# finance-committee — 14 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 : 2020-09-10-agenda-2120.txt BOARD : finance-committee DATE : 2020-09-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2020-09-10-agenda-2120.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09102020-2120 ======================================================================================== ===PAGE 1=== Finance Committee Thursday, September 10, 2020 7:00 PM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The Town of Lunenburg, in response to the COVID-19 (Corona Virus) is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will be broadcast live through local access cable, on FacebookLive on the Public Access Facebook page (https://www.facebook.com/Lunenburg-Public-Access-Cable-157427270975305/) and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please use the link below to join the public meeting webinar: https://zoom.us/j/83468808348 or From a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 834 6880 8348 # 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. 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. I. Announcements II. Public Comment III. Town Manager/Finance Director Reports IV. Minutes V. Budget history/discussion VI. Rubric for recommendations re: financing of Buildings VII. File Sharing VIII. Committee Reports IX. Public Comment X. Next Meeting 1. 9/24/2020 XI. Adjourn ======================================================================================== DOCUMENT : 2020-09-10-minutes-2120.txt BOARD : finance-committee DATE : 2020-09-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2020-09-10-minutes-2120.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09102020-2120 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== John Henshaw Christopher Menard David Passios Jay Simeone Lunenburg Finance Committee September 10, 2020 Meeting Location: Present: Absent: Zoom Virtual Meeting Terri Burchfield, John Henshaw, Jay Simeone, Chris Menard, Peter Beardmore arrived at 21:13 Dave Passios, Heather Sroka 1. Call to Order Terri Burchfield, Chair, called the meeting to order at 7:00 PM and read the COVID-19 / Zoom meeting advisory statement. , This meeting was recorded and is viewable on YouTube: https://www.youtube.com/watch?v=iSOVTrqv66U 2. Public Comment: None from the Committee or Public 3. OneDrive/Rubric Terri doesn't want to go over the rubric without the entire committee. Wanted to know if John and Jay took a look at the file sharing system Chris had created for the Committee. John - had to send an email to Chris because his current OneDrive was competing with the new OneDrive. Needs help from Chris. Chris - uses the internet portal to sign into OneDrive to login using his town email and information. ===PAGE 2=== Chris - Maybe we need a data manager for this. Someone on the Committee or within the Town. Overtime all the historical documents would be located in one area. John - the library has a lot of historical records and data. Terri - would like to talk about it at the next meeting with Heather L. present to discuss how to manage and organize. Maybe Karen can maintain it since she has all the data. Before Karen gives update - sharing the calendar for Special Town Meeting. October 8th to review, October 15th for recommendations. Discussion around Special Town Meeting, when the Committee will be discussing warrant articles, when will make recommendations. Any surprises on the articles or expected articles. Chris started to create a rubric for projects. Would have a one-page summary sheet about the project. He then went into the financial considerations for fincom- can the Town afford this project, how will it be funded, does it affect the credit ratings, does it meet the needs of the town now and in the future - that would be both the Town side, the school side, boards and commissions, multiple use space, dedicated space, what are the financial impacts to the tax payor, what are the changes to operational costs if we move into this, if the building expandable modular - 30-50 year build, how does this fit into the larger building foot print, does the building provide equitable access are we meeting all of the Town's needs, are there other funding sources. Information could help FinCom make informed decisions and may help citizens at Town Meeting. Should work with other committees to make sure that the questions are not a surprise to anyone at the end. Committee thoughts and discussion for FinCom Rubric. Chris believes it would be beneficial to have a few other committee members work on this. ===PAGE 3=== every capital project we go through. Packet on Capital Plan. Big ticket items with $1M ticket. Not small items like scuba diving gear. John - Would the Town be able to collect the information needed for the rubric. Asked Karen Brochu about that. Karen is unsure of the time frame for that. Terri - don't want to overload Karen. Want to know if we can get the data. Some questions would be good to know because they have stopped people in their tracks from moving a project forward. The Building Reuse has been going on since Terri started on FinCom and buildings are still in the same state as they were at that time. John - Overall thinks the rubric is a great idea. Terri - Chris and John can have a discussion when Chris helps John with his OneDrive. Chris thinks there should be more eyes on the rubric and the data looking for. Peter present at 21:13 Terri - Going through the rubric on the Agenda for large capital projects or building projects such as the TCP Building. Peter - apologizes for tardiness. Debt policy question - can't make out what he was saying - broke up Inclination is to stick to the Debt Policy project. Peter would like to bring that to a close first. Terri will take a look at Rubric with Chris. ===PAGE 4=== Close out on the Expenditures side of $1,182,589 State Assessments came in a little lower by $36,759 Estimate for free cash range between $1.6M and $1.7M If $1.6M it is an increase of $492,000 over last year Terri - Covid funding is not included? Karen - Correct - it was backed out of the general fund CARES Fund and FEMA fund in anticipation of reimbursement Terri - Where does that stand? Karen - plenty of funds left. Allotted $1M $147,000 submitted for reimbursement estimated through June 30th Peter - Deadline on the CARES Act Submissions? Karen - Reporting Quarterly - report due the end of September. Early March - December 2020 was the CARES Act timeframe. Peter - Any indication from School Department what submission will be? Karen - Has not received anything. CARES Act two pots of money - money from CARES Act on Town and then Schools were allotted monies. Schools received $198,000 in Grant Funds. Town told by Department of Revenue that the schools should use their money first. Peter - There is nothing preventing the Town from spending CARES Act money on the Schools - that money can be comingled? Karen - Believes it can. Always checks with the Department of Revenue to ensure the expense falls under the CARES Act. $32,000 for Fire Department defibrillator. Peter - going to be a need in the next couple of months for major IT upgrades at the schools with remote and hybrid learning. He sent email to ===PAGE 5=== John - what's prompting the demand? Peter - some students doing remote or hybrid. Hybrid students are in school two days with very little teacher interaction on the two days they are remote. The reason for this is obviously the teacher has the students in front of them, but when asked about broadcasting from the classroom there were two excuses given to the SC. The first was - There was some legal hindrance from a privacy perspective. Has not seen anything publicly to support this. The second is - Don't have the IT in the classroom to support it. Don't have cameras in the classrooms, microphones, switches and routers and bandwidth. Parents concerns are that the hybrid students are only getting two days of real education for their kids while the students who went fully remote are getting much more instruction. There is going to be a demand to figure this out. Anticipating these needs. The students are going to need the infrastructure to support them. John - based on the notion that this Covid Hybrid Remote learning is going to persist for the remainder of the year and possibly into next year. Peter personally sees no relief in the future. He has had some private conversations that have let him to believe that. John - what's the argument against leasing equipment as opposed to purchasing. Peter - leasing is the equivalent to buying on the dollar so question is if it's a capitalized or operational expense the banks are going to get all of their money back and that equipment is not going to be reused. He thinks it's worth looking into and pursuing. Bigger barrier is people doing design and implementation. We have limited staff. ===PAGE 6=== 5. Committee Reports: Peter - School Committee met last week. There will be another budget update in the near future. The authorized a number of stipend positions to deal with Covid related issues. School starts next Wednesday. PD for Teachers since last Monday preparing for the school year. Chris - had a question - watched the SB meeting agreed to pay the bus fees for the services not rendered. He believes there should be a policy in place to address that issue. Terri - typically this is not allowed - but the Governor stepped in and allowed this payment. Interesting questions - best practice - how do you pay for a service not received? Peter - Hairy topic. Policy that we would adopt of even need falls into the emergency measures put into place. Leaves Fin Com out of the process. One thought was Mr. Alonzo's position - one time only vote - not clarity if this happens again. Contract language should be included to address future possible issues. Chris - contract is up in a year. Jim Marino presented his thoughts were aligned with his. Federal Contracted sees that side. Often times services are rendered even if you don't see the yellow bus driving around town. They could be on call and expected to do something. Etfort and money to be ready. Agreed with Jim. If in the future are we viewed on taking a hard line one everything - these companies not willing to cut us a break. Peter - agreed with everything Chris said. Town has to think about the topic of resiliency. What services do we rely on in town and outside of town to be resilient? Operational resiliency. Chris - maybe there are more services that should be outsourced. For example, DPW having trouble finding qualified candidates to do things. Maybe, there are private industry that could do that for the same or less. ===PAGE 7=== Terri - It would be a good idea to look at that. There are some jobs like landscaping and snowplowing that don't fall under that. There are probably others. There is a whole process to set up other jobs. Interesting question and something to think about maybe after STM. Interesting to see one of the things she has thought would be a good idea for parks to have someone managing landscaping - managing contracts rather than having DPW doing the work. Probably a reason for it. Came up during Charter Review. DPW doesn't seem like parks and cemetery but more like roads and infrastructure. Peter - will circulate document either tonight or tomorrow. Met with the Superintendent, Mr. Cassidy and Mr. Londa for projections for the Turkey Hill Project. Debt and analysis purposes. Mr. Londa went into detail the analysis of the approved plans across the state per foot basis and number of other ways of calculating this. In today's dollars he believes that THES replacement or renovation about $30.5 projected out 6 years - 2026 with 3% inflation puts us up a little over $33M before MSBA reimbursement. MSBA about 50% conservatively. Has a one pager with info - has not heard back from Superintendent, Mr. Cassidy or Mr. Londa and attach to these minutes. Terri - Folders - rubric in the shared drive. Chris - Current enrollment projections would THES need to make it larger? Reorg the layout of the schools. Peter - No looking to solve that but provide a financial illustration. Based on school population of 400 more or less today's 3 grade levels 3-5 grades. Primary school starting to overcrowd. Terri - THES make take some pressure from both the upper grade levels and the lower grade levels. Peter - the lower absolutely. Narrative is the serious space concern is the LPS. ===PAGE 8=== Motion to adjourn moved by John and seconded by Chris. Unanimous vote. RECEIVED & FILED DEC 2 1 2020 LUNENBURG TOWN CLERK OFFICE ======================================================================================== DOCUMENT : 2020-09-24-agenda-2121.txt BOARD : finance-committee DATE : 2020-09-24 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2020-09-24-agenda-2121.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09242020-2121 ======================================================================================== ===PAGE 1=== Finance Committee Thursday, September 24, 2020 7:00 PM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public A cces s channel. The Town of Lunenburg, in response to the COVID-19 (Corona Virus) is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the sp read and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted r emotely . This meeting will be broadcast live through local access cable, on FacebookLive on the Public Access Facebook page (https://www.facebook.com/Lunenburg-Public-Access-Cable-157427270975305/) and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please use the link below to join the public meeting webinar: https://zoom.us/j/84257705023 or From a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 84257705023 # 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. 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. I. Announcements II. Public Comment III. Town Manager/Finance Director Reports IV. Minutes V. Budget history/discussion VI. Committee Reports VII. Public Comment VIII. Next Meeting 1. 10/8/2020 STM articles 2. 10/15/2020 STM recommendations IX. Adjourn ======================================================================================== DOCUMENT : 2020-09-24-minutes-2121.txt BOARD : finance-committee DATE : 2020-09-24 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2020-09-24-minutes-2121.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09242020-2121 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== John Henshaw Christopher Menard David Passios Jay Simeone Lunenburg Finance Committee September 24, 2020 Meeting Location: Present: Absent: Zoom Virtual Meeting Peter Beardmore, Dave Passios, John Henshaw, Jay Simeone, Chris Menard, Heather Sroka Terri, Burchfield 1. Call to Order Peter Beardmore, Vice -Chair, called the meeting to order at 7:00 PM and read the COVID-19 / Zoom meeting advisory statement. This meeting was recorded and is viewable on YouTube: https://www.youtube.com/watch?v=jSOVTrqv66U 2. Public Comment Dave Passios raised by a village sad to announce that another member passed away. Joyce Downey Fitchburg State College Faculty Member. Active parent. Condolences to the Downey Family at this time. 3. Town Manager Report: Heather has updates on Grants - Community Compact - remote learning instruction up to $200,000 Steve Malindrinos - Due Date October 15th. ===PAGE 2=== Heather shared her file for viewing. Proposed Budget Changes - New Growth from $173,400 to $250,00 Expenditures reductions of July Premium of $50,000 on Town $118,000 on School Side Add on the Police Officer start date of Jan. 1 - $30,161 Add on Fire Fighter start date of Jan. 1 -$ 38,928 BOH - additional hours deferred at ATM - Jan. 1 $3,816 Deferred Capital minus the trackless is $494,333 Deferred ADA Public Rights of Way Improvements - $27, 000 OPEB - $110,000 School has a plugged in number - $ to offset the health insurance State Assessments and charges - based on what we used estimates at the ATM reduction on expenditures side of $44,931 Leaves an available amount to raise and appropriate the amount of $524,718. Peter - on the School Department Line $118,000 plugged in number - where would it bring them in relation to the 2.5% increase. Heather - $192,000 was what it was with most in salary reserve. Peter - Resolved contract with nominal increase. Heather S. - School based increase on the funds they had Peter - does there need to be some sort of flag on that with another negotiation next year. Can't pretend 2020 didn't happen there has to be some accounting for that in the 2021 fiscal year. Heather - we have to take into account all of the funds we have gotten because of COVID - both on the Town and the School side. ===PAGE 3=== in the School Department? Peter - yes - just so we understand it. Heather - I think that would be more appropriate for the Superintendent to come to a meeting. Peter - Agreed. Laydown the groundwork. Heather - Recommends that they attend the next FinCom meeting prior to the STM and Public Meeting. Chris - Grants on PD Body Cameras. How much is video storage? Storage cost is more than the actual cameras. Heather - to inquire with the interim Chief. Chris - Breakdown of the Capital Requests - $494,000. How much for each project. Heather - can we come back to that later - send it after the meeting. Peter - Can you comment on the body camera? Should it be funded in advance of a grant? Heather - no necessary to have it done prior to STM. Will probably be mandatory in the coming future. Peter - doesn't view this as a compliance event. Risk management investment - current social conditions on a national level. What's really happening on the record should we need it. Speaking as a citizen. Heather S. - I agree this is in the best interest of the Police Officers. It's a protection a safety for them to have the body cam on them - it's very important. I agree 100%. Possible provocation what would the camera show. ===PAGE 4=== Article O- Brighthouse purchase and TIF Agreements reviewed Articles P - S Brief Summaries Dave - What's going to happen with the Street Light Article that was passed over at Town Meeting. I expected that would come up for STM but so far I don't see it. Heather - Dave Blatt emailed her that he was looking for the deadline to submit an article. Chris- Has PACC any IT needs based on all the zooming we're doing do they need any additional budget? Heather - within the PACC Enterprise budget? Any cost associated with COVID we have been able to pay for with the CARES Act - that's until December 31st. Beyond that there may be potential costs nothing that's been brought to her attention besides the position for the Remote Meeting Coordinator that was just approved. $8,000 - $10,000. Budgeted for the remainder of the year as part of the School Budget - in the $118,000. Dave - Short term - the needs for zoom and the schools are we also still exploring and developing meeting going forwards - in person and remote. Foresees this is going to be the new normal if not forever at least a very long time. Prepare for this and not to scramble prior to returning. Heather - Town Hall Meeting room infrastructure in place. School grant could go toward that cost. Discussion amongst Dave, Peter and Chris as to what new normal meetings will look like and want to ensure the Town is capable and prepared for this long term. ===PAGE 5=== Superintendent told him it was a work in progress. Important right now - because there are 3 months left in the calendar year to apply CARES Act money which is available. Wants the School to be able to use available funds for livestreaming classes to remote students. Heather - Screen shared the Fiscal 2021 Capital Plan to review what hasn't been funded at ATM. Dave - Capital Planning will be looking at this and voting to make a recommendation for STM. Policies will also be discussed at that meeting. Peter - Excess funds from CP - is your intention to leave monies as unallocated or to move it into a future year Free Cash. Heather - more inclined to put monies into stabilization. No figures plugged into stabilization. 4. Minutes - 6/11 Minutes redistributed by Peter 7/23 and 8/13 submitted by Heather All on the OneDrive Minutes to be approved folder created by Chris today Dave 8/13 minutes a word issue - change TCP committee - Chair ntertained a motion and no motion was made. He stated that he coul ot bring anything unless there was a vote and no motion was put on th floor. Dave would move to approve 8/13 as amended. John seconded. Roll call vote all in favor. Minutes from June 11th and July 23rd? Chris motion to approve July 23rd, Dave seconded but has comments. Committee Appointments - Parks disconnect in words and verbage. ===PAGE 6=== We overdue requirements for minutes. Bar is low and all meetings are recording. No necessity to go well beyond. Necessary to get them done. Jay - the minutes are the official record. Heather -overdoing it because the official record. Will drop the minutes in the OneDrive and then send out an email letting everyone know. OneDrive will document comments and changes on the minutes. 5. Budget History/Discussion Defer on this to next agenda for Terri's return. One note from Heather TM discussion - does not require a vote - Peter is going to reach out to invite the School Department to discuss Fiscal Year 2021 budget to the FinCom next meeting. 6. Committee Reports Heather S. Senior Center Sue -doing well financially $5,000 budget in program lines August - restarted their community engagement - limited to 10 people in the facility COVID Grants for Community Foundation $1,000 Agency for Aging CARES Act for $1,000 which they have used for Drive through lunches on Wednesdays and Hannaford Gift Cards to be Grief Support is monthly, yoga chair and bingo. Long stretch for seniors who may have been isolated. Purchased all new vinyl chairs and donated all the cloth ones to Habitat for Humanity. Fitness in the TCP gym with pickleball. ===PAGE 7=== review. Made goals. Capital Planning - Reviewed the Packets - going out to Department Heads by October 1st to be returned to TM by the end of October. Next meeting will review deferred Capital Projects and provide recommendation for STM. Policy review. TCP Building Design Committee - Space and dedicated space review. School Department - has more needs than was expressed when setting up Administrative Offices. Superintendent stated if needs cannot be fulfilled at TCP they might consider moving to another location. Only IF they cannot be worked out at TCP. Discussion with specialist from architectural and engineering groups - gave things town would like to see traffic flow of LMHS and TCP. Peter - has timeline and numbers on TCP been discussed or updated. Dave - October we should start to see some of the numbers. By STM seeing substantially dependable numbers for major pieces of the project. During the winter want to have public input in the project so that by ATM we can get a yay or nay. Chris - CP Committee - Complete list of Town Property - when will it be done? Not just buildings. John - Hasn't been done for at least 5 years. Dave - voiced his opinion last year - without a system of tracking the cost of repairs of an asset cannot really look at comprehensive data collection other than the basic services. Heather TM - there was an inventory list done within her tenure. She would have to look at when it was last updated. This falls under Capital Planning. ===PAGE 8=== Peter - School Committee - Wednesday - Reopening of School - Building Principal Reports Reports about Curriculum and PD that occurred during the 10 day opening delay. Good overview of technologies being leveraged. Mr. Cassidy did a close out report for FY 2020 as well as a Personnel Update. He is preparing a closer look of this year and the line item transfers due to changes. Open meeting issue with something not posted properly Saturday meeting - took up the Zoom meeting coordinator. Custodial Shortage reported at meeting, on social media and in the Ledger. Chris - outsourcing? Peter - word on the street - is that they had applicants. John - new school hiring - replacements or additions? Peter - Both - shared screen of Mr. Cassidy's personnel report. 6 resignations 8 new hires and/or replacements Temporary positions created Districtwide Covid Coordinator - Promoted Nurse A lot of that will snap back after the current crisis ends. Always try to replace retirees with replacements that cost less. Imagines that some of that is going on. Hopefully they can report on that. ===PAGE 9=== Minutes - Chair kept track of minutes. Jay - one more the documents sending out to departments for Capital Requests. Are they going to be available for people to look at. Heather TM - Google Sheets - can be shared. Jay would like to review the projects. 7. Public Comment - Dave Rodgers - Highland Ave Grants - Police and Fire - could see a whole operating presentation would have to be made about the body cameras. Need to have an idea of the total cost -and who would be responsible. FinCom - analysis of maximum debt limit - what's the status. Peter - Debt Project - going slower than anticipated. Delay on TCP $Figure. That is a big part. Expect that on the next agenda and get it back on track. Will have something to circulate for comment and discussion and report at ATM. Dave Rodgers - need some sort of a number - realistically expect to fund in terms of debt and backfill it. When you get qualified for a house the bank tells you what you can afford - that's what he is looking for. The Passios and THES - what happens to the buildings that are vacated. How much?? Peter-looking for anticipated costs and spending capacity. We will pursue both. Heather TM - in addition body cameras part of the grant is to pay for the storage unit for the data. Peter - there is clearly a need for policy around this. Chris - do the police department vehicles have cameras? ===PAGE 10=== Next meetings October 8 and Public Hearing October 15" Adjournment 8:38 Dave seconded John roll call unanimous. ======================================================================================== DOCUMENT : 2020-10-08-agenda-2122.txt BOARD : finance-committee DATE : 2020-10-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2020-10-08-agenda-2122.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10082020-2122 ======================================================================================== ===PAGE 1=== Finance Committee Thursday, October 8, 2020 7:00 PM AGENDA In accordance w ith the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The Town of Lunenburg, in response to the COVID-19 (Corona Virus) is currently following the guidance from the Lunenburg Board of Health, Massachusetts Dep artment of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are cu rrently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will be broadcast live through local access cable, on FacebookLive on the Public Access Facebook page (https://www.facebook.com/Lunenburg-Public-Access-Cable-157427270975305/) and will be able to be found on t he LunenburgAccess YouTube channel within 24 hours a f ter the meeting. The following information is also provided f o r members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please use the link below to join the public meeting webinar: https://zoom.us/j/88524271507 or From a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 88524271507 # 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. 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. I. Announcements II. Public Comment III. School Committee Budget Report IV. Warrant Articles introduced V. Town Manager/Finance Director Reports VI. Minutes VII. Committee Reports VIII. Public Comment IX. Next Meeting 1. 10/15/2020 STM recommendations X. Adjourn ======================================================================================== DOCUMENT : 2020-10-08-minutes-2122.txt BOARD : finance-committee DATE : 2020-10-08 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2020-10-08-minutes-2122.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10082020-2122 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== John Henshaw Christopher Menard David Passios Jay Simeone Lunenburg Finance Committee October 8, 2020 Meeting Location: Present: Zoom Virtual Meeting Terrri Burchfield, Peter Beardmore, Dave Passios, John Henshaw, Jay Simeone, Chris Menard, Heather Sroka Absent: 1. Call to Order Terri Burchfield, Chair, called the meeting to order at 7:00 PM and read the COVID-19 / Zoom meeting advisory statement. This meeting was recorded and is viewable on YouTube: https://www.youtube.com/watch?v=iSOVTrqv66U 2. Public Comment None from the Committee. None from the Public. 3. School Department Report Dr. Kate Burnham and Michael Cassidy present a PowerPoint presentation that is attached to these minutes. Presentation and Discussion can be found on the YouTube Cannel from minute 3:00 - 1:20. 4. Town Manager Heather Screen Shared her document ===PAGE 2=== Town $57,871 School $115,544 Police Officer $30,161 Fire Fighter $38,928 BOH Administrative Assistant $3,616 (being paid for by Covid Cares funds) Cost of Additional PPE $9,000 Cleaning cost $24,000 Second half of the year IT costs $11,745 Total of Deferred Capital Planning $494,333 - this does not include the $170,0000 trackless project. That is being paid for by Chapter 90 funds. ADA PROW Improvements $27,000 OPEB Trust fund $110,000 State Assessments 45,931.00 more than it actually was. That leaves $546,576.41 to be appropriated - Heather's recommendation is to deposit it into the two different Stabilization Accounts. Regular stabilization and Special Purpose Stabilization - which is for Capital Projects. Terri asked Heather if there were articles at the STM that had costs associated with them - Heather Provided the following list - Green Community Project costs $92,000 Right of First Refusal for property - purchase price is $50,000 The two union articles would be within budget and taken out of the salary reserve account. Jay - why is the money for the trackless coming out of the Chapter 90 funds? ===PAGE 3=== Chapter 90 allocation for this year was approximately $490,000. Not an appropriation at Town Meeting It is used to pay for road projects outside of the budget. Rely on Chapter 90 funding for paving. Have a budget for roads. Karen Brochu - Chapter 90 funds are seen as Grant funds - they are not part of the operating budget at all. The Town currently has a Pavement Management fund. Peter - Uneasy on Pavement Management path - we've made a pledge to increase the annual funding yet there seems to be more money available than we need to pave roads. Feeling like it's not washing. Jay- The $4M debt exclusion is already dedicated to the roads. How much of the Chapter 90 funds do we use every year? Do we expend the full amount every year? Heather and Karen - The funds roll over - but they would have to look back historically. Typically it could be in the $300-400 range. Peter - Why and how was the decision made to purchase the Trackless System? Heather and the DPW Director made the decision as it is an acceptable use of Chapter 90 funding. Jay- Does not believe it has normally been used to purchase a piece of equipment. Heather - not historically. Terri -comments on how Chapter 90 funds work ===PAGE 4=== Terri - who has the authority to make this call. The Chapter 90 funds are not voted on during Town Meeting. Don't know what a trackless is. Has no idea of the timing of making this kind of purchase. Interesting question regarding procedures. Senator Tran - grant funds could have been used on the trackless. Are we losing anything by having diverted those funds - she is not as concerned with spending the funds. Karen - can look up how much money is in Chapter 90 funds. Peter - did not understand that this is a revolving fund that is managed separately from the Town Budget. Would like some oversight on this fund. Chris - additonal IT costs are for what? Heater - the Remote Meeting Coordinator. Peter - Town Money not School Department money for the Remote Meeting Coordinator. Dave - Trackless Discussion - statement made there is a process to determine the cost to repair the current piece of equipment. Heather - cannot remember - would have to check. Dave - would like historical knowledge on how this went down. Articles for STM - Green Community Street Light Project funding - what funding source for this project. Heather - this has not been discussed by the BOS yet. Would have to raise and appropriate the funds in the budget. Chris - when we go through the budget process do we usually present the amounts in all the other revolving funds, Chapter funds? Heather -No ===PAGE 5=== certified number for new growth. Heather provided a historical accounting on the spreadsheet. Heather Deferred Capital Planning Update 1:56 - 2:21 Heather provided a review of the Capital Projects that were deferred from last year's ATM. Chris - Could some of the building projects be deferred to Spring? Some discussion around the $12,000 Ritter Kitchen Remodel Project - if it should be done with the TCP timeline. Heather provided a brief description of the CP projects. Several clarifying questions around the other projects. Jim Marino - Chapter 90 funds Grant Money and can be used for this type of equipment. The Chapter 90 funds are better used for the preparation of pavement. The repair of other piece of equipment would not be cost effective. He sensed there was a tone of conspiracy in the process of this purchase. Chris - can Chapter 90 be used for paving parking lots. Jim - if you can get approval from the State. Peter - does not question the legality. Do you recall ever purchasing anything over $100,000 without ATM or finance committee approval? Jim - he cannot recall. However, Chapter 90 funds can be used on this purchase. Money was spent on a piece of equipment for road use. Chris - a budget should be put together with a holistic view. ===PAGE 6=== different revenue source for it. That is why it is being called out this evening. Dave - Capital Planning has already had a conversation about alternative funding for these requests. Going to take this into consideration next year when they start the process next year. Discussion about past Capital Planning Projects and alternate funding sources. Terri - any interest in reviewing the Warrant Articles - 2:21 - 2:40 Chris - interested in going over the TIF Agreement Heather - 10 Year Tax Increment Funding Agreement Bright Farms Greenhouse behind Walmart Initial investment will be $10M in the building Review what a TIF is and the monies involved in this particular TIF Voting would be on the discount. Chris - is there any Town Policy regarding TIF Agreements. When he heard of this project he had not heard about the TIF. This is a large amount to benefit a big company when many people in town are struggling and on the heals to the services not rendered discussions for the bus contract. Heather - we can develop an agreement that would be more beneficial to the Town and the people in Lunenburg. Dave - this went into the BOS meeting as a 10 TIF - Selectment Jeffries asked for an 8 year with a net revenue. Chris - is there a way to structure the warrant article to have a cap on the limit. He doesn't see why we are supporting this TIF agreement. However, he does support the business coming into town. ===PAGE 7=== going. Peter- could this TIF agreement make or break the project from happening. This is good development. It does not tax the Town services. More discussion around this project. Terri - should we move on to other warrant articles or wait until next week. Chris - asked if there were transfer of land warrant articles? Discussion on the Transfer of land warrant articles and the cost to the town. Dave - would like to hear if Dave Blatt has any new information on the Street Lights project. Committee Reports Dave - TCP Committee report. Extremely productive prioritized usage of the building. Very high on the list was the School Department use of the building. Very low on the list Boys and Girls Club. Got to a point that there were so many uses for the building it was bursting at the seams. This was a big step to move the process forward Peter - School Committee - met last night. Debt study progress has been made. Heather shared the Vertex information. Going to begin to get it all on one spreadsheet. Perhaps at the meeting following the Public Hearing he can provide a presentation. Minutes - June 11th - John motion to approve the minutes Jay seconded, Peter, Jay, John and Terri yes, Chris and Heather abstained. August 27th - Chris motion to approve the minutes Peter seconded - All in favor ===PAGE 8=== Some discussion around the policy. Dave Rogers - 82 Highland Street- Chapter 90 - 400M bond for the roads because we used the Chapter 90 monies for other things. In good shape but cautions not to spend Chapter 90 monies or it could change. Chromebooks for schools - could COVID Cares money be used for this purchase. Would like someone to look into that. Mr. Cassidy - COVID related unemployment cost - what is that? Would like a description of that. Terri responded. Looks forward to the Debt Report by Mr. Beardmore. Thank you for all that you do! More and more important. Terri - next week public forum on the warrant articles. John motion to adjourn. Peter seconded. All in favor. 10 p.m. ======================================================================================== DOCUMENT : 2020-10-15-agenda-2126.txt BOARD : finance-committee DATE : 2020-10-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2020-10-15-agenda-2126.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10152020-2126 ======================================================================================== ===PAGE 1=== Finance Committee Meeting and Special Town Meeting Public Hearing Thursday, October 15, 2020 7:00 PM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The Town of Lunenburg, in response to the COVID-19 (Corona Virus) is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will be broadcast live through local access cable, on FacebookLive on the Public Access Facebook page (https://www.facebook.com/Lunenburg-Public-Access-Cable-157427270975305/) and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please use the link below to join the public meeting webinar: https://zoom.us/j/84187152488 or From a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 84187152488 # 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. 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. I. Announcements II. Public Comment III. Open Public Hearing on Warrant Articles IV. Close Public Hearing V. Vote Recommendations VI. Minutes VII. Public Comment VIII. Next Meeting 1. 10/22/2020 IX. Adjourn ======================================================================================== DOCUMENT : 2020-10-15-minutes-2126.txt BOARD : finance-committee DATE : 2020-10-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2020-10-15-minutes-2126.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10152020-2126 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== John Henshaw Christopher Menard David Passios Jay Simeone Lunenburg Finance Committee October 15, 2020 Meeting Public Hearing STM Warrant Articles Location: Present: Zoom Virtual Meeting Terrri Burchfield, Peter Beardmore, Dave Passios, John Henshaw, Jay Simeone, Chris Menard, Heather Sroka Absent: 1. Call to Order Terri Burchfield, Chair, called the meeting to order at 7:00 PM and read the COVID-19 / Zoom meeting advisory statement. This meeting was recorded and is viewable on YouTube: https://www.youtube.com/watch?v=iSOVTrqv66U6:30 2. Public Comment Peter Beardmore would like to briefly reraise the issue of the purchase of the Trackless by the Town Manager and the DPW. He is still exercised about the issue. Reading a statement addressed to the Select Board expressing his disapproval of the trackless purchase. Statement can be viewed on the recording at 6:01 - 8:16. Terri Burchfield- one of the issues that Michele Walton brought up a lot - off book transactions. Grant funding at Eagle House, the Library, because it's happening offbook should be following fiscal policy - however they are not covered in fiscal policy. ===PAGE 2=== Article 12 - Amendment of SAP - Salary Administration Bylaw - recommended by the Personnel Committee. Article 13 - Purchase of 250 Howard Street Article 14 - Acceptance of Portion of 250 Howard Street for Conservation Land Some confusion around Articles 13 and 14. Article 15 - TIF with Greenhouse LLC - Tax Increment Financing Article 16 - Presentation from the TCP Building Design Committee Article 17 - 111 Mulpus Road Rear - transfer land to Conservation Commission Article 18 - 970 NW Townsend Road Rear - transfer land to Conservation Commission. Article 19 - Streetlights - Green Community Task Force - LED Lights Article 20 - Amendment to Chapter 204-1 on Stormwater Management Recommendations tonight - Comeback to Article 1 with total $ figure: Slide had various figures for different articles. Article 1 - Vote to recommend - Peter motion, Dave seconded, unanimous Article 2 - Vote to defer to STM - Dave motion, John seconded, unanimous Article 3 - Vote to recommend - Peter motion, Heather seconded, unanimous Article 4 - cannot take action do not have a figure ===PAGE 3=== fund articles. Look at some and vote to defer in a grouping? Peter low probability change and would want to fund Vote to recommend - Peter motion, Chris seconded, 6-1 - Dave No. Article 7, 8 , 13, 14 and 20 - Defer to STM, Chris motion, Peter seconded, unanimous Article 9 - Vote to recommend - Dave motion, Chris seconded, unanimous Article 10 - Vote to recommend - Peter motion, Dave seconded, unanimous Article 11 - Vote to recommend - Peter motion, Chris seconded, unanimous Article 12 - Vote to recommend - Peter motion, Jay seconded, unanimous Article 15 - Defer to STM - Peter motion, Dave seconded, unanimous Article 16 - Vote to recommend - Chris motion, Peter seconded, unanimous Articles 17 and 18 - Motion - No financial Impact - Peter motion, Jay seconded, unanimous Article 19 - Defer to STM - Jay motion, Dave seconded, unanimous Dave to contact Dave Blatt to present to FinCom prior to STM No meeting next week. Meeting on 10/29. Play by ear. Dave motion to move next week's meeting to 10/29 if Chair deems necessary. Jay seconded. Unanimous. Chris would like to see the LED presentation. Dave Blatt to present on the 10/29. Public Comment - Dave Rodgers, 82 Highland Street, Clarification provided by Heather L. - in order to take money from stabilization requires a 2/3 vote and majority vote to put money in stabilization funds. ===PAGE 4=== do this and selling the TIF would be easier with hard numbers. Terri - a very good way to kick off the Economic Development Committee to make policy around TIFs. Chris - thinks we should move forward with a policy on TIFs even without EDC. Chris - question about minutes - could we sponsor someone in the Senior Tax Work Off to take minutes. Heather L. Senior Tax Work off already spoken to Julie - ATM on committee looking for people to help with TCP Building Design and Cap Planning. Formal request has gone in. Dave - TCP Meeting postponed to next week agenda posting issue Cap Planning - criteria for capital projects for next meeting - adjust the $ Parks - Monday 10/19 Chris - Open Space - 360 Flat Hill Road - looking at other ways of exercising Right of First Refusal to a Trust to keep it farmland. As a Town we should be looking at ways of keeping good farm land as opposed to adding another development. 9:10 p.m. Motion to Adjourn - Dave, Jay seconded, unanimous ======================================================================================== DOCUMENT : 2020-10-29-agenda-2123.txt BOARD : finance-committee DATE : 2020-10-29 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2020-10-29-agenda-2123.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10292020-2123 ======================================================================================== ===PAGE 1=== Finance Committee Thursday, October 29, 2020 7:00 PM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The Town of Lunenburg, in response to the COVID-19 (Corona Virus) is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will be broadcast live through local access cable, on FacebookLive on the Public Access Facebook page (https://www.facebook.com/Lunenburg-Public-Access-Cable-157427270975305/) and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please use the link below to join the public meeting webinar: https://zoom.us/j/87154711163 or From a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 87154711163 # 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. 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. I. Announcements II. Public Comment III. Street Lights Article- D. Blatt IV. Remaining Warrant Article recommendations V. Town Manager/Finance Director Reports VI. Minutes VII. Committee Reports VIII. Public Comment IX. Next Meeting 1. 11/12/2020 2. 11/17/2020 Special Town Meeting X. Adjourn ======================================================================================== DOCUMENT : 2020-10-29-minutes-2123.txt BOARD : finance-committee DATE : 2020-10-29 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2020-10-29-minutes-2123.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10292020-2123 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Heather Sroka, Secretary John Henshaw Christopher Menard David Passios Jay Simeone FAX 918.584.4148 Lunenburg Finance Committee October 29, 2020 Location: Present: Zoom Virtual Meeting Terri Burchfield, Peter Beardmore, Dave Passios, Jay Simeone, Chris Menard, Heather Sroka Absent: 1. Call to Order Terri Burchfield, Chair, called the meeting to order at 7:00 PM and read the COVID-19 / Zoom meeting advisory statement. This meeting was recorded and is viewable on YouTube: https://www.youtube.com/watch?v=jSOVTrgv66U6:30 2. Public Comment Terri announces that John Henshaw has resigned from FinCom. He did not anticipate being available for tonight's meeting. She has notified the appointment Committee. She notified Town Manager to post the position. Terri will miss working with John. He was always a thorough and thoughtful member of the Committee. Peter Beardmore echoed comments about John Henshaw. He has not worked with him as long as Terri, but notes that John has a fantastic analytical mind and will be sorely missed on this Committee. He wanted to make an additional comment regarding the Trackless and the process regarding the purchase. He would like pursue a proposal of Town Policy after STM regarding this type of purchase. ===PAGE 2=== for the Street Lights. Dave to forward to Peter for screen sharing. 3. Green Community - Street Lights Project Dave Blatt - Power Point Presentation - Attached Questions - Cost associated with this - negotiate a private maintenance contract - savings would go toward those costs. Heather L. - thank Dave Blatt for his work on this project. She agrees that the savings are attractive. She has one concern - the added responsibility to both TM and DPW - have been understaffed. She hasn't been able to connect with the Fitchburg DPW to discuss streetlights and their contractor. Info is online for the Committee to see. Chris- Could we coordinate with Fitchburg regarding the contractor? Heather - would still have to go out to bid for the contract. Jay - not for the initial purchase or conversion. Heather - would have to put to bid for both. Jay - once all converted we shouldn't have too much maintenance. How many lights does Fitchburg have? It would be considerably more than we do - they're a city. Discussion around this contractor and the cost of the maintenance. Dave Blatt - Fitchburg had around 1,400 lights converted. Dave Passios - Disagrees with the load of work being touted for this project. DPW is already the go to for streetlight management. He doesn't see a lot of added work for the DPW. Tired of this holding the Town back from these savings. The Assistant TM was suppose to lighten the load of the TM and we have made that investment. ===PAGE 3=== Heather L. could put an estimate together per Chris's request - for contract management costs. Length of contract would be 3 years. Terri - this street light conversion has been lingering so hopefully we will come to a decision at the STM. Any other info needed for the Committee to make recommendation at STM? Dave Blatt will finetune this presentation so that it's more accurate with numbers. Chris - do we need all the street lights. Heather L. - public safety would have to review lights if any were suggested for removal. Peter - Would like to finally take advantage of updating the street lights - environmentally and financially. There was a recent article in the Globe regarding this. Makes sense for good progress. The FinCom not ready to make a recommendation. When do you think we'll make a recommendation? Terri - Nov 12th to run through the warrant articles again. Doesn't see a need to add a meeting at this time. Much thanks to Dave Blatt for all the work with the Green Community to get this project to this point. Dave Blatt - which ever way the Town votes - he thinks the Town needs to do something. 4. Town Manager and Finance Reports - Heather L. - updates related to the warrant. Karen B. was working on the CARES Act round 2. Warrant was finalized the last SB meeting. The Articles were reordered so that the Streetlights were now Article 4 from Article 19. Reasoning the vote outcome would help with the final figure for the Stabilization fund. ===PAGE 4=== Fire $8427.30 creates longevity that moves from a % to a flat rate that is $2,536.27 creates educational stipend $4,000, ALS Stipend $1,500 Total Impact for Fire - $16,463-57 Clerical -$13,389.42 Dave - on course to half dozen negotiations at the same time. Pretty dangerous. Terri - How many collective bargaining agreements? Heather L. - Town has 4 not including the School. Heather S.- School has 4 as well. Peter - in the big picture - this big one is the teachers. COLA's being handed out while the School Department hasn't gotten a 2% COLA. He didn't get an increase, is friends didn't get an increase. He has to question these increases. The teachers did not see an increase like this across the board. Heather S. - the contracts are much smaller for the Town. If the schools gave 2% the financial impact would be much higher. People at this point are lucky to have jobs. Peter - not sure we should take that attitude. We should be good employers. We have to be fiscally responsible. He predicts touch negotiations in a really tough year. Teachers are killing themselves this year and will likely expect some renumeration in the coming years. He doesn't feel good about this. Terri - to Heather L. - what were the previous COLAs? Heather L. - 2% COLA Heather S. - what did the Police Department receive and it was a 3 year contract correct? Heather L. - 2% for the 3 years ===PAGE 5=== 250 Howard Street - SB meeting on that article - triparty agreement at that time Chris - TIF - looking at a possible expansion - would they be looking for a TIF on that expansion as well? Heather L. - that would be part of the SB discussion. All the details and obligations on both sides would be discussed. TIF discussion around possible expansion. Terri - Does anyone want to take up Articles 8 and 9 for recommendation? No rush as the Warrant has already been published. Peter - agrees not rush. Does FinCom have copies of the agreements? Heather L. - the MOUs need to be signed but have been voted on. Have not been circulated. Dave - thinks this should be discussed thoroughly about this. STM will be the only place for the Town to send it back to collective bargaining. Terri- will set aside warrant articles for this meeting. Inquires it Dave wants to make a presentation regarding Capital Planning's possible policy changes. Dave - if I had my notes organized I would. Terri - do we want to highlight the CP policy changes for the SB. Dave - the major policy change is the threshold goes from $10,000 to $30,000 and some other conditions. Heather L. - Approached by MAYA our insurance plan to participate in the post 65 program - not medicare eligible. MAYA has done this for some communities - shifts employees into medicate part A from active plans. Reduces renewal costs and has a long-term OPEB cost effect. 2% discount on 2022 renewal cost. Good ===PAGE 6=== Heather L. when the new DPW director is on he will make that decision. Chris - the special revenue fund list Karen sent out. How the funds can be used? Karen - Many of the fund listed are grants- you would have to let me know which one you would want to know. Peter - should we make this an agenda item? Chris - yes - we should discuss Dave - we should look into the revolving funds, when they were made and what they're used for. MGL at times creates revolving funds and some may be outdated. Peter - taking over chair as Terri has left the meeting and not returned. 5. Minutes - none for approval 6. Committee Reports. Dave - TCP Building Report Terri returned - 2 min Peter - School Committee Report School Improvement Plans and Curriculum Budgetary Concerns - Livestreaming - Tech Director was to apply for a grant Specifics misread and missed the deadline for the grant - $62,000 Heather L. -timing would not have worked out grant announced at Thanksgiving but cameras needed prior. CARES Act funding will be used in it's place. ===PAGE 7=== Terri - new Police Chief was approved permanently assumes this means there will be more staff movement in the PD. 7. Public Comment Peter - future discussion topics CARES Act Funds - updates to fully take advantage of funds Capital Expenses approved at ATM - where we are in the process Karen B. - CARES Act - Round 2 reimbursements on the Town Side Total Eligible Amount the Town Had $1,027,771 Submitted in Round 1 - $147,421 To be submitted in Round 2 $282,112 Remaining - $598,238 Some discussion on what CARES Act monies cover - First Responders Salaries - overtime Chromebooks - IT - Zoom Costs Remote Meeting Coordinator Cleaning and Disinfection of Public Building Election Expenses BOH Expenses Signage related to COVID PPE Extensive but narrow list Must have delivery of items prior to the end of the year. Exception allowed for the Chromebooks if they don't receive them by the end of the year because they order was placed in June. Peter - are we being creative enough to use available funds?? Next meeting 11/12 ===PAGE 8=== Chris - what agenda item is that?? Capital Planning Fiscal Policy Change discussion? Dave - the FinCom to review the changes discuss for their feedback. Chris - can we add to that agenda - more detail around Capital Planning Items. More like a one-pager for the item. Dave - those details are part of the job of the Cap Planning Committee. For transparency that information should be provided. Terri - thank you to Chris for the share document providing an example from another town with the one-sheet info. Dave - prior to Town Charter changes - capital item each had their own warrant articles. Chris - aren't there towns that include some capital items in their operating budget? Heather L. - yes Peter- likes the oversight of the Capital Planning process. Terri - the longer look ahead has been helpful Peter - while you were offline we discussed an agenda item of special accounts, revolving account and grants for discussion Terri - will include as a standing item so it can be discussed. We should follow- upon debt and recommendations on building projects We have a long agenda on the 12th. After that STM - nice to see everyone in person. 11/17. Dave - before we adjourn... quick request - wondering if Jay can send around the email he sent prior to STM. ===PAGE 9=== ======================================================================================== DOCUMENT : 2020-11-12-agenda-2128.txt BOARD : finance-committee DATE : 2020-11-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2020-11-12-agenda-2128.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11122020-2128 ======================================================================================== ===PAGE 1=== Finance Committee Thursday, November 12, 2020 7:00 PM AGENDA Revised 11/12/20 In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The Town of Lunenburg, in response to the COVID-19 (Corona Virus) is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will be broadcast live through local access cable, on FacebookLive on the Public Access Facebook page (https://www.facebook.com/Lunenburg-Public-Access-Cable-157427270975305/) and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please use the link below to join the public meeting webinar: https://zoom.us/j/81062265583 or From a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 81062265583 # 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. 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. I. Announcements II. Public Comment III. Consent calendar for STM IV. Discuss STM articles V. Capital Plan Policy VI. Information regarding Capital Items approved at Town Meeting VII. Town Manager/Finance Director Reports VIII. Minutes IX. Committee Reports X. Public Comment XI. CARES Act reimbursements XII. Next Meeting 1. 11/17/2020 Special Town Meeting XIII. Adjourn ======================================================================================== DOCUMENT : 2020-11-12-minutes-2128.txt BOARD : finance-committee DATE : 2020-11-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2020-11-12-minutes-2128.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11122020-2128 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== neatner sroka, secretary Christopher Menard David Passios Jay Simeone Lunenburg Finance Committee November 12, 2020 Location: Present: Zoom Virtual Meeting Terri Burchfield, Peter Beardmore, Dave Passios, Jay Simeone, Chris Menard, Heather Sroka Absent: 1. Call to Order Terri Burehfield, Chair, called the meeting to order at 7:00 PM and read the COVID-19 / Zoom meeting advisory statement. This meeting was recorded and is viewable on YouTube: https://www.youtube.com/watch?v=jSOVTrqv66U6:30 2. Public Comment None 3. Town Manager Review of Outstanding STM Articles for FinCom - Heather L. Non-controversial - Consent Calendar, Articles 3, 10, 11, 12, 13 Motion to Approve - Chris, Seconded Dave, unanimous Articles 14 and 15 - Passed over by FinCom Questions and Discussion around whether these two Articles are reversed in the Town Warrant. TM says they are not. Select Board waived the right of first refusal in regard to these articles. ===PAGE 2=== 401k plan and benefits. Fair wages with a minimum of 48 jobs. This is not a burden on the fire, police or schools. It is a hydroponic lettuce farm that goes well with our farming community. The SB will be signing the TIF Agreement on Monday after a few language changes. Peter made a motion to recommend approval for Article 16. Jay seconded. In favor Heather, Jay, Dave and Peter. Not in favor Chris and Terri. Recommended 4-2 4. Capital Plan Damon McQuaide was unable to attend the meeting as Capital Planning Chair to review projects that were taken off the adjusted plan at TM in June. Dave believes FinCom and Capital Planning should work together to tackle updating Capital Plan Policy. As it stands threshold is $10,000, one time purchase, life span of the project/purchase. He believes we need to have a joint meeting to discuss this. Would like to see some items moved out of the capital budget and into operating budget. 5. Town Manager and Finance Reports- Heather L. -Review of Capital Projects at the last meeting. Did anyone have any questions? Remote Learning Infrastructure - High End Web Cameras, Monitors and Stylus Pads were needed - the CARES Act will be used to fund this $113,000. The Town has tried to use the CARES Act monies to the fullest capacity. Special Town Meeting - Check-in will begin at 5:30 People without masks will be seated in the Cafeteria Quorum is 50 people - STM is exempt from the State COVID regulations around the number of people permitted inside ===PAGE 3=== September 24 - motion to approve Chris, seconded by Peter unanimous 7. Reports Peter - School Committee met on November 4t* Reports regarding Title 1 Katie McGuire spoke about COVID PPE Program DESE Requirements for hybrid to go full remote is 3 weeks of the Town in the RED - also must demonstrate that the spread is happening in the school buildings Anxiety in Schools - the COVID Map shows over 80 cases in the last 2 weeks 108 in total Dave - TCP Signed off on the floor plan. Parks - Marshall Park community input for improvements Field Use Youth Spring Sports Rate Increase Working on Adult Programming Marshall Park Master Plan - To tackle BB Court has a tree growing on the other side of it Picnic Area near the pond Will be working on the Commission Goals Marshall Park Masterplan - Special Revenue Funds for parks projects Open Space funding and grant for a portion - going to seek assistance from Open Space Committee Chair Brandon Kibbe regarding potential grants 8. Public Comment Mr. Rodgers 82 Highland Street Tonight's broadcast was only about 40-50% - very muted and muffled ===PAGE 4=== 9. Adjourn Motion to adjourn made by Chris, seconded by Jay unanimous ======================================================================================== DOCUMENT : 2020-12-10-agenda-2125.txt BOARD : finance-committee DATE : 2020-12-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2020-12-10-agenda-2125.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12102020-2125 ======================================================================================== ===PAGE 1=== Finance Committee Thursday, December 10, 2020 7:00 PM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The Town of Lunenburg, in response to the COVID-19 (Corona Virus) is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will be broadcast live through local access cable, on FacebookLive on the Public Access Facebook page (https://www.facebook.com/Lunenburg-Public-Access-Cable-157427270975305/) and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please use the link below to join the public meeting webinar: https://zoom.us/j/86477337905 or From a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 86477337905 # 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. 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. I. Announcements II. Public Comment III. Review STM IV. Town contracts V. Review off budget account information VI. Town Manager/Finance Director Reports VII. Minutes VIII. Committee Reports IX. Fiscal Policies X. CARES Act reimbursements XI. Public Comment XII. Next Meeting 1. January 14, 2021 XIII. Adjourn ======================================================================================== DOCUMENT : 2020-12-10-minutes-2125.txt BOARD : finance-committee DATE : 2020-12-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/finance-committee/2020-12-10-minutes-2125.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12102020-2125 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Christopher Menard David Passios Jay Simeone Evan Watters Lunenburg Finance Committee December 10, 2020 Location: Present: Zoom Virtual Meeting Terrri Burchfield, Dave Passios, Jay Simeone, Chris Menard, Evan Watters, Heather Sroka Absent: Peter Beardmore 1. Call to Order Terri Burchfield, Chair, called the meeting to order at 7:00 PM and read the COVID-19 / Zoom meeting advisory statement. This meeting was recorded and is viewable on YouTube: https://www.youtube.com/watch?v=jSOVTrqv66U6:30 2. Chair Report Terri welcomed the newest member of the committee Mr. Evan Watters. Evan not yet on the meeting. He received the info because both Terri and Heather sent him a copy of the agenda. Terri thanked Chris for putting all the documents in the OneDrive. This makes it very easy to access materials for the meetings. Taking the Meeting Minutes out of order - from October 8th - 3 hour meeting. Holding off on approving the minutes until the next meeting. Budget calendar forwarded to the members/ ===PAGE 2=== Does anyone have any suggestions tor the next siM! No comments. 5. Town Contracts Terri - potential discussion around approving the Contracts going forward - seemed like getting bogged down in the % increase. Unsure if the Town is even interested. However, to Terri it's not a Cost of Living adjustment if it's not attached to a COLA indicator. She would prefer to see the Town develop a policy in setting up contracts that there is no play in those numbers - regardless of the union you belong to the Town votes a COLA in advance based on what the cost of living index is during a particular period for a particular time. Then any contracted employee of the Town would get that increase. Heather S. asked if this would be for the schools too or just on the Town side? Terri and Jay said it should be across the board. Terri could be reading it wrong and it's not really a Cost of Living adjustment. To her it would just be interesting to take it out of the negotiations in terms of working conditions and focus on the other things. Any thoughts on that? Dave - Ask Heather if she remembers - Contracted Teachers - 8 or 9 years ago during an economic turndown. 3 year contract did not give the teachers what they deserved. One year contracts no necessary and should have been negotiated as 3 years as best we could. Puts us in a dangerous position to keep negotiating contracts. Heather S. - Don't think the Schools see this as a COLA - they see it as the increase for the year. They call it a COLA but don't think that's how it's viewed by the District. Legal fees for the schools was $62,000 - wonder how much of that can be attributed to the cost of negotiations. This year they continue to tweek the contracts to get them to synchronized learning. Heather L. Agrees with Heather S. even though it's a COLA every year it's universally called that in towns through negotiations it is more of a wage ===PAGE 3=== people in bad times. Heather - we'll add that to the financial forecast to see the effect on the budget. Terri - Welcomed Evan again. Asked if he went to the OneDrive to see the documents that are shared. Looked at a bunch but not all. Prepare to discuss the fiscal policies. Off Budget info should be in there too. 6. Town Manager Report Will provide the same updates she provided to the SB December 1st Meeting Police Chief Was awarded $8,000 Risk Management Grant for Upgrade of Software and additional Cameras for the evidence room entryway. Also received $34,400 for the Justice Assistance Grant for the body cameras He has already implemented a policy with the union on the regarding the use of the cameras. $9,800 for the Click It or Ticket Grant Chris - What is that grant used for? Heather - enforcement of seatbelt use. Dave - Cost of camera storage. He believed it was a $700 figure. What is the figure? Heather - that was part of the grant amount - there would be ongoing maintenance costs in the $1,000 - $2,000 range. Chris - Does the policy cover storage - length of time? Heather - more of the use - when they are suppose to be on or off Dave - Believes there are statutory requirements for storage time. Heather - Correct $10,000 Donation from Rich and MaryEllen Letarte for the use of purchasing remote learning devices with the remainder to go to the local food bank. The School was informed and will be using it to purchase Chromebooks. ===PAGE 4=== The marked PD Cruiser has been received The ACO vehicle was at port in Spain and the expected delivery date is in January The Senior Center front entrance underway Public Safety Carport design underway - bid for a Feb Spring Construction Start December 8th Updates - Given notification on December 5t' that tax rate was approved at $17.74 per $1,000 Purchase of the Streetlights - contacted Unitil after the STM - need a Formal Letter of Intent to proceed - has been submitted with a request for updated $ to purchase the Streetlights. Community Development Block Grant - Part of regional - Small grants up to $10,000 for businesses with no more than 5 employees. Going into the Budget Development Process TM Priorities - Continuation of the Fire and Police Long Term Plans Additional IT Support for School and Town Grant Funds used to Recycling Coordinator and Minutes Clerk for those committees without one Facilities - possible changes to facilities budget Non-personnel - Worcester County Retirement Assessment and other insurance Storm Water Engineering Costs related to MS4 Permits Back on track with Pavement Management within the budget Health Insurance - active insurance increase of 3% budget ===PAGE 5=== PPE - not substantial. No surprise costs. Dave - asked Heather any questions with legislatures for money sitting in bonds earmarked for Capital Projects - $25,000 Budget earmark for school fire alarm system upgrade $100,000 Firefighter Gear - previous years waiting to be released from the bond 7. Committee Reports Chris last Open Space meeting- Right of First Refusal part of Flat Hill Orchard on Flat Hill Road As part of policy and planning should we start to set up special reserve funds for property such as this that might become available - if we had money set aside, we would have the base to purchase. We tend to get into compressed time frames when property comes on the market. Is there a way to set up a reserve fund for this type of situation? Terri - I think it would have to be a revolving fund a reserve fund requires a Town Vote. Chris - you could advise which fund is appropriate but is there a way to set money aside that would be available in a timely manner for property purchases such as the one for part of the Flat Hill Orchard property. Heather - would have to think on that a little. The conservation commission has accounts available. As part of the operational budget - she has never seen anything like that. Terri - Community Preservation Act - Committee charged with oversight of the funds. State funding match and grants. Heather - monies coming out of CPA for a project still require a Town vote at Town Meeting. ===PAGE 6=== Heather - not sure that would be something that could be done. Dave - CPA - any revenues collected and deposited into that account have to be divided into certain allocations within the Act. Back when the MSHS funding was happening - finances were pretty stable - why can't we set up a savings account to help offset this very expensive school? Both sides can and can't be done were heard. If there's a will there's a way - if you know the process and talk to the right people. Terri - I think if there is way to do it Brandon Kibbe would know it!! Chris - Brandon was part of the discussion and he thought there was a way. This is part of the character of the Town agricultural. Is there some type of account that could be set up for land - like there is for the fire trucks. Dave -if the account was tied to a percent of a revenue source. Like the pavement management plan with the excise tax. Dave - Capital Planning - was canceled because the link was bad. TCP - in process - signed off on uses of the building and the adjacencies. Meeting with Departments around fixtures and amenities for the areas- going back to the Committee with updates. Will have the figure for renovation after January 1st, The goal is to present an Article at Town Meeting with a proposal and a monetary figure for the project cost. Parks - Set a schedule for youth sports rates for the next season. Marshall Park Project reviewed Joint Meeting with the Select Board held to fill the seat - Appointment of Ana Lockwood - now have a full commission. ===PAGE 7=== Chris - TCP - how far in advance of TM could we see info? Dave - unsure - made calendar backwards from date. Hope to provide the public with enough info on the project. What is a reasonable cost for this project - Combo discussion between the Town Manager and the Committee. Hoping sooner rather than later. Warrant articles are due by Mid-March. Would like to figure to be in the warrant article rather than a tbd at a later date. Terri - Chris - have you had a change to look at what a Matrox would look like? Chris - that one pager like from Northboro would be good. Have to look at the effects on other town buildings, operating costs over time. This would make Town Hall and other buildings vacant? Terri - Town Hall and Ritter would be vacant. Dave - unsure of the Brooks building. Heather L. - doesn't recall seeing an office for the Facilities Director on the plan. Heather S. - skate park is there a figure they've raised and what is there time frame? Dave - they believe they'll be ready two years from now with funding. Heather L. - they've raised $63,000 so far. Heather S. - how much do they need? Dave - park of the problem is the tug of war in the size of the skatepark - 5,000 - 10,000 square feet - push back for the appropriate size for a Town this size. Heather S. - is the Parks Department going to maintain the skate park? ===PAGE 8=== Select Board - correct? Dave - Skate Park was asking for property in front of Passios. However, this property is under care and custody of schools. Most of the property is behind and to the right of the playground. The Passios property is near the gate. Heather L. - these are the locations they brought to the Select Board. Heather S. - I remember this - the school has not given them permission to be on either of the school properties? Heather L. - Turkey Hill correct - not given permission. Land they requested is within the propertline of the transfer from the School to the Town. Dave - listened to the entire meeting and was not what was approved at the Select Board meeting. Chris - has assessors map been updated? Heather L. - survey work was part of TCP project - if project goes forward yet. Has not happened yet. Dave - assessors map land under the TCP is property of the Schools. Terri - Chris's point the Assessors Map is not up to date. Dave - Boundaries that the TCP Project is working with are the ones used for the MSHS project. Terri - the transfer has occurred. Basically just getting the property lines up. Chris - What would people like to see on the rubric for large property projects? Financial impacts - since we are Fin Com. Terri - Bond rating, what the effective rate of borrowing, the length of the borrowing, the effect on the tax rate, cost of heating, solar panels, energy efficiency. ===PAGE 9=== until the role is filled. It Evan is not ready - she will continue. Evan - will take up that role as liaison for Police and Fire. Terri - asked Damon to come and discuss Capital Planning Fiscal policies. Dave - will probably move forward with this in January. Unrealistic for the current fiscal year Cap Planning is working on but possible for the FY 22. Public Comment - None Motion to Adjourn - Dave motioned Jay seconded - all in favor. 8:26 p.m.