Select Board Meeting Minutes 09/09/25
Select Board meeting minutes
Date: 09/09/2025
Location: Town Hall and remote
Select Board members present: Justin Makuc (Chair), Susan Cooper, Frank Abbott
Others present: Dennis Lynch
The meeting was called to order at 6:02pm.
Review Community Center pavilion funding
The Board began with an update on the Community Center funding application. Justin reported contacting three representatives from MassDevelopment seeking clarification on available grant programs. One representative, Lillian Muñoz, had responded to schedule a discussion. Dennis Lynch confirmed that Isabella Corazzini is the project manager assigned to this initiative. The Board agreed that Justin and Dennis would coordinate a meeting with Ms. Muñoz and any other relevant staff to discuss additional funding opportunities.
Justin noted the importance of keeping the project moving and ensuring the town remains eligible for future funding rounds. Dennis expressed his commitment to joining the call to maintain communication with the state agency. The Board planned to review next steps once the discussion with MassDevelopment occurs.
Letter to Conservation Commission regarding Lake Garfield drawdown
The Select Board reviewed the final draft of a letter of support to the Conservation Commission regarding the proposed Lake Garfield drawdown. The purpose of the letter was to affirm the Board’s support for continued ecological management of the lake while recognizing that ultimate authority rests with the Conservation Commission.
Susan explained that Michael Germain, representing the Lake Garfield Comittee, had requested that the letter more clearly state that the issuance of any Order of Conditions lies solely with the Conservation Commission. Susan said she believed the draft already reflected this, pointing to language clarifying that the Commission has full discretion to issue, modify, or deny the order. “I felt the tone was balanced and clear without being overly directive,” she said.
Frank agreed, stating, “It already makes clear that it’s their decision. We don’t want to tell them what to do — we just want to support the science and the consultants’ findings.” Justin concurred, noting that while newer members of the Commission might benefit from the clarification, the current version already conveyed that message appropriately.
The Board reaffirmed its continued commitment to collaboration with the Conservation Commission and Lake Garfield Working Group on long-term lake health, invasive species control, and public communication.
A motion was made, seconded, and carried by a unanimous vote to approve and sign the letter as amended.
Award Sandisfield Road culvert replacement project bid: Western Earthworks, LLC
Justin noted that three bids had been received for the Sandisfield Road Culvert Replacement Project. The low bid submitted by Western Earthworks, LLC matched the engineer’s recommendation for award. Susan noted that the range of bids reflected differing approaches among contractors but that all submissions were reasonable. Frank added that the engineer’s estimate closely aligned with the two lowest bids, confirming the competitiveness of the process.
A motion was made, seconded, and carried by a unanimous vote to award the contract to Western Earthworks, LLC
Hire Transfer Station attendant: Paul DePreter
The Board discussed filling the vacant Transfer Station Attendant position. Justin reported that the Town Administrator recommended hiring Paul DePreter at a starting rate of $20 per hour, consistent with prior hires. Susan and Frank agreed the rate was appropriate given recent cost-of-living adjustments.
A motion was made, seconded, and carried by a unanimous vote to hire Paul DePreter as the new Transfer Station Attendant at a starting rate of $20 per hour.
Highway Department hiring update
The Board discussed the two open positions within the Highway Department. Justin shared that two individuals had expressed interest in the jobs, both of whom lacked commercial driver’s licenses (CDLs) but that the Town is motivated to consider them. Justin emphasized that establishing a clear tuition policy would improve recruitment.
Frank raised the idea of offering a sign-on incentive, such as a $1,000 bonus after six months of continuous service, to compete with neighboring towns struggling with similar workforce shortages. Justin and Susan agreed that while the concept had merit, the Town should approach it cautiously to ensure fairness across departments.
The Board compared local pay ranges, noting that Monterey’s hourly range of $26–$28 remained competitive with neighboring communities like Richmond and Egremont. Frank pointed out that many towns are facing the same challenge in finding licensed operators, adding, “We may need to take a more creative approach to get people trained rather than wait for someone who already has everything.”
Justin proposed that entry-level hires without a CDL or hoisting license start at $26 per hour, with an increase of $1–$2 per hour upon completion of required training and successful licensing. Susan and Frank supported this approach, viewing it as a structured pathway for advancement and retention.
CDL (Commercial Driver’s License) tuition policy
The Board reviewed revisions to the Commercial Driver’s License (CDL) Tuition Policy. Justin summarized the draft policy prepared by the Town Administrator, which currently reimbursed 50% of CDL training costs. The Board agreed that to remain competitive and attract qualified staff, the Town should cover 100% of CDL training expenses.
Frank proposed that the payment be made in two stages — 50% at enrollment and the remaining 50% upon successful completion of the CDL test. This would encourage employees to finish the training while limiting financial risk to the Town. Susan agreed, adding that the policy should include a three-year employment commitment similar to that used in New Marlborough. Employees leaving before the three-year period would be required to reimburse the Town on a prorated basis.
The Board reviewed cost estimates for CDL programs, which range from $3,000 to $10,000 depending on license class and provider. Justin suggested that training costs be paid directly by the Town rather than reimbursed to the employee, given that many candidates may not have the funds to pay upfront. Susan recommended that the Town add language authorizing wage garnishment of the final paycheck or direct repayment if an employee fails the test or leaves before the required term.
The revised policy will include the following provisions:
- The Town will pay 100% of CDL tuition costs.
- Payment will be split — 50% at enrollment and 50% after successful completion.
- Employees must commit to three years of employment or repay the Town on a prorated basis.
- Failure to pass the exam or maintain the license will result in repayment obligations.
- Training time may be paid only with prior approval from the Highway Superintendent.
Justin noted that funding for CDL tuition could come from unspent salary funds or the reserve account and that a dedicated training line item might be established in future budgets. The Town Administrator will revise the draft accordingly for final approval at a future meeting.
Donation to Fire Department from Robert Kuhner
The Select Board acknowledged receipt of a $50 donation from Robert Kuhner to the Monterey Fire Department from a local resident. Justin explained that while the Town appreciates all gestures of community support, such contributions are typically processed through the Town’s general fund rather than a designated departmental account, unless a specific gift or revolving fund has been formally established.
Frank asked for clarification on how such donations are managed under existing town financial procedures. Justin confirmed that, in the absence of a dedicated fund, the money is deposited into the general fund, and any future use of those funds for fire-related purposes would require appropriation at a Town Meeting. Frank noted that setting up a small “gifts and donations” account for departments such as Fire or Police might streamline future contributions but acknowledged that the Town receives such donations infrequently.
Susan observed that while creating a new fund for small, one-time donations might not be practical, it was important that donors understand how their contributions are handled. Susan added that “it would be a nice gesture for the Fire Chief or a Select Board member to send a short thank-you note acknowledging the donor’s generosity.”
A motion was made, seconded, and carried by a unanimous vote to accept the $50 donation from Robert Kuhner.
Fire Department staffing policies/procedures
The Board revisited ongoing discussions regarding Fire Department staffing, scheduling, and payroll transparency. Justin reported that covering Kelly Days and vacation shifts with per diem staff rather than full-time employees could save the Town roughly $30,000 per year. Susan supported the shift, emphasizing the need for predictable scheduling and consistent backup coverage.
Frank expressed concern about the current payroll reports, which summarize all Fire Department staff under one line item. He suggested requiring breakdowns by employee to improve oversight. “We can’t wait six months to realize there’s a problem,” he said. Justin agreed, noting that clearer payroll access would help the Board track budget compliance.
The Board requested that the Town Administrator explore granting Select Board members view-only access to the Town’s payroll system. Members also discussed holiday and vacation accruals for fire personnel, concluding that annual vacation should either be front-loaded or accrued monthly in a standardized manner. Justin clarified that holiday pay should be double time, not triple, as previously entered in payroll.
Cultural Council appointment: Jeff Zimmerman
The Board discussed the appointment of Jeff Zimmerman to the Monterey Cultural Council for a term ending June 30, 2028. Justin thanked Maggie Barkin for her recruitment efforts and noted the importance of maintaining a full council to manage state cultural grants.
A motion was made, seconded, and carried by a unanimous vote to Jeff Zimmerman to the Monterey Cultural Council for a term ending June 30, 2028.
Alternate Building Inspector appointment: Don Fitzgerald
The Board discussed the appointment of Don Fitzgerald as Alternate Building Inspector through June 30, 2027. The appointment will provide backup coverage when the primary inspector is unavailable or has a conflict of interest.
A motion was made, seconded, and carried by a unanimous vote to Don Fitzgerald as Alternate Building Inspector through June 30, 2027.
Mission for ad hoc Lombardo Park committee
The Board reviewed the draft mission statement for the newly formed Lombardo Park Committee. Susan recommended that the document emphasize early engagement with a site planner to guide decision-making on property use and design. “The first step should be figuring out what we want to do with the site before we hire engineers or landscape designers,” she explained.
Justin agreed to revise the mission statement so that “site planning” appears before “engineering or landscape design.” The Board also discussed adjusting the project timeline, suggesting that professional consultation be completed by 2027 and site work by 2028. Frank recommended aligning those milestones with the Town’s annual budgeting cycle.
The Board agreed that future oversight of the property would be transferred to the Parks Commission pending approval at a future Town Meeting. Committee membership will include representatives from the Select Board, Parks Commission, Council on Aging, and Lake Buel Committee and three citizens.
Citizen email regarding internet access/cost
The Board discussed a resident’s email regarding Fiber Connect’s billing policy for seasonal residents who wish to suspend service during the off-season. Justin summarized the issue, noting that Fiber Connect currently requires year-round payment even for customers who occupy their homes only part of the year.
Susan questioned whether the Town has regulatory authority to influence such policies. Justin explained that while the Town holds the franchise agreement with Fiber Connect, the company operates as a private utility and retains control over rate structures. Frank cautioned that allowing seasonal discounts could drive up rates for year-round residents.
The Board agreed that Justin will contact Adam Chait, CEO of Fiber Connect, to discuss whether a seasonal rate adjustment could be considered. If not feasible, the Town will respond to residents acknowledging the inquiry and explaining the company’s independent pricing model.
Town Administrator Updates
None.
Unanticipated business
The Board agreed to schedule an Executive Session on September 16, 2025, at 5:30 p.m. to discuss a confidential matter.
Approve minutes of 08/05/25, 08/08/25, 08/11/25, 09/02/25
No minutes were approved.
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 7:15pm.
Documents used at the meeting:
- Signed letter to the Conservation Commission regarding the drawdown
- Sandisfield Road culvert replacement project bid
- CDL (Commercial Driver’s License) tuition policy
- Mission for ad hoc Lombardo Park committee
- Citizen email regarding internet access/cost
Minutes drafted by: Roger MacDonald
Minutes approved by: Select Board