Select Board Meeting Minutes 11/9/22

Minutes of the meeting of 11/9//22

Meeting date: Wednesday November 9, 2022

Meeting Opened at: 12:02pm

Select Board Members Present: Justin Makuc, Chair, Susan Cooper, Scott Jensen                              

Also Present: Melissa Noe, Sophia Bletsos, Terry Walker, Rebecca Wolin, Ilene Marcus

Also present remotely: Don Coburn, Abby Levine, Don Torrico, Kyle Haver

Call to Order 12:02pm

12:02pm: Meet with Human Resources Director, Sophia Bletsos

The Board has been reviewing the Anti-Discrimination policy to expedite its completion, that policy is now finalized. Justin asked Sophia if there were any updates or questions about the handbook.  Sophia provided an update about the handbook and said that she was updating and organizing the handbook so it would be easier to read through. Susan suggested putting the vacation policy on the agenda to discuss policy for part time employees.  Justin asked about whether “donated sick time” was in the handbook, which Sophia said it was not in the current handbook, but a “sick time bank” could be added.  Sophia and the Board discussed several ideas to take into consideration regarding donating sick time to others.  Sophia shared the differences between family medical leave and paid family medical leave, along with what adding this would entail and look like on a paycheck.  

Justin made a motion that the Board delegate making decisions on item 1 (Discuss return to full communications with Town Clerk) and item 3 (Town Clerk request for new office hours) to the HR director who can proceed at her own discretion. Justin asserted that based on the newly passed policy, “anti-discrimination and harassment,” the HR director is in charge of reasonable accommodations.  Sophia asked for support with item number 3 (Town Clerk request for new office hours).  Susan said that the consensus from previous Board deliberations about the Clerk’s hours was that the majority of them should be during regular business hours as it is a public facing position. Scott seconded Justin’s motion.  Justin called a vote on the motion: Susan- yes, Scott- yes, Justin- yes; the motion carries. 

Item 2. Unsustainability of current role of Human Resources Director: Sophia is concerned that her time is not being used efficiently due to her part time status and the complexity of the situation in Monterey She expressed concern that it is unreasonable and unsustainable for her to try to act as a full time HR director being that she is only here once a week.  The Board discussed ideas to try and help Sophia complete the projects she has, while handling emergent problems.  Sophia also spoke to the conflicting need to meet regularly with the individual Select Board members to stay apprised of the situation while balancing the ongoing work of the Town.

Sophia said that she would like a Select Board member as part of the police officer interviews, and said that the current panel is made up of herself as HR director, Melissa as Town Administrator, a Select Board member, and Brian as incoming Chief. Scott volunteered to participate in the interviews on behalf of the Board.  Melissa said that there are 5-6 candidates that qualify for first interviews.  Ideally the interview committee would liketo pick two or three candidates.  

1:00pm: Meet with management of Camp Kimama Half Moon to discuss neighborhood expectations

Justin said that they had received some noise and other complaints in a couple of letters from citizens.  Justin said there is a disagreement on how much noise is acceptable.  Abby Levine is the Director of Camp Kimana Half Moon and said that their aim is for the camp to be a summer camp for children.  She said that they want to make sure they are good neighbors, and the noise complaint is a concern.  Abby said that they did meet with some of the surrounding neighbors and wanted to reconvene about the times and locations where their activities occur to ensure that the neighbors are aware.  They are going to seek feedback from the neighbors about how the noise levels are based on these changes to scheduling.  Justin asked if a noise bylaw may be helpful so that expectations of noise are clear to all parties.  Abby said that ultimately they need to come to an understanding of what they are doing in the camp along, with the times and places it is happening, and receive constructive feedback from members of the community about this.  Abby provided an update about their work to improve the camp and the building permits and compliance changes they have been working on.  Abby discussed the waterfront issues, such as kids going into areas they are not supposed to be in and boat safety.  She said that this year there will be sectioned areas and boat safety training for the individuals and children at the camp and requested feedback to ensure that safety is priority and individuals are not going onto neighbors’ property.  Abby said that a security guard was hired for the camp to provide security for all of the individuals at the camp and said that she wants to ensure that the neighbors are comfortable with this. Neighbors of the camp wanted to place a reasonable time limit on noise. James Burns expressed a concern that the noise was frequently extending beyond 10pm at night.  He also expressed a concern about a gate being installed and the dock on the water being lengthened.  Justin said that the Select Board may be supporting a noise by-law at Town Meeting.

New Business

1. Town Administrator items:

a. Evaluation tree clarifications

Melissa confirmed that the Library Director would be evaluating the Library staff.  The Principal Assessor will evaluate the Assessor’s Clerk and the Board of Assessors will be evaluating the Principal Assessor.  Melissa is still looking into other boards and committees.  

b. Donating sick time to highway member for family emergency

Justin said that there is a new member of the highway department with a family emergency and the question is whether other employees can donate sick time so he can tend to the family emergency.  The Select Board discussed the pros and cons of donating sick time.  Melissa said that she and the treasurer could work on this.  Justin moved that the Select Board permit any town employee that wishes to, be able to donate sick time to the highway department member so he can attend to a family emergency.  Scott seconds.  Scott- yes, Susan- yes, Justin- yes – the motion carries.

2. Request from the Renewable Energy Working Group: authorize Mass Energy Insight access to energy data

Peter Murkett, as chair of the Renewable Energy Working Group, reached out and is looking for access to the energy data for the town of Monterey.  Justin moved that the Board authorize Peter to have this information and sign the letter as drafted.  Susan seconded.  Scott- yes, Susan- yes, Justin- yes – the motion carries. 

Correspondence, minutes, public comment

1. Review mail & correspondence:

a. 10/24/22 email from Joe Baker, President of the Friends of Wilson-McLaughlin House, re: outdoor lighting at the Community Center

New outdoor lighting is coming from National Grid, but in the meantime it would be good to have temporary lighting for the Community Center so that it is not dark for visitors.  Melissa said that there is no dollar value or specific time frame for National Grid.  They have been unable to find a contractor for the lighting, so that was why they went to National Grid.  Justin inquired if the Town could hire a local electrician to install temporary lighting for the time being.  Melissa said that she was not comfortable answering information about the topic without Jim present or her notes.  The Board agreed that some form of additional lighting needs to be installed soon.   Scott is going to ask an electrician to come out and look at the situation and offer an estimate.  

b. 11/4/22 email from Chris and Cara Tryon re: allocation of American Rescue Plan Act funds to help the application to make the village a Historic District

Justin said that they allocated the funds in last week’s meeting.  Cara said she sent an email asking how the $10,500 was calculated, and where the money is going and who it is going to.  Susan said that the $10,500 would be going to the Historical Society.  Justin summarized the Town’s previous attempts for Monterey to become a historic district.  The funds were allocated to help with photographs and helping with the application process.  Justin clarified the voting process.  Cara said that she was aware of multiple individuals who were not in favor of the town becoming a historical district and said that she thought it should be a town wide decision to allocate the ARPA funds for the historical district application.  Susan clarified that all of the information pertaining to ARPA was on the Select Board website.  

2. Approve minutes of 10/18/22 joint, 10/19/22, 10/19/22 executive session, 10/26/22, 10/27/22, 11/2/22

Justin is working with Laurie to review and summarize the minutes. He hopes they will be suitable for Board review by next meeting 

3. Unanticipated business

None.

4. Comments & questions from the public

None.

Justin made a Motion to adjourn.  Susan seconded.  Susan- yes, Scott- yes, Justin- yes – motion carries. 

Meeting adjourned at 1:50pm

 

Documents used at the meeting:

1. Letter to authorize Peter Murkett access to energy data

2. 10/24/22 email from Joe Baker, re: outdoor lighting at the Community Center

3. 11/4/22 email from Chris and Cara Tryon re: allocation of American Rescue Plan Act funds to help the application to make the village a Historic District