Select Board Meeting Minutes 03/31/26
Select Board meeting minutes
Date: 03/31/2026
Location: Town Hall and remote
Select Board members present: Justin Makuc (Chair), Susan Cooper, Frank Abbott (Remote)
Others present: Roger MacDonald (Town Administrator), Steve Pullen (Chair, Finance Committee), Jeff Zimmerman (Finance Committee), Roger Tryon (Finance Committee), Peter Murkett (Renewable Energy Working Group), Kenn Basler (Housing Committee), Cara Mead (Housing Committee), Tom Sawyer (Planning Board), Laura Mensi (Planning Board), Mickey Jervas, Cara Tryon
The meeting was called to order at 6:03pm.
Joint meeting with Finance Committee to review FY27 budget
The Select Board and Finance Committee continued review of the FY27 budget, focusing on remaining items requiring clarification prior to warrant preparation.
Peter Murkett, Chair of the Renewable Energy Working Group (REWG), provided an update on ongoing renewable energy initiatives and anticipated funding needs. Peter Murkett stated that prior work had been supported through ARPA and grant funding, with expenditures averaging approximately $15,000 annually, and that future costs are expected to be lower but remain uncertain due to unresolved project variables. He reported that progress on the proposed municipal solar array at the capped landfill is dependent on coordination between the developer and National Grid, including an upcoming meeting to address interconnection requirements, cost responsibilities, and grid capacity constraints.
Peter explained that the local electrical distribution system is nearing capacity for additional solar generation, requiring potential participation in a pilot program that would allow the utility to limit output under certain conditions. Susan Cooper questioned the limitations of the grid given increasing electrification demand, and Peter responded that the issue reflects aging infrastructure and the complexity of system upgrades.
Peter also reported that Monterey’s application for designation through the Massachusetts Department of Energy Resources Green Communities program is advancing, including a forthcoming assessment of municipal buildings to support a required five-year, 20% energy reduction plan. Peter noted that potential designation could provide access to funding for energy efficiency and clean energy projects.
Discussion included potential solar installations at the firehouse, pavilion, and other municipal properties. Peter identified the firehouse and pavilion as favorable locations due to proximity to three-phase power, which would reduce infrastructure costs. Peter acknowledged ongoing concerns from the Fire Company regarding lithium-ion battery storage and fire risk. Susan referenced a recent fire incident involving battery ignition, and Peter responded that such risks are inherent to modern technology and can be addressed through appropriate design and safety measures. Peter stated his intention to present the Fire Company with a fully developed proposal outlining costs, benefits, and safety considerations.
Peter further noted that prior evaluations of Town-owned properties identified the capped landfill and firehouse/pavilion as the most viable solar locations, while other sites were limited by size, orientation, or infrastructure constraints. Peter also discussed potential integration of solar into future housing development.
In response to questions from Justin, Peter indicated that approximately $10,000 would support continued REWG efforts, primarily for consulting services, and that the Green Communities application itself does not require significant local funding. Justin proposed a $10,000 Free Cash warrant article to support REWG activities, with flexible language to allow for a range of related expenditures.
The Board discussed a previously proposed warrant article to use Free Cash for the purchase of a Lake Garfield algae monitoring system. Susan reported that she had consulted with the lake scientist regarding the potential value of the equipment. Susan stated that while continuous monitoring data would be beneficial from a research and informational standpoint, the expert advised that it would not materially change current management recommendations for cyanobacteria in Lake Garfield.
Susan noted that the estimated cost of the system, approximately $14,000, represents a significant expenditure given current budget pressures. While additional data could be useful over time, the lack of immediate operational benefit made the investment difficult to justify in the current fiscal year.
Following discussion, there was general agreement among Board members to defer or remove funding for the algae monitor from the warrant at this time. The decision was made in the context of broader budget constraints and competing priorities, with the understanding that the concept could be revisited in a future fiscal year if circumstances or needs change.
Finance Committee member Steve Pullen asked whether the Town was approaching a snow emergency threshold or had exceeded budgeted amounts for salt and overtime. Roger reported that expenditures remained under budget, noting that approximately $21,000 to $24,000 remained in the snow and ice account. Steve asked whether additional salt purchases would be necessary before the end of the season. Roger responded that no additional purchases were anticipated for the current fiscal year and that the Town would instead begin stockpiling salt at the start of the new fiscal year. Roger noted that regional supply shortages had occurred during the winter, with some municipalities needing to request assistance from neighboring towns. Susan Cooper added that fuel usage was also below projections indicating favorable budget performance despite multiple snow events.
The Board engaged in an extended discussion regarding the FY27 budget for the Southern Berkshire Regional School District. Ms. Cooper reported that the Town had received communication indicating a proposed 6% assessment cap, reduced from earlier projections of approximately 9.6% and 18%, but without the detailed financial breakdown necessary for warrant preparation. Susan stated that the Town requires specific figures for operating, capital, debt service, and other line items, as well as clarity on staffing and program reductions associated with the proposal.
Community Preservation Act (CPA)
The Board discussed placing a Community Preservation Act (CPA) article on the Annual Town Meeting warrant. Members of the Housing Committee and others spoke in favor of advancing the proposal, noting that CPA would establish a dedicated funding stream for housing, historic preservation, and open space, and would allow the Town to access state matching funds. It was noted that the surcharge is proposed at 3% of real estate taxes, with available exemptions for certain taxpayers, and that implementation would require both Town Meeting approval and a subsequent ballot vote.
Discussion included estimated annual revenue in the range of approximately $175,000 to $225,000, as well as examples of how CPA funds could be used locally, including support for housing initiatives, preservation of historic structures, and other community projects. Members emphasized the importance of providing clear public information, including estimated tax impacts and potential project uses, so that voters can make an informed decision.
Concerns were raised regarding timing, given current budget pressures related to the school and public safety costs, and the cumulative impact on taxpayers. Some participants expressed concern that adding a new surcharge in the current fiscal environment could be challenging for residents, while others noted that delaying the proposal may result in continued missed opportunities for funding and planning.
Justin stated that while he has had reservations about CPA in the past, particularly regarding long-term allocation and use of funds, he supports placing the article on the warrant to allow voters to consider the proposal, noting recent progress by the Housing Committee and the broader need to address housing in the community.
A motion was made, seconded, and carried 2-0 (Frank Abbott absent) voting in favor to support placing a CPA (3% surcharge) article on the May 2, 2026, Annual Town Meeting warrant, with final confirmation to occur when all members are present.
Annual Town Meeting Warrant
The Board reviewed the items for the Annual Town Meeting warrant and discussed the status of remaining articles in advance of finalization. Roger outlined current financial articles, including those supported by free cash, and noted adjustments based on prior discussion. The Board confirmed removal of the proposed Lake Garfield algae monitor funding and inclusion of a $10,000 article for the Renewable Energy Working Group, with remaining free cash projected to be approximately $35,000, consistent with the Town’s target range.
The Board discussed whether to include a contribution to stabilization, noting that while a placeholder amount had previously been considered, current financial conditions and limited available free cash may not support an additional transfer this year. Members acknowledged that maintaining flexibility may be beneficial given ongoing uncertainty, particularly related to the school budget.
Significant discussion focused on how to present the Southern Berkshire Regional School District assessment within the warrant given the lack of finalized figures. The Board considered several approaches, including using placeholder amounts, prior-year figures, or estimated values based on available information. Members expressed concern that placeholder amounts could necessitate a Special Town Meeting and create confusion for voters, while also recognizing that delaying the warrant could impact overall timing for Town Meeting preparation.
The Board noted that coordination with other towns in the District is ongoing in an effort to present a consistent approach. Roger reported that discussions are underway with other Town Administrators to determine how each municipality intends to handle the uncertainty. The Board also discussed procedural considerations, including limitations on amendments at Town Meeting and the importance of selecting a reasonable and defensible figure if final numbers are not available prior to signing the warrant.
Members agreed that additional information from the School District is needed before final decisions can be made and indicated that the warrant would likely not be finalized at the next meeting. The Board reiterated its intent to continue refining warrant articles as updated information becomes available and to ensure that the final warrant provides clear and accurate information to voters.
The Board discussed the preparation of a cover letter to accompany the Annual Town Meeting warrant to provide context for voters. Justin noted that, given timing constraints and the likelihood that Monterey would be among the first towns to finalize its warrant, it would be important to clearly communicate the basis for budget decisions, particularly in areas where information remains incomplete. The discussion included reference to prior years when the School District revised figures after the warrant had been signed, underscoring the need for an explanation to accompany the Town’s adopted figures. Members indicated that this could help clarify assumptions, timing constraints, and the rationale behind specific warrant amounts.
In addition, the Board discussed the cover letter addressing staffing challenges in certain positions, including ongoing turnover and difficulty maintaining continuity in roles such as assessing and related administrative functions. Members noted that these challenges may warrant explanation to the public, particularly where budget adjustments are proposed to improve recruitment and retention.
Reappointment of Brian Jeffries to the Board of Registrars
The Board discussed reappointing Brian Jeffries to the Board of Registrars after it was noted that his term had expired approximately one month prior. Justin explained that the reappointment was time-sensitive, as the Town Clerk is required to convene the Board of Registrars in connection with a pending residency matter, and the Board must be properly constituted to take action.
The Board discussed the appropriate term length and alignment with the Town’s standard appointment cycle. Justin noted that the Town has been working to standardize appointment end dates to June 30 to align with the fiscal year. Susan Cooper suggested that, in the absence of immediate guidance from Town Counsel, the Board proceed with a term that would maintain continuity while allowing for future alignment.
A motion was made, seconded, and carried 2-0 (Frank Abbott absent) to approve the appointment of Brian Jefferies to the Board of Registrars for a period ending June 30, 2028.
Town Administrator updates
Hiring Police Officer
Roger reported that the Town is in the process of hiring a new police officer, noting that an offer is expected to be made in the coming week following completion of interviews and background steps. He indicated that the Board would likely be asked to make a formal appointment at an upcoming meeting.
School District Budget
Roger updated the Board on coordination efforts with other Town Administrators within the Southern Berkshire Regional School District. Roger stated that discussions are underway to develop a consistent approach among member towns in response to the uncertainty surrounding the FY27 school budget, including how each town may present the assessment in their respective warrants.
Board of Registrars
As noted earlier, Roger reported that the Town Clerk will be convening a meeting of the Board of Registrars in connection with a residency matter, and that ensuring the Board is properly constituted was the reason for the earlier reappointment discussion.
Unanticipated business
Hearings
The Select Board and Finance Committee discussed hearings that would address certain areas of the budget. The Select Board will be having a hearing on Saturday April 18th from 1PM – 3PM to discuss the Fire Department budget and operations. The Finance Committee will be having a hearing on Thursday April 30th to discuss overall changes across the budget. It was also mentioned that the Housing Committee would be holding a hearing on Saturday April 18th from 9AM – 11AM to discuss the Community Preservation Act (CPA) that will be on the Annual Town Meeting Warrant.
Public Records Request
The Town received a letter requesting documents and information regarding the Fire Department, some part of which was a Public Records Request. The Board discussed a draft response and ultimately agreed to provide a more detailed response.
Approve minutes of 03/17/26, 03/24/26
None
Comments & questions from the public
None
Adjournment
A motion to adjourn the meeting was made, seconded, and carried by a unanimous vote. Meeting adjourned at 8:14pm.
Documents used at the meeting:
None
Minutes drafted by: Roger MacDonald
Minutes approved by: Select Board