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Select Board Meeting Minutes 12/28/16
Select Board
Minutes of the meeting of 12/28/16

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

Also in attendance: Willie Morales, Alice Boyd, Shawn Tryon, Dennis Lynch, BJ Johnson, Ray Tryon

Alice Boyd came in earlier than scheduled so the Board moved this discussion from 10am to 9am.  Alice explained that she was here to discuss her company’s proposal to write a Community Development Block Grant for Monterey at no charge.  She would bid to administer the program and the grant then pays for the administration, there is no cost to the town.  If approved this would have a small impact on the Treasurer and Accountant to process a monthly warrant request.  At some point an audit would be required and a contingency fund would need to be set up for at least $30,000 (she recommends allocating this from existing stabilization funds and noted that in the 17 towns she has done this for it has never been used).  Alice would need a confirmation of commitment as soon as possible.  Willie will schedule a meeting with Alice and the Finance Committee to discuss before a final decision is made.

Review with Town Administrator:
  • Transfer station credit card setup: Once the new Treasurer starts she will begin the set up.
  • Grant writers: Willie is recommending that Dennis Lynch be hired as a consultant to Terry Walker, grant writer who is on the payroll as an employee.  Dennis asked if there would be any other requirements to be paid as a 1099; a DBA and proper insurance coverages would need to be provided.
  • Shoveling town hall: The duties fall under the highway department however they do not have the personnel currently.  Discussion ensued about hiring a seasonal employee.  Paying for this would need to come out of the snow and ice budget.  Looking forward this is an item we need to address with regards to all the town properties that need to be kept maintained in the winter months.    With regards to the storm tomorrow, until a long term solution can be found, M. Noe offered to take care of the main entrance at town hall.
  • Office space for TA: The Finance Committee had been asked to address how to pay for this project; their response focused on how and where to do it.  The proposal made by the Finance Committee was discussed, but it was decided that this would disrupt office functionality.  There are approximately $11,000 in funds designated for the painting of town hall and the roof that could be transferred at a future special town meeting (monies that have already been figured into the tax rate) to cover the construction.  For now the monies would be taken from the town hall expenses.  Willie will confirm with DLS that this is an option.  All of the available locations for construction were discussed and it was agreed to create a space in the records room which Kenn believes will cost approximately $3,000, a window and air conditioning to be installed at a later date.  It was agreed that Kenn will solicit bids from 3 local contractors and Willie will notify the Finance Committee.
  • A new contract has been received from WRS with regards to the FLG/Lake Garfield grant.
  • We have received an extension for the mixed paper compactor grant from DEP.  A sign order has been put in.
  • Transfer station attendants: There is interest in addressing the goal of keeping the path clear for traffic to continually move and not be obstructive, and a meeting was suggested to review policies and procedures.
  • An additional $74.71 will need to be paid to the former Town Accountant for payroll responsibilities performed.
  • Duties and responsibilities: Questions have arisen during this transitional period with regards to departments that have previously operated under the direction of the Select Board.  Willie suggested that a communication channel be opened with all departments to determine what is needed, what will change and how to move forward.  The Board will focus more on policies rather than operations.  The Board said that if roles are to be changed there needs to be a slow transition.
  • Administrative Assistant: Willie has met with Jon Sylbert of the Finance Committee (it was noted during this discussion that this is coming from one member of the Finance and that no posted Finance Committee minutes have addressed this) and his request to evaluate the duties of the Administrative Assistant, look at reducing her hours and benefits, and hire other part time people to perform some of the functions she currently does such as acting as the Secretary to the Director of Operations.  The Board was adamantly against Jon’s proposal/request as we currently have one skilled, competent person doing the job. Shawn was asked his opinion on the matter and stated that he is happy with the work being done by M. Noe and does not see any reason to hire someone different.  A list of tasks M. Noe is currently doing that may be adjusted was requested from Willie, as well as a list of administrative tasks that aren’t currently being handled that need to be. Then the Board will determine the appropriate person to perform each task.  The Board agreed that because of  M. Noe’s skills, she is a valuable person to work in this position alongside a part-time administrator.
  • All Boards meeting suggested by the Finance Committee – it will be scheduled for January 11th at 4pm. The agenda will include introducing Willie, reviewing his roles and responsibilities and giving the Finance Committee a chance to spell out the budget process.
  • Finance Committee and our Town bylaws with regards to the role and function of the Finance Committee.  Willie states that they currently do not reflect the Board’s understanding of their roles and responsibilities.  The Finance Committee is supposed to prepare and present a budget to the Select Board to accept and put on the warrant.  It was recommended to continue the way we have and work together with the Finance Committee to create a budget.  The Finance Committee has told Willie that they want to be in control of creating the FY18 budget.
  • Willie reported the he and M. Noe will be attending the annual MMA conference in January.
Director of Operations:
  • Shawn put in his vacation request for April.
  • Swap shack: Questions have been raised about the whether the structure is level, and opening date.  The highway crew will address the materials underneath (the middle skids may need some additional support) as soon as the weather allows but in the meantime it has been deemed suitable to open.
Miscellaneous Items Reviewed:
  • Carol noted that she will not be in town for the 4th and suggested that the next SB meeting be held on the 3rd instead.  Everyone agreed and next week’s meeting will be scheduled for 9am on Tuesday instead of Wednesday.
  • The Board signed a letter of support for the Bidwell House.
  • Warrants were signed.
  • Minutes from 12/21 were approved.
  • Administrative Assistant’s weekly report was reviewed.
  • Police Chief’s weekly report was reviewed.
A motion was made and unanimously approved to adjourn the meeting at: 11:26am

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

cc: Website (www.montereyma.gov)
Select Board Members
Minutes Book
Town Clerk