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Select Board Meeting Minutes 2/1/23

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Meeting date: 
Wednesday, February 1, 2023

Joint Meeting of the Select Board and Finance Committee

Minutes of the meeting 2/1/23

Meeting Date: Wednesday February 1, 2023

Meeting Opened at 12:00pm

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

Also Present: Melissa Noe (Town Administrator), Michele Miller, Ilene Marcus, Frank Abbott, Don Coburn, Sophia Bletsos

Also present remotely:

Call to Order 12:00pm

12:00pm: Joint meeting with the Finance Committee

  1. FY24 budget. Meetings with department heads, and discussion of other budget items including, but not limited to:
    1. Southern Berkshire Ambulance’s request for funding

This item was tabled until a future meeting.

  1. Assessor’s consulting services for 5-year revaluation

This item was tabled until a future meeting.

  1. Greene Park ballfield renovation estimate

This item was tabled until a future meeting. 

12:00pm: Meet with Police Chief, Brian Fahey

  1. Further discuss FY24 budget request

The Select Board identified the items listed in the Capital Purchases for the FY24 Police budget request.  Brian clarified information and answered any questions posed to him by the Finance Committee and the Select Board pertaining to the budget.  Brian discussed two updates in the budget, one was a request for $18,760 for updated IFC Police software, and the second was a request to increase the budget for overtime for the Part-Time Police Officers. 

  1. Police Chief contract.

Brian said that he was ready to sign the Police Chief contract today as is.  This item was tabled until a future meeting.

12:30pm: Meet with Director of Operations, Jim Hunt

  1. Further discuss FY24 budget request

Justin inquired about the raises for the employees and the Capital requests for the fuel management system, the pickup truck, and the tractor.  The Select Board and the Finance Committee discussed the Capital request items with Jim.  Jim explained the expenses and rationale for said requests and shared that he was looking into an alternative funding source for the tractor/loader.  Jim provided an update about the truck and the maintenance that it has required this year, including potential budgetary consequences of deferring the truck purchase until next year.  Jim discussed increasing wages for employees within his department and identified how certain positions should have comparable pay rates. 

**Michele made a motion for the Finance Committee to adjourn at 1:06pm

  1. Beartown Mountain Rd engineering proposal

The Select Board discussed the Beartown Mountain Rd engineering proposal with Jim.The Select Board expressed concerns with how close the road ran to the river, and wanted to ensure that any costs associated with that were included in the proposal.Jim said that they were going to have Foresight do some preliminary flagging and more survey work but that Foresight is familiar with the site and both he and they do not believe that any of the exemptions in the contract are likely to be triggered.Jim said that they hope to have the bid out during this construction season.

Susan moved that the Select Board approve the Foresight land services contract proposed scope of services for engineering services for Beartown Mountain rd.Justin seconded.Call a vote- Susan- yes, Scott- yes, Justin- yes.

  1. Lover’s Lane, Gould Rd, Fox Hill project and old water distribution system off Sylvan

Jim reported that the old water distribution system off Sylvan Road has long been abandoned, and he went to look at the distribution system.  The Town owns the property that the system was on.  Jim provided an update of how the system looks, research they have completed, and what steps they have made to ensure the area is safe.  He provided a suggestion to utilize this for fire protection.  Jim provided several options for the system.  The Select Board asked Jim to keep them posted.  Jim also provided an update on the upcoming Curtis Rd. bridge replacement project.   Jim provided details of his proposed alternate route during the Curtis Rd bridge repair, which includes raising and widening the Lover’s Lane portion of Gould Road, removal of 12 trees, and various surfacing options.  The Select Board asked Jim to obtain some estimates for lights to manage one way traffic on the Lover’s Lane portion of Gould Rd as an alternative to widening of the road.

1:30pm: Meet with Human Resource director, Sophia Bletsos, for a monthly update

Sophia provided an update of what she has been working on, including a comparable town salaries list for various positions and a reassessment of employee drug testing policies to make sure our procedures are up to date.  She is also preparing materials for the first bi-monthly department chair meetings.  The SB then discussed the final process for the Town Administrator annual review process.  The SB approved a 360 review form to be used by all Board and Commission chairs, as well as Department Heads and direct reports.  Sophia will send those out today with a due date of February 7.  Based on feedback from Town Counsel, and to ensure that we are acting legally and ethically, the SB finalized the review process, confirming that the HR Director will receive all of the performance reviews and write a final summary.  The HR Director will also meet with the TA to go over the summary.   

Old Business                                                        

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

The Select Board briefly discussed the Southern Berkshire Ambulance’s request for funding and agreed to continue the discussion next week. 

All Board member review forms and 360 review forms will be submitted to the HR Director, who will compile them into one comprehensive evaluation. The next steps after that will need to be decided with guidance from Town Counsel.

New Business

  1. Town Administrator items:
    1. Municipal Vulnerability Plan Grant contract amendment

This item will be tabled until the next meeting. 

  1. Revised Town Clerk job description

The Select Board provided an update about the existing Town Clerk job description and expressed an interest in elaborating on the expectations of the Town Clerk position.Justin provided an alternative Town Clerk job description, based on Great Barrington’s Town Clerk job description, which is more thorough, while still allowing flexibility.The expanded description more thoroughly outlines all of the expected duties, and provides for accountability.Sophia, Melissa and Marie will discuss the revised job description and get back to the SB.  The Select Board discussed rates of pay for the Town Clerk position with Sophia.  Sophia suggested we give preference to a certified clerk, and offer an increased salary for someone who seeks certification.

  1. Town Clerk Help Wanted Ad

The ad for the Town Clerk position will be advertised at $35 per hour for up to 10 hours per week.Melissa reported that there are an additional 100 hours built in for elections. The SB discussed what hours we would like the clerk to work, including whether the posted hours should include evening hours or Saturday hours.

  1. Appointments to the Board of Registrars: Brian Jeffries, Kathryn Roberts, Steven Pullen

This item will be tabled until the next meeting. 

Correspondence, minutes, public comment

  1. Review mail & correspondence
    1. Email from Fire Chief regarding Southern Berkshire Ambulance letter and Board’s draft response

This item will be tabled until the next meeting. 

 

  1. Approve minutes of 1/25/23

The minutes will be reviewed at the next meeting. 

  1. Unanticipated business

This item was tabled until the next meeting. 

  1. Comments & questions from the public

None.

Justin moved to adjourn the Select Board meeting at 2:11pm. Susan seconded.  Call a vote:  Susan-yes, Justin- yes.

Documents used at the meeting

  1. Beartown Mountain Rd engineering proposal
  2. Revised Town Clerk job description and help wanted ad, two versions
Video / Audio