Monterey Select Board
Minutes of the meeting of 3/3/14
Meeting Opened at: 9am
Select Board Members Present: Muriel Lazzarini, Chairperson, Wayne Burkhart and Scott Jenssen
Also in attendance for parts of the meeting: Susan Gallant for the Monterey News, Dan Moriarity, Maynard Forbes, Barbara Gauthier, Gareth Backhaus, Steven Weisz, Wendy Germain and Bob Lazzarini
The board met with Director of Operations, Maynard Forbes’ to review the following:
1. Maynard reported that we had 4ft of snow just in February.
2. Maynard provided a certificate of donation that the Select Board must accept and sign with regards to the Genovesi easement. A motion was made to accept the certificate of donation which was seconded and unanimously approved.
3. An affidavit from the Town of Monterey stating that we have acquired a right of way for the RT 23 project was provided to the Board and signed. The affidavit was accepted and signed.
4. Weekly reports for the month of Feb were provided.
5. Paper compactor: to date we’ve spent about $1,000 repairing it and it still needs about $4,500 in parts to get it working. Maynard is looking at finding some used parts and will get to the Board as soon as he knows more. The final option is to purchase a new one which will be very costly. We may also have the option to rent one from the Master Garbologist. Maynard will have a fill proposal in a few weeks.
6. Chapter 90 reimbursement paperwork for $170,000 for the work done on New Marlboro Rd. The Board signed the paperwork and Maynard will remit it to the proper persons.
7. Muriel updated Maynard on the Chapter 90 information she received at the MMA Legislative Breakfast last week.
8. Sylvan Rd town portion paving project: Muriel feels that since Chapter 90 can not be used on this project that Maynard will have to find the money in his current budget to do it. Maynard reviewed the projects on his list for this year which he’s already allocated for other projects.
9. The Board requested the justification for the increase to his machinery and tools line item. Maynard reported that repairs and tire prices have really risen and some of the trucks are older and require more frequent repairs.
10. The Board inquired what we received for a trade in amount for the old grader: Maynard reported that we received $20,000.
11. The Board reported to Maynard that any items for the WMH operating will not be on this year’s warrant as new information from Michael Banner is that they are now projecting an open date of the summer of 2015.
12. Scott reported that there is a large hole in the road on Corashire Rd.
The board met with Police Chief, Gareth Backhaus to review the following:
1. False alarms on Main Rd, Hupi Rd and Mt Hunger Rd
2. Additional assistance with a past domestic
3. Assisted Highway Department with traffic and vehicle removal during the storms
4. Party found that dumped their garbage in Main Rd
5. Assisted a disabled MV on Main Rd
6. Lockouts on Chestnut Hill., Main Rd,
7. Abandoned 911 call on Gould Rd
8. Suspicious MV on Mt Hunger rd reported.
9. Missing dog located.
10. Assisted with a medical call on River Rd
11. Party on Main Rd advised to remove their vehicles as they were sticking out into the roadway
12. Responded to a complaint on Limerock Lane: trespassing
13. MV stop for a headlight out; turned out to be a party transferring someone to the hospital while experiencing car trouble, the injured party was transferred to the cruiser to the hospital.
14. Muriel inquired what is included in the Police Expenses increase: it includes an additional $1/hr for the part-time officers and increased dues.
The board met with the Finance Committee to review the following regarding the FY15 budget:
- Bethany Mielke, Treasurer sent an email confirming that a $5,000 payment was made to the septic loan for this FY even though there wasn’t an article on the town meeting warrant to do so; to correct this an article will need to be on the special town meeting warrant prior to the annual town meeting.
- It was decided that an additional $10,000 will not be added to the Highway Maintenance budget for Sylvan Rd and that Maynard will need to find that money somewhere within his existing budget.
- M. Noe will again request from the Treasurer the loan payment amount for the grader to be placed on this years warrant.
- The Committee and Board discussed the option to not add a new line item for the Southern Berkshire Elderly Transportation this year and to hope that any monies we receive from the State cover this expenditure. It was originally going to be added as a new line item so that the townspeople would be aware of this cost and if we receive enough from the State the money allocated would just go to free cash. Barbara Gauthier was consulted on the matter and she recommended not adding it as a line item as it is grant money from the State.
- It was agreed to use line 914 for the full time employee’s health insurance expenses. Beginning this year the funds needed for the retiree health insurance will be transferred from the retiree stabilization fund. The Board felt this was a good move and would begin getting the town used to paying for the retirees out of the stabilization fund created for this purpose.
- The Finance Committee is going to speak with Chief Tryon regarding his budget request.
- The Board would like more information on the educational component of the Treasurer’s schooling that is available.
- A suggestion was made to shop around for another bank to see if we can find one that doesn’t charge for vendor and payroll checks; everyone felt that this would be a fee that most banks would charge and it wasn’t worth the hassle.
- Line 197’s title was split into 2 line items: one will be for $4,000 for computer software and supplies and a new line item will be created for Broadband services for the library, town hall and fire dept in the amount of $6,500
- The Board lowered the Tree Warden’s expenses to an even $20,000
- The Finance Committee will follow up with Sergeant Johnson on his request & justification for additional funds for the Council on Aging.
- The Board and Finance Committee decided that this wasn’t the year to undertake the additional responsibilities that the Parks Department was requesting and level funded their budget.
- Barbara Gauthier was called in to help with calculating our levy limit. Discussion ensued about free cash and it was unanimous that using free cash to reduce the tax rate is not an issue as free cash money is just that free; we’ve already been taxed on it.
- Chief Backhaus was asked if there was any chance that the cruiser purchase could be pushed off one more year. Chief Backhaus stated that there is almost 1,000 miles on it and the last time we pushed it off the cruiser at the time required a new transmission which was about $1,000. The car is running ok and he could possibly run it a bit longer but his current expense budget will not cover any repairs if they are needed. We average about 30,000 miles per year on each of the vehicles.
Miscellaneous Select Board Items Reviewed:
1. Barbara Gauthier, the Town’s former Accountant who is here to help the new Accountant close the FY13 books and begin the Schedule A came in to discuss the following:
a. She stated she’s here and plans to do the best job possible and will discuss compensation with the Board. She plans to report her findings later in the week and she can be available again at the end of March. A meeting will be scheduled for Friday at noon to meet with the Board and Fin Comm to go over her progress and findings.
b. The Board discussed a fee of $30/hour to compensate her vast knowledge, history and experience in the Town. A motion was made to accept the hourly rate of $30/hour which was seconded and unanimously approved. The Board will discuss with the Finance Committee where these funds should come from. The Finance Committee suggested that this will end up being a reserve fund transfer.
2. The minutes from 2.24 & 2.25.14 were approved as written.
3. The Board reviewed the 3 quotes for the 2nd phase of the air conditioning and air exchange system for the basement and the meeting room. It was agreed to accept the bid from Moran which was the lowest. It was also noted that all the contractors that bid on the project were asked to use a smaller system in the front room as the occupancy limit of 35 is reached maybe once per year. The only contractor that did this was Moran and was why his bid was so much lower.
4. Steven Weisz and Wendy Germain came in to provide a scope for the new Committee with regards to the future planning for Monterey as well as a preliminary list of interested parties. The Board will review this further next week.
5. Muriel gave an update on the Select Board/Wired West meeting on Wednesday.
6. Mail was reviewed which included:
b. An email from Jon Sylbert re: performance reviews and merit raises (attached). jonperfrevemail.pdf
c. Letter from George Emmons, President of the Berkshire Hatchery expressing their appreciation to the Highway Department for the outstanding condition of our town roads.
d. Invite to the eagle Fund 15th Anniversary festivities.
e. Berkshire South provided us with the requested information of how the money we allocate at town meeting is used. They state that the FY13 contribution from Monterey in the amount of $1,000 supported $1,736.50 in membership financial assistance funding awarded to Town of Monterey residents. This funding covered 6-month memberships for 19 individuals with an average household income of $13,259.85.
7. Warrants were signed.
8. Executive Secretary’s weekly report reviewed.
9. The Board is going to meet at noon on Friday March 7th.
A motion was made and unanimously approved to adjourn the meeting at: 11:23am
Submitted by:
Melissa Noe, Executive Secretary
Approved by:
Monterey Select Board
Select Board Members
Minutes Book
| 
