Select Board Meeting Minutes 10/10/23

Minutes of the Select Board meeting 10/10/23

Meeting Date: Tuesday October 10, 2023

Meeting Opened at 6:01 pm

Select Board members present: Justin Makuc, chair; Susan Cooper, Frank Abbott

Also Present: Melissa Noe, Mickey Jervas, Dennis Lynch, Laurie Shaw, Mary Makuc, Jim Hunt, David Driscoll

Also present remotely: Laurie McArthur (sb secretary), Don Coburn 

Call to Order 6:01 pm

1. Recognizing outgoing Director of Monterey Community Center

Susan said they would like to provide a certificate of appreciation to Mary Makuc and read the letter for the public to hear.  Mary said that she enjoyed acting as the director for the last six years and shared some words with the public recognizing individuals she has worked with during her time there.  

2. David Driscoll: concerns about water runoff

Justin asked David to provide an update about what has occurred since May 2022.  David reported that some boulders had been placed to help with the runoff, which has helped.  He said that recently some trees have been cut down but the stumps left at approximately four feet high which will take longer to deteriorate.  Justin said that the Town does a good job maintaining the roads and roadside but generally does not care for private property.  Justin said that there is some cooperation that could occur between the private property owner and the Town.  David discussed concerns with safety and said that the area was a tripping hazard.  He requested some material be placed in where there were holes along with assistance to stagger the hillside so it would not be such a steep embankment. David spoke about the property line now being marked with orange paint and most of the property that needed to be addressed was on his property and not the town.  Jim discussed concerns that the hillside would be compromised if the tree stumps were cut back further.  

 

Jim said that the Highway Department could cut the two stumps in the Town’s right of way, dump some dirt, and remove some construction debris, as long as David agreed to take care of the rest of the property, and David agreed.  There was a general consensus that this was a good compromise. Jim said that the Town would continue to mow the roadside a couple times per year, as per usual protocol.  Jim asked David to keep the stumps flush with the ground so as not to disturb the earth beneath them.  The Board appreciated Jim’s assistance with the situation and David’s willingness to work together with the Town.

3. Approve Town Administrator job description; next steps for Town Administrator position.

The Select Board reviewed the suggestions in the Town Administrator draft job description.  The Select Board discussed some minor modifications and changes proposed to the job description.  Frank made a motion to approve the Town Administrator job description.  Susan seconded.  Call a vote:  Justin-yes, Frank-yes, Susan-yes.  Melissa asked when the job description would be effective.  Justin said that the current Town Administrator job description was tied to the current contract and thus the newly approved job description would become effective March 1, 2024.  Frank reported that Lin Saberski (Council on Aging Chair) and Ilene Marcus (Finance Committee Chair) requested that they could review the Town Administrator job description, and therefore, he recommended that the Select Board share the job description with the chairpersons in order to obtain feedback.  

Susan discussed concerns with the timing of employee reviews, especially that of the Town Administrator position.  Justin shared that the Employee Handbook outlined that evaluations occur in January.  The Board discussed the timing of employee reviews, especially with regard to the timing of the budget season.  There was general agreement that ideally reviews should be completed by mid-January and department heads will be encouraged to proceed with those reviews.  Justin said that the Town Administrator review took additional time last year, because the Board had to develop an appropriate evaluation form.  In the end, we used a form modified from the one Great Barrington uses for their Town Manager.  However we may wish to modify the evaluation document further. 

4. Approve Manual for all Elected and Appointed Boards and Committees

The Select Board agreed that this should say multi-member bodies as opposed to Elected and Appointed Boards and Committees.  The Select Board and Town Administrator discussed comments and language changes to the document.  The document will be sent to Town Counsel for review.

5. Review updated annual evaluation forms for department heads and employees.

Susan asked when the departments need to have their non-capital budgets finalized to help determine when the review process should be finalized.  Susan recommended having a finalized process in place to help the department heads be able to complete the work in a timely fashion.  Mickey suggested completing the evaluations in November prior to completing the budget.  Justin concurred that November may be a beneficial time to have the reviews completed.  Justin suggested sending updated annual evaluation forms to department heads for feedback in the next 10 days, make any corrections, and then plan to start employee evaluations on November 1st and try to be finished by December 15th.  The members of the Select Board agreed with this idea.  The forms will be sent to all department heads for feedback, and discussed at a future meeting.  

6. Discuss Human Resources Director position

Justin discussed the possibility of finding an individual in the interim and said that it would be helpful to have the HR director present to assist with the employee reviews.  Justin said that he was hopeful to conduct some interviews within the next few weeks.  Melissa said that she and Sophia are working on it currently.  The Select Board discussed whether to post the position prior to having the job description complete.  Susan asked about the budget for the position and clarified that it would be 10 hours a week.  Justin emailed Mark Pruhenski, Town Manager of Great Barrington, and attached the executed signed inter-municipal agreement.  Justin said that he and Melissa met with MIIA, and they discussed shared equipment and asked if Monterey had any shared positions they should be aware of due to insurance concerns.  Justin said that they will have to work on the shared agreement.  Susan asked how the Select Board wanted to present the position, whether it would be 10 hours a week or to help with employee reviews, and to look at the crucial needs.  Justin asked about a job description from the inter-Municipal Agreement for the HR Director position.  Melissa said that they are working on the job description to remove components that are not necessary.  The Select Board discussed the idea of seeing if other towns or businesses which may have an HR director that is seeking some additional hours working with the Town.  The Select Board will reach out to Sophia to see if she would act as a consultant in the interim. The Board will also continue to work toward finding an employee or consulting firm, particularly to help with the upcoming personnel reviews for the Town Administrator and Select Board Secretary.  

 

7. Election worker appointments: Gary Shaw and Evelyn Vallianos

Susan made a motion to appoint Gary Shaw and Evelyn Vallianos as Election Workers for one year.  Frank seconded.  Call a vote:  Susan-yes, Justin-yes, Frank-yes.  

8. Community Center Director Appointment: RJ Supa 

Justin made a motion to appoint RJ Supa as Community Center Director for an indefinite appointment, with a three-month probationary period.  Susan seconded.  Call a vote:  Susan-yes, Justin-yes, Frank-yes.  

9. Treasurer contract

Tabled until next week.  

10. Town Administrator Items:

a. Sign Recycling Dividends Program Grant contract

Melissa said that they were awarded $1,225 for the Recycling dividends grant.  Justin made a motion to accept the grant.  

Seconded.  Call a vote: Susan-yes, Justin-yes, Frank-yes.  

11. Draft Acceptable Use Policy

Justin moved to approve the Monterey Draft Acceptable use Policy with amendments.  Susan seconded.  Call a vote: Susan-yes, Justin-yes, Frank-yes.  

12. Draft Town Report

Justin said that he just added a few things.  Frank discussed the additions for investments made in the Police and Fire Departments.  Justin asked if all Board members should sign or just the Chair.  Susan and Frank agreed to sign the Town Report as well. 

13. Unanticipated business

Melissa said that the school had not answered her, but she found two young individuals to help with babysitting. Melissa said that the individuals would have to complete a W9 to work in the babysitting role.  Melissa suggested that they have a flat rate of $100 per individual babysitter.  Justin will reach out to the Friends of the Library because they were potentially interested in sponsoring the childcare, but the location has changed from the Library to the Firehouse.

Melissa said that if the town does not have the multifactor authentication and endpoint detection software in place by 2025 then MIIA will not provide the cybersecurity coverage.  Melissa said that it was recommended that if we are applying for the grant then we should also apply for the cost of the endpoint detection software.  Melissa and Justin discussed how some individuals do not want to use their personal phone for work and would prefer a fob.  Frank will email Roger MacDonald about this topic.  Melissa said that she will have to look further into the endpoint software and determine cost.  Justin suggested taking one of the proposals for IT and move forward with hiring a new service.  Frank will obtain a more detailed proposal from Whaley and John Shannon.  

Justin reached out to the Town Manager in Gt. Barrington to inquire about the HR IMA to get clarification on how the inter-municipal agreement is to be terminated, along with any fiscal ramifications.  

Justin asked if we need to finalize the renewal BAN for the borrowing notes.  Justin reported numerous errors on David Eisenthal's numbers, including incorrect attribution to the various vehicles, and a failure to include capital payments.  He offered corrected numbers.  The bank will put together finalized numbers for next week.  

14. Comments & questions from the public

There were no comments or questions from the public.  

15. Approve minutes of 8/28/23, 9/12/23, 9/19/23, 10/3/23

Justin suggested posting the video for the 8/28/23 minutes.  

The Select Board reviewed the minutes from 9/12/23.  Justin made a motion to approve the minutes from 9/12/23 as amended.  Susan seconded.  Call a vote: Susan-yes, Justin-yes, Frank-yes.  

The Select Board reviewed the minutes from 9/19/23.  Justin made a motion to approve the minutes from 9/19/23 as amended.  Susan seconded.  Call a vote: Susan-yes, Justin-yes, Frank-yes.  

The Select Board reviewed the minutes from 10/3/23.  Justin made a motion to approve the minutes from 9/12/23 as amended.  Susan seconded.  Call a vote: Susan-yes, Justin-yes, Frank-yes.  

Susan said they are holding an open forum for the Open Space Committee on November 9th, 2023.  

Susan said they will post this on the google group and asked Melissa to post it on the Town Website.  Justin said the solar zoning bylaw would have to be tabled, because if it is voted on, then it cannot be brought back to a new meeting.  

Justin said that another Town Meeting may need to be held for the bylaw review committee.  

Susan made a motion to adjourn the Select Board meeting.  Frank seconded.  Call a vote: Susan-yes, Justin-yes, Frank-yes.  The Select Board Meeting was adjourned at 8:08pm

 

Documents used at the meeting:

1. Certificate of appreciation for Mary Makuc

2. Approved Town Administrator job description

3. Manual for all Elected and Appointed Boards and Committees

4. Annual Evaluation Forms

5. Recycling Dividends Program Grant contract

6. Approved IT Acceptable Use Policy

7. Final Town Report of the Select Board