PRUDENTIAL COMMITTEE MEETING MINUTES
APRIL 26, 2008
(Approved 5/24/08)
Members Present: Ken Einhorn, Jaime Garanzuay, Lynn Locke
Others Present: Jeanne W. Pryor (Clerk/Treasurer); Richard Pryor, Stan Locke, Mark Chevett, Craig Willis
The meeting was called to order at 9:02 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 March 29, 2008, and the motion passed unanimously.
The Treasurer’s Report as distributed (attached) was presented. As of 4/25/08 the balance of all accounts is $31,182.74. It was moved and seconded to appoint Jeanne Pryor as Procurement Officer and the motion passed unanimously. It was moved and seconded to accept the Treasurer’s Report and the motion passed unanimously.
Warrant 2008-8 in the amount of $2,503.58 was reviewed, discussed and signed by the Committee.
FY2009 Budget – The committee reviewed and discussed the proposed budget for FY2009 in the amount of $79,890. The estimated tax rate of $11.98 per thousand was discussed. It was moved and seconded to approve the proposed FY2009 budget and the motion passed unanimously.
Warrants – The warrants for the June 7, 2008, Special and Annual District Meetings were reviewed and discussed. It was moved and seconded to approve the warrants for the Special and Annual District Meeting and it passed unanimously.
Annual Report – The committee reviewed, discussed and approved the draft of the 2007-8 Annual Report. Ken will provide the Prudential Committee report. Jeanne will prepare the Annual Report and it will be available at the District’s June 7 Annual Meeting and on the District’s website.
Road Report – The invitation to bid for the Shuttle Cock and Long Bow LN E drainage improvement projects will be advertised in about a week and will be in the April 30 Central Register. The bid opening is scheduled for May 28 at Becket Town Hall.
Representing the road subcommittee, Richard presented and reviewed price estimates for proposed work needed in the Greens so that the Committee could decide what items they want to have done, depending on available funding. It was noted that payment for grade/rake/roll of the entranceway was made in the fall but weather did not allow the work to be done; it is now scheduled to be done in May. Mark Chevett asked if any of this work was put out to bid, noting that this is a municipality and you can’t just hand work to anybody. He asked the Clerk if anyone knew the value of work that needed to go out to bid. Ken noted that it appeared that he was yelling at the Committee. Jeanne answered that the amount was work over $5,000. Mr. Chevett persisted. The committee
noted that our road work is usually done when funds are available and projects are normally under $5,000. Discussion followed. Craig Willis (White Wolf) said that all jobs over $5,000 must be bid and appear in the Central Register per the Attorney General and that you cannot split bids. He asked to be put on our bid list for future work and asked about our current drainage improvement projects that are out for bid. The Committee reviewed the proposed work and discussed the process for obtaining quotes. Stan suggested that our attorney should be consulted about the bid process and the committee agreed, especially the question of what constitutes splitting bids. Jeanne was asked to contact the attorney about the bid process and she will provide the committee with the procurement rules. Ken noted that in the past the committee did request quotations from at least 3 companies for larger road projects. Discussion followed concerning
the problems and benefits with those projects. Following discussion, the committee approved the following work to be done by Always Growing in May based on his price quotes:
§ Patch holes in oil & stone section of Long Bow LN W (hotpatch), $350
§ Level depression at culvert with asphalt on Long Bow LN W, $200
§ Add material and grade/rake/roll on Long Bow LN W from oil & stone section to 547 Long Bow N W, $2,450
§ On Deer Trail, pull stump out of road and fill hole, estimated cost under $1,000
The remaining work recommended by Richard will be prioritized and quotes will be obtained after June 30.
Lakes Report – Jeanne reported on the meeting of the Conservation Commission that she attended on April 17. She noted that Marc Bellaud from Aquatic Control is planning to present the District’s NOI application at the Conservations Committee’s May 15 meeting. The District is required to send notices to abutters via certified mail prior to that meeting; this will cost over $300. A letter from the District will be sent with these notices to shoreline owners on Longbow Lake informing them that they will be able to contract for hydro-raking on their shoreline at their expense. Jeanne will keep track of those interested and then provide the names to Aquatic Control if we are successful in obtaining permitting.
Correspondence as listed on the agenda was reviewed and discussed. Jeanne noted that we received a letter from MEMA stating that we should be receiving the federal share from the April 2007 Nor’easter in the amount of $843.48. Mr. Chevett asked who owned the property next to the entranceway and the grader that has been parked there. It was noted that the Town owns the property and Always Growing owns the grader. Mr. Chevett asked that the grader be removed or he will contact the Town. The committee will contact Always Growing and ask that the grader be moved.
It was moved and seconded to adjourn the meeting. The motion passed unanimously and the meeting was adjourned at 10:41 a.m. The next meeting of the Prudential Committee is scheduled for May 24, 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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