Select Board Meeting Minutes 4/22/2020

Minutes of the meeting of 4/22/20

Meeting Opened at: 9amm

Select Board Members Present Remotely: Kenneth Basler, Chair, Donald Coburn, Steven Weisz

Also in attendance remotely: George Cain

The following items were discussed:

1. Covid-19 updates:
   1. Yesterday the Governor ordered schools closed for the remainder of the school year.  Kenn read a memo about the inequality of broadband services.  A draft letter to send to the Governor, Senator Hinds and Representative Pignatelli was approved requesting that the legislature enact a system of mandatory, expedited arbitration for the resolution of “make-ready” disputes.
   2. Discussion ensued about whether a porta potty should be placed at the pavilion for those using the wi-fi hotspot.  Concerns were voiced about the issues with cleaning the porta potty and that it would be a tightly confined coronavirus prone surface.  It was agreed that having one there would increase the health risk.  A motion was made to not place a porta potty at the pavilion.  The motion was seconded and unanimously approved.  The Board will get an opinion from our health agent on whether the one at town hall should be removed or not.  A motion was made to lock the porta potty at town hall until further notice.  The motion was seconded and unanimously approved.
   3. Annual town meeting.  A motion was made to further postpone the annual town meeting from May 30^th to June 27^th.  The motion was seconded and unanimously approved.
   4. Playground/parks: A sign will be placed at the playground, baseball field and basketball court stating that they are closed until further notice.
   5. Steve reported that Alice Boyd has informed him that the particulars on the monies from DHCD are still being worked on, Monterey is in the queue for about $10k in the first round which can be used for; forgivable business loans, social services tied to COVID-19 and rental and mortgage assistance for up to 3 months.  Alice will send us the applications once they have been released.
   6. Kenn reported that he attended an online meeting with the senior group.  The biggest issue they are facing is monies for things that surround COVID-19.  Representative Pignatelli has stated that he feels there will be funds released at some point to assist with items like mailings, cleanings, etc that were not planned for and are specific to addressing concerns with COVID-19.  They will also be working with M. Noe to make the Council on Aging page on our website more centered on their needs.  A motion was made to allow the seniors to send out a town wide mailing not to exceed $750.  The motion was seconded.  Discussion ensued.  The motion was approved unanimously.
   7. Any COVID-19 expenditures should first be approved by the Board and should be submitted through M. Noe to make sure we keep an accurate tally in case there are available funds from state or federal agencies to cover these costs.
2. FY21 budget & warrant:
   1. Alternate budget memo to department heads:  Discussion ensued about what the memo should contain and when it should be distributed.  Topics that should be included when the memo is sent is the possibility of having to go to a 1/12 budget if we are unable to hold a town meeting by June 30.  A motion was made to table this discussion for at least 2 weeks when we may know more.  The motion was not seconded and therefore failed.  The memo will be redrafted and sent around for approval.  The situation will be reevaluated at the May 27^th Select Board meeting.
   2. Suggested amendment to Article II Section 3 of the town bylaws: Counsel has stated that the Board has the legal authority to submit the proposed amendment contrary to what a member of the finance committee asserted at the last meeting.  Don explained that his reason for submitting this amendment to town meeting is to clarify the budget process that has been taking place each year until this year.  Discussion ensued.  A suggestion was made to propose that the amendment read that the budget is submitted jointly by the Select Board and Finance Committee rather than choosing one board/committee and to have both the finance committee and select board be supportive of it prior to town meeting.  Steve and Kenn will both work on a redraft.
   3. Order of warrant articles: The Board will look at the order of the special articles
3. Response to National Grid regarding the tree work they have proposed.  The draft letter was approved.
4. FY21 transfer station sticker sales: It was proposed to offer a discount to encourage people to apply for their FY21 stickers in a timely manner.  It was suggested to reduce the price by $10 for the month of May only, stickers after that would be $60.  It was also suggested to continue to require license plate numbers however but to not put the plate numbers on the stickers themselves.  The Board unanimously agreed to both suggestions.
5. The Board unanimously approved the draft versions of the Motor Vehicles Excise Tax Commitments and Accounts Receivable and Cash Receipts, Cash Disbursements, Petty Cash, Tailings and Reconciliation of Cash Policies and Procedures.  M. Noe will work on getting the next sections out for approval.
6. The Board reviewed and discussed the amendments/updates to the employee handbook to reflect recent changes made.  A motion was made to approve all of the amendments and additions.  Further discussion ensued.  The motion was seconded and unanimously approved.
7. Minutes of 4/15/20 were unanimously approved.
8. Warrants were signed.
9. Administrative Assistant Items:
   1. Request from the attorney to schedule an executive session to discuss the current lawsuit against the town.  M. Noe will set up some additional dates.
10. Steve reported that he is in regular contact with AT&T about the completion of the Chestnut Hill Tower.  He reported that AT&T is completing a multi-step process for getting the Chestnut Hill tower to go live. 
11. The Board discussed the agenda for the next meeting which has tentatively been scheduled for 10am on the 29^th with the Finance Committee.

A motion was made and unanimously approved to adjourn the meeting at: 10:53am

Submitted by:

Melissa Noe, Administrative Assistant

Approved by:

Monterey Select Board

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Any documents referred to in the minutes are available by request at town hall.