Select Board Meeting Minutes 09/30/25

Select Board meeting minutes

Date: 09/30/2025

Location: Town Hall and remote

Select Board members present: Justin Makuc (Chair), Susan Cooper, Frank Abbott

Others present: Roger MacDonald (Town Administrator), Chris Gannon, Dennis Lynch, Mary Makuc

The meeting was called to order at 6:00pm.

MVP Main Road Culvert Update

Dennis Lynch reported that the town’s MVP Phase 2A grant application for the Main Road culvert project was not funded, with the state citing the need for additional outside partnerships and clearer federal permitting timelines. He explained that the Stockbridge–Munsee Tribal Council requested an archaeological desktop survey to identify any potential historical artifacts along the project site. Dennis suggested the town could strengthen its resubmission by forming partnerships with regional entities.

Susan questioned what qualified as an “outside partner,” noting that potential collaborators like Otis or New Marlborough might make sense given shared infrastructure. Roger mentioned the Tribal Council and possible partnerships with groups like Trout Unlimited, given the culvert’s connection to a cold-water fishery. Justin agreed, saying that a letter of support from Otis could demonstrate the road’s regional importance, especially in emergencies when access routes are critical.

Frank supported the idea of broadening partnerships to improve grant competitiveness. The Board concurred that the town should reapply in the next MVP cycle, with an expression of interest due October 28, 2025. Dennis noted upcoming One Stop program webinars that could help identify additional state funding opportunities.

Review Community Center pavilion funding

Justin thanked Chris Gannon and Dennis Lynch for their work on the Wilson McLaughlin Community Center pavilion project. The town received a $90,000 grant from MassDevelopment, which is partial funding toward the $145,000 requested. Dennis explained that MassDevelopment rarely fully funds projects and that the town’s share may be offset partially by an ADA grant for accessibility improvements.

Susan asked if ADA funds could also help add a second accessible restroom, which Dennis said might be possible in a future round. Justin reported that he spoke with Friends of the Wilson McLaughlin House (represented by his mother, Mary Makuc) about helping fundraise the remaining shortfall. Mary confirmed that her nonprofit’s board will meet in October to discuss contributing seed money or coordinating a community fundraising effort.

Chris noted that community members were interested in using the new pavilion for a 2026 memorial event honoring Joe Baker, reinforcing local enthusiasm for completion. Susan reflected that the first round of community center renovations had also been funded entirely by donations, showing strong resident support for such projects.

The Board agreed to provide a letter confirming Select Board financial support and to delay formal contracting or bidding until after the Friends’ October meeting. Justin emphasized the importance of clarity about available funds before issuing bids, while Frank Abbott noted the Board’s appreciation for community collaboration on capital projects.

Southern Berkshire Public Health Collaborative Exhibit C Changes

Roger explained that the Southern Berkshire Public Health Collaborative had revised its scope of services under the Tri-Town Health District and required only a formal vote of approval. No signatures were required, but the vote will be recorded in these minutes for submission.

A motion was made, seconded, and unanimously carried to approve the modifications as presented in Exhibit C.

Highway Department hiring updates

Frank provided an update on the recent round of Highway Department interviews, noting that four candidates had been interviewed for the Highway 2 and Highway 3 positions. One applicant for the Highway 3 position showed potential and would be recommended pending reference checks. None of the candidates currently held CDL or hoisting licenses, and only one had completed a Massachusetts DOT physical.

Roger described the staffing challenges and said the department remains short-handed ahead of winter. Justin stressed that given the upcoming plow season, “we need to make decisions soon — not in November — or we’ll be scrambling when the first snow hits.” Susan suggested expanding outreach through online job platforms such as BerkshireJobs.com, iBerkshires, and MassHire, while supporting exploring subcontracting for snow routes if permanent hiring lags.

The Board also discussed potential pay adjustments to remain competitive and retain current staff. Roger proposed incremental raises tied to obtaining licenses, which Susan said would help incentivize training and retention. Roger, Frank, and Highway Foreman Pete Wilson will meet later in the week to finalize recommendations and report back to the Board.

Municibid Fire Department Rescue Vehicle

Roger reported that the town’s 2012 highway truck sold for $42,100 on Municibid.  

A motion was made, seconded, and unanimously carried to accept the bid of $42,100.

Roger also requested that the Board declare the brush truck a surplus vehicle to allow its sale.

A motion was made, seconded, and unanimously carried declaring the brush truck a surplus vehicle to allow its sale.

Special Town Meeting Warrant / Bylaw Review Committee

The Board confirmed that the Special Town Meeting will be held Saturday, November 1, 2025. Roger suggested including articles for (1) allocation of opioid settlement funds to the Railroad Street Youth Project, and (2) adoption of M.G.L. Chapter 90, Section 17C, enabling 25 mph limits in thickly settled areas.

Susan proposed holding a public hearing on the bylaw revisions prior to the Town Meeting to invite questions and engagement. The Board agreed to schedule it for Saturday, October 25, 2025, at 10:00 a.m. in the Monterey Library. Justin noted that, even if attendance is light, “it’s about giving residents the opportunity to ask questions before Town Meeting.” Susan will draft and distribute public notices through the town’s communication channels.

CDL (Commercial Driver’s License) and other licensing tuition policy

Roger presented the final draft of the CDL Training Policy, under which employees pay 25% of course costs, refundable upon passing the exam. The policy outlines repayment requirements if an employee leaves within three years or fails to maintain the license.

Susan emphasized the policy’s fairness: “It gives employees some skin in the game while ensuring the town’s investment is protected.” Frank Abbott added that CDL certification is essential for highway safety and reliability, noting “we can’t have plows sitting idle in a snowstorm.”

Justin confirmed that the policy language protects the town in cases of early separation or license loss.

A motion was made, seconded, and unanimously carried approving the policy.

Review Employee Handbook, as necessary

The Board reviewed proposed edits to the holiday and paid time off policy, clarifying eligibility for part-time employees based on regularly scheduled workdays. Susan noted that part-time employees who do not have fixed schedules would not receive paid holiday time. Justin raised the issue of employees who choose to work holidays despite being told not to, noting that “if we tell someone not to work, we shouldn’t double-pay them for doing so.”

The Board agreed to finalize the updated language at a future meeting.

David Myers disclosure of potential conflict of interest

Justin clarified that Mr. Myers was not required by law to file such a disclosure, as he has no personal or financial interest in the matter under consideration. “The conflict of interest statute applies to a financial interest,” Justin explained, “and David doesn’t have one — not any more than any other Monterey resident who lives near the lake.”

Susan and Frank both agreed. “He’s got no financial stake in it,” Susan noted. Frank added, “It’s far from being a conflict — it’s just sad he even had to write the letter.” The Board members collectively expressed concern that the Conservation Commission meeting where the issue arose had been contentious and poorly handled.

Frank stated that David was not listed on the Conservation Commission agenda but was nevertheless called out during the meeting. “It wasn’t on the agenda, and she still made it a point to talk to him — while recording,” Frank said, adding that the discussion “violated open meeting law principles.”

Justin noted he had heard similar accounts from others and admitted that the Select Board, when appointing Myers, did not follow its usual procedure of consulting Conservation Commission first. “We skipped it on purpose. We usually do it as a courtesy, but we weren’t being shown that same courtesy. We’re the appointing authority, and there’s no requirement that we get their approval.”

Susan concurred, explaining that while the town has historically consulted the Conservation Commission before appointments, “that’s been by courtesy, not by law.” Susan and Justin both emphasized that David Myers’ appointment was based on merit, not politics. “If we were trying to stack the board with a crony to push the drawdown, that would be one thing,” Justin said. “But David is one of the best appointments we’ve made — probably one of the most qualified in years.”

Town Administrator updates

Roger made note that the Bidwell House 2025 Reenactment was the upcoming weekend, and that the Diver Assisted Suction Harvesting (DASH) had started on Lake Garfield

Unanticipated business

Conservation Commission Meeting Conduct and Process:

Susan expressed concern about the Conservation Commission’s meeting process, noting that it operates as a quasi-judicial body, similar to the Zoning Board of Appeals. “Applicants should be able to present their cases fully,” she said, “not be cut off after three minutes — and certainly not have time limits imposed on board members.”

Frank agreed, saying the tone of the meeting was inappropriate and that public transparency had been lacking, especially given that the session was not available via Zoom, despite many affected residents being seasonal homeowners. Susan pointed out that Conservation Commission minutes are often significantly delayed, with only one recent set posted online.

Roger confirmed that several backlogged minutes had since been recovered and posted, but acknowledged that “the commission has struggled to keep up.” Justin expressed understanding for the volunteers’ workload, saying, “We’re not textbook applicants either — we showed up at the last minute with a complicated request. It was a tough situation all around.”

Frank raised questions about whether all Conservation Commission members had seen a Fish and Wildlife Service letter dated September 17, which contained critical information about potential lake drawdown impacts. Frank observed that some members seemed unfamiliar with the contents during deliberations. Justin agreed it was possible, noting “there’s a lot to weed through” in the documentation.

Susan observed that the Conservation Commission chair may be trying to manage too much alone, which could be affecting communication and delegation. Susan and Justin both agreed that the town might need to explore increasing agent hours or regional collaboration, given that the Conservation Commission’s agent is underfunded and overextended. Roger confirmed that the agent currently works about 7.5 hours per week.

Susan suggested investigating inter-municipal agreements (IMAs) with nearby towns to share staff resources, like prior discussions with Stockbridge. Justin recalled that the town had previously attempted an IMA for a shared service, but “it never really got off the ground” due to the number of towns involved and agent turnover.

All members agreed that volunteer commissions need more consistent administrative support, and that the topic should be revisited during the next budget season.

Sandisfield Road Culvert Contract:

Roger presented the Sandisfield Road culvert contract for signature, totaling approximately $336,000, with remaining grant funds covering potential contingencies. The contractor will not schedule the project until the signed documents are received.

Roger advised that Sandisfield Road will need to be closed for about two weeks during construction and that he has coordinated with the school district and transportation staff to ensure continued student access. He also reported that Highway Superintendent Pete had inspected nearby Wallace Hall and Cronk Road for temporary routing and was planning maintenance on Chestnut Hill Road. The Board members signed all required copies of the contract.

Parks Commission – Beach and Parking Policy

Justin relayed a request from the Parks Commission seeking legal clarification from Town Counsel about whether out-of-town beach users could be asked to make voluntary donations for parking. Susan noted this topic “comes up every year” when the town hires a beach monitor. Justin agreed, adding, “The important thing is they discussed it as a commission and submitted the question in writing. We’ll wait for counsel’s guidance.”

Southern Berkshire EMS and Rural Health Funding

Susan reported on the recent Southern Berkshire EMS meeting, describing it as “one of the most substantive meetings I’ve attended in years.” Susan shared data showing that Monterey falls entirely outside the eight-minute emergency service delivery zone, based on GIS mapping.

Frank countered with recent data from EMS Director Kevin Wall, showing that 52 ambulance runs were completed in Monterey between January and August 2025, all meeting required response times of approximately 12 to 13 minutes. Susan pointed out that those extra five minutes can be critical, and also suggested confirming those numbers locally, noting that state-level data collection “has been inconsistent since the dispatch transition.”

Susan briefed the Board on a Federal Request for Information (RFI) concerning rural health funding. Massachusetts has indicated that its focus will likely be on rural hospitals and health clinics, particularly Fairview and North Adams Regional Hospitals. However, Susan emphasized that ambulance services are an equally critical part of rural health and proposed submitting a letter to the state highlighting that fact.

Frank supported the idea, saying, “If we’re going to get anywhere, we need to be part of the group effort. Going alone won’t help.” He suggested the letter emphasize training, capital investment, and dispatch system upgrades as essential needs. Justin agreed, noting that “access to care here isn’t about having hospitals — it’s about having ambulances that can get people there.”

Susan will coordinate public outreach for an upcoming ambulance service survey, which will be shared via the town website, Google Group, post office, library, and transfer station bulletin boards.

A motion was made, seconded, and unanimously carried to authorize Susan Cooper to draft and submit a letter on behalf of the town as part of the regional EMS group’s response to the RFI.

Approve minutes of 08/05/25, 08/08/25, 08/11/25, 09/02/25, 09/09/25, 09/16/25, 09/18/25

The Board reviewed outstanding minutes and agreed to approve all outstanding minutes from August at the next meeting. Justin noted that several associated documents were still being compiled.

A motion was made, seconded, and unanimously approve minutes for August 8, 2025.

A motion to adjourn the meeting was made, seconded, and carried by a unanimous vote.

Meeting adjourned at 8:10pm.

Documents used at the meeting:

1. Southern Berkshire Public Health Collaborative Exhibit C Changes
2. Approved CDL (Commercial Driver’s License) and other licensing tuition policy
3. Holiday and paid time off policy
4. David Myers conflict of interest disclosure
5. Signed Sandisfield Road culvert contract

Minutes drafted by: Roger MacDonald

Minutes approved by: Select Board