# board-of-assessors — 5 documents, concatenated for reading and search # # This is a CONVENIENCE BUNDLE, not a source. Every document below is # published separately and byte-identically; cite the individual file, # whose path is given in each header, rather than this bundle. # Index of all boards: https://lunenburgbudgetproject.org/minutes/INDEX.txt # The town's own scanned original is linked per document. ======================================================================================== DOCUMENT : 2023-11-20-minutes-4149.txt BOARD : board-of-assessors DATE : 2023-11-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/board-of-assessors/2023-11-20-minutes-4149.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11202023-4149 ======================================================================================== ===PAGE 1=== LUNENBURG BOARD OF ASSESSORS MONDAY , NOVEMBER 20, 2023 BILOTTA ROOM, LUNENBURG TOWN HALL Present Members: Vice Chair Sarah Cammer, Chair Brian Laffond, Clerk John RabbiƩ, Interim Principal Assessor Rena Swezey. CALL TO ORDER The meeƟng opened at 6:36 PM. OPENING COMMENTS  Board Comments - John RabbiƩ shares informaƟon regarding the senior work off program that takes $2,000 a year off on taxes. - John Rabbi Ʃ looked at CAI property card and the Vision property card and noƟced a discrepancy in the assessment amount. John RabbiƩ shared that he is worried that the informaƟon is being pulled and the numbers aren’t lining up. John RabbiƩ suggests that Brian Laffond sit down with operaƟons and the town manager to see if there is a system leak and find out why that’s happening. Brian Laffond believes this is a mis-characterizaƟon. Rena Swezey confirms that the Vision system is not currently up to date and the informaƟon is not correct. Sarah Cammer suggests adding this item to the next agenda, so members can read and review prior to having a discussion.  Public Comment - No public comment. OLD BUSINESS  Approve Minutes of: October 11, 2023, and November 6, 2023 -T h e m e eƟngs from October 11 sƟll need to be reviewed by the Board to fill in gaps in minutes due to audio issues. - The minutes for November 6 th were not approved as wriƩen and amendments will be made. John RabbiƩ has numerous correcƟons and/or specific wording to be included. Brian Laffond has noted all of John Rabbits addiƟons and will make the necessary adjustments. Sarah Cammer has 2 correcƟons that she will give to Rena Swezey and Brian Laffond to adjust minutes. - John Rabbi Ʃ informs the Board that the minutes from the September 27th meeƟng are not currently on the town website. Brian Laffond and Rena Swezey will inquire to get them added.  Review and Approve Invoices, Expense Vouchers, Payroll, etc.  Status Report from Interim Principal Assessor ===PAGE 2=== - Rena Swezey has been working with th e tax collector, Marlene, and they are geƫng files ready for the third quarter billing. Rena Swezey has met with Vision, and she is working on creaƟng a data collecƟon manual. - John Rabbi Ʃ quesƟons if there is a schedule or plan. Rena Swezey states the schedule being used is from the DOR and is being used as guidelines. Brian Laffond has a meeƟng scheduled with Mike Tarello and DOR on December 5th to create a more detailed list with a schedule.  Status of Community Outreach Senior Center - Senior Center John RabbiƩ and Rena Swezey are going to be seƫng up a meeƟng prior to their presentaƟon regarding exempƟons. The senior exempƟons can start to be filled aŌer the first of the year.  Status of requests for improved collaboraƟon with Town Manager - Insert for Q3 Property Tax Bills John RabbiƩ suggests some sort of aƩachment with a visual or Ɵmeline could be beneficial to provide. Rena Swezey states that all informaƟon being provided is on the website and only certain things can be put in a leƩer in a tax bill. Brian Laffond agrees some visuals will be helpful. Brian Laffond will talk to Heather Lemieux to discuss it further. -E x i s Ɵng Contracts The Board wants a copy of all contracts. - Future RFP Development Brian Laffond will be meeƟng with CAI, DOR and the town manager.  Discuss response to extensive ciƟzen quesƟons. - i.e. Derner, Lucks. There were 30 to 35 quesƟons that were received by the public. The Board will give this list of quesƟons to Nate Cramer to get his responses. Once answers are received, they will be added to the website. APPOINTMENT - 7:00 p.m.  QuesƟons for MFS: Nate Cramer Rena Swezey sent a list of quesƟons to Nate Cramer prior to the scheduled meeƟng. Below are the public quesƟons with a response by Nate Cramer. - Why is there such a di fference in the percentage of total value for below average, average, and good properƟes? o Sales were used to determine the adjustments which were based on trends that were seen specific to waterfront properƟes. -I f w e a r e m e nƟoning curves and calculaƟons in the answer, can we see a diagram and walk through the calculaƟons? o The calculaƟon uses only sales data. Percentage differences are based on the sales of the different Ɵers. - When are assessed values considered lo w compared to current sales? How did you determine how much to increase? ===PAGE 3=== o The determinaƟon is based on the assessment to raƟo sale. The current assessment is divided by the most recent sale price of that property. The median ASR for the whole class is between 90% and 100% of market value. Typically, towns tend to run at 95%. - When assessed values are higher than current sales how do you determine how much to decrease values? o Same answer as above. There may come a point when the assessed values trail behind what the markets are showing, and values may become higher than what they could sell for. - What market factors should be implemen ted around town and where in order to accommodate differences between the quarƟle’s ranges? o Some suggesƟons that were previously menƟoned include topography, fire roads, easements, and right of way. - How is an assessor to know when it is more appropriate to follow the qualified sales method your group chose versus the original method Lunenburg followed for the past year? o Nate Cramer states that CJ did his calculaƟons the correct way based on the informaƟon he had and what he was familiar with. What he was not aware of was that most of those sales were not representaƟve of most of those homes on the water. - What checks and balances ar e missing from the Lunenburg office that you’ve seen in other town? o Lunenburg is a 2-person office, and all the values are calculated in-house. Mike Tarello would have a beƩer answer as he is much more familiar with the communiƟes that are around Lunenburg. They are aware of the trends and what to look for. AddiƟonally, the tax rate dropped $3 dollars which is a red flag, and 15 cents is considered a big change. QuesƟons from John RabbiƩ - When you met with CJ did you build fit models to arrive at those numbers? o Stats were used including the ASR, codes, and guidelines. There are requirements that need to be met through the commissioner of revenue that Ɵghtened up those numbers. The data provided was not Ɵered and there was only one price of land no maƩer where it was on the lake. It was one price per square foot universally. - Is there any de finiƟon to use to define slopes for topography. o There are a lot of gray areas. If there is more than a 45 degree slope it is considered to be a non-usable area. - How do you grade a bathroom or kitchen? o There is a place on the property cards to list extra features. This will add more value. The grade refers to the quality of construcƟon. It’s very rare to change the grade of a property unless the home was completely guƩed with renovaƟon. ===PAGE 4=== NEW BUSINESS  Website improvements o Melrose vs Lunenburg review Melrose has a very extensive website. John RabbiƩ believes there are a lot of things to be added to our website including a site map. John RabbiƩ also believes there should be addiƟonal informaƟon for seniors since a third of the town’s populaƟon are seniors. Brian Laffond suggests puƫng together an archive of documents that are old and not as relevant. Brian Laffond volunteered John RabbiƩ to work with the person who runs the town website to help evolve. o Other suggesƟons  Neighborhood map once one is completed.  A secƟon for commonly asked quesƟons.  Field InspecƟon Manual / Data CollecƟon Manual draŌ review Brian Laffond quesƟons when a draŌ will be able to review. Rena Swezey hopes to have a draŌ within the next few meeƟngs. This topic has been added on the agenda for the December 4th meeƟng.  PotenƟal for ad-hoc ciƟzen commiƩee(s) to aid Board members. o There has been interested by residents looking for a way to help. o Brian Laffond believes the Board should take as many resources as possible. Brian Laffond also states any ciƟzen would be a non-voƟng member. Brian Laffond will do some addiƟonal research. o Rena Swezey states that veterans and seniors’ informaƟon is confidenƟal. o John RabbiƩ suggests this may be a good opportunity to potenƟally train people for the future of the Board. FUTURE AGENDA TOPICS  Review and Approve Senior / Veterans ExempƟons RecommendaƟons are sƟll being developed and will be added to upcoming agendas. The bullets below were added as an agenda items for the next meeƟng. o Discuss implicaƟons for FY2024  Review and Approve Chapter Land ExempƟons  SoŌware – Xembly discussion  Policy Establishment / Review o Land Value Policies / Propose Criteria o Building Value Policies / Propose Criteria: New Categories o Data Storage. (i.e. Reason for previous approval of abatement) ===PAGE 5=== o Document Control CLOSING COMMENTS  Public - Anna Lockwood- 91 Main Stre et– refers to a prior meeƟng regarding rules and responsibiliƟes. She menƟons her experience with the gray area and how it was helpful. It can be used to create accountability in small groups and the gray area shouldn’t be eliminated. - Carl Luck – 50 Sunset Lane-shares he is happy that the Board is addressing quesƟons from the public. States the answers from Nate Cramer were so high level that they weren’t helpful to him. At a prior meeƟng with different Board members a draŌ was presented by Nate Cramer and wanted it published. When the final report came out 3-4 weeks later the numbers were ridiculous. Carl Luck requests a copy of the draŌ to see what changed and why. He requests to see the math and the Board will reach out to Nate Cramer and request that informaƟon. - Phyllis Luck – 50 Sunset Lane- suggests that people can work in subcommiƩees to gather data and informaƟon from other towns.  Board Comment - Sarah Cammer suggests some future ag enda items should include an update on senior policies and create a list of changes or addiƟons to the website. - John Rabbi Ʃ suggests a Master Project Plan: topics to include policies manual, organizaƟon chart, contract suppliers, senior outreach program, Ɵmeline of when items can be addressed, and invesƟgaƟon of property cards. -B r i a n L affond suggests subcommiƩees for addiƟonal help or an addiƟon of members to the Board. ADJOURN TO EXECUTIVE SESSION - MoƟon to Adjourn by Sarah Cammer, seconded by John RabbiƩ to enter into ExecuƟve Session not to return to Open Session aŌer exiƟng ExecuƟve Session. Roll call vote. ADJOURN The meeƟng closed at 9:04 PM. ======================================================================================== DOCUMENT : 2023-12-04-agenda-6128.txt BOARD : board-of-assessors DATE : 2023-12-04 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/board-of-assessors/2023-12-04-agenda-6128.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12042023-6128 ======================================================================================== ===PAGE 1=== LUNENBURG BOARD OF ASSESSORS MEETING NOTICE AND AGENDA MONDAY, DECEMBER 4, 2023 6:30 PM BILOTTA ROOM, LUNENBURG TOWN HALL 17 MAIN ST. This meeting will be held in-person at the location provided on this notice. Members of the public are welcome to attend this in-person meeting. Please note that while an option for remote attendance and/or participation is being provided as a courtesy to the public, the meeting will not be suspended or terminated if technological problems interrupt the virtual broadcast, unless otherwise required by law. Members of the public with particular interest in any specific item on this agenda should make plans for in-person vs. virtual attendance accordingly. REMOTE PARTICIPATION From a computer, please use the link below to join the public meeting webinar: https://zoom.us/j/7663167607 or From a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 766-316- 7607 # If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. In accordance with the requirements of the Open Law Meeting Law, please be advised that this meeting will be recorded and can be found on the LunenburgAccess YouTube channel (http://www.youtube.com/user/LunenburgAccess/videos) within 24 hours of the meeting. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. CALL TO ORDER OPENING COMMENTS  Board  Public OLD BUSINESS  Approve Minutes of: October 11, 2023 (Gap), November 6, 2023 (with amendments), November 20, 2023 (if ready)  Review and Approve Invoices, Expense Vouchers, Payroll, Billing Errors, etc.  Sign Proforma Recap – Paper / Gateway (online)  61B Acceptance of Affidavit  Status Report from Interim Principal Assessor  Status of Community Outreach  Senior Center  Develop “How to read your Vision card” (for Website, other?)  Status of requests for improved collaboration with Town Manager  Insert for Q3 Property Tax Bills  Existing Contracts / Service Agreements / Statements of Work  RRC PP Maintenance, Vision CAMA S/W, NearMap Arc/GIS, CAI Tax Map Maintenance  Future RFP Development ===PAGE 2=== LUNENBURG BOARD OF ASSESSORS MEETING NOTICE AND AGENDA  Discuss response to extensive citizen questions. - i.e. Derner, Lucks, Blatt.  Finalize / Approve Data Collection Manual (aka Field Inspection Manual)  Potential for ad-hoc citizen committee(s) to aid board members  Website improvements  Melrose vs Lunenburg review  Add Data Collection Manual  Add link to YouTube of Meetings  Create and Add “How to read my Vision Card”  Other (Board vs. Department?) NEW BUSINESS  CAI – Currently we “freeze” Property Record Card as of January 1 each year  Discuss updating more frequently  Guidelines for Public Comment  Review Property Cards for recent abatement requests / Investigate differences  Assessment Reconciliation – Sample Findings  Most “Neighborhood” designations are currently not populated (or nil)  Corrective Action Request proposal (includes Tracking / Closure) FUTURE AGENDA TOPICS  Review and Approve Senior / Veterans Exemptions  Discuss implications for FY2024  Review and Approve Chapter Land Exemptions  Software – Xembly discussion  Policy Establishment / Review  Land Value Policies / Propose Criteria  Building Value Policies / Propose Criteria: New Categories  Data Storage. (i.e. Reason for previous approval of abatement)  Document Control  Schedule Future Zoom Session for Public Q&A with Nate Cramer CLOSING COMMENTS  Public  Board ADJOURN ======================================================================================== DOCUMENT : 2023-12-04-minutes-6128.txt BOARD : board-of-assessors DATE : 2023-12-04 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/board-of-assessors/2023-12-04-minutes-6128.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12042023-6128 ======================================================================================== ===PAGE 1=== LUNENBURG BOARD OF ASSESSORS MONDAY , DECEMBER 4, 2023 BILOTTA ROOM, LUNENBURG TOWN HALL Present Members: Vice Chair Sarah Cammer, Chair Brian Laffond, Clerk John RabbiƩ, Interim Principal Assessor Rena Swezey. CALL TO ORDER The meeƟng opened at 6:41PM. OPENING COMMENTS - Board o No board comments. - Public o No public comment. OLD BUSINESS - Approve Minutes of: October 11, 2023 (Gap), November 6, 2023 (with amendments), November 20, 2023 (if ready) o The October 11th minutes will be addressed at the next meeƟng. o There was a moƟon by John RabbiƩ to approve the minutes from November 6th, seconded by Sarah Cammer. All in favor. o The minutes from November 20th were tabled to the next meeƟng as they were received the same day as the meeƟng. o John RabbiƩ again confirms that the September 27th minutes are sƟll not posted on the website. Brian Laffond will follow up with whoever uploads minutes to the website. - Review and Approve Invoices, Expense Vouchers, Payroll, Billing Errors, etc. o The following invoices and abatements were signed:  2 invoices from CAI technology mapping company  3 copies to sign for Motor vehicle abatements.  5 property tax abatements for exempt properƟes  Sign Proforma Recap – Paper / Gateway (online) AŌer a discussion with Heather Lemieux, it was confirmed there are no paper copies, but it can be signed electronically via Gateway.  61B Acceptance of Affidavit - Status Report from Interim Principal Assessor Rena Swezey has been working with the tax collector, Marlene, to file the third quarter tax bills. Rena Swezey has also completed the data collecƟon manual. An email containing the manual was sent to the Board and Mike Tarello. ===PAGE 2=== There were 20 homes in the database that were classified as seasonal homes that were subsequently changed to the classificaƟon of summer camps. Brian Laffond, Rena Swezey, and Heather Lemieux met with Tim Fountain from CAI to address the problems with the property cards. During the meeƟng there was a discussion about soŌware that is included in the contract that was not being uƟlized. There is an opportunity to update property cards to reflect a change in ownership that can be updated on a monthly or every few weeks basis. Tim Fountain talked about an advanced query program which can set neighborhood layers and site indexes. There is a one-Ɵme cost of $1,800 for this addiƟonal program. Rena Swezey sent lot spits to CAI to digiƟze and map. Once they are digiƟzed and mapped the Board is given 30 to 45 days to make any adjustments. The town was approved to fix or edit unƟl December 31 st. The creaƟon of the maps will include the 2022 changes and January 1st of 2023. Going forward these maps will be updated on a yearly basis. Regarding mapping there were some sketches that weren’t brought over or were missing. These can be added to the map at the rate of an addiƟonal 20 dollars per sketch. Sarah Cammer quesƟons if the 400 abatements can be added to property cards to show the abated values. If approved, they will appear on the July 1st cards. - Status of Community Outreach o Senior Center Rena Swezey met with John RabbiƩ and provided some addiƟonal materials. There was a discussion about a presentaƟon date in early March. This would be ideal as seniors have unƟl April 1st to file abatements and exempƟons. To date the board currently hasn’t signed all the applicaƟons. John RabbiƩ has researched other local towns, specifically Groton. John RabbiƩ quesƟons how the town works with affordable housing and if it’s similar to Groton. Rena Swezey states it is a separate department that’s not part of the Town of Groton. o Develop “How to read your Vision card” (for Website, other?) From research Sarah Cammer has found a template from the Town of Concord that she found informaƟve. Sarah Cammer will use an example template to be added to the website. - Status of requests for improved collabora Ɵon with Town Manager o Insert for Q3 Property Tax Bills Prior to the meeƟng Brian Laffond did speak to Heather Lemieux and provided the latest draŌ of the insert. Asked if she could include some sort of graphic depicƟon of the Ɵmeline. ===PAGE 3=== o ExisƟng Contracts / Service Agreements / Statements of Work  RRC PP Maintenance, Vision CAMA S/W, NearMap Arc/GIS, CAI Tax Map Maintenance, MFS  Future RFP Development - Discuss response to extensive ci Ɵzen quesƟons. - i.e. Derner, Lucks, BlaƩ. Brian Laffond is tabling this discussion to a future meeƟng, so the board has addiƟonal Ɵme to review. - Finalize / Approve Data Collec Ɵon Manual (aka Field InspecƟon Manual) There was a moƟon by John RabbiƩ, seconded by Sarah Cammer to accept the data collecƟon manual that was revised on December 4, 2023. It was agreed that this will be a living document, subject to change. All changes are to be approved by the BOA. All in favor. -P o t e n Ɵal for ad-hoc ciƟzen commiƩee(s) to aid board members The Board has not had a chance to discuss this so this was tabled to the next meeƟng. - Website improvements John RabbiƩ sent his presentaƟon on the day of the meeƟng and all the board members couldn’t review so there was no in-depth conversaƟon. RecommendaƟons to improve website include adding: a vision statement, mission statement, ethics statement, past tax assessment invesƟgaƟons, news secƟon just for the assessor’s department, picture of members, agenda center, link to YouTube meeƟngs. All these ideas will be run by Heather Lemieux for further discussion and recommendaƟons.  Melrose vs Lunenburg review  Add Data CollecƟon Manual  Add link to YouTube of MeeƟngs  Create and Add “How to read my Vision Card”  Other (Board vs. Department?) NEW BUSINESS - CAI – Currently we “freeze” Property Record Card as of January 1 each year o Discuss updaƟng more frequently The board approved that changes can be added to living documents when necessary. - Guidelines for Public Comment ===PAGE 4=== Brian Laffond states that some comments from the Board and the public can be lengthy and off topic. There was a discussion about seƫng a Ɵme limit for all comments. If there is a lengthy discussion it should be added to the agenda. - Review Property Cards for recent abatement requests / Inves Ɵgate differences o Assessment ReconciliaƟon – Sample Findings This discussion is tabled to the next meeƟng. o Most “Neighborhood” designaƟons are currently not populated (or nil) The town doesn’t have many neighborhoods and Rena Swezey states that the DOR prefers a lesser number of neighborhoods. This will be reflected on the new maps from CAI. -C o r r e cƟve AcƟon Request proposal (includes Tracking / Closure) o John RabbiƩ suggests that a methodology be put in place to assure that the processes put in place stay reliable. If a mistake is made to idenƟfy the problem and try to remedy it. An invesƟgaƟon into the root cause to decrease repeats. o Rena Swezey states that property record cards have an audit trail to reflect changes. The only changes that are reflected are new construcƟon, exempƟons, and abatements. o Brian Laffond confirms that a root cause of issues needs to be found versus a specific change. People who are qualified to do the work will have the data collecƟon manual. FUTURE AGENDA TOPICS - Review and Approve Senior / Veterans Exemp Ɵons This will be discussed aŌer the first of the year and will be brought to the town meeƟng in May. o Discuss implicaƟons for FY2024 - Review and Approve Chapter Land Exemp Ɵons The board confirms that this will be a long process and include a lot of signatures from the Board. -S o Ōware – Xembly discussion This was added as a future agenda topic for upcoming meeƟng. - Policy Establishment / Review- The board feels that this has been addressed and can be removed from any future agendas as this is being implemented. o Land Value Policies / Propose Criteria o Building Value Policies / Propose Criteria: New Categories ===PAGE 5=== o Data Storage. (i.e. Reason for previous approval of abatement) o Document Control - Schedule Future Zoom Session fo r Public Q&A with Nate Cramer Nate Cramer has responded to the quesƟons previously provided. CLOSING COMMENTS - Public Dave MacDonald - 155 Island Road- thanks the Board for their work. Brian Laffond expresses that their goal is to re-create trust within the town. Carl Luck - 50 Sunset Lane - shares his ongoing concern regarding abatement values and vision cards. Carl Luck looked at over 100 properƟes that were listed as good and noted that every good property from the 2024 vision card was inflated by 8%. Carl Luck wants to know where the calculaƟons are to support the percent increase. There is sƟll a request to see the numbers from qualified sales numbers, ASR, to draŌ report recommendaƟon and final recommendaƟons. Rena Swezey confirms there will be a total field review completed for 2024. AddiƟonally, a whole new land schedule will take place and a drive by on every street. The Board will confirm but believes that Mike Tarello will be starƟng all over with a clean slate. Regarding ad hoc Carl Luck believes that there are tasks that residents can help with. One suggesƟon is to create a Ɵmeline of the process. Carl Luck also shares that these subcommiƩees should be formal. Brian Laffond agrees and confirms that any meeƟngs will be held in the public eye. Brian Laffond confirms that the suggesƟon of the subcommiƩee name of ad hoc was specifically regarding the fact that these residents would not have voƟng rights. -B o a r d o Sarah Cammer suggests creaƟng a One drive for the assessor’s board to assure that documents are being archived electronically. o There was a moƟon by Sarah Cammer, seconded by John RabbiƩ to accept the minutes compiled by Rena Swezey from the execuƟve session on October 11th and November 6th. All in favor. These minutes can be added to the file but not publicly posted unƟl Abatement/ ATB resoluƟon. o John RabbiƩ posed a quesƟon in regard to the Tanner Cole Property (61B). Rena Swezey states there is no word yet and the selectman has 120 days to act. ADJOURN MoƟon to adjourn by John RabbiƩ, seconded by Sarah Cammer. The meeƟng closed at 8:50 PM. ======================================================================================== DOCUMENT : 2023-12-18-agenda-6136.txt BOARD : board-of-assessors DATE : 2023-12-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/board-of-assessors/2023-12-18-agenda-6136.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12182023-6136 ======================================================================================== ===PAGE 1=== LUNENBURG BOARD OF ASSESSORS MEETING NOTICE AND AGENDA MONDAY, DECEMBER 18, 2023 6:30 PM BILOTTA ROOM, LUNENBURG TOWN HALL 17 MAIN ST. This meeƟng will be held in-person at the locaƟon provided on this noƟce. Members of the public are welcome to aƩend this in-person meeƟng. Please note that while an opƟon for remote aƩendance and/or parƟcipaƟon is being provided as a courtesy to the public, the meeƟng will not be suspended or terminated if technological problems interrupt the virtual broadcast, unless otherwise required by law. Members of the public with parƟcular interest in any specific item on this agenda should make plans for in-person vs. virtual aƩendance accordingly. REMOTE PARTICIPATION From a computer, please use the link below to join the public meeƟng webinar: https://us02web.zoom.us/j/89145894468 or Join Zoom Meeting Meeting ID: 891 4589 4468 From a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 891 4589 4468 # If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No parƟcipant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak aŌer joining the meeƟng. Computer and app users may use the “raise hand” feature to request to speak. In accordance with the requirements of the Open Law MeeƟng Law, please be advised that this meeƟng will be recorded and can be found on the LunenburgAccess YouTube channel (hƩp://www.youtube.com/user/LunenburgAccess/videos) within 24 hours of the meeƟng. The agenda lists all the topics which may be discussed at the meeƟng and are those reasonably anƟcipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permiƩed by Open MeeƟng Law. CALL TO ORDER OPENING COMMENTS  Board  Public OLD BUSINESS  Approve Minutes of: April 4, 2023, October 11, 2023 (Gap), November 20, 2023, December 4, 2023 (if ready)  Review and Approve Invoices, Expense Vouchers, Payroll, Billing Errors, etc.  Status Report from Interim Principal Assessor (Rena Swezey)  Status of Community Outreach  Senior Center (Jack Rabbitt) - Tentatively scheduled for Early March.  Develop “How to Read Your Vision Card” (Sarah Cammer)  Status of requests for improved collaboration with Town Manager  Insert for Q3 Property Tax Bills  Future RFP Development ===PAGE 2=== LUNENBURG BOARD OF ASSESSORS MEETING NOTICE AND AGENDA  Status of Website improvements (Jack Rabbitt)  CAI – Currently we “freeze” Property Record Card as of January 1 each year  Discuss updating more frequently  Review Property Cards for recent abatement requests / Investigate differences  Assessment Reconciliation – Sample Findings (Sarah Cammer)  Discuss response to extensive citizen questions. - i.e. Derner, Lucks, Blatt.  Determine Work-plan  Corrective Action Request proposal (includes Tracking / Closure)  Potential for ad-hoc citizen committee(s) to aid board members NEW BUSINESS FUTURE AGENDA TOPICS  Review and Approve Senior / Veterans Exemptions  Discuss implications for FY2024  Review and Approve Chapter Land Exemptions  Software – Xembly discussion  Schedule Future Zoom Session for Public Q&A with Nate Cramer NEXT MEETING  January 8, 2024 – Note: at Senior Center CLOSING COMMENTS  Public  Board ENTER EXECUTIVE SESSION – Suspend open meeting and enter into Executive Session, not to return to Open Session after exiting Executive Session. EXECUTIVE SESSION MoƟon to enter execuƟve session under Purpose 7: "To comply with, or act under the authority of, any general or special law or federal grant-in-aid requirements". "ApplicaƟons for abatement or exempƟon under this chapter shall, except in proceedings before the county commissioners, the appellate tax board or a court of the Commonwealth, be open only to the inspecƟon of the assessors, the commissioner, the depuƟes, clerks and assistants of either the assessors or the commissioner and such other officials or designated private auditors of the Commonwealth." CH59 S60 of MGL is the law being cited. ADJOURN ======================================================================================== DOCUMENT : 2023-12-18-minutes-6136.txt BOARD : board-of-assessors DATE : 2023-12-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/board-of-assessors/2023-12-18-minutes-6136.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12182023-6136 ======================================================================================== ===PAGE 1=== LUNENBURG BOARD OF ASSESSORS MONDAY , DECEMBER 18, 2023 BILOTTA ROOM, LUNENBURG TOWN HALL Present Members: Vice Chair Sarah Cammer, Chair Brian Laffond, Clerk John RabbiƩ, Interim Principal Assessor Rena Swezey. CALL TO ORDER The meeƟng opened at 6:30 PM. OPENING COMMENTS  Board o John RabbiƩ discusses the tax reform regarding the senior work off program. The new law states the work off program has been raised from 1,500 to 2,000 a year. o John RabbiƩ has some quesƟons regarding the classificaƟon hearing. Rena Swezey confirms that only a recommendaƟon from the Board of Assessors is made regarding whether to go with a single rate or a split rate. The Board of Selectman makes the ulƟmate vote. John RabbiƩ has found an extensive classificaƟon presentaƟon from the city of Melrose. Rena Swezey confirms that Nate Cramer knows exactly what goes into the presentaƟon. John RabbiƩ requests to be more involved.  Public o Carl Luck - 50 Sunset Lane- raised concern that on the current Vision cards lakefront property owners have an addiƟonal percentage added. The abatements valued at average were raised an addiƟonal 4 percent and the homes listed as good were raised an addiƟonal 8 percent. Brian Laffond requested a list of quesƟons regarding concerns similar to the quesƟons listed below. - Will the 2023 and 2024 property cards not be used by the current contractor? If that’s not true what will be used from the current database and what won’t be used? - Will the 2023 vision cards sƟll reflect the 135% across the board in case and not the abated values? - How will the abatements be communicated to the contractor or is this something they don’t even consider? - Is the whole town starƟng new or just the lakefront properƟes? - When can we get these new answers? - When will inspecƟons for properƟes be scheduled? o Rena Swezey confirms that Vision has someone out right now reviewing all the properƟes that have sold. Municipal Finance Services (MFS) crew will be out in the first couple weeks of January doing drive-bys and checking property cards all over town. They will be reviewing the data on the property cards. ===PAGE 2=== OLD BUSINESS  Approve Minutes of: April 4, 2023, October 11, 2023 (Gap), November 20, 2023, December 4, 2023 (if ready) o The minutes from April 4th with the Select Board have been recreated. MoƟon to approve the minutes by Sarah Cammer, seconded by John RabbiƩ. All in favor. o The minutes from October 11th have been modified several Ɵmes. MoƟon to approve minutes with modificaƟons by Sarah Cammer, seconded by John RabbiƩ. All in favor. o MoƟon to approve the minutes from November 20th meeƟng with modificaƟons by John RabbiƩ, seconded by Sarah Cammer. All in favor. o MoƟon to approve the minutes from the December 4th meeƟng with modificaƟons by Sarah Cammer, seconded by John RabbiƩ. All in favor. o There was menƟon of a meeƟng on June 7th. The board was unable to find any notes or videos. It may not have been a public meeƟng.  Review and Approve Invoices, Expense Vouchers, Payroll, Billing Errors, etc. Backlogged invoices were signed, and Rena Swezey will review with Heather Lemieux. Myleen Mallari has requested the third quarter esƟmated bills be signed. Myleen Mallari has pulled out just the third quarter esƟmated bills from the first and second quarter. It will be the same payment as the last 2nd quarters. The 4th quarter will be the actual bill that will be adjusted. Rena Swezey provides the Board with a requested signature of affidavit from the resident purchasing 801 Lancaster. The resident acknowledges that he will keep the chapter lien. Once the applicaƟon ends in December a new applicaƟon will be submiƩed. The old lean will be removed, and a new lien will be put into place. Brian Laffond signed the document and Rena Swezey will return it to the aƩorney.  Status Report from Interim Principal Assessor (Rena Swezey) The kickoff meeting with Mike Tarello took place. Also in aƩendance was Heather Lemieux, Becky Boucher from the DOR, and Brian Laffond. Mike Tarello explained what he has started with and what Vision will be doing and their process. The full field review will start on January 15th. Mike Tarello stressed the importance of geƫng everything on the website. Once preliminary evaluaƟons are received, they will be posted. There is a period between preliminary cerƟficaƟon and final cerƟficaƟon where selecƟve changes can be made. The board is requesƟng Mike ===PAGE 3=== Tarello to come in for a meeƟng to review and explain how he reached the answers relaƟng to the land curve. DOR representaƟve Becky has updated the work plan from last year. It shows Ɵmelines and who is compleƟng what work. The senior work off program has ended for the year and will start again January 1st. Tax classificaƟon hearing is scheduled for March 12th and the tax bills need to go out on March 31st. There is a suggesƟon by the Board to discuss the possibility of budgeƟng for a part-Ɵme data collector with the Town Manager. Sarah Cammer has a quesƟon related to the number of neighborhoods and if Mike Tarello has any recommendaƟons or suggesƟons. Rena Swezey confirms the town currently has 5 neighborhoods. John RabbiƩ has a quesƟon about when abatements requests are due. Brian Laffond states normally the bills will go out January 1st and the abatement requests need to be back by February 1st. This year in Lunenburg the bills will go out for March 31st will be sent out and the abatement runs unƟl May 1st.  Status of Community Outreach o Senior Center (Jack RabbiƩ) The tentaƟve presentaƟon date is early March as applicaƟons are due back by April 1st. John RabbiƩ has a quesƟon relaƟng to 41C and 41C 1/2. Rena Swezey confirms that at the town meeƟng 41C was chosen because it is the most beneficial to our seniors. Sarah Cammer states that the town meeƟng approved 41C and that’s what is on record currently for this fiscal year. Jack will invesƟgate further. This would have to be proposed at the town meeƟng for them to take a vote. o Develop “How to Read Your Vision Card” (Sarah Cammer) The Town of Concord has a 2-sided document that explains the assessment process. It shows how they come up with land curves, site index, excess land. AddiƟonal there are construcƟon details on houses that include the code to grade factor and data manual. Sarah Cammer requests the board members review and provide feedback. ===PAGE 4===  Status of requests for improved collaboraƟon with Town Manager o Insert for Q3 Property Tax Bills There is a finalized insert that both Myleen Mallari and Heather Lemieux have reviewed. o Future RFP Development  Status of Website improvements (Jack RabbiƩ) The Board suggests creaƟng a secƟon enƟtled assessors reference materials. This can include links and videos. John RabbiƩ shares that there is a video from UMass about taxes and how taxaƟon works. John Rabbit confirms that this video can be made Lunenburg friendly. Sarah Cammer suggests adding the video about the levy and the 2 ½ percent and how new tax growth works with the levy. Rena Swezey suggests sƟcking to the MAAO informaƟon. Brian Laffond requests John RabbiƩ inform the board about what is being rolled out at different Ɵmes.  CAI – Currently we “freeze” Property Record Card as of January 1 each year There was a discussion about the property record cards being updated more frequently. Rena Swezey shares this can be done on a quarterly basis but the changes to CAI are very specific. Rena Swezey will discuss with Mike Tarello and make a recommendaƟon to the Board.  Review Property Cards for recent abatement requests / InvesƟgate differences John RabbiƩ has reviewed 10 property cards and condos. Brian Laffond states that condominiums do not value the building separately from the land and it is built into the sales value. Rena Swezey states that if someone is buying a condo, they are only buying the unit and the land is common. Rena Swezey will start by looking at vacant land sales to get an idea of how much vacant land is worth. o Assessment ReconciliaƟon – Sample Findings (Sarah Cammer) This was not discussed.  Discuss response to extensive ciƟzen quesƟons. - i.e. Derner, Lucks, BlaƩ. o Determine Work-plan Some resident quesƟons have been answered but they need to be consolidated.  CorrecƟve AcƟon Request proposal (includes Tracking / Closure) John RabbiƩ proposes they uƟlize the ISO 18094 format and build a database to support.  PotenƟal for ad-hoc ciƟzen commiƩee(s) to aid board members ===PAGE 5=== A proposal was received from a resident in the town. Some of the proposed projects can’t be completed due to confidenƟality. This topic will be added to the agenda for the next meeƟng. NEW BUSINESS Sarah suggests asking for access to the MicrosoŌ database and a one drive so the Board can share documents. FUTURE AGENDA TOPICS  Review and Approve Senior / Veterans ExempƟons o Discuss implicaƟons for FY2024  Review and Approve Chapter Land ExempƟons  SoŌware – Xembly discussion  Schedule Future Zoom Session for Public Q&A with Nate Cramer  Staffing recommendaƟons o Brian Laffond and Rena Swezey will discuss further. NEXT MEETING  January 8, 2024 - Note: at Senior Center  January 22, 2024 - Closed meeƟng for exempƟons and chapter land signing.  January 29, 2024  February 5, 2024  February 19, 2024- TentaƟve date CLOSING COMMENTS  Public No public comment.  Board Rena Swezey requests a meeƟng with the Board to sign all the exempƟons and chapter lands. These are not public so it must be a closed meeƟng. MulƟple signatures are needed. ADJOURN MoƟon to adjourn and enter into ExecuƟve Session, not to return to Open Session aŌer exiƟng ExecuƟve Session by Sarah Cammer, seconded by John RabbiƩ. The meeƟng closed at 8:47 PM.