===PAGE 1=== Page 1 of 10 Select Board Meeting Minutes November 7, 2023 Town of Lunenburg Select Board Meeting Minutes Tuesday November 7, 2023 7:00 PM PRESENT: Michael-Ray Jeffreys, Lou Franco, Tom Alonzo, Renee Emkey OTHERS: Heather Lemieux ABSENT: Caesar Nuzzolo CALL TO ORDER AND PLEDGE OF ALLEGIANCE The meeting was called to order at 7:00 PM by Member Jeffreys. The Pledge of Allegiance was recited. Member Jeffreys noted that it was being recorded and broadcast live on Lunenburg Public Access Channel, Facebook Live, and would be uploaded to the Lunenburg Access YouTube channel. BOARD COMMENTS Member Jeffreys: A resident called to commend Officer LaChance and Officer Reed for assisting her with a flat tire. The board expressed appreciation for the officers’ community engagement and service. PUBLIC COMMENTS John Bowen, 162 Highland Street Raised concerns about an advertisement for Article 4.( To see if the Town will vote to transfer a sum of money from the Special Purpose Stabilization Fund to pay for a new ambulance to replace Rescue 1 and two new dump trucks to replace two de-commissioned dump trucks; or take any other action relative thereto. (Submitted by the Town Manager) Mr. Bowen questioned the source of the posting as it was advertised in the Lunenburg Ledger to vote yes on Article 4 and expressing worries about ARPA fund allocations and the executive branch's control over finances. He urged a "No" vote on Article 4, emphasizing the importance of public control over town funds and preservation efforts. He mentioned past contributions to the Historical Society and criticized potential mismanagement of funds. ANNOUNCEMENTS There are 2 Yard Waste Days remaining; this Saturday and the following Saturday November 18, 2023. Special Town Meeting is set for November 14th at 7:00 PM at the Middle School High School auditorium. APPOINTMENTS: Public Hearing for Earth Removal Permit for 780 Northfield Road ===PAGE 2=== Page 2 of 10 Select Board Meeting Minutes November 7, 2023 Applicant: Jim Latanzi Purpose: Removal of approximately 5,300 cubic feet of sand as a byproduct of land preparation for additional Christmas tree planting and irrigation installation. Discussion: The board confirmed the straightforward nature of the request, with activities falling under right-to-farm regulations. Questions about the hours of operation (proposed as 7 AM - 5 PM on weekdays, with some Saturday hours), truck traffic, and the final landscaping were addressed. Concerns raised by the Building Commissioner, Brian Gingras, about potential road damage, dust control, and the need for a wheel wash station were discussed, but the applicant argued against the necessity given the quarter-mile of paved roadway. The DPW Director, Bill Bernard, confirmed the roads should handle the truck traffic without issue. The Board discussed operating hours and agreed upon conditions without requiring a wheel wash station. Motion: Member Jeffreys made Motion for the Select Board to issue an Earth Removal Permit for Jim Latanzi for 780 Northfield Rd as requested with the following conditions. Operating hours: Monday-Friday 8:00 AM - 4:00 PM, Saturdays 9:00 AM - 1:00 PM; No on-site crushing or processing; Maintenance of vegetation for clear sight lines at the entrance of Northfield Rd. Seconded by Member Alonzo. All, aye. Passed unanimously. Appointment of Jenna Morse as Full-Time Police Officer: Presentation by Police Chief Thomas Gammel: Highlighted Jenna’s background as a Lunenburg High School graduate, her academic excellence at Fitchburg State University (3.89 GPA), and her athletic achievements. Noted her prior involvement with the department as an intern. Jenna Morse expressed gratitude and her long- standing connection to the Lunenburg community. The Board commended Jenna’s qualifications and community ties. Motion: Member Jeffreys made Motion to ratify the Town Manager’s Appointment of Jenna Morse, effective November 26, 2023 to the Lunenburg Police Department as a full- time Police Officer. Seconded by Lou Franco. All, aye. Passed unanimously. Appointment of Sophia Dorow as Conservation Administrator: Presentation by Town Manager: Detailed Sophie’s educational background with a Bachelor's in Environmental Science and a Master's in Conservation Biology. Highlighted her experience as the Conservation and Planning Agent for the City of Gardner and other relevant roles. References praised her as thorough, thoughtful, and a calm presence. Sophia (via Zoom) expressed excitement about joining the Lunenburg community. Emphasized her commitment to community involvement and conservation efforts. The Board welcomed Sophie and highlighted the importance of her role. Member Emkey inquired if Sophia has had the opportunity to meet with members of the Conservation Commission. She has not yet met with the Commission. The Board continued to welcome Sophia and emphasize her importance for the Town. ===PAGE 3=== Page 3 of 10 Select Board Meeting Minutes November 7, 2023 Motion: Member Jeffreys made Motion to ratify the Town Manager’s Appointment of Sophia Dorow as the Conservation Administrator effective November 27, 2023. Seconded by Member Emkey. All, aye. Passed unanimously. Salvation Army Toll Booth Fundraiser Request for December 9, 2023 with December 16 as a rain date at intersection of Main St./Mass. Ave. & Electric Ave./Whalom Rd from 9AM to 3PM: Applicant Lynette representing the Salvation Army requests the tollbooth for fundraising for various Salvation Army programs, including rent and utility assistance, summer camps for children, and music mentoring programs. Highlighted the increasing need in the community, with more working individuals seeking assistance. Board acknowledged the Salvation Army's positive impact on the community. Recognized the organization's adherence to safety protocols during such events. Motion: Member Alonzo made Motion to approve the Salvation Army tollbooth fundraiser request for December 9, 2023 with a rain date of December 16 th to be held at the intersections of Main Street and Massachusetts Avenue and also the intersection of Electric Ave. and Whalom Road from 9:00 AM to 3:00 PM. Seconded by Member Franco. All, aye. Passed unanimously. Meeting with the Village at Flat Hill and abutters along Flat Hill and Page Street regarding Drainage: [Member Jeffreys gave background information] Abutters of Flat Hill have expressed concerns about water coming onto their properties and would like to discuss source of drainage issues. The Village of Flat Hill Trustees have committed to addressing the cleanout of the basin and have secured four quotes and will complete the maintenance by the end of the Spring pending Conservation approval. They declined Town’s contributions for this project due to several factors including not meeting federal and state procurement requirements. Discussion: Chris Menard, 672 Page Street: Page Street has been deteriorating at a rapid rate due to water issues and expressed need for engineers and maintenance for the road. Water comes down and collects in between Resident Menard’s property and his neighbor’s property. Matthew Allison presented a slide deck with historical and current data on the drainage issues, seeking further comment from the DPW Director and town engineers. David Melvin, 655 Page Street: Commended DPW Director Bill Bernard for coming out to do some drain cleaning and appreciates the effort. Raised concerns about investigating this issue versus treating the symptoms. Development of housing has reduced groundwater absorption and the result is causing ponds to form on properties. Erosion has caused damage to the road and abutting properties. Resident Melvin is requesting a geological engineering survey. Member Jeffreys: Acknowledged the complexity of the issue and the need for continued monitoring and potential further engineering studies. Described personal observations of groundwater issues on his property and around town, noting that similar issues are widespread in Lunenburg, not just isolated to Page Street and Flat Hill. Expressed that while the maintenance ===PAGE 4=== Page 4 of 10 Select Board Meeting Minutes November 7, 2023 of the basin at The Village at Flat Hill might alleviate some issues, it may not fully resolve the problem, given the high groundwater levels observed in the area. Brian Marchetti, McCarty Engineering: Confirmed that the studies conducted so far focused on ensuring that the drainage system in The Village at Flat Hill was built to specifications and is still functioning as designed. Noted that the primary issue seems to be the rising groundwater table, which has become more prominent in recent years and is affecting many areas beyond just the Flat Hill and Page Street vicinity. Potential Solutions: Installation of additional storage solutions such as underground pipes or basins, although these would need to be placed in locations with lower groundwater levels to be effective. Stressed the importance of regular maintenance of existing stormwater infrastructure to mitigate surface water issues. Challenges: The high groundwater table poses a significant challenge to traditional stormwater management techniques, as many of these solutions require adequate separation from groundwater to function properly. Implementing new infrastructure could be costly and may require identifying new locations where groundwater is not as high. Member Alonzo: Confirmed with Mr. Marchetti that surface hydrology studies have been completed, as well as, review for accuracy and best practices of original documentation that was filed in 1994, review of abutting properties, site walks, test pitting. Asked about the feasibility of conducting a geological study to better understand the underlying causes of the high groundwater and to explore possible solutions. Raised concerns about the potential effectiveness of additional drainage solutions if the groundwater table remains high. Mr. Marchetti’s Response: A geological study could provide a better understanding of why groundwater is rising, but it may not directly lead to a solution. Finding a place for the excess water to go, such as identifying suitable areas for new basins or drainage, remains a key challenge. Agreed that any additional stormwater management practices would need to be carefully sited to ensure they function effectively and do not simply exacerbate the issue. Member Alonzo: Asked about the process for work completion and if there is any way to expedite the process and if the Town hired engineers can inspect the work once it’s complete. Ned Pratt, 10 Alder Way: Not prepared to speak on specifics as they are still in the procurement process. Under the advice of an attorney the Board of Trustees will not have any affiliation with the Town including inspections. The Village at Flat Hill trustees expressed concerns about the possibility of the town reopening their order of conditions if the town were to get involved in inspecting or overseeing the planned maintenance work on the detention basin. They emphasized that while they are committed to carrying out the necessary maintenance work, they prefer to handle it independently without town oversight to avoid potential legal or regulatory complications. Member Jeffreys: Clarified that the town does not have the explicit right to inspect the work under the current order of conditions, as this was not reserved at the time of the original approval. However, he emphasized the importance of ensuring that the work is done properly and that the concerns of the affected residents are addressed. ===PAGE 5=== Page 5 of 10 Select Board Meeting Minutes November 7, 2023 Member Alonzo: Questioned why the trustees would deny the town's request for an inspection if the work is being done "because it’s the right thing to do." He noted that without some form of inspection or verification, it would be difficult for the town to ensure that the maintenance work is effective in addressing the water drainage issues. Mr. Marchetti: Explained that typically, after such maintenance work is completed, the contractor would provide a report detailing the work done. He noted that having access to such a report or being allowed to inspect the work could help the town assess whether the maintenance has been effective. Member Alonzo: Highlighted a potential disconnect between the trustees’ desire to manage the work independently and the town’s responsibility to ensure compliance with the intent of the original planning conditions, especially considering the impact on nearby residents. Stressed the importance of cooperation among all parties involved. He acknowledged the trustees’ concerns but reiterated that the town’s primary goal is to protect the interests of all residents, including those affected by the drainage issues. Resident Melvin: Raised concerns about the ability of the town to reopen the order of conditions if it is determined that the maintenance work does not resolve the issues. He also emphasized the need for clear and effective communication between the town, the trustees, and the affected residents. Karen Menard, 672 Page Street: Raised concerns to the Board regarding timeline and urging decisions to be made to address the problem prior to Spring. Chris St. Germaine, 268 Flat Hill Rd: Request the Board move on from the retention pond and consider alternate solutions. Chris Menard, 672 Page Street: Stated the retention ponds do not need maintenance they need to be replaced. Expressed concern with focusing on retention ponds if work will not get done until Spring and the need for an alternative solution is growing. Heather Lemieux, Town Manager: Expressed a willingness to continue working with the trustees and the affected residents to find a solution that meets everyone’s needs. She also emphasized the importance of clear communication and documentation throughout the process. Member Jeffreys: Summarized the discussion and reiterated the Board’s commitment to ensuring that the drainage issues are addressed effectively. He thanked all participants for their input and encouraged ongoing dialogue as the situation progresses. Next Steps: • The Village at Flat Hill trustees to proceed with the planned maintenance work on the detention basin. ===PAGE 6=== Page 6 of 10 Select Board Meeting Minutes November 7, 2023 • The Board discussed the importance of ensuring that the maintenance work is documented and that the town receives a report or some form of evidence that the work has been completed to a satisfactory standard. • The Board agreed to monitor the situation closely and consider further action if the maintenance work does not result in a noticeable improvement in the drainage issues. • The possibility of conducting additional studies or exploring other engineering solutions will be revisited if necessary, particularly if the drainage issues persist after the maintenance work is completed. • The Board agreed to continue to explore and assess other potential solutions for the drainage issue, including the possibility of additional engineering studies or infrastructure improvements. • The Board will consult with Town Council regarding the possibility of giving written assurance to the trustees to not impose additional conditions while ensuring compliance with the current conditions. • The Board will communicate with the Conservation Commission regarding their role and authority in this matter. • The town will monitor the impact of the Basin maintenance and reassess the situation in the spring. If the issues persist, the board will consider more extensive solutions. Timeline Clarification: The board will formally request a detailed timeline from the Village at Flat Hill trustees, specifying the exact dates by which they plan to complete the necessary work on the detention basin. This will be done as soon as possible to ensure that everyone is on the same page regarding expectations. Exploration of Additional Solutions: While waiting for the Village at Flat Hill to complete their work, the town will continue exploring other potential solutions for the drainage issues, including the possibility of creating additional drainage systems or enhancing existing infrastructure. This will involve assessing the feasibility, costs, and potential impacts of these solutions. Public Safety Concerns: The town will ensure that the maintenance work along Flat Hill and Page Street is prioritized to address immediate public safety concerns related to erosion and potential ice formation. This will be done before the winter season to minimize the risks associated with these issues. Communication and Updates: The board commits to keeping the affected residents informed about any developments, timelines, and decisions made regarding this issue. Regular updates will be provided at future meetings or through direct communication to ensure transparency and continued engagement. Conclusion: The board acknowledges the frustration and concerns of the affected residents and is committed to finding a solution that addresses the issue in a timely and effective manner. While there are challenges in working with the Village at Flat Hill, the board will continue to advocate for a cooperative approach that benefits all parties involved. If necessary, further actions will be considered in the spring based on the outcomes of the current efforts. ===PAGE 7=== Page 7 of 10 Select Board Meeting Minutes November 7, 2023 APPOINTMENTS Ratification of the Town Manager’s Appointment of Assistant to the Sewer Business Manager Camille Farrar and Videographer Conner Garrity. Camille Farrar: Heather Lemieux presented C. Farrar’s education and work history. She has a degree in Accounting & Finance, has worked as an administrative assistant for the Pepperell Fire Department as well as the Shirely Water District as a collector accountant for 12 years. Prior to that she was the Assistant to the Town Administrator and was the Sewer Administrator for 4 years. She has a strong background in Sewer, billing, accounting and administrative skills. She was highly recommended by her references being described as efficient, proficient, and responsive. She is able to begin November 28, 2023. DPW Director Bill Bernard commented on behalf of the interview committee, they found Camille has an excellent background and recommend her for the position. Member Alonzo made Motion to ratify the Town Manager’s Appointment of Assistant to the Sewer Business Manager of Camille Farrar at the highest recommendation of our DPW Director. Seconded by Member Franco. All, aye. Passed unanimously. Connor Garrity: H. Lemieux presented Connor’s education and work history. Connor has a Bachelor’s degree in Communication Media and has experience working for a video production company. His references described him as good-natured, energetic, and motivated. Connor can begin November 9, 2023. Member Alonzo made a Motion to ratify the Town Manager’s Appointment of Videographer Connor Garrity. Seconded by Member Franco. All, aye. Passed unanimously. TOWN MANAGER’S REPORT Board and Committee Vacancies: Architectural Preservation District Commission: 1 vacancy Cemetery Commission: 1 vacancy (until the next annual Town election) Finance Committee: 1 Vacancy Green Communities: 1 Regular Member and 1 Associate vacancy Open Space Committee: 1 Member at Large vacancy Personnel Committee: 1 vacancy Employment Opportunities Assistant Town Accountant (32 hours/week) Assistant Meal Site Manager (19.5 hours/week) Facilities Superintendent (40 hours/week) Finance Director (40 hours/week- contractual) Heavy Equipment Operator (40 hours/week) Land Use Director (40 hours/week) Principal Assessor (40 hours/week) Videographer (2-10 hours/week) ===PAGE 8=== Page 8 of 10 Select Board Meeting Minutes November 7, 2023 925 Mass Ave: The additional work to remove the holding tank and hydraulic lift has been completed by the contractor hired by the EPA and they will be submitting the profile sheets that I signed to remove any hazardous materials to offsite. I will be contacted once the facilities accepting the materials approve and will schedule a pick up date. Home Rule Petition for Senior Means Tested Program: Representative Scarsdale notified me that our Home Rule Petition to create a Senior Citizen Means Tested Program was reported favorably out of committee and is currently with the Steering committee. The next step will be a second and then third reading on the House floor and then will move on to the Senate for a similar process. Sale of 2 DPW Trucks: Two of the decommissioned DPW trucks were sold through Municibid: the 1995 Mack 10 Wheel Spreader Plow Truck with Wing Plow was sold for $7,100 and the 2008 6-Wheel Dump Truck Spreader with Plow for $4,000. This exceeded the amount that was submitted for trade in value by the bidder for the 2 new DPW trucks so the award to Minuteman Trucks included the other three de- commissioned trucks (2-2006 International 6 wheel dump trucks with plows and 1-2008 International 6 wheel dump with plow). OLD BUSINESS Discussion of November 14, 2023 Special Town Meeting Warrant Articles and Consent Calendar: It was noted not all articles are suitable for inclusion in the consent calendar. Article 2: A prior year expense related to wages, which were supposed to be encumbered but were not, were identified. The total amount is $1,432.62. Articles 7 & 8: Sewer Articles were discussed and deemed non-controversial, making them suitable for inclusion in the consent calendar. Article 12 & 13: An error in the index of the warrant was identified and articles 12 & 13 were listed incorrectly. Article 12 should pertain to the Park, and Article 13 should concern the Water Supply District. It was clarified that the misprint does not affect the warrant itself and the corrected index will be reprinted for clarity at the Town Meeting. Planning Board and Agricultural Commission Articles: The planning board chair is coordinating the printing of color copies of relevant maps for the articles, including the agricultural commission article. These will be made available on the town's website and at the town meeting for easier accessibility. It was noted that an amendment might be proposed concerning the article on solar canopies, specifically regarding the maximum height. There were also minor corrections required in the water supply district numbering due to a scrivener's error in the DEP model bylaw. Budget Adjustment Article: The board reviewed a revenue and expenditure sheet provided in the meeting's Google Drive. New Growth was initially estimated at $200,000 but has since been ===PAGE 9=== Page 9 of 10 Select Board Meeting Minutes November 7, 2023 reassessed at approximately $484,000. It was recommended to be conservative with the new estimate and allocate $400,000 to avoid raising a deficit. An additional $119,000 in state aid was identified, bringing the budget adjustment article to $319,000. It was proposed to allocate $99,000 into the salary reserve account for potential adjustments, including a $20,000 adjustment to the town clerk's salary. The remaining $200,000 will be placed into the reserve account. Town Clerk Salary Adjustment: The board had previously discussed and agreed to increase the town clerk’s salary by $20,000 to align with the median pay based on a compensation analysis. This adjustment was confirmed to have been discussed during an executive session. Reserve Fund Discussion: The board discussed increasing the reserve fund from $75,000 to accommodate potential needs, particularly in light of potential abatement requests following tax bill distribution. There was a suggestion to consider placing funds into the overlay account controlled by the assessors, but the board leaned towards the reserve fund for its broader applicability. CURRENT BUSINESS Approval of Minutes of August 30, 2023: Member Franco made a Motion to approve the Minutes for the meeting of August 30, 2023. Seconded by Member Emkey. All, aye. Warrants: Payroll: $698,711.07; Accounts Payable: $1,042,170.83; Accounts Payable $792,943.36 COMMITTEE REPORTS School Committee: Member Emkey reported the new Facilities Director, Eric Hevy, started on October 23rd. Jerry Samson officially retired, receiving a "clap out" and confetti on her final day. Capital Planning Committee: Member Alonzo reported the Committee met last night for the first round of department presentations, hearing from the IT department, Fire Department, and Police Department. DPW will present tomorrow, with the Schools presenting on November 20th. Master Plan Steering Committee: Member Franco reported the committee held a meeting on November 2nd at Smokestack Roasters with a good public turnout. The Consultants introduced the planning process and held breakout sessions to identify key themes for the town's master plan. Public participation is encouraged, and the dedicated site for the master plan is planlunenburg.org. Municipal Building Design Committee: Member Jeffreys reported committee is scheduled to meet tomorrow, focusing on the town meeting presentation and procurement. The meeting was delayed due to the maximum number of Zoom meetings being reached. The town manager is looking into increasing the number of meetings the account can handle. Finance Committee: Member Jeffreys reported they met earlier today and appointed Dave Passios to the Finance Committee. ===PAGE 10=== Page 10 of 10 Select Board Meeting Minutes November 7, 2023 Member Jeffreys attended the Destination Groton Meeting which focused on the region on tourism. The Chamber of Commerce and Congresswoman Lori Trahan attended which was an impressive interaction. Topics of discussion included highlighting the Groton Hill Music Center and discussed regional support in order to increase tourism in the area. Upcoming Meetings: Special Town Meeting: November 14th at the Middle School High School auditorium. Select Board Meeting: November 28th, focused on receiving reports from appointed boards and committees. PUBLIC COMMENTS Heather Lemieux, Town Manager: Addressed a comment made during the Planning Board's public hearing on October 30th, which insinuated that an article on the warrant (related to the water supply district) was put forth in an underhanded manner. The town manager expressed that this was false and damaging to staff reputations. Member Franco: Concurred with the town manager, noting that the insinuation during the Planning Board's public hearing was inappropriate and unsupported. Member Jeffreys: Expressed gratitude to board members for their commitment. EXECUTIVE SESSION Member Jeffreys made Motion to enter into Executive Session and to adjourn the meeting from Executive Session pursuant to M.G.L. ch. 30A Section 21A s.2 to construct strategy sessions in preparation for negotiations with non-union personnel and subsection 3 to discuss strategy with respect to collective bargaining if an open meeting may have a detrimental effect on the bargaining position of the public body, and I as Chair so declare, which I do. Seconded by Member Franco. Roll Call Vote only to reconvene for the purposes of adjournment: Member Emkey, aye. Member Alonzo, aye. Member Franco, aye. Member Jeffreys, aye. Passed 5-0-0. Entered Executive Session at 10:22 PM Adjournment: The meeting was adjourned following the executive session.