# select-board — 11 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 : 2011-01-04-agenda-4769.txt BOARD : select-board DATE : 2011-01-04 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2011-01-04-agenda-4769.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01042011-4769 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2011-01-04-minutes-4769.txt BOARD : select-board DATE : 2011-01-04 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2011-01-04-minutes-4769.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01042011-4769 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== BOARD OF SELECTMEN MEETING MINUTES 14/11 The Board of Selectmen met in the Town Hall, Joseph F. Bilotta Meeting Room as scheduled with Steven M. deBettencourt, Emie Sund, Tom Alonzo and Dave Matthews present. Paula Bertram and Town Manager Kerry Speidel absent. Meeting opened at 7:00 P.M. with the Pledge of Allegiance PUBLIC COMMENT Vice Chair Steve deBettencourt explained that as the second floor of town hall and the Joseph F. Bilotta meeting room are currently under renovations the board has had to make accommodations with the meeting area. ANNOUNCEMENTS APPOINTMENTS 1. 7: 15 P.M. MSBA Statement of Interest, Superintendent Calmes - Present was School Superintendent Loxi Jo Calmes and Facilites Mgr. John Londa. Loxi informed the board that the school has been in the process of submitting their Statements of Interest with the MSBA on the High School and continuing to have discussions on regionalization. Still waiting for information from MSBA and expect to receive this at any time and will keep community updated. There will also be an update of the school's budget at their meeting scheduled for tomorrow (televised). John reviewed the Statement of Interest to be submitted to the state and noted that the High School is the first priority and the TO Passios Elementary School & Turkey Hill Middle School are second. The High School Statement of Interest has already been forwarded to MSBA and as such the presentation focused upon the priorities for the Elementary & Middle Schools. John reviewed the major components of both the elementary and middle school facilities. The statement of interest focuses on the replacement, renovation and modernization of school equipment to make them more energy efficient. Turkey Hill is the highest priority after the high school. The school's issues are similar to those listed when the School Committee sent a statement of interest to the school building authority in November 2009. The Committee believes that THMS needs new unit ventilators and would like to extend the digital control system from the boiler to the rest of the building. Also noted was that the windows are single-pane and not energy efficient. The T.C. Passios needs heating and ventilation upgrades and also an upgrade to the control system which has the original pneumatic control system still in place as well as a roof replacement as this was last done in 1986. This statement of interest really focuses on the elementary school roof, the elementary school electrical system The roof, boiler and windows need to be replaced, renovated or modernized to increase energy efficiency. The electrical system and lighting are outdated and should be replaced additionally; pipes wrapped in asbestos above hallway ceilings would be removed. According to Loxi, when a community submits a statement of interest to the school building authority, it includes its concerns and challenges but not the solutions. Solutions must be reached in conjunction with the school building authority. It starts with the statement of interest and as such the first step in a very detailed and lengthy process. Per Loxi, we are beginning the process of installing a solar array on the school and as such this would be the more logical. Tom questioned which of the two remaining schools which is in better condition and would be adequate to combine. Per John both have needs; the Passios has a definite need for a roof. The issue with closing the elementary school is that it has a shared heating system with the high school and will have to address that need should it be decided to close that school. They have done work in both schools this past summer to meet the necessary upgrades. According to Loxi, when you look at the priorities; priority 5 best fits the needs of both those buildings (TC Passios & THMS). Ernie expessed appreciation to both Loxi and John for all their work with presenting the needs of the schools and keeping the town up to date. Steve read the form of vote accordingly: Resolved: Having convened in an open meeting on January 4, 2011, the Board of Selectmen, Town of Lunenburg, in accordance with its charter, by laws, and ordinances, vote to authorize the Superintendent to submit to the Massachusetts School Building Authority the Avenue, which describes and explains the following deficiencies and the priority categorys) for which Lunenburg may be invited to apply to the Massachusetts School Building Authority in the tuture Priority 5: Replacement, renovation or modernization of school facility systems, such as roofs, windows, boilers, beating and ventilation systems, to increase energy conservation and decrease energy related costs in a school facility. The electrical distribution system for Thomas C. Passios Elementary School is out-dated and should be replaced. Classroom lighting needs to be updated to take advantage of improvements to lighting technology with daylight saving features. The original roof was replaced in 1986 and at 23 years ===PAGE 2=== old replacement is needed. Leaks from the roof risk damaging asbestos pipe wraps located above the hallway ceilings and causing indoor air quality concers; and hereby further specifically acknowledges that by submitting this Statement of Interest, the Massachusetts School Building Authority in no way guarantees the acceptance or the approval of an application, the awarding of a grant or any other funding commitment from the Massachusetts School Building Authority, or commits the Lunenburg Public School District to filing an application for funding with the Massachusetts School Building Authority. Ernie move to approve, Tom seconded, voted unanimously to approve. Ernie read the form of vote accordingly: Resolved: Having convened in an open meeting on January 4, 2011, the Board of Selectmen, Town of Lunenburg in accordance with its charter, by laws, and ordinances, vote to authorize the Superintendent to submit to the Massachusetts School Building Authority the Statement of Interest dated December 15, 2010 for the Turkey Hill Middle School located at 129 Northfield Road, which describes and explains the following deficiencies and the priority category(s) for which Lunenburg may be invited to apply to the Massachusetts School Building Authority in the future Priority 5: Replacement, renovation or modernization of school facility systems, such as roofs, windows, boilers, heating and ventilation systems, to increase energy conservation and decrease energy related costs in a school facility. The Turkey Hill Middle School requires new unit ventilators and extending the digital control system out from the boiler room into the building to allow better control and more responsive identification of problems. Exterior windows in the building are single pane and in poor condition and require replacement; and hereby further specifically acknowledges that by submitting this Statement of Interest, the Massachusetts School Building Authority in no way guarantees the acceptance or the approval of an application, the awarding of a grant or any other tunding commitment from the Massachusetts School Building Authority, or commits the Lunenburg Public School District to filing an application for funding with the Massachusetts School Building Authority. Tom, so moved to approve, Dave seconded, voted unanimously. 2. 7:30 P.M. Pole Location Hearing - Steve read the following: NOTICE TO ABUTTERS - PUBLIC HEARING, December 22, 2010 You are hereby notified that a public hearing will be held at the Joseph F. Bilotta Meeting Room, Lunenburg Town Hall 2ND Floor Conference Room at 7:30 PM on the 4TH day of JANUARY 2011 upon petition of: VERIZON NEW ENGLAND INC. for permission to: locate poles, wires, cables and tixtures, including the necessary anchors, guys and other such sustaintng and protecting fictures to be owned and used in common by your petitioners, along and across the following public way or ways: CHASE ROAD: ON THE EASTERLY SIDELINE PLACE NEW MIDSPAN POLE NO. 12¾ APPROXIMATELY 200 FEET NORTH FROM EXISTING POLE NO. 12½. 1 POLE TO BE PLACED in the ways or parts of ways designated in said petition, along which designated route of line you are an owner of real estate, as determined by the last preceding assessment for taxation. Paul Schneider explained that they will be placing a new pole in between as there is currently an underground cable which is getting infiltrated with water and the best solution is to place a new line above instead of a new conduit line which would entail cutting into the roadway and installing new manholes. Cable underground will in all likelyhood be abandoned as it may have been an old toll cable. Tom noted that town's are trying to get away from above ground and are having their lines underground. Paul stated that this section is antiquated and if only a short section is damaged, then will aerily replace this section only. Dave motion to approve, Tom seconded, voted uanimously. CURRENT BUSINESS 1. Minutes - Board of Selectmen Regular session for 11/23/10& 12/14/10 and Executive Session for 11/23/10& 12/14/10 reviewed and signed. Warrants - #35 11, 12/22/10 - $138,196.91 reviewed and signed. Action File Issues - the Town received a Recognition award from the Mass Central Recycling Council for their outstanding Sold Waste Program, with each participating household averaging less than 1200 Ibs of trash a year (the state average is over 2000 Ibs per hh per year). 2. Committee Updates - • Dave; School Committee will be meeting tomorrow to present their FY2012 budget, will be televised. • Ernie; Capital Planning Committee meeting is scheduled for Thursday. • Steve; DPW Building Committee should be meeting in the next week or so with the architect. • Tom: Mass Broadband has a conference call scheduled for noon tomorrow and he will report back to the board on the status at next week's meeting. 3. Department Updates - Laura forwarded a request from the DPW Director to advise the public of the right-of -way issue(s) during winter operations. Simply: according to Town bylaw nothing should be placed in that area, and if done so becomes the responsibility of the homeowner, i.e. basketball hoops, stakes, boulders etc. We are simply looking to protect the safety of the plow drivers and the travelling public. ===PAGE 3=== 4. Town Manager Updates - OLD BUSINESS 1. Financial Forecast Update - COMMITTEE APPOINTMENTS/REAPPOINTMENTS/RESIGNATIONS EXECUTIVE SESSION UPCOMING MEETING SCHEDULE January 11, 2011 - Tom will be absent. January 18, 2011 Being no further business board voted unanimously to adjourn Regular Session at 7:43 P.M. Respectfully submitted, Laura Williams, Chief Administrative Assistant Board of Selectmen ======================================================================================== DOCUMENT : 2011-01-11-agenda-4770.txt BOARD : select-board DATE : 2011-01-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2011-01-11-agenda-4770.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01112011-4770 ======================================================================================== ===PAGE 1=== BOARD OF SELECTMEN MEETING NOTICE January 11, 2011 7:00 PM – 2ND FLOOR TOWN HALL JOSEPH F. BILOTTA MEETING ROOM AGENDA PUBLIC COMMENT ANNOUNCEMENTS APPOINTMENTS CURRENT BUSINESS 1. Retirement System Overview – Kevin Blanchette, Executive Director 2. Public Hearing – Municipal Aggregation Plan 3. Minutes/ Warrants/ Action File Issues 4. Committee Updates 5. Department Updates 6. Town Manager Updates OLD BUSINESS 1. Update on 5 – year Financial Plan COMMITTEE APPOINTMENTS-RE-APPOINTMENTS-RESIGNATIONS EXECUTIVE SESSION- UPCOMING MEETING SCHEDULE January 18, 2011 ======================================================================================== DOCUMENT : 2011-01-11-minutes-4770.txt BOARD : select-board DATE : 2011-01-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2011-01-11-minutes-4770.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01112011-4770 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== BOARD OF SELECTMEN MEETING MINUTES 1/11/11 The Board of Selectmen met in the Town Hall, Joseph F. Bilotta Meeting Room as scheduled with Paula Bertram, Steven M deBettencourt, Ernie Sund, Dave Matthews and Town Manager Kerry Speidel present, Tom Alonzo absent. Meeting opened at 7:01 P.M. with the Pledge of Allegiance. Moment of silence observed for the victims of the recent Tuscon AZ shooting PUBLIC COMMENT Dan Keohan of 92 Cross Street came before the board in a plea for their assistance, he noted that he is also coach for 8i grade basketball travel team and was informed that the availability of the school gym has been reduced. As such, Monday, Wednesday and Friday will be closed @6:00 PM and on Tuesday and Thursday @8:00 pm and the amount of time that they're allowed to practice is just not enough. This past year the team has run into a problem of not being able to use the basketball courts and on a number of occasions when he has gone by the school at night, the lights in the gym are still on and in most cases, it's well after 8:00 PM. The team plays throughout the state and now they're limited to practice down to two hours per week. The schools reasoning's are because of the heat and having to turn down the thermostats and the costs for lighting the basketball courts. Just received an email this morning stating that the soccer teams will be using the basketball courts, and added that the gyms need to be opened Monday through Friday until 9:00 PM. Paula commented that 5 days a week seems excessive and per Dan, since this new development this season we are having the recreation program use split courts and in this program you are only able to practice for 15 minutes before the game. In the past we practiced 3 hours per week and this is what they need. Where we're at now, even the neighboring communities are practicing 3 - 4 hours per week. We have great talent coming up and it's being stymied by someone saying that there's no availability for the courts and he's asking for assistance from the Board of Selectmen. Dave questioned if they've worked with the Parks Department and per Dan, they have not intervened at this point. Per Dave he is aware that the Park Department use to use the facility through a fee system. Dan just doesn't think that this is right for the kids; we're six games into the season and only have until the end of February, they have offered to pay a fee, but is being told that this will not solve the problem. Dave commented that it doesn't seem that this should be an insurmountable problem, but noted that he's dealing with two other elected boards. Paula would suggest that the Parks Department be contacted. Steve believes that we should be able to come to a resolution to this. ANNOUNCEMENTS 1. Snow announcement for pending snow storm and potential power outages. Local utility companies are providing media relations and increased the crews in anticipation of the storm event and will be prepared should conditions worsen. Noted emergency measures to be followed in the event of power in this case Unitil can be contacted @ 888-301-7700. Updates will also be available through their website @ www.unitil.com. APPOINTMENTS CURRENT BUSINESS 1. Retirement System Overview - Kevin Blanchette, Executive Director - Tabled until next week. 2. Public Hearing Municipal Aggregation Plan - Kerry provided the attached information for the board and as this is not a legal requirement it has been suggested. Brian Murphy of Colonial Power Group reveiwed where we've been and what brought us to this point, the concept of aggregation has evloved slowly and the town decided to pursue at the November Town Meeting. Public Hearing is to engage public input and transparency and is requested by the Department of Energy Resources. The plan has been reviewed by a number of municipalities, the DPU, DOER, City Solicitors and Town Counsels and as such the document before the board is a very mature document and what they believe is the best plan available. Overviewed the key factors within the document and noted that we are slowly exiting the review process. Noted that from the consumers point of view, there are not much changes but they will need to verify that on their bills they are receiving the towns' rate. Discussed the opt-out option and customer enrollment process. Unitil has reviewed this plan to ensure that they are comfortable with it and they haven't been informed of any issues on the transactions processes. Brian also noted and expressed appreciation for Unitil's input throughout this process. Paula would like to have this placed on the board's agenda for next week for formal vote and to provide copies of this document at the Library and Town Hall, noted that this has been placed on the Town's web-site and would like to give the public the opportunity to ===PAGE 2=== comment if they so choose as this is the first night that people have heard us go through the plan. Brian noted that CPG's contact information is within the document and the public should feel free to contact them as well for information. 3. Minutes - Board of Selectmen Regular session for 10/5/10, 10/12/10 (Dave noted changes to these minutes to which Steve concurred) & 1/4/11 and Executive Session for 10/5/10 reviewed and signed. Warrants - #37 11, 1/11/11 - $127,281.07 and #38 11, 1/2/11 - $249,724.66 reviewed and signed. Action File Issues - Ernie would like to discuss Holman Street Bridge and he has a concern on debris accumulating on the bridge and the possibility of the area being dammed up and the only way he could see in alleviating this situation would be to remove the bridge all together. Paula noted that this was scheduled for a future meeting and as there is quite an amount of information that the Town Manager is still waiting to receive from the Fire Chief, Police Chief and DPW Director, believe this is planned for a meeting in February. Board commented on the programming that has been occuring on the local access channel and expressed appreciation to PACC for their efforts. Noted that Lunenburg Public Schools are closed tomorrow due to the pending storm, town will be making their decision on closure for tomorrow morning. 4. Committee Updates - • Dave attended the recent School Committee meeting at which time, the Superintendent presented her budget. Net increase of approximately $923,000 of last fiscal year and $424,000 over the town manager's projection. Reasons for the large increase is the elimination of ARRA funding and the Shirley students. At this point looking at the five year projection; there are a lot of assumptions within their budget. The school has done enrollment projections on the number of students based upon the developments that are being built in town. > Ernie PACC met last night and are looking into further acquisitions in order to record events to be televised. They are also looking at some method to get money back from the DVD's that are produced and sold, possibly a revolving fund. Also informed the board that the Green Communities Task Force is developing an RFP for the solar array at the Landfill and there are a number of questions that will involve the Town Manager, should anticipate this coming before the town in a very short 5. Department Updates - IT Director Nancy Strom provided the board with the attached summary of IT activities within the past year. Paula questioned the Munis access and whether the DPW is being used as a test sight and this is the intent. Noted that having this access for other departments makes sense. Noted the GIS system and Paula's concern is that departments are not utilizing for desktop applications. Per Nancy, once we get this accomplished it should be accessed online so that not only the departments but the public can use. Cartographics and the Assessor's will be having a demo in February with a working website for us. Nancy also noted that they have now added domain controllers and issues on protections are beginning to smooth out now. One of the intents all along has been to eliminate the redundancy among the departments so that we can reduce and streamline functions. Ernie commented on the equipment replacement and seems like we've had a lot in one year and if there's a plan of obsolescence on this and according to Nancy she's been working on a three year plan, so that most will be replaced within that time. Paula questioned the balancing of Nancy's work between the Town and School and how this has been working out. According to Nancy, the school has since hired some employees to assist her and it's working out much better now. Kerry noted that she has spoken with the School Superintendant and the infrastructure is far more stable. 6. Town Manager Updates Kerry received information from the Planning Director and the Planning Board is interested in broadcasting one of their meetings per month and will coordinate this with the Town Clerk's Office. Anticipate that this will not occur until sometime next month. Overview of the Town Hall renovations; had hoped that this would be completed over the holidays, do expect this to be accomplished by the end of the month. The big holdup at this time is that we've had to go out to bid for the carpeting and the need to accomplish the renovations down stairs in a phased in process to be as undisruptive to the business that occurs. Don't anticipate closing Town Hall during this process. She has been looking to do a lot of this outside of normal business hours as possible and because of the economy have been able to acquire good bids and will be having the sheriffs office assisting us with the painting process. Also, contacted MC Shirley to inquire if there is anything that they are able to assist the town with during this process. Hope to have the entire renovation completed within the next several months. Eagle Heights Project It appears that in the near future we will be able to reapply for Section 202 Grant Funding, however, due to the lengthy delay in opening this round of funding, the developer is concered that funding awards will not be made prior to the expiration of this option to purchase the property. As such, he is seeking consideration for an extension of the option. She will be meeting with him next week and will provide additional information to you after that time. The changes in general seem to be clarifications for existing as well as new Section 202 developments that will ultimately enhance the overall program, including the ability to also secure low income housing tax credits as part of their financing. The Section 202 ===PAGE 3=== Supportive Housing Act of 2010 was signed by the President on December 28th, thereby opening the way for RFPs to be issued once the changes were incorporated. Noted that as the RFP has been delayed our ability to know whether or not we will secure funding by the July 2011 date is no longer possible, given the RFP once out (no date has been announced as of yet) most likely will have a submittal deadline of 3 months from its issuance and an additional 4-6 months before a funding award might be announced by HUD. Therefore, RCAP Solutions, Inc. is requesting an Agreement Extension from July, 2011 to July of 2012 to allow sufficient time to secure the funding for Eagle Heights. In addition, we would also request an extension on the title review which expired at the end of December until June of 2011. She would like to schedule a meeting with Representatives of RCAP Solutions, Inc. and the board to discuss these recent events and RAP's continued commitment to this very important senior housing project. OLD BUSINESS 1. Update on 5-year Financial Plan - Same document that was presented in November, she was asked to quantify the items in the new forecast and as such, Kerry provided the attached spreadsheet. Special expenditure assumptions, grouped the new items that have been added to the budget. Projected Deficit is restoration of items that have been cut totaling $899,314, which are items that are increasing greater level than other budgets. Dave questioned justification for the Special Expenditure Assumptions and Kerry would prefer that we have the department heads here if this is the discussion that the board wants to have. Paula has questions about adding personnel and that this is a discussion we need to have with the departments. Kerry proposes bringing in the department heads within the next couple of weeks so that the board is able to understand the individual needs of the departments particularly as we are in the budget season. Paula would like to have a retrospective look at what were the staff levels in the past 10 years and how these levels have changed the operations of the departments. Also, would like to know what the benetit costs would be for the increase in personnel levels under the assumptions. Kerry will add this information and is also in the process of Identitying all the major systems in the buildings and what ones may be needing replacement as there is none of this information in the Capital Plan requests right now, not being considered this year. The Facilities Manager is compiling this information and formulating a replacement plan. Kerry noted that there is no way that we're going to sell any increase without a plan in place to present to the people. She will try to schedule one of the Chiefs' and possibly the COA and Library for next week's meeting. COMMITTEE APPOINTMENTS/REAPPOINTMENTS/RESIGNATIONS EXECUTIVE SESSION Adjourned Regular Session at 8:45 P.M. and opened Executive Session by roll call vote; Steve aye, Paula aye, Ernie aye and Dave aye, in accordance with M.G.L. Chapter 39, §23B(3) for the purpose of discussing strategy with respect to collective bargaining or litigation if an open meeting may have a detrimental effect on the government's bargaining or litigation position. Chairman announced that the Board would not be returning to Regular Session UPCOMING MEETING SCHEDULE Being no further business board voted unanimously to adjourn Regular Session at 8:45 P.M. Respectfully submitted, Laura Williams, Chief Administrative Assistant Board of Selectmen ===PAGE 4=== Town of Lunenburg Community Choice Aggregation Plan Purpose of the Aggregation Plan The Town of Lunenburg developed this Aggregation Plan in compliance with Massachusetts law regarding public aggregation of electric consumers. It contains required information on the structure, operations, services, funding, and policies of the Town's plan. The Aggregation Plan has been developed in consultation with the Massachusetts Department of Energy Resources (DOER). The purpose of this aggregation plan is to represent consumer interests in competitive markets for electricity. It seeks to aggregate consumers in Lunenburg to negotiate rates for the supply of electricity. It brings together the buying power of more than 4,000 rate-paying customers. Participation is voluntary for each individual consumer, Individual consumers have the opportunity to decline service provided through the Plan and to choose any electric supplier they wish. The Town of Lunenburg has distributed this plan for public review prior to submitting it to the Department of Public Utilities ("DPU"): CONTENTS 1.0 The Process of Aggregation 2.0 The Organizational Structure and Operations of the Town's Plan 3.0 Program Funding 4.0 Activation and Termination of the Aggregation Program 5.0 Methods for Entering and Terminating Agreements with Other Entities 6.0 Rate-setting and Other Costs to Participants 7.0 Universal Access 8.0 Equitable Treatment of All Classes of Customers 9.0 Reliability 10.0 Rights and Responsibilities of Community Choice Aggregation Program Participants 11.0 The Consequences of Aggregation 12.0 Requirements Established By Law or the Department Concerning Aggregated Service ===PAGE 5=== REQUIREMENTS FOR MUNICIPAL AGGREGATION The Massachusetts Electric Industry Restructuring Act of 1997 contains several requirements for municipal aggregators. One requirement is to develop an Aggregation Plan in consultation with the Massachusetts Department of Energy Resources. The Aggregation Plan is subject to review by citizens in the participating town, and approval by the DPU. 1.0 THE PROCESS OF AGGREGATION The process of municipal aggregation involves a multi-step public process: 1.1 Vote of Town Meeting to Authorize Aggregation 1.2 Development of Community Choice Aggregation Plan in consultation with DOER 1.3 Review of Aggregation Plan by Town Manager, Board of Selectmen and citizens 1.4 Vote on Aggregation Plan by Board of Selectmen 1.5 Submission of Aggregation Plan to DPU for approval 1.6 DPU Public Hearing on Aggregation Plan 1.7 After DPU approval, selection of date to receive price terms from qualified suppliers 1.8 Selection of supplier by Town Manager 1.9 Notification of Eligible Consumers of automatic enrollment 1.10 Opt-out period begins 30 days prior to first day of service 1.11 Administrative transfer of Participating Consumers to new supplier 1.17 File contract and report with state (DPU, DOER, Inspector General) within 15 days of signing contract. In addition to this process, municipal aggregators must comply with open meeting laws, ethical rules, and certain public bidding and information requirements. - 2- ===PAGE 6=== 2.0 THE ORGANIZATIONAL STRUCTURE AND OPERATIONS OF LUNENBURG'S AGGREGATION PROGRAM This section will detail how the Town will organize the daily operations of the Plan and will assign responsibility to each party. Lunenburg's Town Government is led by a 5-person Board of Selectmen. Daily operations are overseen by a Town Manager. Town elections are held the third Saturday in May. The Board of Selectmen is composed of five members elected for staggered 3-year terms. Specific powers and responsibilities of the Board of Selectmen are set forth in the Town's Charter. The operational role of the Town and its agent in relation to consumers is outlined and described in the following pages. There are six operational levels to the Town's Community Choice Power Supply Program as described in section 2.1. Town of Lunenburg Community Choice Aggregation Plan Operational Outline 2.1 Description of Operational Levels Level One: Consumers Citizens and Lunenburg consumers hold the ultimate authority over the aggregation and its functions. They can elect candidates for the Board of Selectmen who may take positions regarding the aggregation. They can participate in local and regional meetings and hearings regarding issues related to restructuring in general and the aggregation of Lunenburg in particular. And they can attend meetings to express their views. (Also see Consumer buying power at Level Six below.) Level Two: Board of Selectmen Based upon its existing authority, or authority provided by voters at town elections, the Board of Selectmen may act on program and policy issues and contract recommendations. In addition, it may provide instructions to the town's agent regarding specific policy or program decisions to be made under the aggregation plan. It may also raise issues directed to it by consumers for the Town to address. Level Three: Town Manager The Town Manager carries out the collective decisions and instructions of the Board of Selectmen and consumers. - 3- ===PAGE 7=== Level Four: Colonial Power Group, Inc. (CPG) As the agent for the Town, CPG provides the day-to-day management and supervision of the business affairs of the aggregation under a Contract Agreement. CPG serves as the Town's procurement agent, utilizing its staff to solicit services as requested by the Town. In addition, CPG provides office space and administrative support to coordinate the aggregation's operations. This administrative support includes: 1) communications; 2) program development; 3) record-keeping; 4) oversight of program administrators who assist in service procurement and contract oversight and maintenance. Level Five: Power Suppliers Power suppliers contract with Lunenburg through its Town Manager. The power supply program is negotiated, recommended, and monitored for compliance by CPG. No power supply contract is binding until approved by the Town Manager. Level Six: Consumers Every Eligible Consumer in Lunenburg may participate in the Town's aggregation program. All Eligible Consumers will also have the ability to decline supply service through the Competitive Supplier and choose any other power supply option they wish. Consumers who are dissatisfied with services provided under contracts negotiated by the Town may also communicate directly with the Supplier or CPG via e-mail or toll-free telephone numbers in an effort to alter or otherwise improve service. Consumers may also bring issues before the Board of Selectmen. (See Level One above.) 2.2 Program Operations The plan's operations are guided by the provisions and goals contained in this plan and the instructions and decisions of the Town, Manager's office, CPG, and consumers. The goals of this aggregation plan are: 1) To provide the basis for aggregation of consumers on a non-discriminatory basis; 2) To acquire a market rate for electricity supply and transparent pricing; 3) To provide equal sharing of economic savings based on current electric rates; 4) To allow those consumers who choose not to participate to opt-out; 5) To provide full public accountability to consumers; and 6) To utilize municipal and other powers and authorities that constitute basic consumer protection to achieve these goals. - 4- ===PAGE 8=== 2.3 Programs of the Plan The Town offers one program to achieve its goals: the Town of Lunenburg Community Choice Aggregation. In addition, the Plan provides professional representation on behalf of consumers in state proceedings and in regional or local forums to protect consumer interests in an evolving marketplace. The Community Choice Aggregation Program is designed to offer competitive choice to consumers, and to gain other favorable economic and non-economic terms in service contracts. The Town does not buy and resell power, but represents consumer interests to set the terms for service. Through a competitive bid and negotiation process, the Town develops a contract with a power supplier for firm, all-requirements service. The contract runs for a fixed term. The process of supply contract approval contains checks and balances. Once the contract has been negotiated by the Town's agent, it must be submitted to the Town Manager for approval. And lastly, individual consumers may opt out of the program, and select Basic Service from Unitil or supply from any other supplier they wish at anytime before or following their enrollment in the Town's Community Choice Aggregation Program (See section 4.1.7 for more detailed information on the opt-out process.) No individual consumer is required to receive service under the Town's contract. 2.4 Staffing and Manpower for Programs The operations necessary to plan, deliver, and manage the Town's program include: 1) technical analysis; 2) competitive procurement of services: 3) regulatory approvals; 4) accounting and fiscal management; 5) contract maintenance; 6) communications; 7) program coordination, and; 8) administrative support for the Community Choice Aggregation Program. The Town intends to utilize CPG as the professional, technical, and legal consultants to operate the program. CPG is a licensed broker of electricity in Massachusetts. CPG has experience designing, implementing and administering the opt-out aggregation program in place in Marlborough, MA and under development in Lanesborough, MA and Ashland, MA. CPG will be responsible for monitoring all aspects of the aggregation plan and any resulting contractual agreements, including but not limited to monitoring and reporting on compliance with all contract terms and conditions; resolution of contract issues; implementation of the "opt-out" process for customers; participation in negotiations with the distribution company serving the Town as it relates to the implementation of the aggregation program; preparation of reports on the aggregation program, as directed; and routine updates and attendance at meetings with the Town Manager and Board of Selectmen. The Community Choice Aggregation Program has been developed on behalf of the Town by CPG. Once a contract for power supply has been secured by CPG, CPG will administer the Community Choice Aggregation Program. CPG will undertake negotiations with Competitive Suppliers and provide representation at the state level as needed, at the direction of the Town Manager and Board of Selectmen. The terms and conditions of any contract for power supply are subject to review by the Town - 5 - ===PAGE 9=== Counsel, as well as by any outside legal counsel which may be selected by the Town, and may be further subject to the Town Counsel's approval as to legal form. 3.0 PROGRAM FUNDING Initial funding for Town's Community Choice Aggregation Program comes from private capital supplied by CPG. The Electric Supply Agreement with a Competitive Supplier will include a $0.001/kWh adder that will be paid by the Competitive Supplier to CPG. The $0.001/kWh adder will fund the on-going costs of the Community Choice Aggregation Program. The start-up costs to be borne by CPG, include costs for legal representation, public education, communications and mailing costs. 4.0 ACTIVATION AND TERMINATION OF THE POWER SUPPLY PROGRAM 4.1 Activation of the Community Choice Power Supply Program Following the process of aggregation and competitive procurement of a proposed contract by the Town of Lunenburg, activation of the Community Choice Aggregation Program requires seven steps: 1) Acceptance of the aggregation plan by the Board of Selectmen and Town Manager of Lunenburg pending DPU approval. 2) DPU approval of the aggregation plan. 3) Town of Lunenburg approval of the final supply contract (final signing of ESA by Town Manager). 4) Notification of Eligible Consumers of pending automatic enrollment in the Community Choice Aggregation Program. 5) Notification of Unitil. 6) Activation of Participating Consumers' service on billing cycle dates. 7) Customer Opt-Out Each of these steps is described below: 4.1.1 Acceptance of the Contract By Board of Selectmen and Town Manager All power supply contracts negotiated by the Town shall be expressly conditioned upon the acceptance of the contract by the Town Manager. Suppliers and power supply contracts must comply with all applicable laws and rules and regulations promulgated by the DPU concerning competitive suppliers. The Supplier must have in place an executed Competitive Electric - 6- ===PAGE 10=== Supplier Service Agreement with Fitchburg Gas and Electric Light Company d/b/a Unitil before service can commence to any Participating Consumer under the Community Choice Power Supply Program. All EDI testing between the Supplier and Unitil also must be completed before service can commence to any Participating Consumer under this Program. Further, nothing in the Community Choice Power Supply Program, nor its contract with the Town, shall abrogate the Competitive Supplier's responsibilities and adherence to the Fitchburg Gas and Electric Light Company's Terms and Conditions for Competitive Suppliers. 4.1.2 DPU Approval of Plan The Town, through its agent, shall file this aggregation plan with the DPU. The DPU is required to hold a public hearing on the plan. 4.1.3 Signing of Power Supply Contract by the Board of Selectmen and Town Manager With the signing of the contract by the Town Manager, the terms and conditions in the contract will be utilized for service for Eligible Consumers within the municipal boundaries of Lunenburg, except for those consumers who have selected à competitive supplier prior to the contract activation date and do not wish to switch to service under the Town's contract, or those consumers who affirmatively opt out of the program. In addition, all Eligible Consumers relocating to the area will be enrolled in the Town's Community Choice Aggregation Program one month after their delivery account is set up with Unitil, unless they choose another supplier, or opt-out following activation of service. The Town shall file with the DPU, DOER, and Inspector General, within 15 days of signing by the Board of Selectmen and Town Manager, the signed power supply contract and a report detailing the process used to execute the contract 4.1.4 Notification of Consumers Following approval of the contract by the Town, the Supplier shall undertake notification of all Eligible Consumers on Basic Service to be enrolled prior to enrollment. The Town may also generally notify all consumers receiving competitive service in Lunenburg of their eligibility to receive power from the Town's supplier. The process of Notification shall be multi-layered: 1) a mailing to be mailed by the Supplier; 2) newspaper notices; 3) public service announcements; 4) posting of notices in Town Hall. Unitil reserves the right to include bill messages pertaining to the Community Choice Aggregation Program. All notification expenses shall be borne by the Supplier. Prior to enrollment, this notification shall: 1) inform consumers they have the right to opt out of the aggregated entity without penalty and choose Basic Service at any time before or after their first day of service; 2) prominently state all charges to be made and a comparison of the price and primary terms of the Town's contract compared to the price and terms of Unitil's Basic Service; 3) explain how to opt out; 4) provide written notification that no charges associated with the opt-out will be made by the Supplier. - 7- ===PAGE 11=== In those instances when an eligible customer first moves into the Town, the customer will not be assigned to the Town's designated Supplier until the Supplier submits an "enroll customer" transaction for such customer. Prior to such "enroll customer" transaction, the customer shall receive Basic Service. Unitil will inform new eligible customers requesting service in the Town that they have generation supply option(s), including the availability of the Community Choice Aggregation. To facilitate enrollment in the Town's program, Unitil will electronically transmit the name, address and existing supply option of the new customer to the Town's designated Supplier to facilitate the notification and Opt-Out requirements of the program. Once the appropriate notification has been provided to the customer and applicable Opt-Out requirements met, the Supplier will electronically enroll the customer by submitting an "enroll customer" transaction to Unitil in accordance with the rules and procedures set forth in the EBT Working Group Report. The procedures described above may also be found in National Grid's filing related to municipal aggregation, docketed as DTE 06-104. These procedures were discussed in numerous meetings between CPG and National Grid staff and should be applicable to all aggregations in Massachusetts, regardless of Distribution Company. The methods by which customers will be enrolled in Lunenburg's Community Choice Aggregation are consistent with Unitil's terms and conditions for competitive suppliers - M.D.T.E. Nos. 101A, 201A, and 301A. 4.1.5 Notification of Unitil Along with notification of Eligible Consumers in the Town of Lunenburg, the Town shail notify the selected Supplier and Unitil to begin preparation of the administrative process to transfer Eligible Consumers coincident with each customer's billing cycle. Alternatively, or in combination with the Town notification, the selected Supplier may notify Unitil to begin preparation ofthe administrative process. 4.1.6 Activation of Participating Consumers' Service on Billing Cycle Dates The process of activation is an administrative function with three parts: 1) Data preparation: Unitil will identify all customers on Basic Service in Lunenburg by eliminating those customers who have already selected a competitive supplier; 2) Automatic Enrollment: All verified customers shall be transferred to the Town's supplier coincident with Unitil's billing periods, unless they have previously sent in notification of their intent to opt out according to established deadlines. Eligible Consumers will be enrolled with the new supplier over the period of one month. Unitil shall notify each transferred consumer of the change to the Town's supplier with its last bill for Basic Service. Service under the new supplier shall begin at the start of the billing period following transfer. - 8- ===PAGE 12=== 4.1.7 Customer Opt-Out Eligible Consumers may opt out of service from the Town's Community Choice Aggregation Program at no charge either in advance of service start up deadlines or at anytime after the first day of service. Customers who seek to return to Basic Service should provide notice to the supplier and/or Unitil five (5) or more business days before the next scheduled meter read date. Participating Residential customers will be transferred to Basic Service in two (2) business days. Participating Commercial and Industrial customers will be transferred to Basic Service after their next meter read date provided the meter read date is at least two (2) days after Unitil is notified of the transfer. There shall be no charge for returning to Basic Service in this manner. Further opportunities for customer opt-out may be negotiated by the Town and the competitive power supplier and included in the terms of the contract presented to the Board of Selectmen, the Town Manager, and made part of the public information offered to each consumer. 4.2 Termination of the Power Supply Program The Community Choice Aggregation program may be terminated in two ways 1) Upon the termination or expiration of the power supply contract without any extension, renewal, or subsequent supply contract being negotiated; 2) At the decision of the Board of Selectmen and Town Managerto dissolve the Community Choice Aggregation Program: Each individual customer receiving power supply service under the Town's Community Choice Aggregation Program will receive notification of termination of the program ninety (90) days prior to such termination. In the event of contract termination, consumers would return to Unitil's Basic Service or choose a competitive supplier. 5.0 METHODS FOR ENTERING AND TERMINATING AGREEMENTS WITH OTHER ENTITIES The Town's process for entering, modifying, enforcing, and terminating all agreements associated with the aggregation shall comply with the requirements of the Town's charter, and state and federal laws. Where required, the procedures outlined in MGL Chapter 30B shall be followed. Other agreements shall be entered, modified, or terminated in compliance with the law and according to the express provisions of the relevant agreement. - 9- ===PAGE 13=== 6.0 RATE-SETTING AND OTHER COSTS TO PARTICIPANTS The Town of Lunenburg will offer the Community Choice Aggregation Program at rates and terms to be negotiated with competitive power suppliers. All supplier charges to the customer will be fully and prominently disclosed under the notification process. Unitil shall continue to provide metering, billing, and maintenance of the distribution system as authorized by the DPU. Charges for metering, billing and other distribution services shall be regulated by the DPU, unless otherwise provided for in law. 6.1 Rates and Rate-setting Under DPU orders, the local distribution company assigns the customer classification and corresponding character of service and associated regulated rates. These rates include a monthly customer charge, a distribution charge, a transmission charge, a transition charge, an energy conservation charge, and a renewable energy charge that currently make up a portion of a customer bill. (See sample bill in section 6.3 below.) Although the Town, or its agent, may participate in regulatory proceedings and represent the interests of consumers regarding these regulated rates, it will not assign or alter existing customer classifications without the approval of the DPU. The focus of the Town, as noted above, will be acquisition of competitive prices and terms for power supply. This price, or prices, will be set through the competitive bid and negotiation process, and will be noted on the consumer bill as the "generation charge." The competitive bid process will seek prices that will differ among the customer classifications established by the local distribution company's tariffs. The terms and conditions of service may also vary among customer classifications. 6.2 Other Costs to Consumers Community Choice Aggregation Program funding will be derived from a $0.001/kWh commission fee payable by the Supplier to Colonial Power Group, Inc. 6.3 Customer Billing The Supplier will notify Unitil that it desires "Standard Complete Billing Service.' And will furnish a rate for each Rate Code. The bill shall include a clear delineation of all regulated and non- regulated charges. Participating Consumers will receive a "standard complete bill" that incorporates the power supply charge Unitil's distribution charges on a single sheet. The typical residential "complete bill" for use of 500 kilowatt hours shows the following charges for Unitil's Basic Service in December 2010: - 10 - ===PAGE 14=== Delivery Services Customer Charge Distribution Charge Transition Charge Transmission Charge Energy Conservation Charge Renewable Energy Total Delivery Services $.05387 $.02751 $.01733 $.00250 $.00050 X 500 KWH 500 KWH 500 KWH 500 .. KWH 500 KWH $5.29 $26.94 $13.76 $ 8.67 $1.25 $ 25 $56.16 Supplier Services Generation Charge Basic Service-Fixed Total Cost of Electricity $.07534 500 KWH $37.67 $37.67 Total Current Balance $93.83 7.0 UNIVERSAL ACCESS "Universal access" is a term derived from the traditional regulated utility environment in which all customers desiring service receive that service. The DOER's "Guide to Municipal Electric Aggregation in Massachusetts" has defined universal access to mean "electric services sufficient for basic needs (an evolving bundle of basic services) available to virtually all members of the population regardless of income." The Guide also provides that a municipal aggregation plan meets the requirement of universal access by giving all consumers within its boundaries the opportunity to participate, whether they are currently on Default Service or the supply service of a Competitive Supplier." For the purposes of the Town's Community Choice Aggregation Program this will mean that all existing Eligible Consumers within the borders of Lunenburg and all new Eligible Consumers in Lunenburg shall be eligible for service from the contracted supplier under the terms and conditions of the supply contract. Item one of the Town's goals as - 11 - ===PAGE 15=== indicated in 2.2 above is: "To provide the basis for aggregation of consumers on a non- discriminatory basis." Service under the Town's Community Choice Aggregation Program shall include customer classes in adherence with universal service principles and requirements, and the traditional non-discriminatory practices of local government. Contracts with all suppliers shail contain provisions to maintain these principles and equitable treatment of all customer classes. Existing Eligible Consumers in the Town of Lunenburg shall be transferred to the Lunenburg Community Choice Aggregation Program unless they have already contracted with a Competitive Supplier, or affirmatively opt out of the program. Low-income consumers shall remain subject to all existing provisions of state law regarding their rights to return to Basic Service and participate in the Community Choice Aggregation Program as well. New Eligible Consumers in the service territory shall be automatically enrolled in the program one month after establishing delivery service with Unitil. However, any new Eligible Consumer will be informed via direct mail of the right to opt-out of the Community Choice Power Supply Program before commencing service. New customers will retain the right to opt out anytime after the commencement of Community Choice Aggregation Program service. 8.0 EQUITABLE TREATMENT OF ALL CLASSES OF CUSTOMERS All customers will be treated equitably. They will be guaranteed the right to raise and resolve disputes with the Supplier, be provided all required notices and information; and always retain the right to opt out of the Town's Community Choice Aggregation Program as described herein or to switch suppliers. The requirement of equitable treatment of all customers does not, however, require that all customer rate classes be offered the same pricing or terms and conditions. To impose such an interpretation to the statutory requirements governing municipal aggregation programs would, in effect, result in inequitable treatment, as attempting to apply identical prices, terms, and conditions to customer rate classes with widely disparate characteristics would have the inevitable effect of giving some customer rate classes more favorable service than others. The implementation of the Community Choice Aggregation Program will recognize this reality through appropriate distinctions in pricing and, where applicable, terms and conditions among customer rate classes. 9.0 RELIABILITY "Reliability" in power supply and in transmission and distribution is essential to consumers. This will be accomplished and reinforced by the Community Choice Aggregation Program at several levels: 1) through provisions of the power supply contract that will include language on reliability of supply, liability and damages provisions; 2) through traditional proceedings related to Unitil's regulated transmission and distribution services; 3) through direct discussions with - 12- ===PAGE 16=== Unitil concerning specific or general problems related to quality and reliability of transmission and distribution service in Lunenburg. 10.0 RIGHTS AND RESPONSIBILITIES OF POWER SUPPLY PROGRAM PARTICIPANTS 10.1 Rights All Community Choice Power Supply Program participants shall enjoy the protections of law afforded to consumers as they currently exist or as they may be amended from time to time These include rights to question billing or service quality or service practices. Under protocol developed by the DPU, problems related to billing or service shall be directed to the appropriate parties. All program participants shall also enjoy the individual right to decline participation in the Town's Community Choice Aggregation Program as noted in the description of the "opt-out" in section 4.1.7 above. 10.2 Responsibilities All Community Choice Power Supply Program participants shall meet all standards and responsibilities required by the DPU, including payment of billings and access to essential metering and other equipment to carry out utility operations. Nothing in this Community Choice Power Supply Program shall abrogate the utility's responsibilities as defined in its General Terms and Conditions for Distribution Service nor shall it abrogate the Participating Consumer's responsibilities under the same General Terms and Conditions for Distribution Service. 11.0 THE CONSEQUENCES OF AGGREGATION Municipal aggregation functions under the restrictions of state law and carries a range of results and consequences: 11.1 Consumer Option to Participate in Competitive Market Many individual consumers lack knowledge and leverage to negotiate terms for power supply. A municipal aggregator provides them with an option for professional representation and the leverage of a large group so that they may participate more effectively in the competitive process and achieve benefits. 11.2 Consumer Ability to Opt Out and Choose Another Supplier Because the law guarantees the right to opt out, including the right to choose Basic Service at no charge, all Eligible Consumers have the right to select a supplier other than the one chosen by the Town Manager and Board of Selectmen. - 13- ===PAGE 17=== 11.3 Indemnification of Consumers and Risk Associated with Competitive Market In a competitive market it is possible that the failure of a power supplier to provide supply service may result in the need for consumers to acquire alternative power supply, or tor consumers to receive power at Basic Service prices. The Town will seek to minimize this risk by recommending only reputable suppliers who demonstrate reliable service. The Town also intends to include conditions in its contract with a supplier that will indemnify consumers against risks or problems with power supply service. 11.4 Other Consumer Protections The Town intends to negotiate a range of provisions in its contracts to enhance consumer protection. If necessary, the Town also intends to work with Unitil and the DPU to assure improvement in the reliability of transmission and distribution services. 12.0 REQUIREMENTS ESTABLISHED BY LAW OR THE DEPARTMENT CONCERNING AGGREGATED SERVICE The Town fully intends to comply with the requirements of law and the rules of the DTE. For additional information contact: Brian Murphy Colonial Power Group, Inc. 277 Main Street Marlborough, MA 01752 Telephone: (508) 485-5858 Fax: (508) 485-5854 brian@colonialpowergroup.com - 14 - ===PAGE 18=== IT Activities 2010 - 2011 Equipment Replaced with New: • 3 PCs in Treasurer's office 1 PC in Town Clerk's office 1 PC and 1 laptop in Selectman's office 1 laptop in Town Manager's office 1 Toughbook, 1 portable printer, 1 workstation, and 2 digital cameras in Fire Department 4 PCs, 1 Mircs PC, 2 laptops, and 2 Toughbooks in Police Department 1 Fax machine in Town Hall 1 PC and 1 Fax machine in Senior Center • 2 PCs in Planning Office • 15 PCs, 2 printers, and fax machine in public library New Equipment • Server for Public Library Autoloader Tape Backup System for Town Hall • Workgroup printer for Ritter Building New copiers leased for Police Department and DPW. • New leased copier ordered for Ritter Building. Other Activities: • Created a domain in Public Library, finally allowing them to share resources and have central control. • Trained Jen in Public Library to perform basic network tasks on new domain. • Installed VPN. • Set up Leigh at DPW to access Munis through VPN. • Installed Office 2010 in all Town Offices. • Signed agreement with Qsend to host new town web site. • Signed agreement with Cartographics to host town maps. • Installed all hardware and software for town hall backup system. Daily backup routine now in place. • Working with vendors to spec out new phone system and get pricing. • Had to have repairs done on Town Wireless network in December when broken screen cut fiber cable. • Installed wireless access point in Town Hall to allow wireless internet access for laptops. • Phone system at Ritter burned up after a power outage, requiring a replacement phone system. Covered under maintenance agreement. ===PAGE 19=== FY2012 - 2016 Financial Forecast General Expenditure Assumptions: 1. i All utilities, except telephone, are projected to increase 5% per year 2. Telephone expenses are projected to increase 2.5% per year 3. All other expenses, except where noted below, are projected to increase 2% 4. All personnel expenses, except where noted below, will increase in accordance with approved contracts. 5. All dues, memberships, training, mileage reimbursement accounts have been restored Special Expenditure Assumptions: 1. General Government: create PT HR Coordinator position; transitioning to FT in FY2015. 4. Police: Add 1 Patrol Officer per year FY12, 13 & 14; add 1 Sargent in FY15 Fire: Phase in 2nd shift, 2 person coverage, 50% of week in FY12; 100% of week by FY13. Building Inspection: additional hours for PT Assistant Building Inspector Emergency Management: increase stipend from $2,500 to $5,000 11. DPW: $50K per year for Crack Sealing Program DPW: Add one laborer/equipment operator position per year DPW: Facilities, one additional maintenance worker COA: add additional PT hours for Outreach Library: Pay CWMARS membership out of operating budget 22. Contribution to Stabilization Fund to maintain 5% savings target • $750K toward Pavement Management Plan each year 24. $500K toward Capital Plan each year Projected Deficit: back out new costs from projected deficit: 2. 6. General Government: increase Town Clerk's Salary by 10% in FY12; 2.5% per year thereafter. General Government: increase Legal Expenses by 3% per year. Fire: Assume in-house dispatch Building Inspection: additional hours for PT Assistant Building Inspector 9. School Department: use Superintendent's projections 10. Monty Tech: assume increase of 3.5% per year 16. Solid Waste: 5% per year 18. Library: Increase hours to restore cuts made in FY10 20. Retirement Assessment: increase 10% per year 21. Workers Compensation: increase 5% per year FY12 FY13 FY14 FY15 FY16 7,905 7,905 $ 7,905 $ 7,905 7,905 $ $ $ $ $ $ cocaius 25,000 55,000 38,000 5,000 2,500 50,000 40,000 40,000 15.450 7,500 100,000 750,000 150,000 $ $ $ $ $ $ 30,000 110,000 76,000 5,000 2,500 50,000 80,000 40,800 16,050 7,500 104,750 750,000 150,000 $ $ $ $ $ 35,000 165,000 76,000 5,000 2,500 50,000 120,000 41,616 16,662 7,500 108,710 750,000 150,000 $ $ $ $ $ $ $ 67 67 50,000 228,848 76,000 5,000 2,500 50,000 160,000 42,448 17,286 7,500 112,525 750,000 150,000 $ $ $ $ $ $ 6A 6A $ 60,000 228,848 76,000 5,000 2,500 50,000 200,000 43,297 17,923 7,500 116,227 750,000 150,000 sub-total: l $ 1,278,450 $ 1,422,600 $ (2,776,890) $ (3,258,448) 1,527,988 $ 1,652,108 $ 1,707,296 (3,630,185) $ (3,982,234) $ (4,261,521) $ (1.498,440)| $ (1,835,848)| $ (2,102,197)| $ (2,330,126) $ (2,554.226) 4,056 $ 5,171 4,500 $ 6,315 9,135 7,487 13,909 8,688 18.826 $ $ $ $ 5,000 777,924 31,780 10,100 6,879 6,250 n/a 58,381 3,000 $ $ 5.000 1,700,924 55,153 20,657 14,102 6,250 n/a 122,600 6,150 $ $ $ 5,000 2,344,924 79,344 31,693 21,687 12.813 n/a 193,240 9,458 $ 5,000 2,911,924 104,382 43,231 29,650 12,813 n/a 270 945 12.930 $ $ 5,000 3,495,624 130,296 55,294 38,012 19,703 n/a 356.421 16,577 sub-total: S 899,314 | $ 1,935,336| $ 2,707,293 $ 3,404,784| $ 4,135,753 ======================================================================================== DOCUMENT : 2011-01-18-agenda-4771.txt BOARD : select-board DATE : 2011-01-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2011-01-18-agenda-4771.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01182011-4771 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2011-02-01-agenda-4772.txt BOARD : select-board DATE : 2011-02-01 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2011-02-01-agenda-4772.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02012011-4772 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2011-02-08-agenda-4773.txt BOARD : select-board DATE : 2011-02-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2011-02-08-agenda-4773.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02082011-4773 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2011-02-08-minutes-4773.txt BOARD : select-board DATE : 2011-02-08 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2011-02-08-minutes-4773.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02082011-4773 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== - Ja BOARD OF SELECIMEN MEETING MINUTES 2/8/11 The Board of Selectmen met in the Town Hall, Joseph F. Bilotta Meeting Room as scheduled with Paula Bertram, Steven M. deBettencourt, Ernie Sund, Tom Alonzo, Dave Matthews and Town Manager Kerry Speidel present. Meeting opened at 6:05 and recessed for Executive Session at this time. Reconvened at 7:16 P.M. with the Pledge of Allegiance PUBLIC COMMENT ANNOUNCEMENTS 1. None APPOINTMENTS 1. 7:15 PM - Jon Juhl, JNJUHL & Associates, request to extend Option to Purchase - Paul Teixeira and Stephanie Booker from RCAP Solutions were present with Jon Juhl and reviewed the attached request for time extension to the Land Disposition Agreement to secure funding, as the original date was July of this year and are requesting an extension to July 2012. Jon noted that under HUD 202 program, there have been significant changes in the new production program and Title Two of the bill for refinancing of existing HUD 202 and assisted living provisions down the road and should help us in applying for funding in the future. There may be the possibility of more funds becoming available in the short term. Dave believes that the granting of time is well worth the benefit to the town, Tom motion to approve, voted unanimousiy. 2. 7:30 PM - Green Communities Task Force - RFP Solar Farm at Landfill - John Londa came before the board with Green Communities Task Force members Patrick Slattery and David Blatt. John informed the board that he has been working with the Task Force on drafting the Request for Qualifications (RFQ), which is the coordination draft for a power purchasing agreement for a bidder to design, finance, construct, operate and own a 1.5 MW Solar Farm to be located on an estimated 22 acres at the Youngs Road Landfill in Lunenburg. The Task Force has been meeting with Town representatives, John Londa, Marion Benson and Jack Rodriquenz and as the proposed release date for this RFQ is Feb 17, 2011, the Task Force is asking the board to provide any comments and corrections to this document before Feb 15, 2011. This is basically a design build project and bidders are being asked to provide a price per KWH for electricity for a 20 year term. 1.5 MW Solar Farm would likely provide a supply of 95% of municipal building electricity needs. At the end of 20 years the town will have the option to buy the system, have the system removed or negotiate a contract to continue operation of the solar array. The bidder may also provide an option to share some of the risk/reward with the Sustainable Renewable Energy Credits (SRECs) with the town. The area proposed for this project encompasses all of the capped area of the land fill and additional areas on the parcel. Bids will be due by March 31, 2011. They would be asking that the Green Communities Task Force review the proposals and make their recommendation to the Town Manager. The timeline for the project as written in the RFQ would look to establish a contract with the successful bidder on or about May 12, 2011. Paula's concerned about information that John DiNapoli provided in that the utility company is able to re-coop the lost costs by raising homeowner's costs. She is still waiting for clarification as the bottom result is to save energy, but adding these costs to the consumer is a factor. John believes that what drives this project are the tax credits for the brown fields, the SREC's benefits that the town would receive and is a large part of driving this. Dave questioned how this is different from aggregation. Paula the energy costs associated with your bill versus the transmission costs and Mr. DiNapoli specifically spoke about this project and that the costs that they would lose would be assessed to the customers. Tom commented that the balance is how much does the town save and how much does the residential rate increase. Municipal aggregation is different as that is a direct pass through. Ernie questioned how this would impact the homeowner who decides to utilize their own energy generation, either by wind or solar and whether this would not impact them other than on their own electric bill. Tom questioned if there is anyone other than the Green Communities Task Force that will be reviewing or that they have been working with and per John, not on this project but they did utilize a firm on the Middle School Solar project which was a much smaller project. We do have an evaluation sheet prepared to go through on the proposals, don't anticipate a lot of proposals. Kerry would like to put some resources to having a technical review of the responses that we do receive and that this would be money well spent. Paula questioned what the costs would be with regards to that and reiterated her concern on the costs to consumers should the town decide to pursue and would like to understand that potential impact. ===PAGE 2=== Tom would like to be sure that Unitil would be required to purchase, and question that they are at the 2% threshold, before we commit. John noted that the amount of energy that this farm could generate could be utilized by all the town buildings. Kerry will try to find out more information of what the costs to consumers may be. Dave would like to see us pursue the RFQ while we investigate the costs and then we could make a determination. Steve motion to move forward with the RFQ, Tom seconded Jack Rodriquenz noted that this involves 22 acres, have to look at 8 acres are the landfill and then the balance. Noted that there are sensitive issues at the Landfill and has been meeting with DEP regularly in order to decrease the monitoring events and think that our consultants should have a hand in this as we move forward with the DEP. Noted the permit for storing street sweepings and catch basin cleaning has been granted in perpetuity and if we were to be inspected, we are long past the time of removing the material from the catch basin cleanings. Also, noted the yard waste area which takes up a considerable amount of space which is growing and doesn't see where the additional 14 acres is actually located. Noted that some of the material; stone, gravel and that we expect to utilize the materials available at the landfill, specifically the fill, in the septic system for the DPW addition project. Dave concerned that we are hearing of these issues now. Paula given the question on where is the solar farm in relation to the area that we are using, and the points are very valid and would like to have answers to this rather quickly. Ernie commented that as we have known about this project for some time would like to see an answer within a week time frame. Per Kerry, given the circumstances she would ask for longer, by the end of this month and come back to the board by March 1st. Tom noted that its critical information as there seems to be a discrepancy on where we are planning on putting this. Steve rescinded motion, Tom rescinded second. 3. 8:00 PM - DPW Building Committee - Project Update - DPW Building Committee Chairman Dave MacDonald provided an update as to where we are and how we got here. Also present were committee members, Jay Simeone and Joanna Bilotta; Jack Rodriquenz, DPW Director and Gregg Yanchenko from Helene Karl Architects. Dave went through the process that the Feasibility Study Committee and the Building Committee have gone through to get to this point. Provided the attached Floor Plan and described the area of the new addition. One of the critical issues they've addressed is that the some of the building codes have changed. New addition is approximately 6500 square feet which includes a wash bay with holding tanks. Existing building will remain pretty much intact; all existing doors will be replaced and upgraded. HKA has worked closely with the building committee to make sure that they stay within budget. The current plan is that this will be advertised in the Central Register on March 2d, and anticipate an award on April 25th. Paula questioned the space that exists that is currently used for sign storage and what happens with that. Per Gregg that area is known as the mezzanine and will remain a storage area. Paula's concerns are the stairway to this area is substandard and has concerns on air quality and height restrictions and questioned whether the air quality going to be addressed in this proposal. Per Gregg the stairway (to mezzanine) will be reconstructed and will be code compliant and the air quality issues are also being addressed, as well as life safety issues and all will be brought up to code. She also questioned whether they are able to quantify the proposal that was presented to town meeting versus this plan and per Gregg, it's about within 500 square feet less than that of the original proposal presented in the feasibility study. Dave MacDonald noted that some of the stuff in the mezzanine will be coming down and one of the reasons they hired this firm was because of their experience with these types of buildings. Also noted that there is a new fire alarm going to be installed and working on information with regards to a sprinkler system. Paula questioned how they are moving forward with the site work in the RFP and per Dave MacDonald there will be a design for a new septic system and holding tanks (wash bay) that will have to be pumped once or twice a year so that debris will not be going down Mulpus Brook. Gregg informed the board that the new septic system will go in the area of the salt pile; there will be improvements to the paving, the electrical will be upgraded and the DPW will handle some of the site improvements. The septic system is also part of this bid, the test pits have been done and Nashoba Board of Health was out with them and technically they cannot perk at this time, as far as engineering based upon the soils. Everything is set to go with the exception of the leaching area which may have to be adjusted and this will be determined based upon the perk tests in the spring. Paula's concern is that sometimes on sites you run into issues that you don't anticipate and what contingency will there be on the project should there be issues? Gregg has put in a contingency amount for this and at this point in time has no concerns about this impacting the project. If we put this out to bid in June, then the DPW will not be in the new building before the fall. In consultation with the Building Inspector and the Board of Health the concerns have been addressed at this point in time and everyone seems comfortable including the local Board of Health. Dave MacDonald informed the board that the local Board of Health has not officially been notified as of yet but expect this to be before them within the next couple of weeks. According to Gregg replacing the existing roof will be addressed as an alternate, we are also discussing repairs and costs associated with this. Dave Matthews commented that he has gone to a couple of these meetings and impressed at how they worked together and stressed the fact that the safety issues have been addressed, It's extremely gratifying to see the quality of people who have come forward to work with the town. ===PAGE 3=== CURRENT BUSINESS 1. Open Warrant for Annual Town Meeting, May 7, 2011 - Kerry reviewed the following schedule for the Annual Town Meeting Warrant: Board voted unanimously to open the warrant today and close on Monday, March 14 @ 4:00 PM, which will be the deadline for anyone to provide articles to the board. Day Tuesday Thursday Tuesday Thursday Thursday Thursday Friday Thursday Monday Thursday Monday Thursday Thursday Tuesday Thursday Friday Date 8-Feb 10-Feb 15-Feb 17-Feb 24-Feb 3-Mar 4-Mar 10-Mar 14-Mar 17-Mar 21-Mar 24-Mar 31-Mar 5-Apr 7-Apr 22-Apr Proposed Activity Open Annual Town Meeting Warrant No FinCom Meeting Town Manager's Budget Recommendation Distributed Town Manager's Budget Presentation Review: LPS; Monty Tech; Library; Council on Aging Review: Police; Fire; DPW; Building; Board of Health; Sewer Commission Notice of FinCom Budget Public Hearing in Lunenburg Ledger Review: General Government; Unclassified; Debt Service; Revenue; all other Close Annual Town Meeting Warrant @4:00 p.m. FinCom Budget Public Hearing Review: Other Monied Articles Budget Deliberations Town Caucus (tentative) . FinCom Meeting: tentative FinCom Final Votes on all Warrant Articles BOS Final Votes on all Warrant Articles Final Warrant to Printer Warrant Mailed to Residents 2. Minutes - Board of Selectmen regular and executive session for 10/21/10 & 1/11/11 reviewed and signed. Warrants - #43 11, 2/3/11 - $309,743.75 and #44 11, 2/8/11 - $103,053.40 reviewed and signed. Action File Issues - None 3. Committee Updates - • Ernie Capital Planning Committee has reduced their request down to about $500,000 and are still working on the Capital Plan. > Paula attended Planning Board on Master Planning and the issue was brought up, that there is a need for better communication. Specifically the Summer Street project and the impacts to the Master Plan. Definate correlation between increasing business activity, walker friendly environments, recreational activites etc., and as such they feel the need to involve them in discussions on the pavement management plan. Dave thinks that this has nothing to do with Master Plan, it has to do about maintenance of town roadways. Paula contended that we should discuss these issues with the Planning Board as the improvements to our roadways will impact business and future plans. The Summer Street project is a primary area for understanding the goals of the Board of Selectmen and the Planning Board needs to be involved. Mark Mitchell from the State has identified the road improvements that are made, need to be tied into the Master Plan as a whole. Kerry confirmed that there is a meeting scheduled for Thursday with the Planning Board @ 7:00 PM to discuss the Summer Street project and as we've investigated funding that would be available, if we are able to pull one aspect of the Master Plan into the project, then this pot of money may be available. There may be additional funding that may be available should the three communities go in together. The strong suggestions that have been made by the State in particular have made us realize this need. Expect to have Trish Domigan from VHB present as she has been working with the town and the other communities on this project. 4. Department Updates a. Council on Aging - Doreen Noble, Council on Aging Director informed the board that the Mission of the Lunenburg Council on Aging is to advocate for improved quality of life for all seniors through supportive services, programs and education. The Council on Aging in the town is the only social agency that serves the over 60 generation. Noted that there are over 8,000 people a day in this country turning 60. Most of the programs they offer have to do with adcovacy with the elders and ensure that they are able to maintain themselves within their homes. This alone takes numerous amounts of hours on her part and outreach services for residents. Town Manager's recommendation sees an increase in the area of outreach. Currently there is one outreach worker who is compensated for 18 hours a week. This person acts as an advocate to the elders in need. Noted that there has been an increase in fraud cases and self neglect and people are being taken advantage of. They also try to assist elders in maintaining staying in the home and they also go out to site visits to various facilities in the area. Food Service programs serve approximately 50 people a day in the Meals on Wheels Program and the congregate. Also wants to bring attention to the fact that they continue to have a need for a custodian at the Eagle House and noted that there are different needs that may occur because of the clientelle and have to have someone available on a daily basis as all the rooms are utilized. Service levels are way up as is the population and they continue to see growth at the Council on Aging. ===PAGE 4=== Paula would like Doreen to expand on what she sees as a need for the building and per Doreen would like to see in addition to the cleaning service already in place and that because of the constant monitoring that is necessary, foresees the need for an additional 15 hours of custodial. During the spring and summer this position could also assist with the landscaping needs, also can use their services when they need assistance in getting supplies such as wheelchairs, etc down from the second floor. She sees this increase request as a necessity in maintaining the safety for our elders. b. Library - Library Director Amy Sadkin presented the attached Power Point presentation to the board. Paula questioned the reasoning for the request for carpeting and according to Amy because of the usage and amount of traffic they are seeing a lot of wear and seams are letting go in high traffic areas. Noted that they did remove the parking lot request from the Capital Plan. Paula questioned how the WMARS is currently being funded and why has this cost now been included in the operating budget. According to Amy it had been funded from the State grants previously but with the number of budgets being cut statewide the Trustees feel that this cost should be part of the municipal budget. Also, once the town exceeds the 10,000 population threshold we will not be eligible for the state grants. Tom expressed appreciation to the Library and the library system and noted that in times like these people use their local library more than ever. Dave noted that it's become a community center much like the Eagle House, a service in town that you want. Paula concurred and applauded the efforts of the library. c. Town Clerk - Paula noted that she had a number of questions with regards to the requirements of the Conflict of Interest and the needs of employees and committee members to comply with the Conflict of Interest Law. Kathy informed the board that she is preparing a data base on the requirements of the open meeting law and the conflict of interest and posting meetings and agendas According to what Kathy has been provided with, 75% of her assistant's time is spent on these issues and the remaining 25% of her time is with the public. One place that she's having a hard time is determining who specifically should be on the list for compliance, the question is on the need for vedors to be compliant. The compliance requirement was to be completed by November 1s! and was not funded by the state. The office is opened Monday, Tuesday Wednesday and Thursday and is usually closed to the public on Fridays, but she is usually there working, Friday for her is usually a catch up day. Noted that she has Lynne (assistant) working 24 hours and she is there the rest of the time. Tom questioned if any of the new legislation caused her problems, per Kathy the outdoor bulletin board has been an issue however, it has been working. 5. Town Manager Updates Kerry provided the attached spreadsheet on snow and ice expenditures to date, which does not take into account the activities that occurred today. We have expended all but $32,000 of the $250,000 appropriation, all of our sand and salt that we expect having to use this season has been purchased and paid for. Noted that the costs of materials has significantly increased over the last five years. Update on the town building roofs; believe there were only two private properties that experienced roof collapses; one a barn and a partial collapse of a trailer. She had a couple of extensive meetings last week with the facilities personnel and Building Inspector as we have a few buildings that have flat roofs and those roofs were shoveled off. The big issue is and was with the school buildings as their size is astronomical. John Londa went back and reveiwed the plans for the buildings and it wasn't clear what the snow load was for the buildings, estimated that it was 35 Ibs/sq ft. Brought in a structural engineer to view the buildings and provide a report. John Londa goes up on the roofs at least once a day and takes measurements to determine snow loads. Expect to have the report available tomorrow and can assure the board that the School Superintendent and Facilities Director are on top of the situation and have sent out a system wide email on roof conditions and that we are monitoring very tightly with what's' going on with the snow and make decisions based upon what's in the best interest of the town. Tom questioned the leaking issues and are they going to be experiencing this issue while the snpw melts. Kerry will get an update on this to provide to the board. She will also provide the reports to the board once she recieves from the engineer and information that she has received from John Londa. Also informed the board of MillA credit opportunities as they have recently added snow removal credits to this year's Rewards Program. This enhancement will provide your municipality or district up to 2% premium credit to be applied toward your FY12 property premium. This information has been forwarded to the DPW Director in order to accomplish the steps to receive the credits. MIlA is also providing additional funding under the Loss Control Grant Program. This additional funding is designed to further assist municipal departments that incorporate safety into their daily operations. This additional funding is for a risk management service/conultancy, training or development/implementaion of a rish management program, in addition to the fact that we're saving over 10% of what we were previously spending. OLD BUSINESS 1. Continuation of Public Hearing on Municipal Electric Aggregation - Paula wanted to give the public an opportunity to comment and as none have been received, she would entertain a motion to move forward on the Aggregation Plan, Steve so moved, voted unanimously. ===PAGE 5=== 2. Devens Household Hazardous Waste Facility - sign Agreement - This agreement has been reviewed by our Town Counsel and will be a great benefit to the residents. Tom move to sign the Devens Household Hazardous Waste Agreement, Steve seconded voted unanimously to approve. COMMITTEE APPOINTMENTS/REAPPOINTMENTS/RESIGNATIONS 1. Neal Sullivan to Green Communities Task Force - of 39 Cliffview Terrace came before the board as he is interested in serving on the Task Force. He stated that he now has time that he would like to give back to the town. He has been in the technology business for some time; and conservation and energy is something that he's been interested in. Paula commented that she has worked with Neal on other committees and very pleased to see that he's interested in serving on this committee. Patrick Slattery informed the board that the Committee would like to have him as a member. Dave move to appoint, Ernie seconded voted unanimously. EXECUTIVE SESSION 1. M.G.L. Chapter 39, §23B to discuss strategy with respect to collective bargaining or litigation if an open meeting may have a detrimental effect on the government's bargaining or litigation position. UPCOMING MEETING SCHEDULE February 15, 2011 February 17, 2011 - Presentation of FY2012 Budget Recommendations March 1, 2011 March 8, 2011 March 15, 2011 March 22, 2011 Being no further business board voted unanimously to adjour Regular Session at 9:54 P.M. Respectfully submitted, Laura Williams, Chief Administrative Assistant Board of Selectmen ===PAGE 6=== FIRST AMENDMENT TO LAND DISPOSITION AND DEVELOPMENT AGREEMENT Reference is made to a Land Disposition and Development Agreement dated November 10, 2009 by and between RCAP Solutions, Inc., a Massachusetts nonprofit Corporation and the Town of Lunenburg, a Massachusetts Municipal Corporation with regard to that certain 2.4 acre parcel of land in Lunenburg, Massachusetts located at 30 School Street and known as the "Old Primary School Site." Whereas, the parties to the foregoing Agreement wish to amend the Agreement in certain respects; and Now therefore, for good and valuable consideration, each to the other paid, the adequacy and receipt of which is acknowledged, the parties agree as follows: 1. Paragraph D at Page 3 is amended by deleting the date of September 30, 2012 and substituting in its place the date of December 31, 2012; 2. Paragraph B at Page 4 is amended by deleting the date of December 31, 2010 and substituting in its place the date of December 31, 2011; 3. Paragraph 13 (a) at Page 7 is amended by deleting the date of July 1, 2011 and substituting in its place the date of July 1, 2012. In all other respects the foregoing Agreement is ratified and confirmed by each of the undersigned. This Agreement is signed under seal this 8th day of February, 2011. Town of Lunenburg By Its Board of Selectmen Yawa aul Sinc stiflute! = py And boxi side rry Speidel, Town Manager RCAP Solutions, Inc 0050/0009/8033 ===PAGE 7=== EXISTINE OIL TANK MECHANICS BAY PROPOSED FLOOR PLAN HASH BAY EXISTING GARAGE EXISTING SENERATOR MECH/ELEC BREAK ROOM CONFERENCE ROOM EXISTING GARAGE LOCKERS •TEL/DATA - STORAGE OFFICE GARAGE DIRECTOR .. DPW Addition / Renovations New Floor Plan A * HELENE • KARL Architects, Inc. ===PAGE 8=== DPW Addition / Renovations Proposed Rendering A HELENE • KARL Architects, Inc. ===PAGE 9=== What's new at the Lunenburg Public Library? LLL In FY10 the Lunenburg Public Library... • Utilized over 8o volunteers who provided 2,600+ hours of service. • Was the only location in town to provide free Wifi. • Had over 6500 Lunenburg residents with library cards. • Logged a total of over 9,400 log-ins to the internet. • Offered a public fax and public copier. 2/16/2011 In FY10 the Lunenburg Public Library.... • Offered over 254 children's, young adult and adult programs with a total attendance of over 3000 people. • Provided meeting room space for over 950 Lunenburg non-profit groups - that averages out to 18 meetings per week year round. In FY10 the Lunenburg Public Library... • Was the 1st public library in Central MA to offer Kindles to the public for check out. • Provided the latest movies and TV series on DVD, music on CD's, magazines, books on CD, MP3's, and Play-a-ways for loan. • Circulated over 130,000 items - that's 63 items per hour or more than 1 item every minute we are open. • Processed more than 12,000 inter-library loans. 1 ===PAGE 10=== Circulation Studies show that a worsening economy is directly proportional to an increase in public library usage. 140,000 130,000 120,000 110,000 100,000 90,000 80,000 70.000 FYOO FY01 FY02 FYO3 FY04 FY06 FY06 FY07 FYOS FY09 FY10 Interlibrary Loans FY05 - FY10 13000 12000 11000 10000 9000 8000 7000 6000 5000 4000 + TO other libraries ~-FROM other libraries FY05 FY06 FY07 FY08 FY09 FY10 2/16/2011 What is C/W MARS? • Central/Western Mass. Automated Resource Sharing provides anyone with a library card from a certified library access to materials from all member libraries in the region. • C/WMARS provides the hardware and software needed to operate the library. How do we compare to our neighbors? 370 public libraries in the state Lunenburg Public Library has the following ranking for FY09: 56t for attendance 72nd for weekly internet access 122nd for total circulation 186th for total expenditures 18gth for hours open per week 194th for FTE 2 ===PAGE 11=== Low Cost, High Return • Lunenburg's population is growing. • The need for high quality library service will only increase. • The past 2 surveys have shown that people would like us to be open more hours and they are willing to pay more for this service. • We receive 1 penny out of every tax dollar. 2/16/2011 Why is a public library so important? • Your ability to get information shouldn't depend on your ability to pay for it. • People who cut back in a recession to save money use libraries for their only source of internet access, job searches and applications, movie rentals, books, and free programs. • Libraries are centers for lifelong learning. • Libraries are community centers. • People move to a community that provides good quality library service. ===PAGE 12=== SNOW EXPENDITURES TO DATE (2/8/11) APPROPRIATION: EXPENDED: INVOICES IN PIPELINE: BALANCE: $ $ $ SUPPLIES 170,000.00 $ 107,144.62 $ 12,446.22 $ 50,409.16 $ CONTRACTED SERVICE 55,000.00 $ 56,448.35 $ 3,961.25 $ (5,409.60) $ HIRED EQUIPMENT 7,500.00 $ 3,250.50 $ 1,104.00 $ 3,145.50 $ OVERTIME TOTALS 17,500.00 $ 250,000.00 33,285.09 $ 200,128.56 $ 17,511.47 (15,785.09) $ 32,359.97 ======================================================================================== DOCUMENT : 2011-02-10-agenda-4774.txt BOARD : select-board DATE : 2011-02-10 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2011-02-10-agenda-4774.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02102011-4774 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2011-02-10-minutes-4774.txt BOARD : select-board DATE : 2011-02-10 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2011-02-10-minutes-4774.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02102011-4774 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== 4. BOARD OF SELECTMEN MEETING MINUTES 2/10/11 The Board of Selectmen met in the Town Hall, Joseph F. Bilotta Meeting Room as scheduled with Paula Bertram, Steven M. deBettencourt, Ernie Sund, Tom Alonzo, Dave Matthews and Town Manager Kerry Speidel present. Meeting opened at 7:07 P.M. with members of the Planning Board; Toby Bakaysa, Joanna Bilotta, Thomas Bodkin, Robert Salia, Nathan Lockwood and Planning Director, Marion Benson. Also present; Jack Rodriquenz, DPW Director and Trish Domigan from VHB. PUBLIC COMMENT ANNOUNCEMENTS APPOINTMENTS CURRENT BUSINESS 1. Summer Street Project - Paula reviewed was has been taking place with regards to the reconstruction of Summer St.; the Town and the Cities of Leominster and Fitchburg have been working for 2+ years on this project. While we have been successful with getting key state officials on board with this project as Lunenburg's cost is substantial compared to the other two communities we have been less successful than we would have liked in securing funding for the projects design. We have two issues to address during this meeting, we need to involve the Planning Board as this is a component of the Master Plan and need to discuss the Alternatives Analysis versus contract for Preliminary Design; and also entering into a contract with MRPC for land use planning services as they would work with our Planning Board Trish informed those present that she was initially approached by Jack to discuss the project and planning phases for the upgrades to Summer Street and reviewed the plans and site layout to date involving the three communities. Beginning in September 2009, the communities have been meeting monthly to discuss the project, and to initiate project planning. The project was presented to the Lunenburg Board of Selectmen on January 5, 2010, and received endorsement to move ahead to secure funding for design and construction of the project. The Town has been acting as the lead community, and along with the Cities of Leominster and Fitchburg has submitted an application for the MRPC District Local Technical Assistance Program, under the Sustainable Development / Land Use / Zoning Objectives Category, to advance the design of transportation improvements on North Street in Leominster and Summer Street in Lunenburg and Fitchburg. The Summer Street corridor is a pivotal transportation corridor through which a high volume of traffic flows from the Fitchburg City Limits, through Lunenburg, and to North Street in Leominster. Abutting and nearby land uses from John Fitch Highway in Fitchburg, to King's Corner in Leominster, include commercial - office, commercial- retail, manufacturing, residential, and railroad uses. Within close proximity to this corridor a significant amount of new residential units have been permitted and/or are in the construction phase. These new housing units will increase the traffic volume within the corridor. In addition, new residents will, most likely, demand new services available from the businesses on or around Summer Street. It also appears that the entire drainage structures out there are currently in failure, there are no sidewalks, need to define curb cuts, install granite curbing. Each community has very different issues along this roadway, Leominster is residential, Lunenburg combination of residential, commercial and industrial and Fitchburg has some residential and commercial. Trish provided the following project history: initiated August 2009, met with Fitchburg in November 2009, MDOT meeting in December 2009 to get support for project, received letters of support from each community and state delegates and submitted a Project Need form to DOT for project, project was approved by MassDOT in spring 2010. Conceptual design developed to determine construction cost of 6.3 million dollars, had meeting with towns and MRPC to discuss design funding on June 1, 2010, met with Mayor of Fitchburg in Sept 2010 to gain support for the project, applied for design support through District Local Technical Assistance Program from the Montachusett Regional Planning Commission, met with EOHED and Mass Development in November 2010 to discuss design funding options: EOHED offered the following; the state (EOHED and Mass Development) are prepared to contribute $50k toward the Summer Street/North Street corridor project in order to advance the project to 25% design. In order to do so, the following conditions would apply: at least one 43D PDS with direct access to Summer St must be approved; Mass Development will procure and manage the consultant (VHB) by way of their "house doctor contracts" on behalf of the communities. The scope of work must advance the project to 25% design in 2011; and the municipalities will propose a scope of work that makes the most sense to them and will be responsible for the balance of cost above $50k. ===PAGE 2=== They also met with Congressman Olver's Economic Director in February 2011. The Congressman is supportive of the project and will be researching design funding opportunities for the project. The next step: design development, estimate for construction cost: 6,300,000. — may change due to added amenities, preliminary design fee is $174,000; proposed breakdown between the towns is Lunenburg - $90,644 (as the largest stretch/area of roadway is in Lunenburg), Fitchburg - $14,223, and Leominster - $19,133. Discussed the alternative analysis (November 2010 STM vote) for roadway cross section in Lunenburg and expediting the process so as to incorporate with the preliminary design phase, as both Leominster and Fitchburg have committed to funding their portion of design. North Street in Leominster and Summer Street in both Lunenburg and Fitchburg are functionally classified as Urban Minor Arterial's. The North Street/ Summer Street project limits extend westerly from Main Street in Leominster to John Fitch Highway in Fitchburg for total length of 8,500 feet. The pavement width along the corridor varies from 32 feet at Route 13 to 60 feet at the Leominster/Lunenburg town line, to approximately 45 feet in Fitchburg at the western project limits. The pavement condition is poor, with longitudinal cracking and pavement failure along the entire corridor. There is a non-compliant sidewalk along the north side of North Street within Leominster, and no sidewalks along the project in Lunenburg and Fitchburg. There are no bike accommodations along the entire 1.6 mile length of the project. The drainage system is antiquated consisting of vitrified clay pipe and insufficient drainage structures; there is flooding from roadway runoff occurring on properties down gradient of Summer Street in Lunenburg. The signage, guardrail and pavement markings are non-standard, or missing. The curb cuts along the corridor in Lunenburg and Fitchburg are undefined and/or excessively wide. According to Trish, because the State Department of Housing & Economic Development is so interested in this project, they have offered us $50K in left over grant funds to put toward preliminary design. They have attached some strings to this money, including the need to identify at least one additional 43D site along the Summer Street Corridor. Additionally, they have strongly recommended that we work with MRPC regarding land use issues along the corridor. We applied for and received a grant from MRPC for this work. She am hoping to move forward in the near future, however, before doing so, needs to be sure that we are all clear on the scope of the project and that we are all in agreement to move forward. According to Kerry in order to be able to use the State funds we need to enter into a contract for Preliminary Design; and a contract with MRPC for land use planning services. Paula's concern is that we don't have much time for looking at a 43D site and the concern is that the Planning Board has enough time to look at this from a Master Planning objective. Steve questioned the requirements, the guidelines for land size for a 43D site. According to Marion the commercial enterprise, the building needs to be 50,000 square feet. Marion feels that as we're the lead community and have to put the most money into this, we should be the ones to benefit financially and identify where we can place this type of development. This may require a zoning change which would have to be approved by Town Meeting. Need to find interested property owners and possibly discuss with the State and inform them that we are willing to pursue and if we make a good effort to identify and go through the process and ask them how tight is that schedule so that we can go through the planning process. Fitchburg and Leominster are committed to preliminary design but their costs are substantially lower. Tom is in support of this project but noted that we have to do the top down approach and need to decide what we're trying to accomplish on that roadway. Questioned what we will be giving up. if we don't go with the Alternative Analysis. Paula recognized all of the issues on Summer Street and noted that we are committed to improve this roadway, but need to look at three different alternatives to make sure that it's a fit within the community and as such she wants the community involved. Questioned what the Planning Board's thoughts are on this and Dave noted that Town Meeting has already voted on the Alternatives Analysis. Nathan questioned if the first $115,000 for design will unlock the money for the whole project. Seems like the biggest risk is we lose funding for the road, the lesser risk is we lose some possibilities that what could be done. Trish explained the difference between the alternatives analysis and the preliminary plan. Tom doesn't believe that having to commit to a 43D just to get $50,000 state funding doesn't seem viable Toby thinks that it takes more planning to look at this area is a corridor between the communities and we need to look at the services that we may want to see come into this area, and as such thinks we should take the time to look into this. Kerry believes that the good thing is that the state has stated that it does like this project. Marion when you look at a 43D you need to plan for 5 to 10 years down, it's a long term project. Kerry questioned if there is a way to streamlines the analysis process and concentrate of the preliminary design. Jack thinks that we can streamline, but that we don't have to have 3 to 4 meetings, and shouldn't be considered an insufficient job if the Alternative Analysis is streamlined. We can streamline the analysis without jeopardizing the input from the public. Trish noted that realistically she doesn't see how they could even get out there to begin the preliminary design as there is still snow out there and believes that the state is being unreasonable. Think there could be a combination and will talk to the state about extending this out, we should be able to still accomplish and complete an analysis and proceed into design. Think you have to take a step back and decide just what it is that you want. ===PAGE 3=== Trish reviewed the eligibility criteria that MRPC uses in their TIP program and how they are programmed throughout the years. Tip is based upon eligibility of the project and as this plan doesn't have a design they've put it out to 2015. The cost of Preliminary Design is $174,000. We can apply the State's $50K, reducing the amount to $124,000. Both Fitchburg and Leominster have committed to funding their share. At Special Town Meeting, the Town appropriated $56K for an Alternatives Analysis. Kerry noted that if we modify slightly the Scope of Work for the Alternatives Analysis (i.e. shorten up the process) we can apply the full $56K to partially cover our share. This is possible, because a good deal of the work to be done under the Alternatives Analysis scope is also part of the Preliminary Design scope of work. This would leave us with the need to identify an additional $34K in order to proceed with Preliminary Design. At this point, we believe we have exhausted all avenues to fund Preliminary Design and therefore, feel that in order to keep the project moving along, we need to come up with this amount locally. Joanna questioned why we haven't even begun the Alternatives Analysis as this was voted on in November. Trish reviewed what has been done to date with regards to the Alternatives Analysis and will provide this information to the Planning Board. Tom commented that we did sell this to the people and it was proposed all for the Alternatives Analysis. It may be possible to reduce the number of public hearings down to just one. According to Kerry, we do have a small balance remaining in this year's Chapter 90 fund, sufficient to cover this amount. The good thing about Chapter 90 is that it's currently available and therefore, we could move ahead without having to waiting for a Town Meeting Appropriation. Another source of funds would be the funds the Town received from the State for approving the 40R (Tri-Town) Project. However, these funds are currently sitting in a Stabilization Fund and cannot be accessed without 2/3 majority vote of Town Meeting. Tom B., for clarifiation, the issue before us tonight then is do we move ahead with what the state is requesting and move ahead on the Kerry would like to have the question asked of the state whether we can receive an extension and work together to expedite the process. Paula commented that we're looking to the Planning Board for their input as they are the ones that are the most familiar with the zoning in that area and to look at what a pared down Alternatives Analysis. If we need additional funding we look for that in May, we do only one public hearing, etc. whatever we need to do to expedite. According to Jack, Fitchburg and Leominster have bought into the $50,000 and if during this process we lose the $50,000 then we have to go back to the other communities as it changes the numbers and we'll have to get a reconfirmation from them. Toby commented that on the southerly side going from Fitchburg to Leominster, we're constrained because of the railroad and because of this the growth area lies on the northerly side. To which Trish agreed with as there are a number of vacant sites. OLD BUSINESS COMMITTEE APPOINTMENTS/REAPPOINTMENTS/RESIGNATIONS UPCOMING MEETING SCHEDULE February 15, 2011 February 17, 2011 - Finance Committee Budget Presentation Being no further business board voted unanimously. to adjourn Regular Session at 8:41P.M. Respectfully submitted, Laura Williams, Chief Administrative Assistant Board of Selectmen ======================================================================================== DOCUMENT : 2011-02-15-agenda-4775.txt BOARD : select-board DATE : 2011-02-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2011-02-15-agenda-4775.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02152011-4775 ======================================================================================== ===PAGE 1===