Selectboard Office

6:00 p.m.

Present: Nancy Allen and Alf Berry. Christine Durgin entered the meeting at 6:20 p.m.

Others present: Joe Mitko (ADN); Administrative Coordinator Dale Bull; Fifi Scoufopoulos; Tree Warden Mike Leonard; Chief Denis Legare; Highway Supt. Norman LaPointe; AFC members Dave Davis, Jim Regan, Bob Bellefeuille, Fred Richards, and Ross France; PCS Committee members Chuck Berube, Dana Kennan, and Laura Webber; PCS Supt. Pat Martin; PCS Principal Rebecca Phillips; Monty Tech Rep. Ed Simms; Kay Simms

Chair Nancy Allen called the meeting to order at 6:04 p.m.

1. MINUTES

Christine Durgin moved to accept for discussion minutes of January 22, 2008. Nancy Allen seconded the motion. With Alf Berry abstaining, the Board VOTED UNANIMOUSLY.

Alf Berry moved to accept for purposes of discussion the minutes of February 5, 2008. Nancy Allen seconded the motion and with Christine Durgin abstaining, the Board VOTED UNANIMOUSLY.

Christine Durgin moved to accept for purposes of discussion the minutes of February 9, 2008. Nancy Allen seconded the motion and with Alf Berry abstaining, the Board VOTED UNANIMOUSLY.

2. APPOINTMENT

A request was received from the Historic District Commission and the Historical Commission for the appointment of Historical District resident Peter George to fill the vacancy of Martha Siccardi who recently passed away. Alf Berry moved to appoint Peter George to the Historic District Commission and the Historical Commission through June 30, 2008. Christine Durgin seconded the motion and VOTED UNANIMOUSLY.

3. MEETING WITH FIFI SCOUFOPOULOS RE: LIBRARY MAILING

Fifi Scoufopoulos met with Board to request permission to use the Town copier and the Town mailing permit for a two-to-three page Library survey mailing. As the Library receives funds from the Town, the Selectboard agreed that as long as no opinion was expressed by the Library in this survey, it was an appropriate request. Alf Berry moved to allow the Petersham Memorial Library to use the Town copier and the Town mailing permit to mail survey questions on behalf of the Library. Nancy Allen seconded the motion and with Christine Durgin not present, the Board VOTED UNANIMOUSLY.

4. MEETING WITH CHIEF LEGARE RE: MOA FOR 911/POLICE STATION UPDATE

Chief Legare presented a Memorandum of Understanding between Petersham and the Worcester Country Sheriff’s Office to enter into an agreement for participation in the Worcester Regional Alerting System, better known as Reverse 911. At present, nine towns have signed the agreement. Each member town signing would not be charged for the service until 2010. Who would be responsible for the system, what announcements and to whom they were sent would be each town’s choice. Alf Berry moved to sign the MOA for the Worcester Regional Alerting System with the Worcester County Sheriff’s Office. Nancy Allen seconded the motion and with Christine Durgin not present, the Board VOTED UNANIMOUSLY.

Chief Legare stated that Police Station architects will be in Town on Thursday taking measurements. It is hoped that the plans and bid package will be out and returned by May 1. A four-month project is estimated. Chief Legare presented a copy of a denial letter from The Trustees of Reservation Central Regional Director Dick O’Brien regarding the Police Chief’s request to putting in a well on Trustees’ property in the North Common Meadow for the Police Station.

5. MEETING WITH HIGHWAY SUPT. RE: DEFICIT SPENDING IN SNOW ACCOUNT

The Board discussed with Highway Supt. Norman LaPointe the status of the snow account and FY08 projects. Norman LaPointe stated that the average number of storms is 30, and this year there have already been 35. The Board asked that his department be as fiscally responsible as possible. Norman LaPointe stated that there currently is approximately $300,000 in Chapter 90 funds and he is expecting another $200,000. He stated that a project request for work on Nichewaug Road and Dana Road will be submitted. Nancy Allen stated that the areas around the Town buildings are beginning to look ragged and asked if the Highway Department could work on those areas. Norman LaPointe agreed to upgrade the outside of the buildings. Nancy Allen invited the Department to meet with the Board at any time.

6. MEETING WITH TREE WARDEN MIKE LEONARD, RE: CUTTING AT COUNTRY CLUB

Tree Warden Mike Leonard discussed with the Board the cutting of trees at the Country Club. He stated that many violations have occurred, several being the forest cutting law in addition to taking of Town trees on Town land and trees cut on Poor Farm Road. Harvard University trees were also cut. He provided a copy of a “Stop Order” issued today. Status of Poor Farm Road was discussed. Norman LaPointe stated that it was still a Town road, although the Town has discontinued maintenance, but it is left open for fire and recreation. After discussions with a number of tree wardens, he provided a memo showing the value of cut Town trees totaling $110,098. He further stated that the Conservation Commission is involved as there are wetlands violations.

Mike Leonard stated that Harvard is taking care of the trees stolen from their land. Norman LaPointe stated that the Country Club had asked to use Poor Farm Road to haul logs out and he had ok’d the use as long as the road was frozen. The Country Club has a CR held by Mt. Grace and it now appears that that was violated also. Everyone agreed that something needs to come out of this situation with regard to overseeing of CR’s, possibly by the ConCom or Planning Board.

7. MEETING WITH TOWN AUDITOR DAN HAYNES OF HIRBOUR & HAYNES

Dan Haynes complimented the Town on the AFC’s Finance Reports. Different types of software used by different towns was discussed, with agreement that Petersham’s was as good as any. He stated that ten percent of the Town’s tax levy should be in the stabilization account. A discussion of the virtues of quarterly tax billing followed. This occurs in Oakham and with a constant cash flow, there is no need to ever borrow. He indicated that he would be wrapping up the FY07 audit in the very near future, with no foreseeable problems.

8. BUDGET MEETING WITH PCS

PCS Committee members Chuck Berube, Dana Kennan, and Laura Webber, along with Supt. Pat Martin and Principal Rebecca Phillips met with the Board and the AFC to review the first FY09 budget. Chuck Berube stated that the current special needs placement was being paid out of school of choice money and grants in FY08. Labor contracts for FY09 will be a 3% increase as are all other employees at the PCS. AFC member Fred Richards asked if the School had considered a fee-for-services for the school busses. Supt. Martin stated that would be a PCS Committee decision. Chuck Berube stated that it would hit those who can’t afford to pay the most and he would not support it. A proposed operating budget with level services was presented with the following increases: 29% in heating to $12,600; 18% in transportation to $13,924; 30% in Special Ed transportation and services to $64,966, and 17% in health insurance to $21,412. AFC chair Dave Davis asked when a more realistic budget might be available. Pat Martin stated that transportation figures would be available by February 25.

Supt. Martin stated that kindergarten will have school of choice openings in the fall as Montessori is requiring that anyone attending pre-k must also attend kindergarten.

Dr. Martin reported that the Town Auditor recommended that two Trust Funds totaling $12,500 to used for the FY09 budget. Nancy Allen reiterated that the funds were to be used for FY09 budget and Dr. Martin confirmed yes.

9. MEETING WITH MONTY TECH REP. ED SIMMS

Monty Tech Rep. Ed Simms met with the Boards to discuss the preliminary budget and bring members up to date on the Vocational/Technical High School. He stated that MCAS scores are up in relation to other vocational schools in the State, with Monty Tech ranking 5^th or 6^th out of 29. He stated that staff negotiations due to start this year have not yet begun. When asked about Petersham’s assessment, he stated that it is based on the State’s foundation budget and the minimum contribution. The Town’s FY09 assessment will be up approximately $7,000. Ross France asked if the AFC could get an FY08 budget from Monty Tech and the FY09 budget as soon as possible. Ross France questioned the amount of out-of-state travel. Ed Simms stated that administrators are encouraged to attend association meetings. Nancy Allen suggested that members of the Selectboard and AFC tour Monty Tech with Ed Simms to get an idea of what the facility offers.

10. CORRESPONDENCE

The Board reviewed the following:

A BOH memo stating that a BOH laminating machine is available for department use
The Beacon, February 2008
Treasurer’s January 2008 cash book report
Copy of memo to files from Dale Bull regarding locked files in Selectboard office. Nancy Allen noted that in order to keep central files available at all times, a new lockable, two-drawer file should be ordered and used for those items that need to be locked.
Email from Hampshire COG with a list of available surplus equipment
Letter from Municipalities Organized for Regional Effectiveness (MORE) notifying Town of next meeting in Worcester February 29
Notification of the STAR expo on May 6 in Boston
Letter from the Acting Director Jeffrey Nellhaus, DOE, in response to a letter form the New Salem Selectboard stating their lack of interest in regionalizing with Petersham and Orange K-12. Mr. Nellhaus indicated that the DOE would be receptive to Petersham and Orange creating a K-6 district which would then mesh with the 7-12 district at Mahar.
Worcester Telegram article, February 8, 2008, stating that towns want the lottery money back
Email from Emergency Management committee member about a course May 6-8 for new or less experienced PIO’s (public information officers)
Email from MIIA about an upcoming seminar on February 20 for DPW driver selection, retention and training. This will be forwarded to the Highway Supt.

11. OTHER BUSINESS

Fifi Scoufopoulos discussed the Homeland Security grant available for BOH purposes. She stated that she and Chief Legare were putting together a list of items for the Friday deadline date.

The Board discussed notification received last week from Highway Supt. Norman LaPointe that the snow account needs to go into deficit spending. Alf Berry moved that in order to avoid deficit spending, upon depletion, the Board authorize further expenditures in the Snow Account. Christine Durgin seconded the motion and VOTED UNANIMOUSLY. AFC member Ross France moved to authorize further expenditures in the Snow Account. Jim Regan seconded the motion and VOTED UNANIMOUSLY.

The Board agreed that Dick Nickless would set guidelines for the upcoming Candidates’ Night to be held on Wednesday, February 20, in the Lower Town Hall.

The Board signed thank you letters to Linda King and John LePoer for dedicated service to the Council on Aging, and to Richard McCrae, Polly Pillsbury, and Doug Cameron for dedicated work on the Petersham stray animal kennel.

Nancy Allen stated that a Nichewaug Inn Task Force needs to be appointed and presented an overview of the Task Force’s Charge and responsibilities. A list of potential individuals, some of whom have expressed an interest in being on the Task Force, was also provided. This matter will be discussed at a later meeting.

Nancy Allen stated that Fire Chief Dana Robinson has stated that he would assist with NIMS compliance any weekend for those not compliant.

A memo from Nancy Allen to the Selectboard updating the Davenport property project was reviewed. She states that Town Counsel has indicated that the actions taken thus far are consistent with the actions of 1999 and 2002 but that he recommends a final “amending or clarifying Town Meeting vote referencing the January 23, 2008, plan” in the size and location of the auction parcel and the Town parcel.

Nancy Allen stated that after reviewing the need for a dishwasher/triple sink BOH requirement in the Lower Town Hall kitchen area, she felt that it was in the best interest of the Town to install a triple sink. That would eliminate the use of a dishwasher by anyone who was not familiar with the machine. Dale Bull stated that she had already sent a letter to the Andersons asking about the status of the donation of a dishwasher the Andersons have made to the Town.

12. ADJOURNMENT

There being no further business, Alf Berry moved to adjourn. Christine Durgin seconded the motion and VOTED UNANIMOUSLY. The meeting adjourned at 9:20 p.m.

Respectfully submitted,

Christine J. Durgin, Clerk