Select Board Meeting Minutes 7/31/19

Minutes of the meeting of 7/31/19

Meeting Opened at: 9am

Select Board Members Present: Kenneth Basler, Chairperson, Donald Coburn and Steven Weisz

Also in attendance: Shawn Tryon, George Cain

Miscellaneous Items Reviewed:

1. Broadband update: Don received an unexecuted, non-binding agreement from Massachusetts Broadband Institute and Fiber Connect.  Don recommends the Board contact Michael Baldino confirming that we are prepared to execute the agreement and asking what procedure MBI would like to use for the execution of the document.
2. The Board signed the confirmation letters of employment for FY20 for 75% of the positions, the remaining positions need additional information/updated job descriptions before they can be completed.
3. Internal transfer clarification/votes:
   1. A motion was made that everyone was in agreeance that at the meeting on the 17^th a formal vote was not taken however it is clear from the audio that there was not any opposition to the appropriation transfers that the Finance Committee had made on the 15^th.  The motion was seconded and unanimously approved.
   2. A motion was made confirming and clarifying that they have no objections to the vote made by the Finance Committee on the 15^th to approve the following transfers:
      1.  DPW other expense to public street lighting $158.77
      2. S&I salt & sand to S&I overtime $1052.79
      3. Various accounts to police part time officer $2143.90
      4. Various accounts to police software licenses $1422.50
      5. Telecommunications to police rentals $100.00
      6. Encumbrances: from staples to office supplies $119.99 and from galls to uniforms for $362.94
   3. George noted that this is the beginning of his 3^rd year and to date he has encountered many issues that he has not yet and acknowledged that one could have been avoided had the Finance Committee showed up at the joint July 3^rd meeting.  George also acknowledged an error in judgement on the Finance Committee’s part for using photocopies of documents with the Select Board’s signatures.
4. The Board unanimously approved the special event permit application from the Bidwell House for their Bidwell Summer Party on August 3, 2019.
5. Shawn Tryon updated the Board on the Tyringham Rd culvert issue.  Shawn and Melissa met with the Conservation Commission Agent yesterday and confirmed what documents she will need to issue us an emergency order to make repairs.  Don requested, if at all possible that the work be done after October 15^th so there is less of an impact on traffic and Kenn and Steve agreed.  Kenn noted that Tyringham is working on its own culvert and may have to close the road.  If that becomes the case, the board agreed that it would be best if Shawn coordinated with that work, to minimize the amount of road closing.
6. Baystate Municipal Accounting hand delivered the monies owed to Monterey this morning.  The Board requested that the Treasurer send us immediate verification of the funds being deposited.
7. Steve recused himself from the following conversation regarding the Bidwell Rd property issue.  Kenn reported that the homeowner has reached out and has requested a site meeting to review what needs to be done to remedy the safety issue rather than attending a public meeting.  Don agreed with that approach.
8. Dam inspection report: Don inquired why there wasn’t anything in the 2017 engineer report explaining why it is a high risk dam.  Shawn said that the state has classified it as a high risk dam, not the engineer.  Don also inquired why the draft 2019 report is almost identical to the 2017 report.  Shawn reported that this inspection must be done every 2 years and each report differs slightly showing what the town has done during the previous 2 years.  Don suggested that the recommended policy in the report be created within the next 2 years.  Don also asked why Shawn authorized payment of the bill prior to receiving the final report.  Shawn explained that it was a timing issue on a late submitted bill by the engineer.
9. Shawn reported that he and the Building Inspector made a site visit at the school building.  There is evidence of animals inside the building and high moisture.  The foundation is failing.  The Building Inspector recommends auctioning it as a residential structure which he will put in a formal recommendation to the Board.
10. Don inquired of Shawn whether he felt the department head meetings were useful and reported that the Police Chief had mentioned in conversation they weren’t always useful for his department.  ; Kenn suggested that the meetings be reinstated and all agreed.  First meeting will be in August, with Kenn presiding.
11. Kenn made a motion to appoint BJ Johnson to the Planning Board until the next election.  The motion was seconded by Steve Weisz.  Discussion ensued.  The motion passed unanimously.
12. Shawn reported that his new help is working out well.  The department has been holding their weekly safety meetings and everything is going well.
13. Don asked about the sticks set to mark streams crossing under roads, and suggested that one might be sufficient.  He mentioned the two stakes on his property and Shawn said he check it out.
14. The Bally Gally lease is up for renewal – Don requested that an appraisal of the property and rent being charged be performed prior to renewing the lease.  M. Noe was given a name of someone to contact for this and any expenses for this will be charged to SB expenses.  All agreed.
15. The Board approved the special event permit submitted by the Fire Company for the steak roast on the 27^th.  They noted that they will make an exception for it being turned in late this year but going forward it needs to be submitted in a timely fashion for approval prior to the event.  Discussion also ensued about the need to finalize the lease with the Fire Company and get an updated list on the ongoing projects and construction progress.  Don will work on a draft lease in concert with Shawn.
16. The Board signed the application for certification as a seasonal employer with the Executive Office of Labor and Workforce Development Department of Unemployment Assistance for the per diem snow plow operators we hire from October 13 – April 18.
17. The Board discussed the recent accounting issue and the need to look at options as now recommended by the Department of Revenue to separate the treasurer and accounting positions from being performed under the same entity even though it’s by separate individuals at the company.
18. Warrants were signed.
19. Minutes from 7/3/19 were approved.
20. Mail was reviewed.

A motion was made and unanimously approved to adjourn the meeting at: 10:17am

Submitted by:

Melissa Noe, Administrative Assistant

Approved by:

Monterey Select Board

cc: Website (www.montereyma.gov)

Select Board Members

Minutes Book

Town Clerk