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Select Board Meeting Minutes 11/16/16
Select Board
Minutes of the meeting of 11/16/16

Meeting Opened at: 9am
Select Board Members Present: Kenn Basler, Chairperson, Steve Weisz and Carol Edelman

Also in attendance: Willie Morales, Roy Carwile, Ray Tryon, Steve Pullen, reporter for the Monterey News, Don Clawson, Terry Walker

At 10am the Board and the Principal Assessor held a classification hearing recommending one tax rate.  Don reported that because we were over $300k+ in arrears we will only have $160,398.70 of excess levy which will also be the balance of the override monies requested at the May annual town meeting.  We are looking at a tax rate of 7.3%.  Our free cash is approximately $339k.  Marginally we are still in a much better position than other towns in Massachusetts.

The Board reviewed the financial management structure review report performed by the Division of Local Services (DLS).  The Board felt there were good suggestions which they are moving forward on.

Miscellaneous Items Reviewed:
  • Bridge on Wellman Rd – it will be set today and open on Friday.  This is a seasonal road which will soon be closed for the winter.
  • Transfer Station update: In the final stages of getting bids on compactors which we have a grant for.  The swap shack is scheduled to be delivered on Friday.  It is anticipated to open the new station late December.
  • The Board will invite our new school committee representative, Maryellen Brown to a future meeting and will request that she attend the meetings at least once a month.
  • Steve will contact MD Amstead about the work that needs to be done at the school house.  He will also bring Willie up to speed with a tour of the building and a history of the program. so that he can take over.
  • Lake Garfield: The Director of Operations/Fire Chief has been in touch with the state, Con Comm and weather services, has decided that it looks like there will be enough moisture over the winter, and recommends going forward with the drawdown starting November 17th.  A motion was made to accept Shawn’s recommendation which was seconded and unanimously approved.  The Lake Garfield Working Group also submitted a letter to this effect.
  • Steve provided an update on the most recent Lake Garfield Working Group meeting.  Steve Snyder has been elected as the chair of the group.  Roy Carwile will be taking the place on the group of Christine Goldfinger who has been unable to attend any of the meetings.  The next meeting will be December 12th.  Steve Snyder will be asked to reach out to the Parks and Board of Health with regard to participating in these meetings.  Kenn would also like the group to look at the dam, drawdown and docks on Lake Garfield.
  • Fiber update: There is a meeting in Sandisfield tonight to continue the discussion regarding the proposed mini regional network of 3-5 towns.  Steve will write up something about the progress being made for the December Monterey News.  Discussion ensued about the upcoming RFP’s, as well as the most effective way to disseminate updates to the public.  Residents that wish to get their deposits back from WiredWest may request them directly from WiredWest.  Kenn feels we should request presentations from Fiber Connect, Comcast and any other companies that are interested in wiring Monterey.
  • The letter to the DLS was signed regarding the $94k+ in funds that were improperly accounted for internally back in 2009.  This will be accounted for on the current recap and will affect our tax rate by approximately $0.20 and cuts into the override approved at our annual town meeting.
  • The Board signed the necessary paperwork to designate Willie Morales as the Chief Procurement Officer for the Town of Monterey.  It was also approved for Willie to attend the upcoming training and  pay for the associated costs.
  • Procurement: Willie has made the Board aware that a non-profit organization has procured services without following the proper bidding procedures and has requested town funds to pay the contractor that has already done the work.  Willie has requested that the Friends of Wilson McLaughlin House attend the Wednesday meeting after Thanksgiving to discuss this, how to move forward and to inform them that that any remaining projects should go through the Chief Procurement Officer.
  • Carol plans to attend the upcoming legislative summit through the Hampshire Council of Governments.
  • Kenn will be meeting with Camp Hume and Shawn Tryon to discuss winter issues with large trucks and buses getting stuck on their road and what our highway is responsible for.  He has also begun a dialogue with them on a Payments in Lieu of Taxes (PILOT) agreement.
  • Steve reported that Verizon has responded to the Chief that in her estimation the project to install an antenna on our cell tower was on hold until 2018.  Steve contacted her directly and provided her with contact information for the tower operator proposing to construct on Camp Hume as well as the existing tower.  Steve will bring Willie up to speed on this.
  • Credit card services at the transfer station: Willie will work with the Treasurer on getting this implemented asap.
  • It was suggested to have an “open house” when the new transfer station opens and to have the new fire truck there that day as well.  The idea was well received.
  • Police update: Willie has met with the Chief and has requested that he provide the Board with formal policies for dealing with complaints from the town as well as how they will deal with disciplinary actions that need to be taken.  He plans to meet with the Sergeant this week.
  • Records room and needed office space: Terry Walker has suggested renting a storage unit to move the records to temporarily so that an additional office can be made into an office (she would then begin going through those records to determine which can be permanently disposed of).  It is being proposed to move the Accountant and Treasurer into that new office, put the Town Administrator into the current Acct/Treas office and to improve the basement to make the office/storage spaces up to code, get rid of the mold and vermin issues.  Steve had concerns about using a storage unit due to temperature control, and suggested using the 2nd floor of either the schoolhouse or the community center, or the basement temporarily by tearing out the unused kitchenette area.  It was agreed to use the basement if the Building Inspector did not have any code objections.
  • Kenn reported on the meeting and subsequent conversations with DOT with regard to the New Marlboro Rd bridge.  DOT will be using the information to provide us with a rating.  Kenn has been invited to go to Boston to discuss how we did our bridge for such a small price to assist in the new small bridge program.  They are also interested in potentially using the Curtis Rd bridge as a pilot jectprogram under the small bridge program.
  • Kenn will speak to the Town Clerk to make sure she checks the availability of the front room with the Administrative Assistant prior to scheduling any events in the front room.
  • Warrants were signed.
  • Minutes from 10/26, 11/2, 11/4 and 11/9/16 were approved with amendments.
  • Administrative Assistant’s weekly report was reviewed.
  • Police Chief’s weekly report was reviewed.
  • The Board will not meet next Wednesday due to the holiday.
A motion was made and unanimously approved to adjourn the meeting at: 11:10am

Submitted by:
Melissa Noe, Administrative Assistant
Approved by:
Monterey Select Board

cc: Website (www.montereyma.gov)
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