Select Board Meeting Minutes 11/21/23

Minutes of the Select Board meeting 11/2123

Meeting Date: Tuesday November 21, 2023

Meeting Opened at 6:03 pm

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

Also Present: Melissa Noe

Call to Order 6:03pm

1. Human Resources Director scope of services

Susan noted that the Collins Center removed investigation of complaints of discrimination and harassment grievances from the scope of services.  Susan said that they also pulled the exit interviews from the covered services and Frank asked if the Select Board would like the option for our consultant to perform exit interviews.  Justin clarified that the Collins Center was only acting as an advisor and consultant rather than taking ownership to ensure things are being completed.  Melissa will inquire about why the three items were removed. 

1. Town organizational chart

Justin discussed how he wanted some consistency amongst how the section with elected officials is laid out, and to change HR Director to HR consultant.  He also said that he would add the IT service provider, and that there is a bylaw to adapt where the Town Clerk can order the bylaws in a way that makes sense.  Susan clarified that if there was a scenario when two lines of authority came into conflict, then the Select Board would be the deciding body, and Justin confirmed this.  Justin asked Melissa if she could complete the document in word. 

1. Full time police officer appointment: Melanie Serrao

Susan made a motion to appoint Melanie Serrao as a full-time police officer effective November 26, 2023.This is a one-year appointment with a one-year probationary period.Justin seconded.Call a vote:Justin-yes, Frank-yes, Susan- yes.

1. Monterey Community Center Committee appointment: Mike Zerbel

Justin moved to appoint mike Zerbel to the Monterey Community Center Committee through June 30^th, 2024.  Frank seconded.  Call a vote:  Justin-yes, Frank-yes, Susan- yes. 

1. Open Space & Recreation Plan Committee appointment: Mark Andrews, Monterey Community Center Committee

Susan moved to appoint Mark Andrews of the Monterey Community Center Committee to the Open Space and Recreation Committee effective immediately through June 30^th, 2024.Frank seconded.  Call a vote:  Justin-yes, Frank-yes, Susan- yes. 

1. Town Administrator Items
   1. IT provider

Melissa said that the IT provider spoke with his retirement advisors who informed him that he is heavily exposed liability wise, so he is asking the Town for a release of liability between now and December 31, 2023.  Melissa said that if the Select Board was not comfortable with this then he would be resigning effective immediately.  Justin explained that there were documents that were required for the Walker lawsuit, and he needed to involve Tom to help with pulling emails, in one case from an old account and in another case from a new account.  Melissa said that Tom did not provide her with a release of liability and offered to reach out to Donna for a release. 

Justin asked if there was any progress on a new IT service provider.  Frank said that Roger wrote a set of questions to Whalley.  The Select Board asked Melissa if they would have to put this out to bid and she said they would due to the cost, unless they chose from a vendor on the MA approved list.  Frank said that Roger is looking into the service providers to ensure that the equipment is safe and will maintain security.   Melissa said that the costs for this more extensive service were dramatically different, and Frank said that even though the costs were higher, it would ensure that the Town has a secure system. 

1. Review Select Board long term goals and priorities

Susan asked why they had not finalized the employee handbook, and Frank said that he had a few additional suggestions.  Melissa said that the current draft incorporated all the changes and suggestions she has received so far.  The Select Board discussed policies and procedures, and talked about liability associated should an individual be in possession of a gun on town property. 

Susan said that she felt the Town needed to obtain more Conservation Commission members, especially since a functioning Con Com is required by the state and that if there were not enough members then it would fall onto the Select Board.  She suggested the Board revisit its decision not to accept service from non-Monterey residents.

Susan asked Melissa to create a report of how the payroll system has worked and some of the challenges that have arisen with the new payroll system.  Susan also suggested that all departments be advised to include maintenance of properties as well as equipment in their budgets. 

The Select Board discussed the funding for the ambulance and how Monterey and the smaller towns were picking up the bill for part of the cost of Southern Berkshire Ambulance, and Gt. Barrington was getting a cut in their fee.  Justin asked Susan if she would like to write another letter about this.  Susan was willing, but pointed out that there was little support previously and she suspects that Great Barrington has enough political capital that the SBA is unlikely to alter their position.  Justin said that they could run their proposed methodology and see if some of the other towns may be on board.  Justin said they could also try to see if they could split the difference down the middle. 

1. Unanticipated business

Melissa said that she would like to hold a door decorating contest.She asked the Select Board to judge the doors and identified the categories.Melissa said that she received approval from the Town Accountant that they could offer $25 gift cards to the winners.

               As of now the Select Board will not meet on 12/26/23 or on 1/2/24. 

Justin called Roger MacDonald of the Finance Committee to inquire about the COLA increase, and Roger reported that the Finance Committee discussed COLA and that the committee suggested a 4% rise.  The Select Board discussed how this number was obtained, and Frank suggested putting in a clause that outlined the possibility that the figure could change based on different components of the economy.  Justin asked Melissa to draft a letter for the departments to inform them of the preliminary four percent COLA.  Susan asked if the Select Board should consider pay increases for exceptional performance. 

Susan said that 21 individuals showed up to the Open Space Forum last week, and the meeting was extremely positive. 

1. Comments & questions from the public

There were no comments or questions from the public. 

1. Approve minutes of 11/7/23, 11/14/23, and 11/17/23

No minutes were approved at this meeting.

Justin made a motion to adjourn the Select Board meeting.Frank seconded.Call a vote:Susan-yes, Frank-yes, Justin-yes.Meeting adjourned at 7:30pm.

Documents used at the meeting

1. Town Organizational Chart
2. HR Director scope of services. 
3. Select Board long term goals and priorities