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2016 - Minutes of June 6, 20, 27 Meetings
Board of Selectmen
Meeting Minutes
June 6, 2016

6:30 PM:        Open Meeting
Quorum present: Curt Wilton (CW), Chair; Earl Moffatt (EM); Peter Skorput (PS) unable to attend due to schedule conflict. Also present: Admin Asst Mark Webber (AA). Press present: Local Yokel.

Board reviews and approves previous meeting minutes.
Board reviews and approves weekly warrants.

7:00 PM:        CW opens the regular portion of the meeting with Pledge of Allegiance.
EM reads the legal notice (see below) for a new model year 1-ton commercial cab and chassis for Highway Department. CW then makes a motion to close out the bids. EM seconds the motion; vote, 2-0 in favor. Two bids are received: Marcotte Ford and Place Motors (summary below). Board will take the bids under advisement and ask CW to review the bids and advise the Board of his recommendation to award at its next meeting.

Request for Bids

The Town of West Stockbridge seeks bids from qualified vendors for a new model year 1-ton commercial cab and chassis truck. Bid specifications are available by contacting Highway Supt. Curt Wilton at 413-232-0305. Sealed bids, clearly marked “New Model Year 1-ton Cab and Chassis” shall be accepted until 7:00 PM on June 6, 2016. Bids shall be addressed to Board of Selectmen, 21 State Line Road, West Stockbridge, MA 01266. The Selectmen reserve the right to reject any or all bids if deemed to be in the best interest of the Town.
Curt Wilton, Chair.
New Model Year 1-ton Commercial Cab & Chassis Bid Results; 6-6-16
        Bidder          Amount                          Notes

Marcotte Ford
$33,163.00
Price includes trade in of $8,000. Extended 7 year warranty at $2,455
Place Motors
$36,856.00
Price includes trade in (no value listed). No extended warranty information included.

Tree Warden James Hallock present for a general discussion with Board. CW notes that all parties have copies of the Tree Warden Job Description and all agree that it is the most recent version. CW notes that there is crossover between the Tree Warden and Highway Department and a clearer understanding of protocols is needed. Mr Hallock suggests that he could carry a chain saw to emergency calls and if the hazard could be easily cleared from the roadway, then he would do so and keep track of his time and bill the Town. The Highway Dept would then respond during normal working hours to finish up the job. If the hazard required more attention, he would call the Highway Department for assistance. Undecided was how Highway personnel would be compensated for responding to a hazard; whether through Tree Warden account or elsewhere. Board discusses the process for the Tree Warden to be compensated for annual services. Following a discussion, Board agrees that Section IIB of the Tree Warden Job Description be amended to reflect hazardous tree response procedure. Finally, CW recommends that the Tree Warden submit a semi annual report to the Board and attach it to his request for semi annual stipend payment. Mr Hallock agrees. Board thanks Mr Hallock for attending the meeting.

7:30 PM:        Marion Loring, Cemetery Department Commissioner, addresses the Board on recent bid
request for the removal of large evergreens at the Town cemeteries. Bids were revised after contacting each submitting vendor to reflect prevailing wages. Marion notes that the bids came in way over what funds are available, averaging $30,000. Board reviews the total of available funds, which include: FY 16 and 17 Cemetery tree removal appropriation; interest earned on Perpetual Care and; sale of lots proceeds (requiring town meeting approval). No action taken.
Other business/action/discussion items:

  • Board notes receipt of an Owners Petition for Rent Adjustment from the owners of Mill Pond Trailer Park. AA will forward to Town Counsel and review for completeness. Board sets a tentative date of July 11, 2016 at 7:00 PM.
  • CW reads the Town's finalized Complete Streets Policy as discussed at previous meetings and explains the program. CW then motions to approve the policy and submit to MA DOT for review and scoring. EM seconds the motion. Vote taken, 2-0 in favor.
  • Board reads a letter from the Colrain Board of Selectmen stating that they are pulling out of the Wired West consortium. CW notes that there are on-going discussions with Charter Cable and MBI and the Board's position is to make every effort to have those parties furnish updated triple play service to 100% of the Town.
  • AA gives the Board an update on MRI Services, which is conducting a review/audit of the Town's volunteer fire department. Principal Brian Duggan has been to Town and met with the AA, individual Selectmen and the Fire Chief. Mr Duggan will be conducting a follow up visit to view and interview others at a date to be determined.
  • ConsCom will be discussing Card Pond weed removal at its meeting, rescheduled for June 9th.
  • Board sees a letter from Town of Alford regarding the temporary closing of West Alford Road to facilitate road repairs (attached).
  • Board sees a letter from Charter Cable which outlines their acquisition of Time Warner (attached).
  • AA reports that there will not be a need to schedule a fiscal year-end Special Town Meeting this month as the Town Accountant reports that all line items are in order and no transfers or additional appropriations will be necessary to close out the budget balanced.
  • AA notes that microphones have been ordered for the main meeting room conference table.
  • AA will be on vacation from 6-9 through 6-17.
  • Board will act on Appointed Officials annual appointments at its next meeting.
  • CW asks those in attendance if there are any comments or questions for the Board. No respondents.
8:30 PM:        There being no additional business to come before the Board, EM makes a motion to
adjourn. CW seconds the motion. Vote taken, 2-0 in favor.


Meeting minutes accepted by:

__________________________      __________________________
Curt Wilton, Chair                             Earl Moffatt

Date: __________


Board of Selectmen
Meeting Minutes
June 20, 2016

6:30 PM:        Open Meeting
Quorum present: Curt Wilton (CW), Chair;  Earl Moffatt (EM); Peter Skorput (PS). Also present: Admin Asst Mark Webber (AA). Press present: Local Yokel

Board reviews and approves previous meeting minutes
Board reviews and approves weekly warrants

7:00 PM:        CW opens the regular meeting with Pledge of Allegiance.
CW, in his capacity of Highway Supt, reviews the 1-ton truck bids received at the 6/6/16 Board meeting. Following review, CW recommends awarding the bid to Marcotte Ford as follows: new vehicle with trade - $33,163; extended 7-yr, 150,000 mile warranty - $2,455; extra care warranty - $810 for a total price of $36,428. CW notes that this price, with the two warranties is $428 less than the other bidder who didn't offer either warranty. EM makes a motion to award the bid for $33,163 to Marcotte. PS seconds the motion; vote taken, 2-0 with CW abstaining. AA to send letter of bid award to Marcotte Ford.

Other Business/Action/Discussion Items:

  • EM reports on recent Conservation Commission meeting regarding weed treatment at Card Pond stating that the W.S. ConsCom voted to amend the existing Order of Conditions to allow herbicide treatment at Card Pond, which is a change from the previously approved mechanical weed harvesting. Solitude Lake Management will send an amended agreement stating the change and schedule the treatment after the 10 day filing period has passed.
  • Following a discussion, the Rent Control Hearing to hear and act on a rent adjustment petition by owners, is re-scheduled to July 18 at 7:00 PM to allow Town Counsel enough time to review and comment.
  • Board defers acting on Annual Town Officer appointments until June 27 meeting.
  • Cemetery Commission member Marion Loring addresses the Board regarding the Commissions' desire to remove several large evergreens from the Town Cemetery on Route 41 north. The trees have long be causing problems with the gravestones and many are diseased and damaged. Marion has solicited quotes for their removal, amended to include prevailing wage quotes. Marion would also like to hire a professional to lay out additional grave sites as people are asking to purchase. Marion notes that the Cemetery Commission hopes to act on a number of issues at its next meeting. Following a discussion about shared interdepartmental services, CW is reluctant to offer Highway Dept services for the Cemetery. CW will, as in the past, help out when time and availability allow but, with limited crew, is not in a position to commit to any arrangements.
  • CW reviews prior meeting with Tree Warden with PS who was unable to attend the meeting. Following a discussion, Board agrees to amend a section of the Tree Warden Job Description to allow Tree Warden to address minor tree hazard emergency calls. Highway Dept will address final clean up the next business day if the hazard is cleared from the roadway.
  • CW speaks about Board action protocol, stating that requests for service need to be addressed to a full Board, not individual members. CW does not want to act on requests that should be discussed during open meeting. Requests, inquiries, comments, etc need to be directed to the admin asst or department head in order to be properly addressed. CW recommends that Town Boards and Committees name a point of contact so that the Board doesn't have to sort through multiple and differing requests from the same committee. Board agrees.
  • Board notes that a fiscal year end Special Town meeting will not be necessary this June since Department accounts are not in deficit.
  • Board will meet next on June 27th.
8:30 PM:        There being no additional business to come before the Board, EM makes a motion to
adjourn the meeting. CW seconds the motion; vote taken, 3-0 in favor.

Meeting minutes accepted by:

__________________________      __________________________      ________________________
Curt Wilton, Chair                             Earl Moffatt                                     Peter Skorput

Date: __________


Board of Selectmen
Meeting Minutes
June 27, 2016

6:30 PM:        Open Meeting
Quorum present: Curt Wilton (CW), Chair; Earl Moffatt (EM); Peter Skorput (PS). Also present: Admin Asst Mark Webber (AA). Press present: Local Yokel.

Board reviews and approves previous meeting minutes.
Board reviews and approves weekly warrants.

6:45 PM:        Kirt Mayland, principal of the Berkshire Truck Stop solar project addresses the Board
with a request to take no action on an amendment to the Board's previously approved (1/25/16) permit under the Town's Zoning Bylaws, Section 6.4.2 (c) [The Board of Selectmen may issue, in accordance with the regulations appearing in Section 6.3 of the By-Law, and in compliance with all applicable provisions of this By-Law, a special permit under this section, if the Board determines, as provided in Section 3.2.1 of this By-Law, that the land in question is being in fact not subject to flood plain restrictions for any use which would otherwise be permitted if such land were not, by operation of this section, in the Flood Plain Districts have been established. The Board may issue special permit with such conditions as it deems necessary in the interests of public health, safety, and welfare. The burden of proving that the proposed use will not endanger health of safety of occupants or public will rest upon the applicant, who will submit such engineering and hydrological data as may be required. [Without limiting the generality of the foregoing]. Mr. Mayland explains that because of the amount of existing pavement throughout the solar site, it would be environmentally beneficial to change the solar panel mounting method from driven pole mounts to a surface mounted ballast system. Accordingly, there would be no digging in the area other than the previously approved trenching for utilities. Instead, all panel systems would be mounted and secured with a surface ballast system. There would be no increase in runoff created and there would be far less soil intrusion at the site. Mr. Mayland supplies a licensed engineers report recommending the ballast mount system (attached). Following a discussion, CW makes a motion that the Board take no action on the previously issued Special Permit, under Section 6.4.2 (c) because the change in solar panel mounting method does not constitute a significant change to the Special Permit issued on 1/25/16. EM seconds the motion. Vote taken, 3-0 in favor of taking no action.

7:00 PM:        EM reads the legal notice for a Highway Department truck body/snow
plow package as published in the Berkshire Eagle:

Request for Bids

The Town of West Stockbridge seeks bids from qualified vendors to furnish and install a new snow removal equipment package on a 2016 Ford 550 one-ton cab and chassis vehicle. Bid specifications are available by contacting Highway Superintendent Curt Wilton at 413-232-0305. Sealed bids, clearly marked “Equipment Package” shall be accepted until 7:00 PM on June 27, 2016. Bids shall be addressed to Board of Selectmen, 21 State Line Road, West Stockbridge, MA 01266. The Selectmen reserve the right to reject any and all bids if deemed to be in the best interest of the Town.

Curt Wilton, Chair
EM makes a motion to close acceptance of bids. PS seconds the motion. Vote taken, 3-0 in favor.

One bid was received, from H.P. Fairfield for $49,054. Bid will be taken under advisement until a review and recommendation is offered by the Highway Superintendent.

Other Business/Action/Discussion Items:

  • Board reviews and approves amended Tree Warden Job Description.
  • There will be a Rent Control Board hearing on July 18th at 7:00 PM to hear and act on an owner's petition for rent adjustment and a tenant's petition for rent adjustment. Town Counsel will attend the hearing on behalf of the RCB.
  • There will be a meeting of the Cable TV Commission on July 11th at 11:00 AM. Present will be the Commission members, Town Counsel and a representative from Charter Cable. Items to be discussed include the renewal of the current license agreement with Charter and updates on Charter's upgrade of their system in West Stockbridge.
  • Board defers final action on Annual Appointments until its next meeting.
  • CW asks those in attendance if there are any questions or comments for the Board. Hearing none, CW makes a motion to go into executive session under MGL Ch 30A, Section 21(a)(3) to discuss strategy with respect to collective bargaining and not to return to open session upon its conclusion. EM seconds the motion. Voice vote taken: PS, aye; CW, aye; EM, aye.
7:50 PM:        Executive Session.

Meeting minutes accepted by:

__________________________      __________________________      ________________________
Curt Wilton, Chair                             Earl Moffatt                                     Peter Skorput

Date: __________


 
Town of West Stockbridge 21 State Line Road, West Stockbridge, MA 01266
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