Select Board Meeting Minutes 6/27/23
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Meeting date:
Tuesday, June 27, 2023
Minutes of the Select Board meeting 6/27/23
Meeting Date: Wednesday June 27, 2023
Meeting Opened at 6:01 pm
Select Board members present: Justin Makuc, Chair; Susan Cooper, Frank Abbott
Also Present: Melissa Noe (Town Administrator), Laurie McArthur (Select Board Secretary), Mickey Jervas, Ilene Marcus
Also Present Remotely: Don Coburn, Roger MacDonald
Call to Order 6:01pm
1. Meeting with Human Resources Director, Sophia Bletsos, for general updates
Justin said that Sophia emailed the Board’s regarding department head attendance in meetings. Justin shared his conversation with Sophia regarding conflicts employees may have with meetings scheduled. Justin suggested rotating the schedule of the meetings to try and accommodate more individuals. He suggested making meetings mandatory for anyone who is scheduled to work at that time, and strongly encourage attendance for individuals who would not normally be scheduled on that day. Sophia said that the department meetings are meant to develop a better culture in the Town and bring the leaders together. Sophia said that she was open to changing the times if needed, but she has also been booking the meetings several months in advance.
Sophia discussed the importance of the upcoming harassment training in August. She provided an overview of the discussion that occurred in the Finance Committee meeting and the possibility of discussing mileage reimbursement for part-time employees. Justin discussed the differences between an individual who works full-time for the Town vs an individual who works part-time evening hours and has another job. Sophia said that she has made accommodations in the past for individuals who may require a virtual option and is trying to create beneficial trainings for employees.
The Select Board will continue to work on the Employee Handbook. Susan asked about Sophia’s agenda for the upcoming year. Sophia said she is working on recruitment and would like to schedule more trainings in the future. Sophia said that she is open to discussing larger projects with the Select Board.
2. Appointments:
a. Annual appointments/reappointments for FY24
The Select Board discussed the process of individuals being sworn in for their appointed role, and the consequences of not being sworn in.
The following appointments were made for the terms noted:
Terms expire on the following dates:
1 year – 6/30/2024
2 years – 6/30/2025
3 years – 6/30/2026
FY24 Appointments/Reappointments
No Expiration
Transfer Station Manager no expiration date Jim Hunt
1 year terms
BRPC, Alternate 1 year Laura Mensi
Fire Inspector 1 year Shawn Tryon
Lake Garfield Working Group 1 year Kyle Pierce
Lake Garfield Working Group 1 year Greg Carnese
Lake Garfield Working Group 1 year Steve Snyder
Lake Garfield Working Group 1 year Trevor Hurst
Lake Garfield Working Group 1 year Michael Germain
Lake Garfield Working Group 1 year Dennis Lynch
Lake Garfield Working Group, Alternate 1 year Richard Jaffe
Memorial Day Parade Committee 1 year Ilene Marcus
Memorial Day Parade Committee 1 year Tom Sawyer
Memorial Day Parade Committee 1 year Olivia Tuttle
Memorial Day Parade Committee 1 year Justin Makuc
Monterey Community Center Committee 1 year Laurie Shaw
Monterey Community Center Committee 1 year Wendy Jensen
Monterey Community Center Committee 1 year Elaine Lynch
Monterey Community Center Committee 1 year Kyle Pierce
Monterey Community Center Committee 1 year Roz Halberstadter
Monterey Community Center Committee 1 year Wendy Germain
Monterey Community Center Committee 1 year Joann Bell
Monterey Community Center Committee 1 year Catherine Hurst
Monterey Community Center Committee
1 year Mark Andrews
Monterey Community Center Committee, Alternate 1 year Dennis Lynch
Planning Board Clerk 1 year Laurie McArthur
Records Access Officer 1 year Melissa Noe
Records Access Officer 1 year Christopher Andrews
Renewable Energy Working Group 1 year Peter Murkett
Renewable Energy Working Group 1 year Chris Aidun
Renewable Energy Working Group 1 year Peter Grealish
Renewable Energy Working Group 1 year Rob Hoogs
Renewable Energy Working Group 1 year Isabel Bronson
Town Accountant 1 year Eric A Kinsherf CPA
Town Counsel 1 year Miyares & Harrington LLP
Town Treasurer 1 year Mass Munifin
Veteran Service Officer 1 year Julio Rodriguez
Police Department, Part Time - Reserve Intermittent Police Officer 1 year Keith Avalle
Veteran's Agent 1 year Thomas Beasley
2 years
Inspector of Buildings, Building Commissioner and Code Enforcement Officer 2 years Donald Torrico
Regional Hazard Mitigation Team 2 years Brian Fahey
Sanitary Inspector 2 years James Wilusz
Inspector of Wires, Alternate 2 years Warren Harrison
3 year terms
Civil Defense Coordinator 3 years Peter Brown
Emergency Management Director 3 years Brian Fahey
Emergency Manager, Deputy 3 years Shawn Tryon
Local Emergency Planning Committee
(LEPC) 3 years Brian Fahey
Historical Commission 3 years Stephanie Sloane
Justin read off each of the appointments and the term for which the individuals were appointed. Justin made a motion to make the appointments as read. Frank seconded. Call a vote: Justin-yes, Frank-yes, Susan-yes.
Justin identified the groups that were missing members where additional appointments would need to be made.
Justin asked if any of the Select Board members were interested in becoming a member of the Regional Transportation Advisory Committee. Susan inquired about drafting something for the Conservation Commission to find additional members. Melissa and Sophia drafted something for the Town website to try and attract members.
b. Discuss Town Clerk, term of office
Justin discussed the Town Bylaws and found that the Town Clerk’s position was set for 3 years; however, Melissa found that this was not set as an actual Bylaw, and found it was not in the accepted Bylaws. Justin said that he thought it might be an acceptance of MGL and discussed extending the recently appointed Town Clerk to a three-year term. Susan suggested presenting it as a probationary period of one year to see if it is a good match. Susan inquired about doing a three-year term with a one-year probationary period. Melissa said that the bylaw was originally set when it was an elected position. Justin suggested making the three-year appointment with annual evaluations. Susan suggested if they would like to change the wording, then the Select Board should add this to the warrant. Justin moved to extend Chris Andrews’ appointment for three years to June 30, 2026. Susan seconded. Call a vote: Justin-yes, Frank-yes, Susan-yes.
c. Review applicants for vacant Finance Committee seat, Finance Committee’s recommendation
Ilene said that regarding the Finance Committee’s preference for a candidate she would like to engage new members in community service, require they be a voter in the Town of Monterey, and thought that IT experience was a positive. She said that the preference of the Finance Committee would be for Roger MacDonald. Justin said that the official appointment would be put on the next agenda in accordance with the OML. The Select Board unanimously agreed that they thought Roger MacDonald had the desired qualifications. Justin will add Roger MacDonald to next week’s agenda so they can vote on it.
d. Beach attendant appointment: Philip Enoch
Justin said that Philip Enoch is his cousin; however, per the ethics law this is not considered a conflict as a cousin does not qualify as immediate family. Justin reported that Philip will report to the Parks Commission. Justin moved to vote Philip Enoch as the Beach Monitor for an indefinite appointment. Susan seconded. Justin-yes, Frank-yes, Susan-yes.
3. Amendments to the Renewable Energy Working Group contracts
The Board had questions for REWG Chair, Peter Murkett, and will revisit this when he is present.
4. Town Administrator items:
a. End of year transfers
There was a transfer request of $363.98 from the Fire Dept uniforms to Fire dept. other.
There was a transfer request from the Fire Department for $260 from uniforms to Fire Department other for CPR training.
There was a transfer request from Grant Writing to Town Counsel for $1,620.
There was a transfer request from the Treasurer for unemployment to payroll expenses for $1,016.19.
Justin moved to accept the transfer requests as a group. Susan seconded. Call a vote: Susan-yes, Justin-yes, Frank-yes.
b. Special article carry forwards
Melissa reported that she made a preliminary list, which included the two articles from 2021 and 2022, Capital improvement for $30,000 each for the Fire Company; $3,477.77 for Monterey School expenses; $11,105 for storm damage; and $32,878.20 for the Milfoil for Lake Garfield. Melissa is recommending to not carry forward the Community Center lighting funds, because she spoke with National Grid who shared that the lighting will be installed complimentary due to the extensive wait time.
c. Draft contract with ambulance
Melissa reached out to Counsel and reported that due to the amount being requested they would like to pay quarterly. The Town is unable to pay until a contract is in hand since the amount requested is over $10,000. Justin said that the Select Board could review the contract and revisit it next week. The Select Board discussed ideas for submitting information regarding the number of calls. Justin said that Southern Berkshire would like quarterly payments. Justin asked if they need to put this out to RFP to bid or if they can just go with Southern Berkshire ambulance. Justin clarified that Monterey would like 24/7 advanced life support.
5. Community Center Coordinator title request change
Justin recused himself. Susan reported that she was informed that Mary M. would like to change her title to Community Center Director. Susan made a motion to change Mary’s title to Community Center Director. Frank seconded. Call a vote: Susan-yes, Frank-yes.
6. Fire Company lease renewal
Justin recused himself. Frank and Susan discussed the length of contract. The MFC proposal had the lease at 1 year. Susan and Frank, both agreed it needed to go longer. Frank said that he was unable to find a 6:55pm
Frank said that warrant funding now totaled 90,000 with this year’s warrant. Frank recommended the Select Board inquire about what the funds would be spent on.
Frank suggested that Shawn inform the Select Board of what needs to be done and budgeting for additional funds for buildings. Frank also said that the capital needed for the fire house building should be enter into our capital master spreadsheet like we do with other departments.
Frank suggested that Shawn provide the MFC building capital requests, then have the Select Board review the requests and add them to the Warrant. The capital request would be handled like other department capital requests.
Frank suggested that Town Counsel be consulted to clarify distributing the funds regarding the lease. Frank and Susan discussed how the lease will need to transition to a long-term lease in order to be able to receive the funds that had been set aside in the past three Warrants. The Select Board will continue to discuss this issue at a future meeting.
7. Review long term goals and priorities list
Justin added the Fire Station lease and the Southern Berkshire Ambulance to the list. He also added the Open Space Advisory Committee to the list. Melissa clarified that the Select Board would oversee appointing committee members. The Select Board will continue to work on this list.
8. REWG revisited
Justin suggested inquiring why the two buildings were removed from the contract. Susan suggested reaching out to the REWG. Frank will check in with Peter.
9. Unanticipated business
Frank said that he has had three individuals contact him regarding the Cronk Rd decision. Frank said he would like to review the information and reported that he had a request to place it on the agenda so individuals could discuss the Cronk Rd. decision. Susan reported that what the Select Board voted on in 2022 is different than the 2014 plan. Susan reported that there are fewer poles placed differently and fewer trees that will be removed; therefore, the original plan was no longer relevant. Justin will forward the minutes from the original discussion to Frank for review. Justin and Susan offered to discuss questions and concerns.
Justin said that Katherine Hurst brought to his attention someone has a food truck that sets up in Gt. Barrington and was wondering if they would be able to set up at the Town Beach. Justin said that this would be something that would need to be discussed with the Board of Health and the Parks Commission. Justin will follow up with the Board of Health and the Parks Commission.
Frank inquired about a vehicle policy regarding using the Police Vehicle for training or outside of work. Frank will look into this and propose a policy to the Board at a later date.
9. Comments & questions from the public
Mickey presented the Select Board with a document that outlined the possibility of requiring a transfer request for funds in the event funding is needed for mandatory trainings.
10. Approve minutes of 6/13/23 and 6/20/23
The minutes will be approved during the next meeting.
Justin made a motion to adjourn the Select Board meeting. Susan seconded. Call a vote: Susan-yes, Justin-yes, Frank-yes. Meeting adjourned at 7:26pm
Documents used at the meeting:
1. End of year transfers
2. Long term goals and priorities list