Monterey Select Board
Minutes of the meeting of 12/17/12
Meeting Opened at: 9:10am
Select Board Members Present: Scott Jenssen, Chairperson, Muriel Lazzarini and Wayne Burkhart
Also in attendance for parts of the meeting: Susan Gallant for the Monterey News, Bruce Turner, Business Administrator of SBRSD, Maynard Forbes, Chief Backhaus, Dan Moriarity, Emily Kramer of the Berkshire Record and Brennan Polidoro
The board met with Director of Operations, Maynard Forbes’ to review the following:
1. Letter received from Nanette Hucknall and Lynne Leavitt, head of snowplowing and road maintenance respectively for the private portion of Sylvan Rd complaining about the public portion of Sylvan and the lack of maintenance on it. The first 100ft of Sylvan is public and they are requesting that the town plow it – Maynard stated that this has been discussed in the past and the residents were told that it would end up leaving a large snow bank as it is essentially a driveway and the residents opted against this. Maynard also noted that the condition of the public portion is fine and is in better shape than the private portion. The Board asked the crew to plow the public portion and do their best to not leave a bank; an email will be sent to the authors of the letter informing them of this.
2. Maynard stated he met with the Finance Committee regarding the grader replacement. He’s received some estimates and expects it to come in around $275,000. The Board was pleased with the lower price for the size machine originally requested and that fits the needs of the department.
The board met with Police Chief, Gareth Backhaus to review the following:
1. Brennan Polidoro came in to interview for a part time officer position. The Chief requested that Brennan be appointed as a part time officer for Monterey for a 6 month probationary period. The Chief informed the Board that the department will be losing 2 part time officers this month to other full time opportunities. A motion was made to appoint Brennan Polidoro for a 6 month probationary period through June 30, 2013. The motion was seconded and approved unanimously.
Miscellaneous Select Board Items Reviewed:
1. The school committee asked Bruce Turner, SBRSD Business Administrator to meet with the Select Boards to see if the Board wants to be considered to be in the queue for the School Building Authority funds that may be available for things like design help and the cost of the building project. Submitting a letter of intent and adopting a resolution does not lock either party into taking funds or giving funds. The statements of interest open up in January and if the Board is interested SBRSD writes the necessary paperwork. After Bruce left the Board agreed that they are interested providing that showing interest doesn’t lock them into anything restrivtive.
2. Dan Moriarity came in to present the Board with several binders of information from 2007 to the present containing every document he has collected with regards to the mitigation of Lake Buel. He stated he will turn them over to the Town only if we require anyone requesting to look at them or have copies of them sign for them. Dan was informed that anyone can come in to look at public records without signing for them however if they wish for copies to be made of any of the documents a written estimate will need to be provided from the Town to the requester. Dan will be putting a copy together for the Board but will need another 2 weeks or so to prepare it fully. The Board discussed this after Dan left and agreed that if he can provide comprehensive information the Board will review it and
then provide copies to Smitty, Senator Downing, New Marlborough officials, DEP, DCR, BRPC and our Con Comm to determine the next steps in helping to mitigate Lake Buel. The two reporters present inquired about why an invoice was not received when the two towns paid the $10,000 each approved at town meeting for the study and the Board stated the current Town Accountant has said invoices aren’t required. M. Noe pulled a copy of the 2009 audit management letter which states that that the disbursement of town funds should only be made based on the presentation of an original invoice as this is an integral part of good internal controls and provide assurance that Town expenditures are legitimate and accurate. The Board asked M. Noe to provide another copy of this to the Accountant to make sure he is aware that invoices should be submitted for payments made. The Board will contact the Lake Buel Prudential Committee to discuss their position with regards to
this issue and request they come to a future meeting.
3. The Board will not hold meetings the following 2 Mondays due to the holidays; they will meet next on January 7, 2013.
4. The minutes from 12/10/12 were approved as amended.
5. A motion was made to reappoint Lynne Leavitt to the Cultural Council. The motion was seconded and approved unanimously.
6. Mail was reviewed which included:
a. A resignation letter effective immediately from Bettina Schwartz from her position on the Parks Commission.
b. The Board reviewed MGL Chapter 151A §2 which Town Counsel has advised is what municipalities should use to determine if someone working for the Town can be considered an independent contractor or must be paid as an employee and have the proper taxes withheld. There are 3 items in the law that must be met in order to be considered a contractor. The position in question is the Assistant Assessor and the Board feels that he does not meet the 3 requirements to be paid as a contractor and will be address this further in January when they next meet.
7. Warrants were signed for three weeks (weeks ending 12/15, 12/22 and 12/29).
8. Inter-Departmental Secretary’s weekly report reviewed.
a. M. Noe confirmed that the help wanted ad for the part time accountant has been placed in the Shopper’s Guide, Monterey News and on the town website and FB page.
b. The Board asked M. Noe to update them on her knowledge of the town bylaws being approved by the Attorney General’s office. M. Noe summarized what she has been told by the Town Clerk and Town Counsel.
A motion was made and unanimously approved to adjourn the meeting at: 10:55am
Submitted by:
Melissa Noe, Inter-Departmental Secretary
Approved by:
Monterey Select Board
Select Board Members
Minutes Book
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