Monterey Select Board
Minutes of the meeting of 1/7/13
Meeting Opened at: 9am
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, Mick Garrold of MIIA, Steven Pullen, Shawn Tryon and Deborah Mielke
Miscellaneous Select Board Items Reviewed:
1. At the Board’s request, Mick Garrold of MIIA, our insurance representative came in to discuss the following (also present for the discussions were Maynard Forbes and Steve Pullen):
a. Policies in effect: Medical, property, casualty, liability, auto and worker’s comp. Renewal periods are effective July 1.
b. Discounts and trainings available. Monterey has earned over $3,000 in credits toward our policies from some of the programs offered.
c. The variety of options MIIA offers for health insurance was briefly discussed. Mick was unable at this time to predict what the increases to policies may be.
d. Steve inquired about Medex and why his plan that he has personally costs less than the policy offered to eligible Monterey retirees. Eligible retirees with Monterey must have and pay for Medicare A & B in order to receive the Medex benefit. Mick felt that the coverage the town offers was most likely a better plan than the Bronze plan Steve has. Mick will look into it.
e. Muriel inquired about a November 2011 discussion of the Select Board and employee compensation committee where it was requested by the Compensation Committee that the insurance contact change from Pat Mielke to the Select Board thru their secretary, Melissa Noe. The general consensus was that it was originally requested to have the change made as several departments felt the communication currently was lacking and that with Melissa available in the office full time, things would not fall through the cracks as has been happening. The Board agreed that logistically it would improve communications and a motion was made to turn over of the town’s insurance and the corresponding responsibilities to Maynard Forbes with regards to the Fire Department and Melissa Noe with regards to
the town’s policies. Discussion ensued and Steve felt that the Board was confusing an administrative issue with a financial responsibilities issue. Muriel disagreed and stated that the two items went together and felt that the insurance decisions belong in the Select Board’s hands. The motion was withdrawn and will be discussed at a later date by the Board and ECAC.
2. The minutes from 12.17.12 were approved as written.
3. Shawn Tryon, Fire Chief came in at the Board’s request to discuss capital expenditures for the Fire Department. The air packs will need to be replaced this year (approx $50,000), Engine 1 will be moved to FY16 (approx $625,000) and there is a boat scheduled for this year (approx $20,000). The boat the fire department currently has needs constant repairs but is not ideal for ice rescues.
a. The new rescue arrived on Friday; Shawn invited the Board to stop by to see it. Some of the equipment has been replaced and Shawn is looking for the Board’s permission to sell or donate the old equipment. The Board asked that the dept try to sell it and get whatever they can for it.
b. Shawn stated that the compensation he receives as Chief ($200/month) works out to be $7/day and it hardly covers the amount of work and time that goes into the job. He is looking for a raise to $600/month. In addition to this salary, Shawn does receive compensation when going on calls. Shawn also plans on requesting a raise for the entire department but doesn’t have any final numbers as of yet.
c. Number of calls and types of calls that the department responds to were discussed. It appears that medical calls seem to outnumber fire calls and Muriel asked what the Town could do to attract more EMT’s and limit the number of non-medical personnel responding to the medical calls. Maynard and Shawn explained that our Fire Department is a first responder department not an EMT based department.
d. The Fire Department was complimented on what a great job they are doing at keeping a well maintained department with high morale.
4. As requested by Pat, the Board reappointed Pat Mielke, Treasurer effective today expiring on the date of the annual elections in May.
5. Scott updated the Board of an email he sent this morning with a list of suggested items to be included in the design of the future Monterey School Building to David Quisenberry who has offered his services. Scott is hoping to have something to show within the next week or so and then public hearings could be held in February. The Board inquired as to whose responsibility it would be to provide the building with the school supplies (desk, chairs, etc.)
6. Scott has tried to contact Paula Hatch of the Lake Buel Prudential Committee but has not heard back from her yet on scheduling a meeting with the Board.
7. Hazard mitigation grant emails received on briefings and over viewings were reviewed. Wayne will follow up with BRPC.
8. Town Clerk, Deborah Mielke came in to discuss a proposal received to organize and catalogue the records/storage room. The room includes records from all departments and Debbie feels everyone should be a part of making the decision as well as paying for the service. The company charges $515/day to come in and inventory and make a recommendation. This particular company did just do this same service for the Town of Stockbridge and the Clerk there is very happy with what’s been done to date (they are doing it in stages). The Board felt that organization was the key to success and thought this would be worth researching more and putting on the ATM warrant for FY14 (the estimate for the entire project was approximately $5,000). Debbie will get a more detailed proposal on what they
would need from each department as well as a more definitive cost & timeframe and she will get back to the Board with that information.
9. Deborah Mielke brought in documentation that would allow the town to exempt certain positions from being required to participate in the online ethics test the state requires. The documentation states that the Board could exempt all non-paid volunteers. The Board will review the list given and make a decision next week.
10. Mail was reviewed which included:
a. Resignation letter from Janice Emmons from the Monterey Historical Commission.
b. Notice from the Town Clerk reminding the Board members that they need to take the state ethics online training.
c. Letter of introduction on services offered from JPV Consulting LLC
d. MMA letter regarding the upcoming business meeting.
e. Letter from DCR announcing the opening of the application period for the FEMA Hazard Mitigation Grant Program.
11. Warrants were signed.
12. A bill from the law firm assisting the ECAC committee was for $2,310 which is $810 more than the line item for special counsel has in it. Muriel suggested paying the rest out of Select Board expenses which the rest of the Board agreed to.
13. Inter-Departmental Secretary’s weekly report reviewed for the last 3 weeks.
a. The Board asked M. Noe to schedule interviews (2 next week and 2 the following week) with the applicant’s that have sent in resumes for the part time accountant position. The Board asked M. Noe to contact B. Gauthier and ask if she is interested in returning to the position and/or what she feels would be her top 3 questions to ask of the interviewees. Muriel noted that prior to the interviews the Board should also decide on what the salary will be for the new hire. Muriel also stated for the record that it should be noted that this line item will be over as the trainee will need to be paid in addition to the accountant before Steve leaves on the 30th of April.
A motion was made and unanimously approved to adjourn the meeting at: 11am
Submitted by:
Melissa Noe, Inter-Departmental Secretary
Approved by:
Monterey Select Board
Select Board Members
Minutes Book
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