Select Board Meeting Minutes 5/16/22

Minutes of the meeting of 5/16/22

Meeting Opened at: 4:30pm

Joint Meeting with the Finance Committee

Select Board Members Present Remotely: Justin Makuc, Chair and Susan Cooper

Finance Committee Members Present Remotely: Michele Miller, Chair and Frank Abbott

Finance Committee Member Absent: Katrina Fitzpatrick

Also present remotely: Mickey Jervas, Dennis Lynch

Items discussed:

1. Discuss goals for the year including budgeting, capital planning, and adopting financial policies:
   1. Justin noted that there is an existing budget calendar and memo that is sent to all departments from FY22 signed off on by Coburn and Weisz from the Select Board and Sylbert and Wolin from the Finance Committee. Justin thinks it is worth revisiting since the two bodies are newly composed since then, to see if any changes need to be made. Justin thought that for some departments meeting in December as we have may be a little too early and we might want to consider changing that. Michele agreed and suggested more involvement by the Accountant.
   2. Both Boards will begin discussions early on Capital Planning in June.  Justin suggested adding this to the budget calendar.  Justin suggested that goals for stabilization and free cash spending should also be talked about early and often and that formal policies for the use of the stabilization fund and free cash should be created.  Susan suggested that both policies should talk about the purpose as well as the amount.
   3. Financial Policies: Frank will investigate with the Town Administrator what policies the town currently has adopted or is working on as well as what the Department of Local Services recommends.
2. Both Boards discussed expectations of inter-Board relations between the Finance Committee and Select Board.  It was suggested that if a member is acting without the majority of their board they should make that clear in any communications sent to avoid confusion.
3. It was suggested to hold a joint meetings on Thursday June 16^th at 5pm to discuss the capital plan and other policies and goals for the year, all agreed.
4. The Board discussed the forthcoming negotiations with Counsel and how to proceed with the hourly proposals submitted and asking for flat fee proposals.  To date the Town has only received hourly proposals limiting us to 7-8.8 hours per month and looking at previous months we are using about 10 per month.  The need for a special town meeting was discussed if we are unable to work out an arrangement that fits within the amount currently budgeted and approved by the voters.  All agreed that the policy for contacting counsel needs to be strictly adhered to.  Justin asked permission to see if KP Law would be interested in staying on as counsel since the Board has dramatically changed, but Susan did express concerns about the way they handled the investigation. In particular, when redacting the report they titled it “Noe investigation” despite the fact that the investigation involved multiple complaints from numerous parties. Susan noted that in speaking with the former Select Board Chair when he contacted them about this they downplayed its importance. Justin made a motion so that he could contact KP Law to see if they would want to continue with Monterey for the previously agreed upon amount.  The motion was seconded and approved unanimously by the Select Board.

A motion was made and unanimously approved to adjourn the meeting by Boards at: 5:15pm

Submitted by:

Melissa Noe, Town Administrator

Approved by:

Monterey Select Board

cc: Website (www.montereyma.gov)

Select Board Members

Minutes Book

Town Clerk

Any documents used in the meeting are listed below and are available by request at town hall.

1. none