Select Board Meeting Minutes 3/1/23
Meeting of the Select Board
Minutes of the meeting 3/1/23
Meeting Date: Wednesday March 1, 2023
Meeting Opened at 12:04pm
Select Board members present: Justin Makuc, Chair, Susan Cooper, Scott Jenssen
Also Present: Melissa Noe (Town Administrator), Laurie McArthur (SB secretary),
Also present remotely: David Eisenthal
Call to Order 12:04pm
12:00pm: Meet with UniBank representative, David Eisenthal, and Treasurer, Sara Hunter, to discuss loans
David reported that the town has a little over $1,000,000 in bank notes coming due in November 2023. These notes are for the Library project and the tandem-axle dump truck. David met with the Town Treasurer and she had some ideas for sizing the principal paydowns. David reported as it currently stands the recommendation would be $100,000 payment for the Library and $50,000 for the truck; however, David said that in his conversation with Sara, she mentioned there could be some debt roll off for the Library and the truck. David suggested either doing a permanent issue when these notes mature in November 2023 or renew the notes for one more year and do permanent financing in November 2024.
Justin provided an update of what was paid last year towards the Library and inquired about the minimum payment for both debts. David discussed his conversation with Sara and possible options to further pay down the Library debt. Justin asked if David could provide models and explanations so the Select Board could see the options available to them. Susan asked for David’s recommendation as to whether the town would be better served by taking a longer term note now or another year-long note in hopes that the rates will be lower next year for the long term note. David recommended budgeting for an interest payment if they go into a traditional loan. David calculated the minimum payments: $105,950 for the Library ($70,950 principal, $35,000 interest), and $6,815 for the dump truck ($0 principal, $6,815 in interest).
Justin said that last May the Town voted and approved $160,000 for another truck which will eventually be included in the debt service, and Melissa said that the truck may be available in approximately 6-8 months.
Justin discussed considerations for purchasing additional vehicles this year, and David said that the Select Board determines the lifetime of the vehicle, which would then decide the loan term and amount. David asked if the Select Board would like to see the minimum pay downs only or to see what the plan might look like if additional funds were placed towards the vehicles. Susan explained that the free cash Sara is suggesting we allocate towards principal may well be used for other pressing projects facing the town, and the Select Board needs to weigh the advantages of additional debt reduction against other budgetary concerns. Justin inquired about the three models, and David presented a fourth model to the Select Board. David offered to model this all four ways and provide it to the Select Board. He reported he will try to have it to the Treasurer by next Tuesday. Melissa will input the numbers that David provided to the Select Board today.
Susan asked whether putting the loans together would achieve a better rate. Melissa will follow up with David regarding how adding the new vehicles will impact the loan.
12:30pm: Meet with Human Resource Director, Sophia Bletsos, for monthly update
Melissa reported that Sophia did not have anything to report to the Board as a whole but would like to meet individually with the Select Board members and would not be joining the meeting today.
Old Business
- Draft unreasonable noise bylaw
Justin reported that he is waiting to hear back from Donna on the unreasonable noise bylaw.
- Discuss private ways that negatively affect public ways and possible recourse
Susan drafted a letter that they could send to individuals who reside on private ways to inform them that they will need to get together to find a way to repair the private roadways they reside on.The Select Board discussed problematic roadways in town in terms of damage to public ways and limiting emergency response, and Susan discussed what occurs when some individuals who reside on the road refuse to participate in the upkeep of the road.The Select Board discussed funding and how to approach the situation.Susan discussed the content of the draft of the letter she wrote.Justin recommended contacting Fire Chief Shawn Tryon and Police Chief Brian Fahey to see which roads were the most problematic and required attention.Justin summarized Town Counsel Brewer’s advice concerning emergency vehicle access to private roads.The Select Board discussed challenges with emergency services being able to access the roads, and Justin offered to speak with Shawn and Brian to gather their input.Susan requested Justin inquire how emergency services would handle a situation where the roadway was not easily accessible.The Select Board said that they will not pursue a bylaw for the roadways at this time.
- Draft warrant articles for short term rental tax
Justin drafted short term rental tax articles and sent them to the Select Board members. The Select Board members said the draft looked good. He will forward the draft to Donna for review.
New Business
- FY24 budget review
- Holiday pay for part timers
Justin recused himself due to having immediate family members who would be financially impacted by the policy. Susan drafted a holiday pay document and sent it to Sophia, who provided some suggested changes to the document. Susan read the response to the Select Board. The Select Board discussed the holiday pay document with the Town Administrator, and they talked about the wording of the document. Melissa said that the Select Board could vote on whether or not they were going to offer holiday pay to part timers. Susan provided an update on what the cost would be to the town.
Susan made a motion to award holiday pay to part-time employees to begin July 2023. Scott seconded.
Susan amended her motion. Susan motioned to award holiday pay to part time employees as of July 1, 2023, in principle, with policy and handbook language to be finalized at a future meeting. Scott seconded.
Call a vote: Susan-yes, Scott-yes
Melissa asked if she can add “holiday part-time wages” to the budget as a separate line for clarity, and the Select Board agreed. Melissa will work with Sophia to improve the language in the document so it will be able to be entered into the budget.
Susan said the Select Board did receive numbers back from the Library Director to amend the Library budget for part-time paid employee sick leave.
- Police cruiser
Justin reported that Chief Fahey would like to run the department with three cruisers as opposed to two cruisers. Susan reported that Brian provided supporting documentation. Justin said that in his discussion with Brian, he was informed that the cruiser may not be necessary this year, but would be necessary for the following year. The Select Board discussed when the other cruisers were due to be replaced, and Susan said that Brian’s goal would be to even out the usage on the vehicles. Scott inquired about Police Cruiser usage to send employees to non-local trainings, and the Select Board discussed the reasoning as presented by Brian. The Select Board agreed to add the Police cruiser back into the budget.
The Select Board and the Town Administrator discussed the additional hours for the HR director for the coming year. An additional two hours per week will be added to the HR director’s hours.
The Select Board discussed the stabilization fund and will return to this discussion at a future meeting. Susan inquired about the status of the part-time sick pay, and Melissa reported that the library will need to be informed of the modification to the Holiday Pay budget.
Justin presented the idea of a district tax for Lake Garfield. The Select Board discussed how residents can impact the lake, and whether a tax would be beneficial.
Susan provided an update about the beach monitor discussion with the Finance Committee during the joint meeting yesterday. Susan asked if they were going to add the beach monitor to the budget and have the town vote on it. The Select Board discussed the beach monitor and the pros and cons of having a monitor and how the monitor will manage situations.
Scott requested to discuss the Community Center operating budget during the next meeting, and Melissa requested discussing the Pavilion during the next meeting. Melissa reported that the Community Center funding has been coming from the Bally Gally revolving fund, and explained how some of those monies now need to be spent on upkeep of Bally Gally house. The Community Center will need to become its own line item in the budget in order to pay for future expenses. The Select Board will continue to discuss the budget during the next meeting.
- Town Administrator items:
- Transfer Station Attendant Appointment: Garrett Tripp
Melissa reported that Garrett would be able to start this Saturday, and would be able to work the three days per week. Justin made a motion to appoint Garret Tripp to the Transfer Station Attendant. Susan seconded. Call a vote: Justin-yes, Scott-yes, Susan-yes.
Scott discussed concerns with how the Transfer Station Attendants are treated by some of the residents of the Town.
- FY24 health insurance renewal rate sheet acceptance
Melissa reported that the health insurance increased by 1.05 percent and the dental decreased by 6.3 percent.Justin made a motion to accept the health insurance renewal rate sheet.Susan seconded.Call a vote: Justin-yes, Scott-yes, Susan-yes.
- 319 amendment request
Justin reported that this refers to the Hupi Rd. drainage project. Justin said that they were requesting additional detail prior to approving the request. Justin said that the town will not need to raise any funds for the project, due to everything being completed through in-kind work.
Justin made a motion to approve the letter to the DEP regarding the Hupi Rd. drainage project. Susan seconded: Call a vote: Justin-yes, Scott-yes, Susan-yes.
- Updated police mutual aid agreement
Melissa said that this was mistaken and is not required at this time.
Correspondence, minutes, public comment
- Review mail & correspondence
- 2/26/23 email from Peter Murkett re: Select Board membership on Solar Steering Committee
Peter Murkett is requesting a Select Board member to be on the Solar Steering Committee. Justin volunteered to be on the committee. The Solar Steering committee will meet with the consultants for Beacon and work to ensure the process is being completed.
- Approve minutes of 2/21/23, 2/22/23
Susan made a motion to approve the minutes from 2/21/23 as amended. Justin seconded. Call a vote: Justin-yes, Susan-yes; Scott abstained.
- Unanticipated business
Melissa provided an update about the MVP grant for the Route 23 culvert project.The Select Board reported that this was to help restore damage repair on the banks.Melissa reported that this will go towards purchasing the plants that will be placed along the embankments.
Justin made a motion to approve the second amendment between BRPC and the Town of Monterey regarding the MVP action grant. Susan seconded. Call a vote: Justin-yes, Scott-yes, Susan-yes.
Justin moved to approve the Town Counsel request from the Town Administrator and the Town Accountant regarding Conservation Commission funds.Scott seconded. Call a vote: Susan-yes, Justin-yes, Scott-yes
- Comments & questions from the public
No comments or questions from the public.
Justin made a motion to adjourn at 2:08pm. Susan seconded. Call a vote: Susan-yes, Justin-yes, Scott-yes.
Documents used at the meeting
- FY24 health insurance renewal rate sheet
- Letter to the DEP re:319 Grant
- Second amendment to the agreement between BRPC and the Town of Monterey regarding the MVP action grant
- Town Counsel request form re:Con Comm funds
- 2/26/23 email from Peter Murkett re: Select Board membership on Solar Steering Committee
- Draft warrant articles for short term rental tax