Select Board
Minutes of the meeting of 5/31/16
Meeting Opened at: 9am
Select Board Members Present: Kenn Basler, Chairperson, Steve Weisz and Carol Edelman
Also in attendance: Stephen Moore for the Monterey News, Ray Tryon
Miscellaneous Items Reviewed:
1. Kenn has reviewed the chain of letters/emails he has received regarding concerns with the Treasurer/Town Clerk and suggests that letters be sent to the Treasurer/Town Clerk outlining those concerns:
a. New hire packets – Carol has yet to receive her new hire paperwork to be paid. There have been several requests made with no result. Jen is being asked to rectify this issue by Friday, June 3, 2016.
b. Bond issues – There were errors on the application submitted, Jen is being asked to rectify this immediately.
c. Cash left unsecured - See attached memo from the Town Accountant. Two weeks ago Kenn had a conversation regarding this issue and offered to purchase a safe but Jen assured us that this would be remedied immediately. She is being asked to rectify this issue by Friday, June 3, 2016.
d. Credit card system for the transfer station – Steve spoke with Jen last week during which Jen expressed that she did not feel she had a good line of communication with all of the departments. Steve offered to organize a sit down which she declined. Jen also stated that the implementation of the credit card system will be put on the back burner. The Select Board will send a letter stating that we require her assistance with the set-up of the credit card system for the Transfer Station within the next two weeks with an expected go live date of 4-6 weeks.
e. Distribution of paychecks – Employees have complained that the distribution of paychecks has not been consistent and when asked what the regular distribution time would be, Jen did not provide an answer. The current employee handbook policy will be changed immediately to read that, “paychecks must be made available in the internal mailboxes by 10am on Thursday”. The Board will also instruct Jen that paychecks are not to be slid under office doors for security reasons.
f. The Board feels it is important to improve cooperation among town offices in order to better use our time and energy.
g. 2 people have still not yet been sworn in after multiple requests.
h. Amended special town meeting minutes – The original minutes provided stated that the tax district vote was unanimous when in fact it was not. The Board would like an amended, updated copy of the certified minutes.
i. Missing checks sent to the Clerk’s office – the Board is concerned about the unsecure way money is handled/stored.
j. Duplicate paycheck sent to Barbara Tryon, election worker, the check will not be cashed but the Board is concerned if this only happened with one worker or more than one.
2. Kenn thinks that the tone of our minutes needs to change to avoid a he said/she said atmosphere. Carol agreed that the emotion needs to be removed. The Board will focus on amending the minutes of 5/23/16 on Monday. Ken provided copies of the towns of Egremont, Sheffield and New Marlborough for comparison.
3. The Board requested that Officer Delmolino be upgraded to a reserve intermittent police officer through June 30, 2016. A motion was made to appoint Joseph Delmolino as a reserve intermittent police officer through June, 30, 2016 which was seconded and approved unanimously.
4. Preparation for grant writer interviews:
a. How long have you been a grant writer
b. Specific grant writing experience
c. Describe grants that have been awarded for municipalities
d. Types of agencies you have experience with applying for grants (public and private)
e. Awareness with the method of compensation and willingness to direct grants to Select Board that may be appropriate to the town but may not offer compensation to be written into the grant.
f. Are you a member of a professional grant writing association
g. Are you providing grant writing assistance for any other towns in Berkshire County
h. Would you be available to work with the Board to develop a grant writing policy going forward
i. Is there a particular area in your grant writing history that you have had particular success
j. Experience with grants for towns under 5,000 in population.
5. M . Noe provided copies of 2 surrounding town’s Town Administrator job descriptions to assist in creating a job description for Monterey. Kenn is seeking out samples from other towns as well.
6. The Board discussed the meeting with the Conservation Commission planned for next Monday. Kenn stressed the need to continue to work with our volunteer Boards and Commissions in a positive and encouraging matter.
7. Administrative Assistant’s weekly report was reviewed.
8. Police Chief’s weekly report was reviewed.
9. The Building Commissioner has confirmed that he will attend the June 13th meeting and also requested under the Public Information Request Laws copies including the names, date and job site addresses where any complaints have originated. Kenn expressed his displeasure with M. Noe at Don having been told the topic of discussion – M. Noe informed the Board that this is public information required to be on the agenda per the OML and therefore any public including those invited are allowed to be told the nature of the requested meeting.
10. Formation of a lake group – Steve suggests the make-up consist of a Con Comm member, a BOH member, a Select Board member, up to 2 representatives of the FLG and up to 4 representatives of the town (not lake Garfield property owners chosen by a lottery). It was questioned whether or not a representative from the state should be involved since it is a great pond owned by the state.
11. Warrants were signed.
12. Next week’s meeting will begin at 8:30am instead of 9am.
13. The Board discussed the Memorial Day festivities and the need to plan further in advance next year. Michael Johnson is also willing to assist more next year. Ray suggested that rather than the Board handling everything a committee should be formed.
A motion was made and unanimously approved to adjourn the meeting at: 11:34am
Submitted by:
Melissa Noe, Administrative Assistant
Approved by:
Monterey Select Board
Select Board Members
Minutes Book
Town Clerk
Documents reviewed at this meeting
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