to work together. Jen Davies: * The plan does not say it will cost $9,000. * The man who wrote the plan is a gem. He’s willing to make this whole big field happen. He said, “You guys have the most prime piece of land around here.” David Dann: * Is the ring constructed in such a way that that’s the only place it can be? Greg Steve: * The expense of excavating is exorbitant. Because of the previous work, the ring is the only part of the field without boulders coming up. Kathy Steve added, “We put thousands and thousands of dollars of time and material into it.” Jacob Steve: * “What is possible if you flip the plate over to the northeast corner? How much more room do you need? George Davies: * Different distances are required for different kinds of fields. Jen Davies: “What do we do now?” Becky: * Contact all horse owners. * The space is going to be an issue. Look at the numbers: Which would make the most sense? How much distance is necessary? * Selectmen could send out a postcard with a short version of the minutes from this meeting. * They (ball field advocates at the All Boards meeting) didn’t have the historical sense. I’ve never seen a horse there. * Asked Jen to chart out distances needed for little league. Greg Steve: * Described a common misunderstanding of town property and what is private property. Phil Edwards: * It’s great to have a good ball field. * It’s good to co-exist. It’s not a matter of numbers. * What we need is compromise. * Horses require a special ring that individual property owners cannot afford. * “I’m not even going to ask for a tennis court.” Becky: * (Referring to a re-organizational meeting of the Recreation and Open Space Committee of a year ago) pointed out that the first person to want to be on the Recreation Committee wanted a hockey rink. Kathy Steve: * They put the fire training structure on the old ice rink. Becky: * Should horse shows be re-introduced to maintain the use of the ring? * It’s about trying to be reasonable with our resources. Sue Essig: * The Open Space Committee survey results: 174 households. Among the highest priorities was an all purpose playing field. * No one talked about the horse ring. Where’s the greatest number of people who can use the land? * If you have one piece of land that can be used for baseball, soccer, lacrosse, that’s an equity issue. Jen Davies: * The mailing needs to ask, “Who is going to do the ring?” Phil Edwards: * Also, the mailing should ask, “Who is going to do the baseball field?” Jen Davies: * The families of the children playing baseball are willing to help. Selectmen discussed the insurance for these activities: Becky: That is the least of the problems. David will send the Animal Inspector’s barn list to Greg Steve to look over for Shutesbury horse owners. Open Space Committee Chairman Janice Stone and Co-Chair Sue Essig reported to Selectmen: * A summary of the June 2007committee members and their recommendation for June 2008 based on participation and 2007 member responses to their inquiries for 2008 membership. * The committee of 8 has lacked participation. * The Committee needs communication from Recreation Committee representatives because it is an Open Space and Recreation Plan. * The Committee has met monthly. * On required tasks: o Have a sequential process to try to get the final draft completed by the end of the calendar year. o Draft goes to the state Department of Conservation Services for review, the Planning Board, Selectmen and Regional Planning Agency. o The largest portion is the Environmental Inventory and Analysis: Member Susan Steenstrup prepared an excellent comprehensive statement of water resources, geology, and topography. There were real gaps in the first plan that need to be completed. o There is a large projection for population growth not borne out by reality. There appears to be a net gain of 24 people since 2000. o The public lands chapter is being worked on by Veronica Richter and Sue Essig. o The biggest change from the previous plan is the protected land under private ownership. o Once the chapters are put together, the committee will focus on recommendations. o Shutesbury does not have a lot of invasive species; either aquatic or terrestrial. o The Committee is trying to think of a major environmental danger. Town is “extremely healthy,” forested and with little development. o Based on the survey, people want passive activity: cross-country skiing and hiking areas. o The plan will explain what Chapter 61 lands are. There is the perception that the lower taxes mean the land should be available for public use. This is not accurate. The value of Chapter 61 lands is seen in the open provision of clean air and water. Selectmen unanimously voted to appoint Janice Stone, Sue Essig, Susan Steenstrup, Veronica Richter, Daniel Hayes to the Open Space Committee for the year ending June 30, 2009. If other 2007 members want to continue working that is fine and other members may be appointed at a future time. David Dann: Requested a written summary for the fall Our Town newsletter and suggested the Committee consider holding a public forum. Janice and Susan responded that no oned came to their last public forum; only one call-in listener. * Janice is working with FRGOG for GIS. * Susan Steenstrup’s work consolidated everything so that there is something to work around. David Dann: Requested an update at the All Boards meeting on September 23. * David will make copies of the table of contents with what needs to be done for Select Board members. Topics 1. Selectmen did not feel a need to make a policy statement concerning use of town vehicles outside of official duties as was suggested in a recent letter from resident Michael Pill.. Select Board Action Items 1. Selectmen unanimously voted to approve the June 24, 2008 minutes as written with the attachment of a group photo of the Board taken with out-going member Debra Pichanick. 2. Selectmen signed vendor warrants totaling $$530,114.85 and payroll warrants totaling $80,082.07. 3. and 4. Nothing further has been heard from Representative Kulik on dam funding since Governor Patrick vetoed funding. In a letter that Senator Stan Rosenberg sent to the Selectmen he explained that Governor Patrick considered the dam funding to be a capital expense that should be in the environmental bond bill. Governor Patrick told Becky at the July 17 Cabinet meeting in Amherst that the environmental bond bill should move forward more quickly under his administration than in the previous one. He assured Becky that with all the permits ready, funding should go through there. If the House and Senate overrides go through (by the end of July) the project will go forward. Senator Rosenberg stated that Governor Patrick’s Lake Wyola Dam veto is his priority for a senate override. David will talk to Representative Kulik tomorrow. 5. Al Springer agreed to be the Select Board Representative for the Town Treasurer annual evaluation and Ralph agreed to participate in the Town Collector annual evaluation. 6. Selectmen did not approve a contractor for the DPW repairs/work as the recommendations were not ready. New Topics 1. The final Leverett, Cooleyville and Prescott Roads (LCP) paving probably won’t happen until late fall. David will take the heavy rain water run-off problem and other topics mentioned in his telephone messages to the MassHighway field engineer for the LCP. 3. Al Springer: At the July 19 Lake Wyola Advisory Committee meeting a request was made to the Select Board for a cell tower to serve the lake area. David will find out who put the dishes up in New Salem and Belchertown and find out who we need to contact. 4. Currently the Elementary School uses 16,100 gallons of oil/year. Selectmen discussed the possibility of installing a ChopTee woodchip boiler unit that Al and Becky have been researching. It could cost $500,000 to install. Could the school be refinanced to pay for installation? It was already refinanced a few years back. Becky will look to see if wood chips could qualify for a “green grant.” It would require engineering and various parts. The ChipTee manufacturer would be willing to come down and evaluate the setting and estimate costs. Could an outside wood boiler be installed at the Highway Garage that would be fed off the roadside cuttings by the Department? When asked, Highway Superintendent Tim Hunting was more interested in a waste oil boiler as is in use in Montague at Marks Auto. Further research indicated that the Department only generates 75 gallons of waste oil per year and laws prevent transportation of more than 26 gallons of waste oil at a time, so a waste oil burner would not be cost effective for the town garage. David will find how much fuel oil is used to heat the highway garage each year. 5. There was no Farmers Market on the 19th. A new potential date might be August 2. Meeting adjourned at 10:05 P.M. Respectfully submitted, Leslie Bracebridge Administrative Secretary 080722 Select Board 1