Select Board
Minutes of the meeting of 6/27/16
Meeting Opened at: 4pm
Select Board Members Present: Kenn Basler, Chairperson, Steve Weisz and Carol Edelman
Also in attendance: Linda Thorpe, Ray Tryon, Jon Sylbert, Don Clawson, Cliff Weiss, Sgt. Mike Johnson, Adam Chait, Stan Ross, BJ Johnson, Shawn Tryon
Miscellaneous Items Reviewed:
1. The extension of agreement between CET and the Town of Monterey for the collection of hazardous waste through the multi-town collaborative was signed.
2. Linda Thorpe came in with a letter for the Board with regards to an incident involving a Monterey Police Officer and the operation of a school bus that she was driving.
3. Steve is working with Mike Germain to create a mission statement for the Lake Garfield working group and should have something for review at next week’s meeting. Kenn reported that the FLG has received grant monies, one of which is a matching grant that would require town funds. Steve expressed his reluctance to approve or ask for any town monies while there is an open NOI seeking to use a town-banned substance in the lake. Carol asked if Town Counsel had been consulted about whether the herbicide ban passed at the annual town meeting was legally binding; Kenn understands that the state can override the ban. Kenn suggested that the easiest way to approach this was to inform the Friends of Lake Garfield that the Selectboard will not support the use of any town funds, unless the NOI
application is fully withdrawn. Carol & Steve agreed. Kenn will inform Mike Germain of the Board’s position.
4. Steve reported that the Broadband Committee has submitted the “Town Readiness Application” to the MBI (Massachusetts Broadband Institute) today. He stated that this is a big step forward in bringing Broadband to the town.
5. Grant writer – the Board reviewed the list of town needs submitted from Carol and Steve. It was agreed that as part of a Pilot Program, the list will be sent to the candidates the Board liked for the position, and have them choose 3 areas that they would like to pursue, based on their areas of expertise. Carol will work on a letter to be reviewed and signed next week. Kenn’s list will be added to the current compilation.
6. Sgt. Mike Johnson came in to submit a letter. After reviewing the letter the Board decided that due to the matter, an executive session will be scheduled for Tuesday, July 5th at 3pm with all the parties involved.
7. The Board approved the Bidwell House’s request for a theatrical permit on July 2nd.
8. The Highway Crew was commended for the excellent work they did on the culverts on Main Rd last week.
9. Police Chief’s weekly report was reviewed and time off request was approved.
10. Administrative Assistant’s weekly report was reviewed and time off request was approved.
11. Kenn provided a copy of a memo sent to all departments reminding everyone that along with recycling all departments should be “buying recycled”.
12. Kenn provided a copy of the Monterey library renovation and addition.
13. The Board was cc’d on a letter to the school committee from the New Marlborough Board of Selectmen requesting that they reduce the budget if possible as their voters rejected a ballot measure to assess taxes above the limits of Proposition 2 ½.
The Board met with Town Accountant, Paul Lisi to discuss the following:
1. Engagement letter for Scanlon (auditor) was signed. The cash portion of the audit will be $5,000 leaving $13,000 to be carried forward to FY17 for a full audit in addition to the $18,000 appropriated.
2. Paul inquired about compensating him for his additional duty of payroll. Approximately 2 years ago $1,000 was taken from the Accounant’s salary and given to the Treasurer to do payroll; since the duties have been transferred back to the Accountant, he is requesting that the $1,000 be transferred back from the Treasurer salary to the Accontant’s salary. The Board was unsure if this could be done internally or if a special town meeting would be required and will look into it.
The Board met with the Finance Committee to discuss the following:
1. Difficulty closing out the FY16 books due to the overspending of budgets by certain departments, and not having had a special town meeting prior to June 30th where these situations could have been addressed (for areas including but not limited to; the transfer station, paying the accountant and treasurer for additional time worked, the New Marlboro bridge).
2. Don said that the Finance Committee needs to get timely, up to date information from the financial team which has not been happening consistently to this point.
3. The Finance Committee plans to implement a purchase order system for items over a specified amount ($5,000 was suggested). This would require all departments to fill out a P.O. request form prior to ordering anything which would need to be signed off by a designated person (could be the department head, finance committee or Town Administrator when/if we hire one). Stan said that this will be a very cumbersome process. The Board requested that a good conversation be had amongst everyone this will affect prior to anything being implemented.
4. The Finance Committee plans to start the budget process in the fall rather than in January. They are requesting that current monthly expense reports must be distributed on a monthly basis.
5. The Town Accountant has offered to hold workshops to help department heads better understand reports, processes, etc.
6. The water line for the Community Center bill from Tryon Construction in the amount of $2,500. There was some confusion as to just who was responcible for the payment of the water line. The Finance Committee stated that they will pay for it out of the reserve fund, if there are funds available.
7. The Board inquired how they can get monies in FY17 to hire a consultant and bond counsel. Steve noted that we will also be seeking funds for 1. an independant consultant with regards to Lake Garfield, 2. monies to pay a grant writer separate from what was approved at town meeting (The Board has learned that a large number of grants cannot write the compensation into the grant) & 3. a Broadband consultant. Jon stated that all of these requests will require a special town meeting to request additional appropriations.
8. The Finance Committee is going to work on creating financial policies.
9. Jon suggested that the town hire an IT company to review, coordinate and upgrade (if needed) the town’s computer systems, rather than having each department use separate people. Steve agreed.
10. Jon stated that no one in the building should be accepting cash or checks without being bonded. Jon also suggested that someone should be selling transfer station stickers at the transfer station during designated times. Kenn disagreed and suggested that we need to have someone available at town hall on Saturdays and stated that the Tax Collector has offered to do this. M. Noe added that she had been informed in the past by Counsel that her position did not need to be bonded; she will confirm tomorrow.
11. The Board asked the Finance Committee’s assistance in getting the Treasurer to finish the set up of the credit card system for the Transfer Station.
12. Creating a plan going forward to bring peace and tranquility to our financial situation.
13. The minutes from 6/20/16 were approved with amendments.
14. The annual 2nd homeowner’s meeting was scheduled for Saturday, August 20th at 10am.
A motion was made and unanimously approved to adjourn the meeting at: 5:48pm
Submitted by:
Melissa Noe, Administrative Assistant
Approved by:
Monterey Select Board
Select Board Members
Minutes Book
Town Clerk
Documents reviewed the following items:
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