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Select Board Meeting Minutes 3/22/23

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Meeting date: 
Wednesday, March 22, 2023

Meeting of the Select Board

Minutes of the meeting 3/22/23

Meeting Date: Wednesday March 22, 2023

Meeting Opened at 6:00pm

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

Select Board members absent: Scott Jenssen

Also Present: Melissa Noe (Town Administrator), Laurie McArthur (SB secretary), Mickey Jervas

Also present remotely: N. Kleban, Don Coburn, Dennis Lynch

Call to order 6:00pm

  1. Continue review of FY24 proposed budget
    1. Debt service financing options

Justin and Susan discussed questions regarding the financing options offered by Unibank.  The Select Board discussed early payment of principle and different options for lengths and reissuance of loans.  Justin said that since there is so much principal left on the Library loan there would be large payments over the next few years.  Justin suggested a larger pay down this year, then transitioning into five-year financing starting next year.  The Select Board discussed the four options, mentioning the differences in interest.  Justin suggested doing one-year notes and keeping the principal payments the same year to year. 

Justin said that it did not appear that the Town would be responsible for the F-550 this fiscal year, and since the vehicle is not yet scheduled to arrive.  Melissa said the Select Board would decide when the truck is received whether it would be a one-year note or a five-year note. 

  1. Town hall repairs

Jim Hunt, Director of Operations, drafted some numbers for repair and maintenance of Town Hall, including roof repair, repainting HVAC and other issues.  Justin reported that the Finance Committee also would like to add the truck back into the budget.  Justin said that he thought it would be more financially beneficial to make improvements on the Town Hall rather than calling in a consultant.  Melissa and Susan said that the storage issue will need to be addressed at some point.  Melissa said that Jim did not include the basement, which does require attention due to ongoing moisture and mold issues.  Melissa explained that document storage is already an issue and continues to grow.  Susan asked if leaving the basement as is would further compromise the building in the future, and asked who might be the individual to provide them with this information.  Melissa said that they do not have to go with the company who provided the quote for the original feasibility study and could look into other avenues.  Melissa said that the excavation for the septic, the power washing and possibly the painting would be done this year.  Justin said he would rather pay for repairs than a consultant, and Susan clarified which repairs he was discussing.  Justin said the roof, painting, HVAC, boiler, and splits for the zone.  He also proposed that the two old accounts, which totaled approximately $50,000, might be able to be utilized towards some repairs.  The Select Board discussed ways to utilize these funds, and Susan said that she felt comfortable putting the funds towards maintenance. 

Justin recommended that if they decide on purchasing the 1 ton truck this year they utilize free cash to purchase the truck.  Melissa suggested having an overall category of Maintenance and Repairs to the Town Hall for which the Select Board agreed.  Melissa said that the Finance Committee was in favor of the truck, and recommended a special Town Meeting to discuss the request for a new vehicle for the Fire Department.  Melissa reviewed the numbers for the Fire Department for new pagers, a new jaws of life, along with purchase of a new medical SUV and conversion of two existing vehicles into a single brush vehicle, totaling $235,000.  Susan suggested a joint meeting on Wednesday at 5pm.  Melissa is going to reach out to Shawn to have him attend a Select Board meeting or joint SB/FC meeting. 

The Select Board discussed how to utilize the unused funds from prior years, notably $29,854 remaining from May 2017 Article 25 for highway garage siding and $20,000 remaining from December 2019 STM Article 8 for phase I of the Main Road Culvert grant.  Susan said they need to confirm how the culvert money may be used. Melissa recommended amending the use of the funds at Town Meeting, and Susan said she would like to see if it is needed for phase two of the culvert prior to making a decision.  Justin said they will all look into the funds this week and decide during a future meeting. 

  1. Revolving funds

Justin asked if there are any additional decisions that need to be made on the Revolving Funds.  Susan noted that we need to set a spending cap for the Community Center Revolving Fund.  Justin recommended $10,000, and Susan concurred.  Susan inquired about the current Bally Gally fund.  Melissa reported that under our present rules only approximately $11,000 could be used for the Community Center and leaving only approximately $1500 for maintenance of Bally Gally.

  1. Draft unreasonable noise bylaw

Justin provided a clean copy for the Select Board to review.  Susan asked if Justin had written anything for the Monterey News.  Susan reported that she had written something for the Monterey News regarding salaries, changes for part-time employees, and the short term rental fee bylaw.  Justin said that some individuals have reached out to him regarding the noise bylaw.  Melissa suggested the Select Board reach out to the Police Chief.  Justin said that it was his understanding that the Police Department will collect any penalties resulting from the noise bylaw.  The Select Board agreed that it would be helpful to get the Warrant out as soon as possible.  Justin will send the unreasonable noise bylaw to the Police Chief. 

  1. Discuss adopting a consolidated departments bylaw

Justin spoke with Don and agreed that it would be helpful to develop a consolidated departments bylaw.Justin will ask Donna to draft a bylaw to reflect what the Select Board has discussed regarding a consolidated departments bylaw.

  1. Discuss updating/creating an Open Space and Recreation Plan

Melissa asked if the Select Board would like for her to apply for a grant that is meant to assist with creating an open space plan, which in turn would allow us to apply for substantial grants for maintenance and improvements to our open spaces.  Susan said that if Melissa was willing to write the grant, then she was in favor of applying for the grant.  Justin clarified that the town would be responsible for twenty percent of the plans for the grant.  Justin said he was in favor of the Open Space and Recreation Plan. 

  1. Town Administrator items:
    1. Calendar for finalizing budget and warrant

The Select Board and Town Administrator discussed finalization of the warrant and budget.  A target date of March 29 was set for completing and submitting of written warrant articles to Town Counsel.  The Select Board will then finalize and sign the warrant by April 12th for submission to the printer and mailing to voters.  Melissa requested that any additions to the Warrant be in by next Tuesday. 

Susan reported to the Select Board regarding an ongoing conversation on the Transfer Station Committee.  As part of the discussion around setting this year’s sticker price for the Transfer Station, the possibility of creating a revolving fund for sticker fees is under consideration.  The Committee will meet on March 27 to finalize their recommendations.

Melissa reminded the Board that the Eight Town Regional School District Planning Board is now expecting towns to have a special town meeting regarding the proposed school district merger.    

Justin clarified that they will send the warrant after the next meeting, and have the Warrant signed by April 12th.  

  1. Review mail & correspondence

There was no mail or correspondence. 

  1. Unanticipated business

**Request to use legal counsel.7:17.Justin moved to approve the request.  Susan seconded.  Call a vote: Justin-yes, Susan-yes.

  1. Approve minutes of 3/8/23 and 3/15/23

The Select Board reviewed the minutes from 3/8/23.  Justin made a motion to approve the minutes from 3/8/23 as amended. Susan seconded.  Call a vote: Susan-yes, Justin-yes

  1. Comments & questions from the public

Mickey asked when they were planning to work on the Operating Budget for the Library.Susan provided an update pertaining to this topic.

Justin made a motion to adjourn the meeting at 7:46 pm.Susan seconded.Call a vote: Susan-yes, Justin-yes.

Documents used at the meeting

  1. Debt Service Financing Options from Unibank
  2. Draft unreasonable noise bylaw
  3. Request to contact Town Counsel form
Video / Audio