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Select Board Meeting Minutes 1/18/23

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Meeting date: 
Wednesday, January 18, 2023

Minutes of the meeting 1/18/23

Meeting Date: Wednesday January 18, 2023

Meeting Opened at 6:00pm

Select Board members present: Justin Makuc, Chair, Susan Cooper, Scott Jenssen

Also Present: Melissa Noe (Town Administrator), Laurie Shaw, Mark Andrews, Michael Banner

Also Present Remotely: Laurie McArthur (SB secretary), Wendy Germain, Mary Makuc

Call to Order 6:00pm

Old Business                                                        

  1. Continue review of draft Police Chief contract

The Select Board discussed amendments to the Police Chief contract, and Justin said he would present the contract to Brian.  The Select Board hopes to finalize the contract next week.

New Business

  1. Town Administrator items:
    1. 319 Grant Contract with Berkshire Regional Planning Commission

Justin said that he would move to accept the BRH contract conditional upon the necessary funds ($42,600) coming from the 319 Grant.  Susan seconded.  Call a vote: Scott- yes, Susan- yes, Justin- yes. 

  1. Community Center pavilion: engineering quote received ($35,600)

Laurie Shaw, Chair of the Monterey Community Center Board, said that the Board reviewed the engineering proposal, and they would like to re-negotiate the terms of the proposal.  She provided the Select Board with a letter.  Mark Andrews, presented his credentials as an architect and discussed the proposal identifying areas where costs may be cut.  Justin said that the Select Board had to consider the procurement laws to ensure that they were proceeding legally, including but not limited to whether a bathroom would be required for a seasonal use, outdoor installation.    The Select Board discussed the proposal along with the considerations and plans that would go into completing the Community Center pavilion.  The Select Board requested that the Town Administrator explore the option of using an RFP for the pavilion project, and the Board will explore legal and cost effective options.

  1. Discuss process for Town Administrator annual performance evaluation

Susan provided an update of her discussion with Sophia regarding the process for the Town Administrator annual performance evaluation.  The Select Board clarified items in the evaluation utilized by Gt. Barrington for their Town Manager and adjusted items accordingly to meet the needs of evaluating the Town Administrator.  The Select Board discussed how the individual forms will be received and compiled, and whether the document should be a public document.  Justin will make minor modifications to the Great Barrington form to reflect what is needed for the Monterey Town Administrator review.  Susan also recommended we include a review which allows feedback from “stakeholders” with significant employee contact, including supervised employees and multi-member bodies.  Sophia will be preparing a 360 feedback form for the Board to approve.  The Board agreed that as Human Resources Director, Sophia Bletsos will be collecting the information and summarizing it for the Board. 

  1. Prepare for Special Town Meeting

The Select Board discussed the new clickers that will be used at the Special Town Meeting and what set up will be required.The Select Board read through each of the articles and discussed delegating Warrant items to individuals.

  1. Monterey Community Center Committee appointment: Mark Andrews

Justin made a motion to appoint Mark Andrews through June 30th 2023 to the Community Center committee.  Scott seconded.  Justin called a vote: Susan- yes, Scott- yes, Justin- yes. 

  1. Review draft Financial Reserve policy

This will be tabled until a future meeting.

Correspondence, minutes, public comment

  1. Review mail & correspondence
    1. Southern Berkshire Ambulance request for funding ($51,669.36)

The Select Board discussed the need to keep Southern Berkshire Ambulance and explored the idea of making a counteroffer for the use of the Ambulance based on the call volume in town.    Justin will draft a letter to Southern Berkshire Ambulance outlining that the Town would like to continue to support the ambulance but would prefer the rate to better reflect the ambulance use of the town.   This will be added to next week’s agenda.

  1. Regional School District Planning Board January 2023 Monthly Update

The Regional School District Planning Board provided an update to the Select Board.Justin said that it is likely that a new School District will be proposed and voted on at the Annual Town meeting in May 2023, and that the Select Board is required to put it on the Warrant if the RSDPB votes to do so.

  1. Approve minutes of 1/11/23

Justin made a motion to approve the minutes of 1/11/23 as amended. 

Justin called a vote: Susan- yes, Scott- yes, Justin- yes.

  1. Unanticipated business
    1. Justin moved to accept the Franklin Regional Council of Governments collective highway bid program at a cost of $1,975.

Scott seconded; Justin called a vote: Susan- yes, Scott- yes, Justin- yes.

 

  1. Justin moved to accept the $1,000 donation to the Police Department. 

Justin called a vote- Scott- yes, Susan- yes, Justin- yes.

 

  1. The Bylaw review committee is going to ask Town Counsel to review the bylaw revision packet they are preparing.

 

  1.  The Town Administrator reported that the Council on Aging would like to cancel their contract with the transport van and Melissa has legal questions for Town Counsel.  Justin moved to approve permission for the Town Administrator to contact Counsel for this purpose, and regarding procurement for the Community Center pavilion.  Scott seconded.  Justin called a vote: Susan- yes, Scott- yes, Justin- yes.
  1. Comments & questions from the public

No comments or questions from the public.

Justin made a motion to adjourn.  Susan seconded.  Justin called a vote: Susan- yes, Scott- yes, Justin- yes.  Meeting adjourned at 7:37pm.

Documents used at the meeting

  1. Draft of the Police Chief Contract
  2. Letter from the Community Center Committee, re: pavilion engineering proposal
  3. Town Administrator performance evaluation document from Town of Gt. Barrington
  4. 319 Grant Contract with Berkshire Regional Planning Commission
  5. Southern Berkshire Ambulance request for funding
  6. Regional School District Planning Board January 2023 Monthly Update
  7. Franklin Regional Council of Governments collective highway bid document
  8. Signed Town Counsel contact forms