SB Notes Friday, Jan 5 2024

3:00 p.m. Call Meeting to Order, Review Agenda, Review Minutes: 12/19/23
Public Comment - none
5:26 position on tape - Town Coordinator position—review of responsibilities, hours, position description and title.   
Hilma went over the list of duties evaluating the relevance of the items and her ability to perform the them.  

• Prepares agendas  for SB meeting and produces minutes, maintains SB files.
• Acts as liaison between BOS, and town boards and committees
• Keeps Town contact info up to date and distributes to all boards and committees. Hilma indicates this is an area that may get put off and fall through the cracks. To Sue's question if this might be something that can be done by an office assistant, Hilma responded that it was.
• Implements policies and procedures enacted by the SB. Hilma says this is a lot of putting out fires which is time consuming. 
• Prepares broadband report and oversees budget preparation.
• Serves  as liaison to state agencies and representatives
• Procures office supplies: Heath has an Amazon business account and many departments do their own ordering. Town Coordinator  oversees these orders. Departments are encouraged to do their own ordering.  Tim uses other vendors for certain supplies and he does his own ordering.
• Maintains personnel related forms and documents.
• Liaison with  insurance companies.
• Maintains keys for all buildings.
• Maintains town website. Shares duties with  some boards and committees and web administrator.
• IT troubleshooting as needed.   SB to change this to facilitating troubleshooting as some town persons contact our IT group directly.
• Representative to FRCOG.
• Possible additions:
  • Managing Code Red
  • Chief Procurement Officer
• Coordinates Town Report production and distribution
• Prepare and update an accurate budget worksheet from department info
• With accountant, prepares annual salary and payroll worksheets
• Research contracts, manage bids and contract maintenance
• Safety inspections
• Coordinates with building manager as needed

Office Assistant position--review of responsibilities, hours, position description. — Tabled until the Town Coordinator position is updated
1:14 position on tape - Future Meeting Schedule

• Thur Jan 11, Tue Jan 23, Tue Feb 6, Tue Feb 13 with FinComm. Mar and  Apr were also scheduled.

Other Business
1:21 position on tape - Community Hall Fundraising—update and review of 2 letters— an initial informational letter was reviewed which SB approved with amendments.

• Bob Gruen stressed the importance of collaboration and the intent to make sure that all committee members thoughts are included in an initial letter. He indicated that there would be a follow up letter with more detail about how to donate.
• Donation thank you letter was also approved.

1:34 position on tape - Community Hall/Sawyer  Hall— Update on Current Building Projects, Discuss Potential Winter Projects Inc. Mold Remediation and Winter Building Use/Status. Not all items discussed.

• CH and SH are on schedule for mold remediation this month
• CH and SH building signs will be updated 
• CH gutter replacement is on hold until spring

MTRSD Amendment

• Ken Rocke informational meetings have started.
• There were representatives from Ashfield, Buckland, and Shelburne attending

1:41 Position on tape Snow Plowing schedule--update

• Hilma added updates to contract regarding insurance and sent updated doc to to Jeff and Saladino. No responses back yet. Hilma may seek alternative if she does not get responses.
• Sue Lively to contact Rep Blaise to get assistance with washout on 8A near Brunelle Rd?
• Sue drove dirt roads to assess condition. Biggest problems were at the Rowe end. 
• Sue contacted Jeff to get a list of dirt roads where people park cars along the road side  that could impede plowing
• The new Highway department truck is in Heath 

1:49 position on tape - Salt Shed.

• ​Robyn has a meeting to get numbers next week.
• Size needed and two locations were discussed.

1:57 position on tape -Mail

• ​​Trailer on 8A - it was scheduled for removal this week, but person with equipment was unavailable
• Response for MTRSD with clarification of Recorder article that seemed to threaten legal action.