Select Board Meeting Minutes 1/20/21 evening
Minutes of the meeting of 1/20/21
Meeting Opened at: 5pm
Select Board Members Present: Donald Coburn, Chair, Steve Weisz
Absent: John Weingold
Also present remotely: Gene Stephens, Michele Miller, Rebecca Wolin, Shawn Tryon, Dennis Lynch, Laurie Shaw, Mary Makuc, Don Torrico, Jon Sylbert
Roll call was taken for the Select Board. Present Steve Weisz and Don Coburn.
Roll call was taken for the Finance Committee. Present remotely Jon Sylbert, Michele Miller and Rebecca Wolin.
At 5pm the Director of Operations reviewed his FY22 budget proposal for the highway department. Items discussed:
5118: Proposed wages include a 2% COLA.
5120: Dropping the temporary highway employee to $1, once highway 3 has been filled the department will have a full crew and temporary help will no longer be necessary
5130: Highway OT (not winter): This covers any overtime before 7am and after 3pm Mon – Fri from April to November.
5210: Electricity: This has been reduced to reflect some energy efficient changes that have been made at the garage.
5242: Vehicle/Equipment Maintenance: This item covers the maintenance of trucks, tools, blades, anything that can be fixed.
Estimated repairs coming up: approx. $2,500 on the grader to fix a wire and emissions issue, approx. $5k to fix an unknown issue (low on power, whistling noises) in the 2015 - 550
5290: Property services: This pays for brush and tree work, roadside mowing, guardrails, building maintenance, annual building inspections
5304: Advertising: job postings, procurement postings
5311: Testing & Evaluations: This pays for the mandatory drug testing for our CDL drivers, inspections
5340: Telecommunications: highway phone, town cell phone
5345: Postage & mailing – self explanatory
5320: Office Supplies: Printer ink, paper, filing supplies, etc
5530: DPW Supplies such as but not limited to paints (traffic paint, marking paints, etc), oils (purchased in 55 gallon drums), greases. Cost of all these good has risen over the last year.
NEW Covid Supplies: disinfecting supplies, sanitizer, gloves, masks
5580: Other Expenses: Weather service subscription ($1,500), water, rental fees for torches, machinery rentals ($4,500+), police details (minimum of $720 per project)
5582: Uniforms: This pays for uniforms for all personnel plus a $150/yr boot stipend
5215: Heat: Self explanatory
5730: Professional Development & Dues: Continuing education and annual membership fees for various highway associations
5520: Storm Damage: This was a new line added last year to be more transparent in reporting unanticipated cleanup performed as a direct result of storm damage during the spring – fall seasons. So far this year there have been 3 significant summer/fall storms with major tree damage.
5244: Machinery & Tools: Chainsaws (start at $750/each), mowing equipment, greasing equipment, hand tools (multiple sets need to be purchased to have a set for each crew member plus extra in case anything breaks), shovels/rakes (multiple sets need to be purchased to have a set for each crew member plus extra in case anything breaks)
5308: OSHA: this is the annual software that keeps the highway, fire, police, transfer station and administration compliant with OSHA regulations
5800: Capital
Gravel projects: The current budget and budgets to date barely allow the roads to be maintained and do not afford any forward progress. There are more than 15 culverts throughout town that need replacing. Properly maintaining gravel roads is approximately $32,500 (6” of gravel resurfacing or $21,500 for 4” (not including any culvert work that needs to be done which a basic, straightforward one can start at approximately $5k depending on the size and other factors)
Asphalt projects: Cracksealing can be upwards of $30k (number is dependent upon how many cracks need to be filled). Paving a mile of road is approximately $375k and resurfacing (mill & fill) is approximately $160k/mile and oil & stone runs approximately $80k/mile and this needs to be resealed every 1 – 2 years at $45k/mile (all figures have a lot of variables that can change this price and both do not include any culvert work).
Discussion ensued about the road mapping software/program that the highway department is still working on getting all the information uploaded to.
5535 & 5310: Snow & ice operations. Everyone was reminded that this line item cannot be lowered without losing the ability to overspend if necessary in an emergency year.
5210: Public Lighting: Each year it’s advised to raise this line item to accurately reflect the cost
5300: Dam Inspection & Maintenance: Every other year we have a mandatory state inspection at $4,850 and the other year covers the recommended maintenance from the inspections
5300: Regional group purchasing: This is our annual assessment to join the regional purchasing group.
Discussion ensued about the capital request for a tandem axle truck which will not be outfitted with plow equipment.
At 6pm members of the Community Center Committee reviewed their FY22 budget proposal for the Community Center. Items discussed:
- The total operating expenses come to $11,340 not including the staff wages. These expenses come from a revolving account and the wages are raised and appropriated on town meeting floor. It was asked to make a minor adjustment and move $180 from custodial to the other expenses.
- The committee would like to give the administrative staff an additional hour each week. Jon would like to know how many hours are being spent to date to better evaluate the need.
- Rebecca inquired about custodial expenses and why there would be any when the Community Center was closed for some time. Laurie explained that the building was still used on a limited basis when people ran zoom programs from the building. It was mentioned that maybe volunteers could do the cleaning and they could buy rugs instead of paying for a cleaning service.
- The unpredictability of income from the community center was discussed.
- Lighting request (special article): Mary explained that in 2017 when they opened there wasn’t any exterior lighting so about a year later an electrician was brought in to address the issue. Neighbors have complained that the lighting is very harsh. Jon stated that the decision to spend the monies the first time was not an approved expenditure, not to mention it was spent badly and the committee should not be asking to pay for this issue twice. Steve informed Jon that the lighting was added as an emergency addition to keep community center guests safe at dusk. He also explained that the capital used came from another budget. It was requested that a second opinion be sought on the estimate. This will be tabled to a future meeting while additional information can be sought.
At 6:30pm the Building Inspector reviewed his FY22 budget proposal for the building department. Items discussed:
- The proposed budget is such a small increase and is only due to the estimated COLA increase that all agreed no further discussion was required.
- Don requested that for FY23 an additional line item be added for continuing education.
A motion was made and unanimously approved to adjourn the meeting at: 6:50pm
Submitted by:
Melissa Noe, Administrative Assistant
Approved by:
Monterey Select Board
cc: Website (www.montereyma.gov)
Select Board Members
Minutes Book
Town Clerk
Any documents used in the meeting are listed below and are available by request at town hall.
- Highway budget summary
- Community Center lighting proposal