Monterey Select Board
Minutes of the meeting of 6/8/15
Meeting Opened at: 4:15pm
Select Board Members Present: Scott Jenssen, Chairperson, Kenn Basler and Steve Weisz
Also in attendance for parts of the meeting: Jacob Krans for the Monterey News, Chuck Loring, Anne Marie Enoch, Shawn Tryon, Smitty Pignatelli, Mike Mielke Sr., Cheryl Zellman, Larry Klein, Bob & Muriel Lazzarini, Mark Gordon, Mike Mielke Jr and Bethany Mielke
The Board met with Smitty Pignatelli regarding the New Marlboro Bridge and what role the state plays in all of this to fix it in a timely and cost effective manner. Monterey is considering this particular situation as this particular bridge closing needs to be replaced ASAP as it affects a lot of residents, a business and the ability for emergency vehicles to access the homes in the area. Smitty explained the Chapter 85 process and that it will move quickly of all the requirements are met and addressed. Representatives are trying to get the new administration to renew the accelerated bridge project. Smitty stated that no matter what an engineer will need to be involved and one that is familiar with the Chapter 85 processes and procedures will help to move the project along faster. The state
does recognize that the alternate/detour route is not ideal but will need to be convinced that this is in fact an emergency situation. Smitty suggested that a face to face meeting with the new director of DOT, Shawn and the Board would be effective and will try to arrange that for this Thursday. Smitty cautioned trying to bypass the “hoops” the state requires and thinking that this bridge will be replaced for any less than $500k. We have found a temporary bridge company that is approved in every state in the U.S. except Monterey and Shawn questioned why; Smitty will bring the information on this company to MassDOT. It was noted that it is frustrating that the state is dictating what needs to be done here but since the bridge is only 16 ½ feet long the town is responsible for paying for the repairs.
The Board also inquired about getting more monetary assistance to fix the structurally deficient dam behind the library (which is the water supply for the fire department). The money originally given from FEMA from Hurricane Irene that did damage through town (including to the dam) did not begin to cover repairing it. Smitty will look into what assistance the dam safety board can provide in helping us to determine what needs to be fixed so we can get a better estimate of what is needed to repair the dam.
At 5pm some members of the Town Hall Structure Advisory Committee came in to present their final report to the Select Board. The Committee was comforted to know that a lot of the suggestions made in the report have already been put into action. Larry requested that the Board consider making the town aware of the report by including it somehow in the Monterey News or via some sort of release as it is a town issue not solely a Select Board issue (the report will be attached to the hard copy of the minutes in town hall). The Committee read along the section which contained their recommendations. The Board thanked the Committee for the time they devoted to reach a final report. The Board will certainly look into all of the recommendations made. Larry noted that due to illness 3 sets of
minutes have yet to be released but will be as soon as the Clerk is well enough. The Committee was officially disbanded.
Miscellaneous Select Board Items Reviewed:
1. Cheryl Zellman came in to complain about the out of control traffic and speeding issue on Tyringham Rd on the weekends. The Board will bring this to the attention of the Police Department.
2. Steve reported that he spoke with Mike Johnson and the flags that were removed were done so because of the weather. The bronze flag holders that were left behind Mike did not provide an answer as to why they were left. Mike and the Chief will be asked to attend the next meeting to discuss this as well as Chestnut Hill and Tyringham Rd.
3. Steve reported that a representative from Unibank will be coming to the meeting on the 22nd to give a presentation with regards to setting up to accept credit cards for transfer station stickers and bulky waste. More research is necessary with regards to using a system like PayPal or FourSquare because of the fees that are charged per transaction which a town is not allowed to pay (must be assessed to the payee). M. Noe has sent out an inquiry to the Berkshire Managers to see what companies they use. Bethany was also asked to send out a message to her Treasurer’s network.
4. The Board discussed one of the recommendations of the THSAC and decided to request that Joe Kellogg come in to spend time in the town hall for a few weeks getting to know the people and departments to analyze and make educated recommendations to the Board with regards to specific offices, interrelations and their responsibilities. M. Noe will schedule him to attend a future meeting and will provide him with a copy of the THSAC report.
5. Steve mentioned again that an initial teambuilding meeting should be organized as soon as possible. Kenn felt that there may be issues in trying to work around everyone’s schedules and agreed for this to work everyone has to be able to attend. Kenn suggested that Steve should start the planning and checking availability of the employees.
6. Kenn reported that the Auditor Selection Committee had its first meeting last week and will begin scheduling interviews for the 16th and the 18th.
7. The Board continued their discussion on hiring a payroll company. Scott reported that via email he has communicated with the Treasurer who was not convinced that a payroll service is needed. Scott concurred with M. Noe’s email sent earlier that the situation that happened last week with the payroll snafu was a perfect example of the communications that exist within town hall. Steve noted that implementing a payroll service is not a direct result of what happened last week but rather a continuation of previous discussions for the last year that have helped determine there is a need for a payroll service. Scott reiterated that he still feels that Bethany should be present for any discussions on changing to a payroll service. Kenn stated that he feels it is a good idea as it takes
pressure off the Treasurer (who would still be a part of the process) and would make things a whole lot easier especially with the full plate the Treasurer has coming with all the bonds that are going to be necessary and she isn’t going to have time for payroll. Bethany will be asked to come in next week to discuss this with the Board before any final decisions are made. It all makes sense on the grander scheme especially when considering that this is a $4.5million dollar business.
8. The new Select Board liaison tier and how it should work was discussed and how if a problem does arise, the parties involved should first try to discuss things in person and if that doesn’t work then the liaison should be contacted and if that doesn’t work then it should be brought to the entire board’s attention. It was also suggested that in the future any issues that arise that are between departments with different liaisons should be held in an executive session with the Board as those conversations will more than likely touch on character and reputation and shouldn’t be public.
9. Mail was reviewed which included:
a. Copies of the Municipal Advocate.
b. Email from M. Noe regarding the compounding issues being created by having individual liaisons. Scott commented that good points were raised in this email.
10. Ken will follow up with Counsel on whether or not the Town has to accept the estimate from Master Garbologist to cover services for the upcoming year seeing as there isn’t a signed contract in place and hasn’t been for over a year.
11. Steve stated that the response to notifying the Chestnut Hill residents that a Select Board liaison has been assigned to them with regards to any concerns about future projects/expansion at Hume has been positive.
12. It was brought up that Barbara Gauthier sent an email stating she will no longer be assisting the Treasurer and Accountant. M. Noe will ask Barbara to clarify in a letter whether this meant she was resigning as the Municipal Financial Consultant and what the reasons were for doing so.
13. Administrative Assistant’s weekly report was reviewed.
14. Warrants were signed.
A motion was made and unanimously approved to adjourn the meeting at: 6:35pm
Submitted by:
Melissa Noe, Administrative Assistant
Approved by:
Monterey Select Board
Select Board Members
Minutes Book
Town Clerk
Documents received at this meeting:
1. THSACreport
2. MNoeemail
These are attached to the hard copy of the minutes located at town hall.
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