Select Board Meeting Minutes 6/22/22

Minutes of the meeting of 6/22/22

Meeting Opened at: 5:07pm due to technical difficulties

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

Also present: Michele Miller, Don Coburn, Hillel Maximon, Shawn Tryon,

Also present remotely: Frank Abbott, Ellen Coburn, Kevin West, Michele Miller, Don Coburn, Janet Jensen

5:00pm Joint Meeting with the Finance Committee

1. Review Financial Policies: Justin suggested to have everyone review the drafts provided tonight and come to the next meeting come to the next meeting prepared to discuss everyone’s proposed edits.  He would also like us to reassess the Financial Reserve Policy.  At the next meeting the two draft policy documents for the annual operating budget and purchasing will be discussed to see if anyone has any substantial edits they’d like to make.  The success of the budget process this last year contributed to how well the Select Board and Finance Committee worked together.  The next joint meeting will be on June 29^th at 5pm.
2. Review Capital Plan: This was generally discussed at the last joint meeting. Part of the process for reviewing and updating the plan is to begin speaking with the department heads about items that may not currently be listed on the capital plan.

A motion was made to adjourn the Finance Committee portion of the meeting at 5:41pm. The motion was seconded and approved 2 – 0.

1. The Board reviewed the edited draft policy concerning employee responses to Select Board communication and requests.  A motion was made to approve the policy as amended.  The motion was seconded.  Don Coburn stated that the policy should be sent to all employees.  Justin noted that a clean copy will be attached to the minutes and can be placed in the employee portal.  All employees will be informed of the new policy.  The motion was unanimously approved.
2. Departmental back up and redundancies: Susan will continue to research this and will present a plan at a later date to adopt any future policies. Justin suggested that the new Human Resource Director should be consulted when deciding how to pay, hours, etc.
3. Susan would like to add uniform timesheets and timeclocks to a future agenda.  Melissa informed the Board that she and the Treasurer just sat through a presentation with our payroll company on this and she plans on bringing it to the Board next week.
4. Consider approval of urgent requests for American Rescue Plan Act Funds:
   1. $55,000 requested by the Fire Department towards purchasing a lightly used and fairly new Rescue 5 from Southern Berkshire Ambulance: Justin said that it has been clarified that the current Rescue 5 is owned by the town not the fire company as previously reported. Repurposing Police Cruiser 1270 also seems untenable as it already has a plan for the future training of the police department, as well as a back-up for out of service vehicles, and furthermore the vehicle is significantly smaller. A motion was made to allocate $55,000 of ARPA funds toward the purchase of 2018 Ford Expedition from Southern Berkshire Ambulance. The vehicle has the proper licenses to transport and meets Monterey’s immediate needs to replace Rescue 5.  Putting another $8-10k into a vehicle that does not currently meet our needs and does not always start doesn’t make sense. Justin would like to make sure that it is added to the capital plan for future planning.  The motion was seconded and unanimously approved. Hillel Maximon stated he was very pleased with their decision.
5. Plan for deadlines and disbursements of the remaining American Rescue Plan Act funds ($203,211): Susan has amended the draft application that Michele worked on and will send it to Melissa and Justin for review and approval next week.
6. Both Susan and Justin came up with items to include in a draft letter to the new Human Resource Director laying out Monterey’s initial goals.  A draft will be ready for consideration at next week’s meeting.
7. A motion was made to amend the motion from last week and approve the Human Resource Inter-municipal Agreement without any amendments.  The motion was seconded and unanimously approved.
8. A motion was made to sign and issue the warrant for the August 23^rd special election. The motion was seconded and unanimously approved.  The Board also directed Melissa to mail this to all registered household voters.
9. FY23 appointments and reappointments: This will be continued to next week.
10. Town Administrator Items:
    1. Internal transfers: $1,278.30 from Select Board other to Legal Counsel, $1,493.56 from Snow and Ice to Fuel, $250 from Select Board other to Memorial Day, and $100 from Select Board other to Insurance. A motion was made to approve all the transfers as listed by the Town Administrator.  The motion was seconded and unanimously approved.
    2. A motion was made to approve and sign the Southern Berkshire Volunteer Ambulance grant application previously approved by the Board of Health. The motion was seconded and unanimously approved.
11. Review mail & correspondence received or to be sent:
    1. Parks Commission’s request to contact Town Counsel about use of beach and the opinion we received from previous counsel addressing limiting parking at a great pond. The Parks Commission would like counsel to clarify why Laurel Lake and Stockbridge Bowl can restrict parking to residents only.  The communication will be sent to counsel.
    2. Justin reported that Melissa is working on the schedule for the listening tour with new counsel.
    3. Justin provided Susan with the response from Counsel on legal strategy/employee hours with one section being redacted at Counsel’s advice as it would hinder our future litigation position.
    4. The Board briefly discussed that the Title V inspection at town hall was completed.
12. A motion was made to approve the amended minutes of 6/1/22.  The motion was seconded and unanimously approved. A motion was made to approve the amended minutes of 6/8/22.  The motion was seconded and unanimously approved.
13. Comments & questions from the public:
    1. none

A motion was made and unanimously approved to adjourn the meeting at: 7:43pm

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. Draft financial policies
2. Capital plan
3. Policy concerning employee responses to Select Board communication and requests
4. Parks Commission request to contact counsel
5. Email from counsel on employee hours/legal strategy