===PAGE 1=== Page 1 of 6 Select Board Meeting Minutes January 21, 2025 Town of Lunenburg Select Board Meeting Minutes Town Hall, 17 Main Street and via Zoom Tuesday January 21, 2025 Members Present: Caesar Nuzzolo, Michael-Ray Jeffreys, Amanda Moore, Tom Alonzo, Renee Emkey Also Present: Carter Terenzini, Interim Town Manager Public Comment Participants are listed in the minutes CALL TO ORDER AND PLEDGE OF ALLEGIANCE The meeting was called to order at 6:45 PM by Chair Nuzzolo . The Pledge of Allegiance was recited. Chair Nuzzolo 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. ANNOUNCEMENTS The Board of Assessors is sponsoring a senior conference on February 3rd at the Senior Center from 1 PM to 3 PM to offer information on new property tax exemptions and benefits for seniors. As part of their outreach efforts, the conference will help seniors understand recent changes and the expansion of benefits available to them. With more than 9,000,000 Americans potentially qualifying for property tax relief but only 8% applying, the Board of Assessors aims to increase awareness among Lunenburg's senior population of 2,010 people, particularly the 261 seniors living below the poverty line. Benefits extend beyond just those living below the poverty line. The Board of Assessors plans to provide the Select Board with a brief conference outline to further detail the assistance available and encourage residents to inform friends over 65 to attend or spread the word. EXECUTIVE SESSION Motion by Caesar Nuzzolo at 6:48 P.M. to enter executive session and reenter into open session after exiting executive session pursuant to MGL Ch. 30A Sec. 21(a)(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 the Chair so declares. Seconded by Michael-Ray Jeffreys. Roll call vote: Renee Emkey - Aye, Tom Alonzo - Aye, Amanda Moore - Aye, Michael-Ray Jeffreys - Aye, Caesar Nuzzolo - Aye. Motion passed unanimously (5-0-0). The Board reentered into Open Session at 7:07 P.M. PUBLIC COMMENT Member Jeffreys elaborated on his recent interactions with the incoming town manager, stating when the Board had met with her over the past week he addressed and resolved previously vocalized concerns. He reflected on a previous board meeting where he expressed certain ===PAGE 2=== Page 2 of 6 Select Board Meeting Minutes January 21, 2025 apprehensions about the town manager selection process due to limited information from the steering committee. However, following a productive conversation with the newly appointed town manager, which addressed and alleviated his issues, he publicly expressed full confidence in her competence and integrity. Member Jeffreys emphasized that he no longer harbors any doubts about her capacity to fulfill the role and called upon both the public and the board to support and welcome her. Member Alonzo referred to the last meeting's comments that prematurely cast doubts on the new town manager candidate's qualifications, advocating for a more measured and evidence-based approach to public deliberations. Member Alonzo stressed the need for the board to foster a positive and supportive atmosphere that attracts and retains skilled leaders. He acknowledged the efforts of his colleague to rectify his previous comments, welcoming the apology and underscoring how essential it is for the board to engage in considerate conflict management to maintain the town's reputation as an encouraging place of employment. Member Emkey echoed Alonzo's sentiments, emphasizing the importance of methodical and comprehensive research during the hiring process. She shared her personal philosophy that the time to question a candidate's qualifications is prior to, and during, the interview, rather than making assumptions without verification. Member Emkey advised against jumping to negative conclusions publicly without clear evidence and encouraged a more constructive dialogue that upholds fairness and integrity during hiring discussions. Member Moore commented of substantial donations from the Lunenburg Snow Riders, a local snowmobile group, which was collecting and distributing heavy winter clothing, sleeping bags, and bedding for North Carolina hurricane victims. Significant contributions from residents of Lunenburg and Townsend. John Bowen, 162 Highland St - commented regarding concerns over unauthorized access to sensitive private information by the cemetery commission, specifically pointing to the acquisition of passwords to a database containing vital records, which raised potential legal queries concerning data privacy and access rights. [WORKPLACE] CLIMATE SURVEY POLICY WORKSHOP Amanda Moore presented a draft policy for conducting an annual climate survey of town employees. The Board reviewed and discussed the draft policy in detail, including: • Frequency: The Board agreed to conduct the survey every two years instead of annually, based on input from Interim Town Manager Carter Terenzini about budgeting and allowing time for changes to be implemented between surveys. • Survey administration: The Board discussed having the survey conducted by an external consultant for impartiality, with oversight from the Select Board. They agreed to aim for having results by November 1st to inform budget planning. • Survey design: The Board agreed to have a set of core questions addressing key areas like Select Board policy-making, town leadership, direct supervisor performance, staff development, job satisfaction, and workplace environment. They discussed allowing for additional questions proposed by employees. ===PAGE 3=== Page 3 of 6 Select Board Meeting Minutes January 21, 2025 • Distribution and analysis: The Board agreed the survey should be distributed electronically, with accommodations made for accessibility needs. Results would be analyzed by an independent third party. • Follow-up actions: The Board discussed developing an action plan based on survey results, with regular updates on implementation. The Board agreed to continue refining the policy, including reviewing sample questions from survey companies. They also discussed the need to obtain the full results and question set from the previous employee survey conducted in 2023. CURRENT BUSINESS New Town Manager: Update Tom Alonzo provided an update on contract negotiations with the selected town manager candidate. He stated he would be meeting with the candidate the following day to review the contract template. Alonzo said he would report back to the Board on the outcome and request an executive session if needed to finalize the contract. Discussion on Community Preservation Act Next Steps The Board discussed potentially pursuing adoption of the Community Preservation Act (CPA) this year. Discussion points: • Current state matching funds are estimated around 40-60%, compared to 100% in the past. • The CPA would allow raising funds outside the tax levy limit. • Board members expressed interest but wanted more information on the financial impact to the average homeowner. • Michael-Ray Jeffreys suggested identifying what the cost would be to the average taxpayer if a 3% surcharge was adopted. • The Board discussed the timeline for implementing CPA and accessing funds if approved. • Members noted the potential uses for CPA funds, including open space preservation, historic preservation, affordable housing, and recreation. The Board agreed to gather more information on exemptions, financial impacts, and potential benefits before deciding whether to pursue CPA adoption this year. OLD BUSINESS Action Re: Sell or Hold 55 Carr Avenue Carter Terenzini presented updated information on the process for handling tax-foreclosed properties based on recent legislative changes. He highlighted several critical aspects of the new process. The new requirements stipulate a timeline for notifying former property owners of decisions made regarding retaining or selling the foreclosed property. Within 44 days (contrary to the commonly cited but incorrect 14 days) after the foreclosure judgment, the town must notify the previous owners about the town's decision to either sell or keep the property. This notification is related to the 30-day appeal period, which extends the actual timeline. ===PAGE 4=== Page 4 of 6 Select Board Meeting Minutes January 21, 2025 Additionally, within 120 days of the foreclosure judgment, an appraisal reflecting the land's highest and best use must be procured by an independent appraiser, complying with Section 40B. This appraisal is necessary regardless of whether the town decides to sell or retain the property. If the town opts to retain the property, the law allows for deducting outstanding tax obligations and related costs, such as attorneys' fees and property protection expenses, from the appraised value. If these deductions result in surplus funds, those funds must be paid to the former property owner within 30 days, with an 18-month period to forward unclaimed funds to the state treasurer if the owner can't be located. Should the town choose to sell the property, it must retain a real estate agent within the same 120-day period to list the property on MLS or a similar platform at a price reflecting its appraised value. The property must be available for sale for at least 12 months, with provisions to conduct an auction thereafter if necessary. Carter cautioned against deed restrictions if retaining the property due to potential legal complications. Instead, he briefly discussed alternative legal approaches to ensure compliance with new statutory requirements. The Board agreed they needed more time to review this comprehensive and complex information before deciding regarding 55 Carr Avenue. No action was taken at this meeting. TOWN MANAGER REPORT Interim Town Manager Carter Terenzini reported a smooth transition to the new waste collection service by GW Shaw and Sons, with minimal complaints, reflecting the effective adaptation to the service provider. In light of administrative constraints, Mr. Terenzini discussed potential restructuring within town departments to optimize staff workloads without additional costs, prioritizing strategic realignment over staff expansion to enhance organizational efficiency. Meetings with various departments commenced to begin the process to have a Draft Budget for the Board to review. Regarding facility management, Terenzini is developing a plan with the facilities director to decommission parts of the TC Passios building. Town Hall Roof restoration plan began last week. On recruitment, notable progress includes finding candidates for police department vacancies expected to be filled by Labor Day, although challenges in attracting personnel persist. To address some of these challenges, Terenzini emphasized a need for improved grants and contract management, pointing out the absence of contract registers and advocating for better management practices across town projects. He proposed redirecting funds intended for external grants services. Lastly, Terenzini called for greater civic participation, underscoring the urgent need for new members on the Finance Committee and the Stormwater Task Force. These committees are vital for shaping fiscal policies and environmental strategies, with the town encouraging qualified individuals to engage and contribute to the community’s decision-making processes. Minutes/Warrants/Action Items Regular Session Minutes for January 9, 2024; December 17, 2024 The Board reviewed and approved minutes from the January 9, 2024, and December 17, 2024, meetings. Member Moore noted a correction regarding the December 17 minutes, clarifying that the declaration was for "Golden Age Day" in honor of Sue Doherty and the seniors of ===PAGE 5=== Page 5 of 6 Select Board Meeting Minutes January 21, 2025 Lunenburg, not "Sue Doherty Day." Additionally, Tom Alonzo pointed out another correction needed in the December 17 minutes, mentioning that the vote to adjourn should reflect unanimous approval with five members, as someone appeared to have been excluded from the count. With these two amendments, the minutes were approved. Motion by Tom Alonzo to approve the minutes as amended. Seconded by Renee Emkey. Approved unanimously (5-0-0). Amanda Moore recused herself from signing the associated accounts payable warrant in the amount of $34,451.80, which others in attendance signed. Warrants Accounts payable warrant in the amount of $34,451.80. Amanda Moore recused herself from signing. Action Items The Board discussed several action items: • Member Jeffreys reiterated the request to see the full results and draft questions from the previous employee engagement survey. • Member Alonzo requested the HR report he had asked for 6 months prior. • Member Moore requested: 1. Adjusting the building heat to stay on for evening meetings 2. An update on public records requests at the next meeting 3. An update on transitioning from Google Drive to OneDrive for file sharing COMMITTEE REPORTS School Committee: Member Emkey reported: From January 8 th meeting Superintendent Dr. Burnham announced her retirement at the end of the school year. The committee has designated Carol Archambault and Brian Layton to the superintendent search subcommittee. Member Emkey also mentioned ongoing searches for a director of facilities, with discussions focusing on the job scope. One approach under consideration is utilizing house doctor services to handle non- day-to-day aspects of the role. Additionally, there were discussions around athletic fees, with the committee planning to review these and other fee structures in future meetings. Member Emkey noted concerns about a lack of revenue in certain revolving funds, including the school choice fund, and the delay in funds showing up in the Munis system. As of January 8, there was a report that Chapter 70 funds voted in the fall town meeting still hadn't appeared in the salary reserve account. Facilities and grounds updates included fire alarm upgrades at Turkey Hill, scheduled for completion by August 15, and phased planning for door repairs due to budget constraints. The safety film at the middle high school was set for completion that day, January 8. The utility pickup truck's delivery was anticipated in mid to late spring. Finally, major discussions took place regarding the latest municipal building design and the school department space in the Ritter Building, with significant feedback provided on those plans. Capital Planning: Member Alonzo indicated that Capital Planning is trying to schedule a meeting for next Wednesday. ===PAGE 6=== Page 6 of 6 Select Board Meeting Minutes January 21, 2025 Board of Assessors: Additionally, Member Alonzo mentioned the Board of Assessors meeting to discuss forming a team to develop an implementation plan for the recently approved senior tax write-off legislation. Member Alonzo indicated the committee aims to create and implement the plan within about six weeks. Economic Development Committee: Member Moore: the Economic Development Committee was scheduled to meet on Thursday after not meeting for some time. Similarly, she mentioned that the Master Plan Steering Committee had not met since November. She plans to reach out to the Planning Board chair regarding discussions about potentially reorganizing the committee. Municipal Building Design Committee: Member Jeffreys noted meeting tomorrow at 5:30 PM with the architectural team to review current progress of the Ritter and Town Hall plans. He noted significant participation and feedback regarding the project, observing that a wide range of opinions was presented. He emphasized the ongoing challenge of integrating various community viewpoints into a cohesive solution for the town’s building needs. Member Jeffreys also suggested that the school department benefit from collaborating with Chris Ruth for higher-level facility management support, suggesting a unified town-school facilities management approach to achieve synergy and consistency in managing municipal and educational facilities. Upcoming Meeting/Events Schedule January 27 th (Executive Session for Town Manager Contract); January 28th, February 4th PUBLIC COMMENT Chair Nuzzolo made note again: the Board of Assessors is sponsoring a senior conference on February 3rd at the Senior Center from 1 PM to 3 PM to offer information on new property tax exemptions and benefits for seniors. ADJOURNMENT Member Jeffreys made Motion to Adjourn. Seconded by Member Alonzo. All, aye. Motion passed unanimously (5-0-0). Meeting adjourned at 9:52 P.M. Respectfully Submitted, Annie Aubrey Executive Assistant to the Town Manager These Minutes were reviewed and approved by the Select Board on: Tuesday February 4, 2025 Member Tom Alonzo made Motion to Approve minutes from January 21, 2025. Seconded by Member Amanda Moore. All, aye. Passed unanimously (5-0-0).