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Select Board Meeting Minutes 5/30/23

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Meeting date: 
Tuesday, May 30, 2023

Minutes of the Select Board meeting 5/30/23

Meeting Date: Wednesday May 30, 2023

Meeting Opened at 6:01 pm

Select Board members present: Justin Makuc, Frank Abbott

Select Board members absent: Susan Cooper

Finance Committee Members Present: Ilene Marcus, Jeff Zimmerman, Frank Abbott

Also Present: Melissa Noe, Jim, Laurie Shaw, Mickey Jervas, Mary Makuc, Mark Andrews, Dennis Lynch

Also Present Remotely: Laurie McArthur (Select Board secretary), Edie

Call to Order 6:01pm

  1. Meet with Finance Committee to discuss FY24 budget set at Town Meeting, expectations for zero-based budgeting.

Ilene said that they would like to have a morning session where the Finance Committee will take the various department heads work through their budget and help introduce them to the concept of zero-based budgeting.  Ilene and Frank used the fuel budget as an example to explain how to incorporate the potential cost of fuel into the budget.  Frank explained that this was a process and would take time to educate department heads about the process.  Melissa requested meeting with the Finance Committee to discuss their process to see if this is what is already being completed during the budget process.  Jeff recommended keeping in mind what the Income would be along with the rationale of line items.  Justin confirmed that the finance Committee will take on this project and will meet with Melissa to determine if zero based budgeting process is already being used.  The Finance Committee will report back to the Select Board after they look into this further. 

 

Ilene asked about the Warrant.  Justin said that the certified Town Meeting minutes are posted online.  Ilene inquired about debriefing on the Warrant process.  Jeff said it would be beneficial to get as much information as possible to help him catch up since he is new to the Finance Committee.  Justin said they get monthly reports and bi-weekly vendor warrants, which can be shared with the Finance Committee.  Justin reported that there are the DLS alerts along with a guide for Finance Committee members.  Melissa recommended having one meeting a week until July 5th, 2023. 

  1. Community Center variance permit

Laurie Shaw reported that they were awarded ARPA funds for their pavilion project, and said that the last time they met with the Select Board they were planning to apply for a variance.  She reported that the Community needs a 5-year plan in order to obtain the variance.  She would like to write to the state with a 3–5-year plan in order to have a bathroom installed, but in the meantime use portable toilets.  Laurie reported that the building inspector, health inspector, and the plumbing inspector have already written letters. 

She said that they need something in writing from the Select Board in support of the project.  Laurie said that this will be an added expense that will need to be incorporated into the budget.  She said the Mark Andrews has drawn up some plans, which he shared with the Select Board.  Melissa asked if it would be premature to put up the pavilion prior to determining if the Town was in support of this.  Melissa also asked if the Community Center has asked Jim if the walkway would interfere with lighting.  And third Melissa asked about additional parking to see if this would interfere with anything. 

Justin said the Select Board would need to discuss the long-term plan prior to deciding.  Frank suggested that if the Community Center come back with the variance, then assess the cost, and agreed that Jim should look at the plans.  Melissa said they were awaiting the lighting documents from National Grid.  Justin said if the Community Center looks at the plumbing variance, then the Select Board can look at the plans.  Justin recommended moving forward with the variance and have a meeting with Jim.  Justin asked what the Community Center needs from the Select Board, and they said that they just need a letter stating that they support the Community Center’s application for the variance.  Justin moved that the Select Board was in support of the Community Center seeking a variance with the state.  Frank seconded.  Call a vote: Justin-yes, Frank-yes. 

The Community Center will present a long term plan to the state for the variance process, but that does not mean that the long term plan is agreed to at this point in time by the Select Board. The Select Board and Community Center Committee will continue to review the proposed long term plan and discuss funding sources.

Justin recommended continuing to get cost estimates on the bathroom, walkway and pavilion designs.  Mark said that he received some names of individuals who may be able to look at the designs. 

  1. Bidwell House Theatrical Permit application

Justin moved to approve the Bidwell house theatrical permit from June 23rd to June 25th.Call a vote: Justin-yes, Frank-yes.

  1. Berkshire Regional Transit Authority advisory board appointment

Justin said that the Towns are allocated votes based on usage and therefore Monterey was given one vote.  Justin asked Frank if he was willing to serve on the BRTA advisory board.  Justin moved to appoint Frank as the BRTA advisory board appointment.  Frank seconded.  Call a vote: Justin-yes, Frank-yes. 

  1. Encumbrance procedure

Justin received the end of year paperwork and reported that he had questions about encumbering funds when there is no invoice.Melissa said that they must show that the money is going to be spent.Justin said that special articles are confusing to him because they are carried forward without an invoice.Melissa explained the difference between encumbering money from the operating budget and carrying forward special articles.Justin requested the Select Board review special articles being carried forward.

  1. Town Administrator items:
    1. Internal transfers

There were no internal transfers during this meeting.

  1. Draft Cyber Security Incident Response Plan

Melissa reported that there is a template for the Cyber Security incident response plan.  Justin moved to approve the Draft Cyber Security Incident Response Plan.  Frank seconded.  Call a vote: Justin-yes, Frank-yes. 

  1. Open Space Recreation Plan contract with Berkshire Regional Planning Commission

Justin moved to approve the Open Space Recreation Plan contract with Berkshire Regional Planning Commission.  Frank seconded.  Call a vote: Justin-yes, Frank-yes. 

  1. Massworks letter of support

Justin moved to approve the Massworks letter of support on Tyringham Rd. in Monterey.Frank Seconded.Call a vote: Justin-yes, Frank-yes.

  1. Unanticipated business

Melissa requested the Select Board sign the final reimbursement request for the 7:01pm.

  1. Comments & questions from the public

Myrna and Tim Carson presented some photos to the Select Board regarding parking concerns at the pavilion.Justin said that he would take accountability for this past weekend at the Memorial Day parade. Myrna reported that they have had multiple days of parking concerns and said that there is not enough parking.Tim reported that he had one incident where an individual parked on his lawn and became confrontational when asked to not park or turn around in their yard or on their lawn.Justin said he will speak with Jim and the Police Chief about the issue.

  1. Approve minutes of 5/23/23

The minutes will be approved during the next meeting. 

Justin made a motion to adjourn the Select Board meeting.  Frank seconded.  Call a vote: Justin-yes, Frank-yes.  Meeting adjourned at 7:04pm. 

Documents used at the meeting

1. Bidwell House Theatrical Permit application

2. Draft Cyber Security Incident Response Plan

3. Open Space Recreation Plan contract with Berkshire Regional Planning Commission

4. Massworks letter of support

5.  Chapter 90 reimbursement request for the tractor loader 

Video / Audio