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Select Board Meeting Minutes 1/25/23

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Meeting date: 
Wednesday, January 25, 2023

Minutes of the meeting 1/25/23

Meeting Date: Wednesday January 25, 2023

Meeting Opened at 6:00pm

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

Select Board members present remotely: Scott Jenssen

Also Present Remotely: Melissa Noe (Town Administrator), Laurie McArthur, Don Coburn, Jeff Zimmerman and Lauren Berhman

Call to Order 6:00pm

Old Business                                                        

  1. Police Chief contract

This item will be tabled until next week. The Board is waiting to hear back from the Police Chief with any revisions he desires. 

  1. Continue review of forms and process for Town Administrator annual performance evaluation

Justin continued to edit the forms for the Town Administrator annual performance evaluation.  He reported that it is a 10-point evaluation with a 5-point scale, along with four narrative questions.  Each Select Board member will complete, this form and submit it to the HR Director.  The Select Board discussed the evaluation itself, the process for submission to HR, and providing the results of the evaluation to the Select Board.  In addition, the Board discussed the importance of feedback from both direct reports and those serving on boards and commissions.  The Board discussed the role that the HR Director will play in the overall evaluation process.  Justin will amend the document as agreed upon and send it to the Select Board.  Justin will also reach out to Town Counsel regarding some legalities of the process.  Justin moved to approve the performance evaluation form to be completed by the Select Board and the 360 feedback form to be completed by the direct report boards and committee chairs with a due date on both of February 7, 2023. 

Susan seconded

Call a vote- Susan- yes, Justin- yes, Scott- yes

  1. Draft response letter to Southern Berkshire Ambulance’s request for funding

The Select Board reviewed and discussed the draft response letter to Southern Berkshire Ambulance for their request for funding.The Select Board will present this draft to Shawn Tryon, Fire Chief, and to the Finance Committee, for comments and revisions before sending further feedback.

  1. Discuss FY24 budget

The Select Board discussed the FY24 budget items with Melissa.   Justin asked Melissa about other departments that required more information on the budget.  The Select Board discussed several departments that it would be beneficial to meet with to further discuss their budgets.  Melissa said there are only six groups to meet with at this time.  Susan said that she would like to discuss the amount recommended for the Reserve fund at some point.  The Select Board will have a joint meeting with the Finance Committee at 12pm on February 1, 2023.    

New Business

  1. Town Administrator items:
    1. Accept bid for Suburban

Justin made a motion to accept the high bid for $15,300 for the Chevy Suburban. Susan seconded. Call a vote: Justin- yes, Susan- yes, Scott- yes

  1. Beartown Mountain Rd engineering proposal

Melissa provided an update on the engineering proposal and her discussions with Jim. The engineering is being paid for out of Jim’s budget, and the remainder of the project will be paid for out of the Mass Works Grant.This project will cover 2 miles of road- the dirt section of Beartown Mountain Road up to the State forest gate.The Select Board will discuss some of the open-ended estimates of the proposal with Jim during the joint meeting next week, and tabled approval of the proposal until then.

  1. Municipal Vulnerability Plan Grant contract amendment

The Select Board reviewed this item, discussing the contract and whether an invoicing procedure agreement was previously signed.  The Select Board will continue this discussion at the joint meeting. 

  1. Review draft Financial Reserve policy

The Select Board reviewed the draft Financial Reserve policy.  The Select Board will come back to this with the Finance Committee.    

Correspondence, minutes, public comment

  1. Review mail & correspondence

There is no mail or correspondence this week. 

  1. Approve minutes of 1/17/23 and 1/18/23

The Select Board reviewed and amended the minutes from 1/17/23.Justin made a motion to accept the minutes from 1/17/23 as amended.Susan seconded

Call a vote: Justin- yes, Susan- yes; Scott abstained

The Select Board reviewed and amended the minutes from 1/18/23.Justin made a motion to accept the minutes from 1/18/23 as amended.Susan seconded

Call a vote: Justin- yes, Susan- yes; Scott abstained

  1. Unanticipated business

There is no unanticipated business

  1. Comments & questions from the public

There are no comments or questions from the public

Justin made a motion to adjourn the Select Board meeting.Scott seconded.Justin called a vote: Susan- yes, Scott- yes, Justin- yes

Meeting adjourned at 7:34pm

Documents used at the meeting:

  1. Town Administrator evaluations forms- Select Board and 360
  2. Draft response letter to Southern Berkshire Ambulance
  3. Beartown Mountain Rd engineering proposal
  4. Proposed Municipal Vulnerability Plan Grant contract amendment
  5. draft Financial Reserve policy
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