PRUDENTIAL COMMITTEE MEETING MINUTES
MARCH 29, 2008
(Approved 4/26/08)
Members Present: Ken Einhorn, Jaime Garanzuay, Jeff Kotkin, Lynn Locke
Others Present: Jeanne W. Pryor (Clerk/Treasurer); Richard Pryor
The meeting was called to order at 9:08 a.m. by Chair, Ken Einhorn, noting that a quorum was present. The reading of the minutes was waived. It was moved and seconded to accept the minutes of the Prudential Committee meeting of February 9, 2008, and the motion passed unanimously.
The Treasurer’s Report as distributed (attached) was presented. As of 3/28/08 the balance of all accounts is $32,657.07. The proposed budget request FY2009 was distributed and discussed. It will be on the agenda for approval at our next meeting. District Counsel was contacted to re-new the loan process and Foresight Land Services was contacted to begin the bid process for the Shuttle Cock and Long Bow LN E projects. It was moved and seconded to accept the Treasurer’s Report and the motion passed unanimously.
Warrant 2008-7 in the amount of $2,015.45 was reviewed, discussed and signed by the Committee.
Road Superintendent – The committee reviewed the draft job description for Road Superintendent. The Chair proposed that the Road Superintendent duties could be performed by a subcommittee consisting of members of the Prudential Committee and interested residents advising the Prudential Committee in an effort to save $3,000 or more on the Road Superintendent salary and to ensure district residents that the Prudential Committee is doing everything they can to address road issues. Discussion followed. The Committee agreed that it was important to have a person on site to respond to emergency conditions and/or to advise the Prudential Committee of needed action. It was agreed that Prudential Committee members would be assigned to respond to calls and/or complaints to the Road District. The
snowplow contractor would continue to respond to calls relating to snow concerns with advice from the Prudential Committee. It was moved and seconded to approve the draft Road Superintendent job description as the District’s official job description and it passed unanimously. It was agreed that a subcommittee consisting of Ken, Jaime and Richard will be assigned for now to advise the Prudential Committee and to make sure that all road issues are taken care of and that phone calls would be referred by the District Clerk to the Prudential Committee chair. The mowing of roadsides was discussed and budgeting for this item will be revisited at our next meeting. Always Growing has been contacted to address the entranceway potholes as soon as the weather permits.
Lakes Report – The Committee reviewed and discussed the Lake Management Recommendations 2008 from Aquatic Control in the amount of $19,150. The recommendations include sonar herbicide treatment for Silver Shield and Golden Fawn Lakes and Hydro-raking at common areas on Longbow Lake. Individual shorefront owners may contract for work in front of their homes. The proposal needs to be presented to the Conservation Commission for approval. Budgeting for debris removal after hydro-raking needs to be addressed. Access to Silver Shield and Golden Fawn Lakes needs to be inspected by Aquatic Control. We need to provide access to Longbow Lake from the beach. It was agreed that a letter be sent to all lakefront homeowners advising them of the treatment plans and asking if they would be
interested in contracting for work at their shorelines. Ken will contact Aquatic Control to ask about 1) the areas that can be hydro-raked, 2) the timing for the work and 3) access to the lakes. It was moved and second to approve Aquatic Control’s Recommended Budget/Program for 2008 in the amount of $19,150 and the motion passed unanimously. Aquatic Control will be contacted so that they can begin the permitting process.
Other Business -
§ The snowplow contract for 2008 was discussed. The Committee agreed that they are satisfied with work provided by Always Growing. The sand mixture being used was discussed and Richard noted that, in classes that he has attended with an instructor recognized in the northeast as an expert in roads it was said that a frozen gravel road is a happy road and that using salt would thaw it and cause problems. The committee agreed to continue with the sand/granite chips mixture. The wording for the snowplow renewal contract was amended to read “with an option to renew” and the references to Road Superintendent were amended to
read “Road District.” It was moved and seconded to approve the renewal of the snowplow contract for Always Growing in the same amount as last year with an option to renew and the motion passed unanimously.
§ Vacancies on the Prudential Committee were discussed. In order to resolve the appointed status per MGL, it was agreed that Joe Gaze’s appointed position would be on the Annual Meeting Warrant for election to a 1-year term.
§ The Committee reviewed the maps showing Scott Levy’s property. Following discussion, it was agreed that no action would be taken until the Committee receives further information from Mr. Levy as to which lot he will need road access. Discussion followed on whether or not the district is responsible for building a road and/or doing a survey of roads that currently exist as “paper” roads.
Correspondence as listed on the agenda was reviewed and discussed. Ken had contacted Mr. Moore about the reimbursement for the cost of sand and expected that he would attend this meeting but he did not. Ken noted that abusive phone calls should not be tolerated and should be referred to him. The update letter from MEMA to the Road District regarding the April 2007 floods was discussed. It stated that “You should be very proud of your community’s Emergency Management Director and your response to this emergency. Your community has performed admirably to meet the disaster-caused needs of those whom you serve.” The Committee agreed that the letter should be read at our annual meeting. The Committee reviewed the map noting the location of the property on Trail Circle
that received a driveway permit. The Baystate Roads Program Needs Survey was completed. The District’s DEP fee exempt status was discussed.
It was moved and seconded to adjourn the meeting. The motion passed unanimously and the meeting was adjourned at 11:04 a.m. The next meeting of the Prudential Committee is scheduled for April 26, 2008.
Respectfully submitted,
Jeanne W. Pryor, District Clerk
NOTE: Attachments are filed with the District’s permanent records and are available from the District Clerk.
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