Select Board Meeting Minutes 1/4/23

Minutes of the meeting 1/4/23

Meeting Date: Wednesday January 4, 2023

Meeting Opened at 12:01 pm

Select Board members present: Susan Cooper, Scott Jenssen

Select Board members present remotely: Justin Makuc, Chair

Also Present: Melissa Noe (Town Administrator), Laurie McArthur (Select Board secretary), Sophia Bletsos, Kay Purcell

Also Present Remotely: Don Coburn, Peter

Call to Order 12:01pm

12:00pm: Monthly meeting with Human Resource Director, Sophia Bletsos

1. Draft Employee Handbook

Sophia met with the department heads to discuss annual evaluations, which are scheduled to be completed by February.  Sophia is planning to start some town specific trainings for employees.

The Select Board reviewed their comments and feedback pertaining to the Draft Employee Handbook with Sophia. Sophia suggested that the Select Board make edits and submit their changes to her.  Susan will meet individually with Sophia to follow up with additional questions.  The Select Board discussed the vacation and holiday policy for various departments with Sophia along with possible solutions. 

Old Business

1. Sign and issue Special Town Meeting Warrant for Saturday 1/21/23 at 1:30pm

The Select Board discussed the fuel budget, the current overage, and the estimate that would be requested for the next fiscal year.  The Articles in the Special Town Meeting Warrant have been re-ordered based on cost, beginning with highest cost articles.  The Select Board reviewed each of the articles listed on the Warrant. 

Justin recused himself from voting on Article 8.  Scott moved that the Board accept Article 8 as written.  Susan seconded.  Scott called a vote- Susan- yes, Scott- yes, Justin recused.

Scott moved to approve the Warrant as amended (excluding Article 8 above) and read today for the Special Town Meeting on Saturday 1/21/23. Susan seconded.  Justin yes, Susan- yes, Scott- yes. 

1. Draft Capital Planning Policy and Procedures

Susan worked on merging the two drafts of the Capital Planning Policy and Procedure document.The Select Board reviewed the Capital Planning Policy and Procedure Draft and discussed amendments to the document.The Select Board will re-visit this document during the next meeting prior to returning it to the Finance Committee

1. Conservation Commission reappointment: Tim Lovett

Justin made a motion to reappoint Tim Lovett to the Conservation Commission, for a six month appointment.  Scott seconded.  Justin called a vote- Susan- yes, Scott- yes, Justin- yes. 

New Business

1. Town Administrator items
   1. Additional requirements to proceed with Community Center pavilion proposal, Engineering quote received ($35,600).

This item will be revisited during the meeting on January 18, 2023, after the Community Center Committee has had a chance to meet and offer a recommendation on how to proceed.

1. Accept $500 police donation

Susan made a motion to accept the donation to the Monterey Police Department from Blackwells Pools.

Scott seconded.

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

1. Transfer station resignation

Bruce resigned for personal reasons, and Melissa said that she has had one application for this position thus far.

1. Response from Conservation Commission on fees and hourly rate for agent

The Conservation Commission is requesting a raise from $25 per hour to $35 per hour for their agent.  The Conservation Commission also requested to increase the fees for the application.  Melissa said that the Conservation Commission can vote to increase their fees, the Select Board has to vote on increasing the pay rate for the agent.  The Select Board discussed the pay rate and their conversation with the Finance Committee.  Justin asked if the Select Board should discuss this with the Finance Committee since other departments are also requesting raises for employees.  Justin will ask Town Counsel who sets the rate for the Conservation Commission agent and report back to the Select Board.

1. Board of Registrars Vacancy update

Justin spoke with the interim Town Clerk and recently heard back from the Republican Town Caucus Chair with a list of recommended candidates for the Board of Registrars. The Select Board discussed how to proceed with finding registrars.  Justin volunteered to contact the individuals on the list to see if he could find a Republican and an Unenrolled Registrar who would be willing to serve, and contact the Democratic Registrar to see if he is willing to be reappointed.

1. Bylaw Review Committee request to meet with Town Counsel

The Bylaw Review Committee would like to meet with Town Counsel, then have a public forum to discuss changes, and then present recommendations to the Select Board.The Select Board discussed the request and suggested that the Bylaw Review Committee first meet with Town Counsel, then hold a meeting for public input, and finally present its recommendations to the Select Board.

Correspondence, minutes, public comment

1. Review mail & correspondence

None

1. Approve minutes of 12/21/22

The Select Board will review the minutes at the next meeting.

1. Unanticipated business

1. Susan asked if the Select Board would like to each take a component of the Warrant to present at the Special Town meeting. 
2. Susan said that at last night’s joint Select Board and Finance Committee meeting, Kenn Basler brought up reaching out to the Massachusetts Municipal Association for Western MA to see if it would be appropriate to file an Amicus Brief for the Hume Case.  Don Coburn discussed the concept of the Amicus Brief with the Select Board.  The Select Board discussed options for presenting this information at the Special Town Meeting.  Scott suggested reaching out to Smitty to reach out to other towns that may have an interest in the Hume case and the Dover amendment. 

1. Comments & questions from the public

No comments or questions from the public.

Justin made a motion to adjourn the meeting at 1:30pm

Seconded

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

Documents used at the meeting

1. Special Town Meeting Warrant
2. Draft Capital Planning Policy and Procedures
3. Draft Employee Handbook
4. Board of Registrar nominations from the Democratic and Republican caucus chairs