Select Board
Amended Minutes of the meeting of 4/25/16
Meeting Opened at: 3:30pm
Select Board Members Present: Scott Jenssen, Chairperson, Kenn Basler, and Steve Weisz
Also in attendance: Paul Lisi, Sue Funk, Carol Edelman, Stanley Ross, Donald Clawson and BJ Johnson
The Board met with Treasurer, Sue Funk and Accountant, Paul Lisi to review the following:
1. Policies and Procedures:
a. To date the person running for the office of Treasurer has declined the help offered by the current Treasurer. Paul has stated that he doesn’t have time to train the incoming Treasurer on the software systems. The Board will make a formal request to the person running to accept the help being offered for the transitional period.
b. Paul wanted to make sure that in the transition of Treasurers that the responsibility of payroll is going to remain with the Treasurer. The Board confirmed that it will remain a responsibility of the Treasurer.
c. Turnover of monies – Paul feels that monies should be turned over by the specific department head rather than by that department’s secretary. The Board feels that if a department head designates the secretary to perform this function there shouldn’t be an issue but will look into this further.
d. Paul become frustrated during the meeting and stated that he will work through May 10th and not September as was originally stated. (amendment: On May 4th it was confirmed that he will be staying on through September).
e. Invoices to be paid – the town cannot pay off of a statement only invoices and the department heads need to sign off on the warrants which isn’t always happening.
f. It was suggested that all the department heads should’ve been present at this meeting; another meeting will be scheduled for a later date.
Miscellaneous Items Reviewed:
1. The Finance Committee members Don and Stan came in with regards to the following:
a. Transfer station state house bond – they recommend financing to the fullest years available, (7 years) BJ arrived late and concurred. The Board unanimously agreed. Later it was suggested that it should be looked at if there is a prepayment clause and if there isn’t to look into other loan options that may be available.
b. Fire truck state house bond - they recommend financing to the fullest years available, (8 years) BJ arrived late and concurred. The Board unanimously agreed. This will not take effect until FY18 and delivery of the truck will have to be July 1 or later if borrowing is approved at town meeting. Later it was suggested that it should be looked at if there is a prepayment clause and if there isn’t to look into other loan options that may be available.
c. The Finance Committee requested an update on the status of the audit – it’s set to start the first week in May.
2. Mike Johnson reported that we have been accepted to receive new free rifles for Memorial Day which should be delivered mid-May.
3. Excavation is complete at the new transfer station we are waiting on a building permit to be issued to pour the footings.
4. BJ and Steve gave an update on their recent broadband committee site visit – they left very impressed and with encouraging news that once funds are available the build-out could be finished by January 2018 with a model similar to the Town of Leverett.
5. BJ noted that he has been unable to reach the Town Clerk after 3 attempts to be sworn in so that the Broadband Committee can hold a meeting.
6. Steve has spoken to all the parties involved regarding the water line needed at the WMH. The projected cost is somewhere in the neighborhood of $2,500 which has not yet been appropriated by town meeting. It was suggested to add this amount to the $40,000 that the WMH is requesting. The Board argued that it is the town’s responsibility to pay for it and suggested that the money be taken from the highway’s budget so that the work may be done this fiscal year.
7. The Board reviewed a draft letter to the Governor regarding broadband and the funds available. Changes were approved.
8. Next week’s meeting will be at 4pm. Future meeting times will be determined at next week’s meeting; it was discussed holding morning meetings on all Mondays except for the last which would be at 4pm.
9. Interviews for the grant writers will be scheduled after the new Board is in place.
10. Steve will not be at the May 16th meeting and Scott will not be at the May 9th meeting.
11. Kenn spoke with Town Counsel regarding the following:
a. Confirming Jeremia will be at our annual meeting.
b. Questions will be drafted for Counsel with regards to concerns the Board has with town meeting so he can be briefed and prepared.
12. The Board was upset to hear that the Friends of Lake Garfield have submitted a NOI requesting to use herbicides in the management of the lake and suggested that a retraction letter be sent to Representative Pignatelli regarding the Board’s support of the proposed tax district and ACT.
13. Minutes from 4/19/16 were approved.
14. Police Chief’s weekly report was reviewed.
15. Administrative Assistant’s weekly report was reviewed.
A motion was made and unanimously approved to adjourn the meeting at: 6:05pm
Submitted by:
Melissa Noe, Administrative Assistant
Approved by:
Monterey Select Board
Select Board Members
Minutes Book
Town Clerk
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