Select Board Executive Session Meeting Minutes 3/7/24

3/7/24 Select Board executive session meeting minutes

Executive session opened: 8:29pm

Location: Town Hall

Present: Justin Makuc (Chair), Susan Cooper, Frank Abbott

Also present: Mary Aicardi (Collins Center) via phone, Ethan Lively (Town Counsel / Harrington Heep)

Justin made a motion that the Select Board enter Executive Session under Purpose 2: To conduct strategy sessions in preparation for contract negotiations with nonunion personnel (the Town Administrator), that Mary Aicardi of the Collins Center and Ethan Lively of Town Counsel be present for the executive session, and that the Board not reconvene in open meeting after the executive session. The motion was seconded and voted on: Frank—yes, Justin—yes, Susan—yes. Executive session entered at 8:29pm.

The Board members discussed the parameters of the Town Administrator contract that they want to propose to Roger MacDonald. After discussion of each item, the following general provisions were agreed to by general consensus:

• Salary: $80,808.30/year to start (base); possible pay increase at 6 month review (up to 4%); additional possible pay increases each July 1st (subject to Town Meeting approval, and as is standard for other employees of the Town)
• Term: 2 years, with a 6 month probationary period
• Reviews: a 6 month review near the conclusion of the probationary period, and annual reviews thereafter in the normal schedule of other employees of the Town (reviews conducted in November/December)
• Work expectations: 5 days/week in the office. A normal 35 or 40 hour schedule with the understanding that some nights or weekends may be required for board/committee/commission meetings as well as Town Meetings, and other special meetings and events. Require a night every week or every other week for Select Board meeting. No overtime as it is an exempt position.
• Benefits:

• A Town-owned cell phone for the purpose of conducting Town business over email, text, and calling.
• Retirement: Berkshire County Retirement.
• Health insurance policy (75-25 split) (Town-employee)
• Vacation: three weeks/year
• Twelve Town recognized holidays: New Year’s Day, Martin Luther King Day, President’s Day, Patriot’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day and Christmas Day
• Fifteen sick days per year (accrued at a rate of 1 ¼ per month), of which three can be used as “personal days”
• Standard benefits according to the employee handbook (see health insurance for retirees, life insurance for employees, life insurance for retirees)

After the parameters of the salary, term, reviews, work expectations, and benefits were laid out and there was general consensus on each, the Board discussed the process for moving forward in contract negotiations. Town Counsel will draft a contract based on a basic Town Administrator contract, and with the parameters set forward by the Board.

Susan moved to delegate Justin as the Chair to negotiate on behalf of the Town with Roger MacDonald for the purposes of the Town Administrator contract under the terms outlined at this meeting, to make regular reports back to the Board as necessary, and with final approval of the contract by the Board in open meeting. The motion was seconded by Frank, and voted on: Frank—yes, Susan—yes, Justin—yes.

A motion to adjourn was made, seconded, and voted on: Frank – yes, Justin – yes, Susan – yes. Executive session adjourned: 9:30pm

Documents used at the meeting: none