# select-board — 21 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 : 2018-01-02-agenda-5089.txt BOARD : select-board DATE : 2018-01-02 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-01-02-agenda-5089.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01022018-5089 ======================================================================================== ===PAGE 1=== BOARD OF SELECTMEN January 2, 2018 7:00 PM – Town Hall Bilotta Meeting Room, Second Floor AGENDA In accordance with the requirements of the Open Meetings Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. 7:00 PM PLEDGE OF ALLEGIANCE PUBLIC COMMENT  BOARD  PUBLIC ANNOUNCEMENTS TOWN MANAGER REPORT OLD BUSINESS 1. Board of Selectmen Goals  Identify desire for and type of Economic Development for Lunenburg  Develop an Infrastructure Plan (including Roads, Buildings and Equipment)  Improve Public Satisfaction through Community Involvement and Public Outreach CURRENT BUSINESS 1. 2018 MRPC District Local Technical Assistance Application 2. Draft OPEB and Tax Collection/Tax Title and Tax Foreclosure Policies 3. Discuss meeting schedule from January - March 4. Minutes/ Warrants/ Action File Issues 5. Committee Reports: Board of Health; Cable Advisory Committee; Capital Planning Committee; Conservation Commission;Finance Committee; Library Board of Trustees; MART Advisory; MPO; Planning Board; PACC; School Committee; School Building Committee; Sewer Commission; Storm Water Task Force; ZBA 6. Department Reports- ACO QUARTERLY REPORT PUBLIC COMMENT  PUBLIC  BOARD UPCOMING MEETING/EVENTS SCHEDULE January 9 January 16 ADJOURN ======================================================================================== DOCUMENT : 2018-01-02-minutes-5089.txt BOARD : select-board DATE : 2018-01-02 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-01-02-minutes-5089.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01022018-5089 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Also present: Heather Lemieux, Town Manager The meeting commenced at 7:00 p.m. with the Pledge of Allegiance. PUBLIC COMMENT: Mr. McQuaid reported he has registered his business in town, adding it was a pleasant experience. He said everyone involved was very helpful. Hopefully he will gain some insight through his process of starting a business that he can share on economic development with other people who are starting businesses in town. Ms. Luck noted open air burning permits are now available and you can burn from January 15 to May 1st. It is a very easy process. Mr. Toale announced the Senior Property Tax Workoff Committee is seeking a member at large. They meet during daytime hours. Anyone interested should contact Council on Aging Director Sue Doherty. TOWN MANAGER REPORT 2018 MRC District Local Technical Assistance Application (Current Business): We received notification from Montachusett Regional Planning Commission (MRPC) for requests for applications for District Local Technical Assistance applications for funding during 2018. Applications are due by the end of January. In an effort to continue the work the administration has begun to create a partnership between the Town and the Business community, the application request would be for technical assistance to implement two of the recommendations made by MRPC in their December 2017 report through the last round of DLTA funding. The two proposed projects would be to create a brochure that would promote our local businesses, that could also be put on our website and to create a permitting guidebook. The permitting guidebook would create a step by step process on how to navigate the permitting process and it would also work in the new electronic permitting process that will be going live this spring. Both projects would require continued participation through meetings with the business community, land use departments, and the public, which was a positive means of increasing citizen engagement on this topic. The application requires a letter signed by the Chairman that the subject was discussed and decided upon at a public meeting. Motion: R. Ebersole To authorize the Town Manager to apply for District Local Technical Assistance to implement the two MRPC recommendations 2"d: P. Luck Vote: All in Favor Draft OPEB Funding Policy (under Current Business): In the Board's electronic packet there is a draft policy for funding Other Post- Employment Benefits. The draft policy addresses the necessity to manage the impact of the OPEB liability on the overall budget and to create guidelines for funding this liability within the parameters of available funding sources. This draft policy has been forwarded to the Finance Committee for their review as well. Town of Lunenburg Facebook Page: The Town of Lunenburg Facebook page is now officially "live", so I invite everyone to "like" our page. As previously discussed, this will be another means of getting information out to the public on upcoming events, ===PAGE 2=== Complete Streets Public Forum: Reminder that the date for the public forum to hear feedback on areas in town that would increase safety and accessibility for all modes of travel for people of all ages and abilities will be on Tuesday, January 9, 2018 at 7 p.m. in the MS/HS Collaborative Room #A130. The snow date for this event is January 16, 2018. OLD BUSINESS 1. Board of Selectmen Goals • Identify desire for and type of Economic Development for Lunenburg • Develop an Infrastructure Plan (including Roads, Buildings and Equipment) • Improve Public Satisfaction through Community Involvement and Public Outreach CURRENT BUSINESS 1. 2018 MRPC District Local Technical Assistance Application This item was discussed under the Town Manager report. 2. Draft OPEB and Tax Collection/Tax Title and Tax Foreclosure Policies Mr. Ebersole liked the proposal that the Other Post Employment Benefits (OPEB) trust fund will be supported annually by a transfer of an minimum amount equivalent to 10% of certified General Fund Free Cash as well as from individual enterprise accounts. He asked Ms. Lemieux if there was a fixed amount or percentage from the enterprise accounts. Ms. Lemieux stated that number still needs to be determined. Discussion about the policy wording ensued. Suggestion was made to change to read "the Board of Selectmen will request at Town Meeting an amount equivalent to at least 10%." Suggestion was made to have the budget reflect what amount is designated for OPEB. Ms. Lemieux stated the actuarial report seperates it by Town, School and Enterprise Accounts. Further discussion ensued about contributing to OPEB. Motion:R.Ebersole 21d: D. McQuaid To approve the OPEB Policy as amended Discussion: Mr. Toale asked if the policy was presented to the Finance Committee yet. Mr. Ebersole amended his motion to "subject to the Finance Committee's approval: Mr. McQuaid seconded. Vote: All in Favor 3. Discuss meeting schedule from January - March • January 9" 7:00 p.m Complete Streets workshop at the High School • January 10t: Town Manager meeting with Charter Review Committee to discuss the Town Manager section • January I1* at 7:00 p.m. Finance Committee meeting • January 16 and 23 Selectmen meetings • January 25*' is the Five Year Financial Forecast presentation to the Finance Committee • February S*' at 10:00 a.m Public Forum with the Seniors at Eagle House Senior/Community Center • February 6* Selectmen meeting • February 8" Finance Committee meeting ===PAGE 3=== signed an accounts payable warrant in the amount of 33,124, 18.04, a payroll warrant in the amount of $825,224.17 and a payroll deduction warrant in the amount of $183,673.17. Action File- Ms. Luck noted the links on the website to the Disturbances of Newly Paved Roads. She asked if there have been any requests for waivers yet. Ms. Lemieux stated there were none to her knowledge. Ms. Luck suggested keeping a log of all requests for waivers and that this Board is informed of the ones that are granted and the reasoning behind granting the waiver. Mr. Ebersole stated it is good to have the information but noted the Board's job was developing policy. He suggested letting the day to day business be handled by the Town Manager adding we don't need to know on an individual basis but perhaps on a quarterly or annual basis. Ms. Lemieux will provide a quarterly report of requested waivers. 5. Committee Reports Mr. McQuaid reported Capital Planning met earlier today with the DPW Director. Ms. Luck reported the School Committee meets tomorrow and are going to review a revised Capital Plan and the Superintendent's recommended FY'19 budget. Mr. Toale reported the Council on Aging will be meeting with this Board on January 16" 6. Department Reports- ACO QUARTERLY REPORT Mr. Ebersole noted some of the reporting issues have been resolved, which is a great improvement over prior reports. PUBLIC COMMENT: There was no further public comment. Motion: REbersole To adjourn the meeting at 7:35 p.m. 2nd: P. Luck Vote: All in Favor Respectfully submitted, Elain m. Peterson Elaine M. Peterson Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2018-01-09-agenda-5090.txt BOARD : select-board DATE : 2018-01-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-01-09-agenda-5090.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01092018-5090 ======================================================================================== ===PAGE 1=== BOARD OF SELECTMEN January 9, 2018; 7:00 PM Lunenburg Middle/High School; HS Collaborative Room A130 1079 Massachusetts Avenue AGENDA In accordance with the requirements of the Open Meetings Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. 7:00 PM PLEDGE OF ALLEGIANCE PUBLIC COMMENT  BOARD  PUBLIC COMPLETE STREETS WORKSHOP The goal of the workshop is to listen and learn from attendees what their thoughts and ideas are for Complete Streets projects in Lunenburg. CURRENT BUSINESS 1. Minutes/ Warrants/ Action File Issues PUBLIC COMMENT  PUBLIC  BOARD UPCOMING MEETING/EVENTS SCHEDULE January 16 –Snow date for Complete Streets Workshop January 23 ADJOURN ======================================================================================== DOCUMENT : 2018-01-16-agenda-5091.txt BOARD : select-board DATE : 2018-01-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-01-16-agenda-5091.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01162018-5091 ======================================================================================== ===PAGE 1=== BOARD OF SELECTMEN January 16, 2018 6:00 PM – Town Hall Bilotta Meeting Room, Second Floor AGENDA In accordance with the requirements of the Open Meetings Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. 6:00 PM Executive Session M.G.L. c. 30 §21, Reason #2: To conduct contract negotia tions with non-union personnel, if any open meeting may have a detrimental effect on the government’s bargaining position, and the Chair declares so. (Town Manager Contract) 7:00 PM PLEDGE OF ALLEGIANCE PUBLIC COMMENT  BOARD  PUBLIC APPOINTMENTS 7:00 PM Lloyd’s Limousine Service: Limo License renewal with changes to original application 7:05 PM Council on Aging & COA Director Discussion of COA Mission and Goals INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Senior Citizen Property Tax Workoff Program Committee (Member at large) –Robert Hamel -10 Pleasantview Drive- term to expire June 30, 2018. TOWN MANAGER REPORT OLD BUSINESS 1. Board of Selectmen Goals  Identify desire for and type of Economic Development for Lunenburg  Develop an Infrastructure Plan (including Roads, Buildings and Equipment)  Improve Public Satisfaction through Community Involvement and Public Outreach CURRENT BUSINESS 1. Open Warrant for May 5, 2018 Annual Town Meeting (Closes on Thursday March 22nd at 6:00 PM) 2. Sign Renewal of BAN for Middle/High School Bond 3. Discussion on Economic Development Survey 4. One Day Entertainment License Fee 5. Right of First Refusal for Lot 5, Prospect St. & Cross Road 6. Minutes/ Warrants/ Action File Issues 7. Committee Reports: Board of Health; Cable Advisory Committee; Capital Planning Committee; Conservation Commission;Finance Committee; Library Board of Trustees; MART Advisory; MPO; Planning Board; PACC; School Committee; School Building Committee; Sewer Commission; Storm Water Task Force; ZBA 8. Department Reports PUBLIC COMMENT  PUBLIC  BOARD UPCOMING MEETING/EVENTS SCHEDULE January 23 February 5; 10:00 a.m. (Public Forum at Eagle House Senior/Community Center) February 6 ADJOURN ======================================================================================== DOCUMENT : 2018-01-16-minutes-5091.txt BOARD : select-board DATE : 2018-01-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-01-16-minutes-5091.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01162018-5091 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== LIVELINI Others present: Sue Doherty, Council on Aging Director; Pete Lincoln, COA Chairman, Debbie Lincoln, Susanna Jewell, Bob Hamel, Judy Tarbell, Amy Whitcomb Ricciuti, Thomas Gustafson, Leon Tarbell, Selectmen Chair Toale opened the meeting at 6:09 p.m. and requested a Motion to enter Executive Session. Motion: R.Ebersole 2nd: P. bertram To enter Executive Session under M.G.L. c. 30 §21, Reason #2: To conduct contract negotiations with non-union personnel, if any open meeting may have a detrimental effect on the government's bargaining position, and the Chair declares so and to return to open session at 7:00 p.m. (Town Manager Contract) Vote: P. Bertram-aye; P. Luck -aye; D. McQuaid -aye; R. Ebersole -aye; J. Toale -aye **** **********Executive Session Minutes Are Separate**** ********* The meeting resumed at 7:02 p.m. with the Pledge of Allegiance. PUBLIC COMMENT: Ms. Bertram announced she will not be seeking reelection in May. It has been an honor to serve the citizens of Lunenburg over the last twelve years and I truly enjoyed working with each of you. The Board members expressed their appreciation to Ms. Bertram. Mr. Toale stated the feedback he has been getting on the town providing space for the displaced Fitchburg elementary school students has been outstanding. The feeling of cooperation between the two towns is notable. He recognized School Superintendent Loxi Calmes and Town Manager Heather Lemieux who worked with others to make that happen and make our town proud. APPOINTMENTS Lloyd's Limousine Service: Limo License renewal with changes to original application Tom Crounse, owner, appeared to request a change to his address on his license. He had been renting from a property owner on Chase Road and that arrangement has not been renewed for 2018. He is requesting to have a Lunenburg postal box listed on record. Legal counsel has informed that the requirement for a physical address in town is up to the Board. Motion: R. Ebersole To approve the transfer of the license address for Lloyd's Limousine Service 2"°: P. Bertram Vote: All in Favor Mr. Ebersole requested looking at what communities are doing for requiring CORI checks for limousine drivers be placed on their "to do" list. Council on Aging & COA Director Discussion of COA Mission and Goals COA Chairman Pete Lincoln appreciated the opportunity to come before the board and town to explain what the Council on Aging is and what it does. Eagle House Senior Community Center is located at 25 Memorial Drive in an historic building which was orignally the Bellows House. Our mission is to advocate for improved quality of life for all seniors through supportive services, programs and education. ===PAGE 2=== population Lunenburg COA meets on the 2'd Tuesday of each month at 9:30AM at the Eagle House Senior Community Center. Council on Aging Board Members • Pete Lincoln - Chairperson • Jacquelyn Dwyer- Vice Chairperson Betty DiGiacomo Sarah Grant • Brian Guenard Deb Lincoln • Kevin McNally Cheryl Moisan • Diane Nowd • Jane Rabbitt • Judy Tarbell Eagle House Senior Community Center Staff Office Staff Susan Doherty - COA Director Amanda Koeck - Administrative Assistant/Transportation Coordinator Pauline Roy - Outreach Worker Kitchen Staff Joanne Brazell, Judy Alario, Elsa Watson Van Drivers Jim McGuigan, Paul Grunditz, Lee Ann Normandin COA Director Doherty resumed the presentation. What Services Are Available at the Eagle House Senior Community Center? The Eagle House Senior Community Center serves as a gateway to Lunenburg's aging network, connecting older adults to vital community services that can help them stay healthy and independent. • Information/Referral to various agencies • Meal and nutrition programs ===PAGE 3=== • Van is handicapped accessible with a wheelchair lift • The senior van travels to medical appointments, shopping, banking, hairdresser/barber, and various other locations in Lunenburg, Leominster & Fitchburg. Van also travels to Nashoba Hospital in Ayer. • Days and hours of operation of the van is Monday - Friday 8:30 AM-4:00 PM • Reservations must be made at least 24 hours in advance by calling 978-582-4166 • Cost to ride the van is .50 each stop Lunenburg, $2.00 round trip to Nashoba Hospital in Ayer Activities COA member Deb Lincoln listed some of the activities they hold there: Intergenerational Bocce/Bocce/Shuffleboard/ Horseshoes Bingo/Cribbage Creative Coloring/ Arts/Crafts Community Reading in association with Fitchburg State College Hosts Pancake breakfasts Educational/informative programs Floral Arranging Special Catered Functions Volunteer Cookouts Friday Movies Billiards Ms. Lincoln encouraged anyone with ideas for activities for 50 and 60 year olds to please let a COA member know. Mr. Lincoln resumed the presentation. How is the Eagle House Senior Community Center funded? To maintain operations, the Eagle House Senior Community Center must leverage resources from a variety of sources. These include federal, state, and local governments, public and private grants, bequests, in-kind donations and volunteer hours. We rely on: • Municipal • State Formula Grant Funding • 501(c)3 Non-Profit Eagle House Supporters Inc. • Grants • Program donations from various health care agencies and local businesses • Private donations to the Council on Aging Gift Fund ===PAGE 4=== vomitity wanted • In FY17 we had 41 volunteers who gave 2318.5 hours of their time • If the town were to pay them at the minimum wage of $11.00 per hour it would have cost $25,503.50 Volunteer Opportunity-Delivering Dignity- Meals on Wheels Volunteers are urgently needed. If interested, please stop by the Eagle House Senior Community Center and fill out an application. Event Statistics from 07/01/2017 to 12/31/2017 compiled from My Senior Center software Category Duplicated Unduplicated Congregate Meals Cultural Fitness Exercise Group Support Health Benefits Counseling Health Education Health Screening Intergenerational Legal Asst. Other Health Services Professional Services Recreation Wellness Total Event Sign ins 564 35 672 30 34 99 48 13 8 174 10 4053 230 5970 76 34 95 25 31 15 25 12 8 88 8 478 41 626 ===PAGE 5=== Cultural Fitness Exercise Health Benefits Counseling Health Education Health Screening Intergenerational Other Health Services Professional Services Recreation Wellness Total Event Sign ins 23 545 34 156 73 14 169 14 3915 182 5701 21 69 31 28 38 13 98 10 480 44 600 TRANSPORTATION STATISTICS FROM MY SENIOR CENTER Transportation provided between 07/01/2016 and 12/31/2016 Category Duplicated Unduplicated Medical 354 38 Other 425 19 ===PAGE 6=== Transportation provided between 07/01/2017 and 12/31/2017 Category Duplicated Unduplicated Medical 377 38 Other 436 23 Rec/Social 495 19 Shopping 369 15 Totals 1677 52 Mr. Lincoln resumed the presentation. COUNCIL ON AGING GOALS The COA has several goals in mind to be completed in FY18 and beyond • Expand upon Intergenerational programming • Expand upon recognition of our Veterans • Expand upon Health & Wellness programming • Incorporate community input for innovative programs ===PAGE 7=== The Eagle House Senior Community Center is open to all age 50+ regardless of where you live. Copies of our newsletter, which include monthly current events, can be picked up at the Eagle House, Town Hall, Lunenburg Public Library, area churches, hairdressers, & medical facilities. You can also view the newsletter online by going to www.ourseniorcenter.com An 11 month subscription can be purchased for $5.50. Mr. Lincoln spoke about the Boston Post Cane program. In 1909, the Boston Post, a publication at the time, gave out over 400 gold tipped canes to citizens in five hundred different towns in four of the New England states. The cane was supposed to be given to the oldest male resident in the town. In 1920 coinciding with womens' voting rights being granted, it was changed to the oldest individual. Lunenburg has managed to keep that going for 110 years. If anyone in town knows who got the canes before 1969, please let us know. There will be a ceremony this spring for the next recipient to be awarded. Eagle House is a dynamic place to be, drop in to see what goes on there. We are always looking for new ideas. Mr. Lincoln thanked Mr. Toale for attending the last few meetings of the COA as a liaison and listening to all sides. Ms. Doherty thanked the Board Mr. Toale welcomed other Boards and Committees to come in and present on what their committee does. He asked the COA is there was anything the Board of Selectmen could do to help them with their goals. Mr. Lincoln stated publicity about their events and activities would be a huge help. APPOINTMENT Senior Citizen Property Tax Workoff Program Committee (Member at large) -Robert Hamel -10 Pleasantview Drive-term to expire June 30, 2018. This is an appointment by the Town Manager. Ms. Lemieux introduced Mr. Hamel who was present. Mr. Hamel stated he has been a resident in town for 65 years. He is a member of many voluntary groups. He spends a lot of time with the seniors. Ms. Doherty, Chairperson of the Senior Citizen Property Tax Workoff Committee, stated they are a five person committee and have been seeking the member at large for a long time. She believed Mr. Hamel would do a great job on the committee. Ms. Bertram thanked Mr. Hamel for all the volunteer work he has done in the community. Motion: P. Bertram 2nd. R.Ebersole To ratify the Town Manager appointment of Robert Hamel to the Senior Citizen Property Tax Workoff Ms. Luck thanked Mr. Hamel as well. Vote: All in Favor CURRENT BUSINESS 1. Open Warrant for May 5, 2018 Annual Town Meeting (Closes Thursday March 22" at 6:00 PM) Motion:P. Bertram 2"d. R.Ebersole To open the warrant for the May 5, 2018 Annual Town Meeting and close IT on March 22, 2018 at 6:00 p.m. Vote: All in Favor ===PAGE 8=== them aware that it they have events, programs, or public notices that need to be advertised, to send the information and we will post it on the FB page. Complete Streets: The Complete Streets workshop was on Tuesday, January 9th and we had agpy to increase safety, either througet road markings, greater connectivity by constructing new sidewalks, and speed is an issue. This meeting is available to watch on YouTube and all the materials related to Complete Streets are now up on the town website. The next step in the process is our consultants from Woodard & Curran will put together a survey to solicit more input from residents on areas in town that would benefit from improved safety and/or accessibility and we will then circulate the survey through various means including an online survey and hard copies that can be left around town. Town Facilities: Public Forums: Reminder that the date for the Public Forum with the seniors at Eagle House will be on February 5th at 10 a.m. The snow date for this event is on February 26" Business-Town Partnership Workshops: The next scheduled meeting with the business community will be February 12th at 10:00 a.m. In anticipation of the approval for District Local Technical Assistance from MRC to assist creating a permitting guidebook and creating a promotional brochure highlighting our businesses and resources in town, I have confirmed this date with John Hume at MRPC and the report that was presented by MRPC in December will be re-presented at this next meeting. A meeting invitation will be sent out to all the participants from the Business/Town Partnership meetings this fall and also advertised on the website and town Facebook page. FY 19 Budget and Annual Town Meeting Schedule: In your meeting packets is the budget and schedule to meet deadlines for the May 5'' Annual Town Meeting. For the FY19 budget, departments were given a target budget to meet and any requests that exceed that figure will require an explanation of why the expenditure is necessary such as whether it is to meet an increased demand for services, is to restore a previous cut, is mandated or will result in an increase in revenues. The presentation for the Five Year Financial Forecast and FY19 Capital Plan will be presented to the Finance Committee on Thursday, January 25th at 7:00 p.m, and I will present my recommendation for the FY19 budget on Thursday, February 15th at 7:00 p.m. CURRENT BUSINESS (cont.) 2. Sign Renewal of BAN for Middle/High School Bond A bond anticipation note (BAN) dated January 25, 2018, in the amount of $2,100,000.00 was presented for the Middle/High school construction by the Treasurer. The interest rate is 1.5% payable at maturity and is due on January 25, 2019. Motion: R. Ebersole 2"': P. Bertram To sign the renewal Bond Anticipation Note as presented Vote: All in Favor ===PAGE 9=== 4. One Day Entertainment License Fee Ms. Lemieux noted a suggestion of $25.00 for the one day entertainment license fee. Motion: R. Ebersole To approve the fee of $25.00 for a one day entertainment license 2nd: P. Bertram Vote: All in Favor 5. Right of First Refusal for Lot 5, Prospect St. & Cross Road Ms. Lemieux reported the Town received a request to remove this property from Chapter 61B status. Ms. Bertram noted there was some interest from 2 members of the Planning Board. Others were interested in the property behind the lot if that became available. Is there road frontage access to the rear of the property? Mr. McQuaid stated there was farther down Cross Road. Motion: R.Ebersole 2*: P. Bertram To not exercise the right of first refusal for Lot 5, Prospect Street and Cross Road Vote: All in Favor 6. MINUTES/WARRANTS/ACTION ITEMS The Board approved the minutes of December 7, 2017. They signed an accounts payable warrant in the amount of $1,226,254.84. A warrant in the amount of $172,455.23 for the MS/HS project was presented and after some discussion it was not signed. Action Items: Ms. Luck stated at the meeting the Board held with other boards and committees some had expressed they needed help with recording minutes. What is the status of that request? Ms. Lemieux stated she would have to see budgets come in and see if there could be any available funding for that. 7. Committee Reports: Ms. Luck reported the School Committee met on January 3ª. They discussed next year's calendar, capital requests and the FY19 budget. They meet again tomorrow night. She attended the Steering Committee meeting of the Central Mass Regional Stormwater Coalition on January 9th and the MA Statewide Stormwater Coalition meeting at DEP today. The MA Statewide Coalition has received a $200,000 grant from DEP to plan an education and outreach program. The Central Mass Regional Stormwater Coalition is working with WPI students again this year. They are going to develop a curriculum regarding watersheds, stormwater pollution prevention and water quality that aligns with the fifth grade common course standards. Ms. Bertram reported Conservation Commission meets tomorrow night and the MPO meeting has been postponed to a later date to be determined. Discussions related to the development of the FFY 2019-2023 Montachusett TIP will continue to be held over the next few weeks at meetings of the MRPC, the MJTC and the MMPO. They invite those organizations, agencies, local boards and citizens with an interest or responsibility for planning that may be affected by transportation in the Montachusett region to provide their input to the draft development process. Meetings are listed on the MRPC website, www.mrpc.org Mr. Toale reviewed the upcoming meeting schedule of this Board. PUBLIC COMMENT: Dave Rodgers, 82 Highland Street, had questions about the Bond Anticipation Note discussed earlier this evening. It was his understanding that we have gone to final bonding and if we haven't, he would like to know ===PAGE 10=== Elaine M. Peterson Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2018-01-23-agenda-5092.txt BOARD : select-board DATE : 2018-01-23 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-01-23-agenda-5092.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01232018-5092 ======================================================================================== ===PAGE 1=== BOARD OF SELECTMEN January 23, 2018 7:00 PM – Town Hall Bilotta Meeting Room, Second Floor AGENDA In accordance with the requirements of the Open Meetings Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. 7:00 PM PLEDGE OF ALLEGIANCE I. PUBLIC COMMENT  BOARD  PUBLIC II. ANNOUNCEMENTS III. APPOINTMENTS 7:00 P.M. Meeting with School Building Committee Chairman and Superintendent to Sign Documents for the Closeout of the MSBA MS/HS Project and BOS sign final payment requisition IV. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS V. TOWN MANAGER REPORT VI. OLD BUSINESS 1. Board of Selectmen Goals  Identify desire for and type of Economic Development for Lunenburg  Develop an Infrastructure Plan (including Roads, Buildings and Equipment)  Improve Public Satisfaction through Community Involvement and Public Outreach VII. CURRENT BUSINESS 1. Annual Town Manager Performance Evaluation 2. February Workshop 3. Minutes/ Warrants/ Action File Issues 4. Committee Reports: Board of Health; Cable Advisory Committee; Capital Planning Committee; Conservation Commission;Finance Committee; Library Board of Trustees; MART Advisory; MPO; Planning Board; PACC; School Committee; School Building Committee; Sewer Commission; Storm Water Task Force; ZBA 5. Department Reports VIII. PUBLIC COMMENT  PUBLIC  BOARD IX. UPCOMING MEETING/EVENTS SCHEDULE January 25 (Five Year Forecast/CPC), February 6, February 13 (Workshop), February 15 (Finance-TM Budget Presentation), February 20, February 22(Finance) X. ADJOURN ======================================================================================== DOCUMENT : 2018-01-23-minutes-5092.txt BOARD : select-board DATE : 2018-01-23 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-01-23-minutes-5092.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01232018-5092 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== The meeting opened at 7:00 p.m. with the Pledge of Allegiance. PUBLIC COMMENT: Mr. Toale announced in anticipation of the Annual Town Election on Saturday, May 19, 2018, the Citizens Party Caucus will be held on Monday, March 12, 2018 at the Turkey Hill Elementary School, 129 Northfield Road at 7:00 P.M. Anyone interested in running for office should attend and if nominated, will be placed on the ballot. Those who are not nominated that evening may pick up nomination papers from the Town Clerk's Office. Ms. Luck stated she was proud to be a Lunenburg representative at the Massachusetts Municipal Association (MMA) Annual Meeting held last weekend in Boston. Three Selectmen attended as well as two elected board members from other committees. The conference and workshops were very informative. Lunenburg is lucky to have so many committed elected officials. All the presentations are available on the MMA website. Mr. Ebersole stated he attended and a lot of state agencies were there. The Department of Environmental Affairs was talking about China greatly reducing the purchase of recyclable materials which will eventually create a higher cost for us to dispose of. He attended the Marijuana Law workshop and two workshops addressing on social media policies. Mr. Toale attended and represented the Town at the MMA Business meeting, the MMA Selectmen's Association meeting and the MIIA Annual Business meeting. There was a lot of information there. Katey Adams, 40 Williams Drive, wondered if the town could come up with a more immediate solution for accessibility to meetings. Ms. Bertram noted this meeting room is the only place that meetings can be broadcast Loxi Calmes, Superintendent of Schools and resident, wanted to give a big shout out to the DPW for the exemplary job they did on this challenging weather day. She acknowledged their hard work keeping us all safe. She also acknowledged all the citizens in town as well as those from beyond who joined them for Career Day today at Lunenburg High School. Ms. Bertram also noted the DPW has done a phenomenal job in the last few storms. She appreciated the DPW Director for sharing updates on social media as it appeared they were being well received. APPOINTMENTS Meeting with School Building Committee Chairman and Superintendent to Sign Documents for the Closeout of the MSBA MS/HS Project and BOS sign Final Payment Requisition Mike Mackin, 26 Cortland Circle and Lunenburg School Building Committee Chair, reported the committee had its final meeting on January 10" at which we moved the budget revision and final invoice. He thanked all the board members for their support, help and thoughtful questioning that assisted in bringing the project through. The School Building Committee began its work almost six years ago. The total budget was $72,975,321.00. We expended $68,106,475. The project came in four million dollars less than budgeted. MSBA eventually decides what is allowed to be reimbursed to the town. The town share will be around $38,809,377. He thanked the members of the School Building Committee and Ms. Calmes, the administrators and faculty. He thanked the School Committee and taxpayers for all their support. ===PAGE 2=== something that was identified in advance, the tact that the warranty expired does not mean that we still don't have a claim. The Board requested Facilities Director Londa come in and provide more detail. Finance Director Karen Brochu presented a summary of Middle/High school construction project revenues and expenditures. The total cost was $68,106,475. MSBA has reimbursed $32,233,840 to date. Once we reach the 95% threshold, MSBA withholds the rest of the funding until they audit the project. From the last requistion we submitted, they owe us a balance of $241,296. The anticipated reimbursement from the final payment of $172,455.23 that you are withholding and the one that was paid prior, the anticipated MSBA reimbursement is $167,098. Once we have received everything from MSBA the total received will be $32,642,234. The total local share expended will be $35,464,241. To date with what we have issued in bonds and have applied toward the project from bond premiums and a prior year warrant article is $33,809,377, leaving a final balance to bond at $1,654,863. This depends on what happens with the MSBA when they go through the whole audit process. The MSBA audit will take six months. We have the $2,100,000 bond anticipation note to carry us through to the end of the project and the audit. Our financial advisor is projecting 4% interest rates on long term bonds. TOWN MANAGER REPORT Complete Streets: Information related to the Complete Streets program is now up on the town website under Public Notices. This includes the Complete Streets Policy adopted in April 2017, the meeting minutes of December 5th with town officials, the PowerPoint presentation of Woodard & Curran from the January 9th workshop on Complete Streets and the YouTube video of that meeting. We encourage people to read the materials and that a survey is in the process of being developed by the Town's consultant Woodard & Curran that will be made available through various means, including online and hard copies. Town Facilities: Public Forums: Reminder that the date for the Public Forum with the seniors at Eagle House will be on February 5th at 10:00 a.m. The snow date for this event is on February 26. Property Condition Assessments: The engineering firm who was hired to perform the property condition assessments will be coming to the Selectmen's February 6th meeting at 7 pm. The Capital Planning Committee and the Finance Committee will be invited to attend as well. The firm will have completed a review of the Town Hall, the Old Primary, the Brooks House, TC Passios, and the Ritter Building. The property condition assessments for the Eagle House and Turkey Hill will come at a later date once those assessments and written assessments are performed. Town Counsel Office Hours: Town Counsel office hours for February will be February 13th from 3:00 -7:00 pm and in March will be March 13th from 9:00 a.m. - 1:00 p.m. CURRENT BUSINESS 1. Annual Town Manager Performance Evaluation Mr. Toale reported the Town Manager performance is evaluated annually according to her contract. Composite Town Manager Performance Evaluation - January 23, 2018, prepared by Jamie Toale, Chair Board of Selectmen from input by Selectmen Toale, Ebersole, Bertram, Luck and McQuaid ===PAGE 3=== anscuss ten input and trade teedback. The town manager has diso prepared a sell-evaluauon against le same 10 performance standards that will be used to plan development and set goals for the coming year. Performance Standards & Core Responsibilities 1. Individual Characteristics - most of the Board felt that Heather's sound judgement, professional attitude and demeanor and ability to create positive working relationships with department heads, employees and citizens exceeded expectations. Although one comment suggested longer lead time notifications for workshops and increased delegation, positive input centered around her leadership at the Special Town Meeting and innovative solutions to various issues including: a. Adoption of "Complete Streets" b. Comprehensive Permitting System c. TC Passios short term re-use Heather's calm and informative manner was also cited as a positive. 2. Problem Solving /Decision Making - Heather has handled all issues that have come her way head-on. Town Hall facility issues, grant opportunities, updating policies and contract negotiations have been dealt with. She has continually exceeded expectations with innovative solutions showing creativity in obtaining funding and using various local resources to assist with issues/concerns including: a. Obtaining dedicated local assistance grant (DLTA) funds through MRPC b. Implementation of Town Counsel office hours to improve communication and reduce legal expenses c. Working with vendor to improve Town website and overall communications d. Various programs to increase citizen input e. Driving participation in "Community Compact" through award f. Town Hall mold abatement and handling of records. Heather handled the situation of workplace safety and air quality with great speed and kept the Town Hall running. 3. Professional Skills and Knowledge - Heather clearly is knowledgeable in the practice of local government. What is particularly impressive is how quickly she was able to understand the nuances of local traditions, issues, and relationships. She has earned the respect of her staff with her knowledge and she is a real asset to the BOS. Her assistance in the selection and integration of the new Town Counsel was outstanding. Heather has initiated Town Manager Reports which she prepares for each BOS meeting to provide the Board with a concise snapshot of current issues. Heather Exceeds Expectations in her ability to listen to various viewpoints and exchange information in a way that demonstrates respect even if she may have a different perspective. Heather deals with complex problems of our Town ===PAGE 4=== being discussed rather than disputes regarding facts. The Town Manager has taken action to improve relationships between the Board and various members of the community through public outreach. Although one board member sees a Need for Improvement as a result of a department/committee dispute, the remainder of the Board assesses this area as Exceeding Expectations based on the Town Manager's leadership role in cross department team-building, involving the business community in Economic Development and driving the department Capital Planning process. 5. Staff Effectiveness - While all the Selectmen rated this category as at least Meeting Expectations, this remains an area where the Board has limited visibility but "high profile" view into the actual operations of the departments. It appears that Heather has integrated with the existing staff and is leading them toward continuous improvement and efficiency. She has instituted monthly department head meetings. In the Board's role as a policy setting body and the Town Manager's responsibility in "operations," ways should be found to increase visibility and allow for Board support without interfering with day-to- day performance. 6. Supervisory Oversight and Direction - Developing opportunities for the Board to have increased visibility into staff performance and finding ways for the Board to support initiatives for staff continuous improvement should be an area of concentration in the future. Board comments in this category did not differentiate from the previous category on Staff Effectiveness and we should work on discussing how to differentiate the two categories or combine them going forward. 7. Community and Public Relations - Heather's manner is one of respect to the public and assumes that they deserve good service and information to address their concerns. The public outreach efforts have been great to watch and involve some people who do not normally participate in town government. Heather has driven several initiatives to get the community more involved in Town Government. Charrettes and other community input meetings have been held in areas of Building ReUse, Economic Development and Complete Streets. Communication through an improved Town internet site and social media presence is beginning to catch on. This area rated Exceeds Expectations by the Board has a potential for high impact and positive results. 8. Fiscal Management - Heather was able to assimilate into the budget and Town Meeting fiscal processes early in her tenure as Town Manager. She will play a more robust role in the creation and debate of this year's financial process. She has assumed the role of Town "procurement officer" seamlessly and the Board is confident in her day-to-day financial decisions. Addressing long-term capital (and implementing an automated long term capital tracking system) preventative maintenance ===PAGE 5=== to Board questions and often provides more detail than expected. She handles the expectations of a diverse board and provides results that represent the body as a whole. 10. Reporting - Again, Heather Exceeded Expectations of the Board in the area of reporting. She meets with the BOS Chair weekly to review and prepare the meeting agenda. Heather also prepares BOS meeting packets for IPad, the Town Manager Update as well as relevant documents for weekly meetings. She distributes text messages as appropriate to insure the Board is informed. Heather's reports to the public on budgets, Town Meeting articles and proposals have been complete and accurate. Heather also emails or texts the board in emergency situations 24/7. OVERALL RATING - Exceeds Expectations The Town Manager meets all and exceeds most of the Board expectations on the 10 Performance Standards and Core Responsibilities for the period 1/17/17 through 1/1/18. Ms. Luck requested the above overall rating wording meets all and exceeds "most of the Board" to be changed to "a majority of the Board's." Motion:R. Ebersole To accept the composite Town Manager Performance Evaluation as read and amended 2"d: P. Bertram Vote: All in Favor Mr. Toale will make the changes and present for signatures at the next meeting. There will be an Executive Session following the next Board meeting to discuss any salary action. 2. February Workshop Ms. Lemieux reported she and Chairman Toale discussed holding an agenda planning workshop in February working from the compiled list of "to do" agenda items. Half of the February 13 meeting will be used for regular business and the other for the agenda workshop. 3. Minutes/Warrants/Action Items Mr. Ebersole thanked Executive Assistant Peterson for her appropriate minutes recording and responsiveness. The Board approved minutes of December 19, 2017 and January 2, 2018. They signed an accounts payable warrant in the amount of $439,019.64, an accounts payable warrant in the amount of $3,000; a payroll warrant in the amount of $743,605.69 and a payroll deductions warrant in the amount of $161,409.03. Action Items: Ms. Luck stated the state is looking to change zoning approval (via House Bill #4075) at town meetings from a 2/3°° vote to 50% majority. She hoped this board would take a position on this and share it with our legislators. Ms. Luck attended a social media workshop at MMA and it was recommended to establish a town social media policy for employees as well as appointed and elected committee members and to distribute it annually and have them sign an acknowledgement of receipt. Ms. Lemieux noted a social media policy was approved last fall ===PAGE 6=== meets on the t Ms. Bertram reported Cable Advisory Committee and the MPO are both meeting tomorrow. Cable Advisory is continuing to negotiate with Comcast. We are hoping we have something for this board soon. Conservation Commission canceled their last meeting due to snow. They meet again on February 7" . On January 30th Lunenburg will be hosting the first subregion community only meeting at Eagle House at 7:00 p.m. The MRPC encourages all subregion communities to attend as this will provide members with an opportunity to discuss transportation issues as well as interact with others from our subregion. Subregion 3 consists of Lunenburg, Shirley, Ayer and Harvard. It's a good opportunity to meet one on one with MRPC staff. She hoped board members, the DPW Director and/or Town Manager Lemieux would attend. She thanked COA Director Sue Doherty for accommodating them. Mr. Ebersole reported the Town Charter Review Committee will be meeting with Ms. Lemieux on the 24" to review various topics that fall under her jurisdiction. Mr. Toale reviewed the upcoming meeting schedule of this Board. On January 25th ", Ms. Lemieux will present the Five Year Financial Forecast and the Capital Planning report at the Finance Committee meeting. This Board meets again on February 6" • The February 13 meeting will be half regular business and half workshop. Thursday, February 15 is the Finance Committee meeting where Town Manager will present the FY19 budget presentation. We meet on February 20"h and the 22nd is another Finance Committee meeting. PUBLIC COMMENT: Dave Passios, 56 Whiting Street, questioned as a sponsor of an amendment to an article at the Special Town Meeting last November, why Turkey Hill Elementary School and Eagle House have not been added to the list of the property condition assessments. Ms. Lemieux reported the engineers have not been out to do the two building assessments due to their staff scheduling constraints. Ms. Luck noted Representative Jennifer Benson is holding a regional economic development forum at the Bull Run in Shirley on Friday, January 26 from 1:30-3:30 p.m. Motion: P. Bertram To adjourn the meeting at 8:13 p.m. 2"d: R.Ebersole Vote: All in Favor Respectfully submitted, Clairem. Peterson Elaine M. Peterson Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2018-01-25-agenda-5093.txt BOARD : select-board DATE : 2018-01-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-01-25-agenda-5093.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01252018-5093 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2018-02-05-agenda-5094.txt BOARD : select-board DATE : 2018-02-05 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-02-05-agenda-5094.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02052018-5094 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2018-02-05-minutes-5094.txt BOARD : select-board DATE : 2018-02-05 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-02-05-minutes-5094.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02052018-5094 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Also present: Heather Lemieux, Town Manager The meeting opened at 7:00 p.m. with the Pledge of Allegiance. PUBLIC COMMENT: There was none. ANNOUNCEMENTS: Mr. Ebersole reported the Board held an Executive Session following the Town Manager's one year performance evaluation/review and as a result, Ms. Lemieux has been awarded a 3% pay increase. APPOINTMENTS Appointment to Historical Commission- Bill Lakso, 30 Prospect St. - term to expire June 30, 2021 Mr. Lakso introduced himself and stated he has lived here 43 years. He has been on the Lunenburg Historical Society for about six years. He saw the posted vacancy and believed he was a good fit. Motion: P. Bertram 2": P. Luck To appoint Bill Lakso to the Historical Commission with a term to expire June 30, 2021 Vote: All in Favor Town Manager Appointment- James E. Barrett, COA Van Driver Ms. Lemieux reported Mr. Barrett lives in Fitchburg and is a former chauffeur and would be driving on Fridays and filling in as needed. Motion: P. Bertram To ratify the appointment of James Barrett as Council on Aging Van Driver 2nd: P. Luck Vote: All in Favor Cultural Council Festival Request-Laura Brzozoski Cultural Council Chair Laura Brzozoski, 21 Francis Avenue, presented a request to host an Arts Festival on Saturday, June 9 from 10 a.m. to 3 p.m. on Memorial Drive. The primary function of the festival is to support local artists and provide a venue for them to display and sell their work, as well as support the town's sense of community, civic pride and the local business community. They would like to make this an annual event. Also featured will be live music and demonstrations as well as a food tent provided by the Turkey Hill Lion's Club. Motion: P. Bertram 2nd: P. Luck To approve the request to hold the Lunenburg Arts Festival on June 9, 2018 from 10 am to 3 pm on Memorial Drive with the condition that all public safety departments approve the request Discussion: Is there a rain date? Ms. Brzozski stated it will occur rain or shine. Dave Passios, Board of Health member asked the motion include the Board of Health for approval due to food being served Ms. Bertram amended her motion to include the Board of Health. Ms. Luck seconded the amendment. Vote: All in Favor Powers & Sullivan- Audit for Year ending June 30, 2017 Frank Serreti introduced Elizabeth Stevens, a senior accountant, who perfomred the majority of the audit work. Preliminary work was done in early June and year end work was done in October 2017. Draft reports were issued in early December with the final reports being issued in late December. He stated we were able to issue ===PAGE 2=== He ta co be tige beller puce was gova progress made on ine previous year s comments. Items addressed were Management of Student Activity Funds, Password Security, Old Receivable Balances, Uncollectable Ambulance Receivables, Fraud Risk Assessment, Documenting Key Financial and Administrative Functions, Fixed Assets, Developing a Formal Reimbursement Policy and Procedures and Centralization of Procurement Documents. Mr. Serreti moved on to Current Year Comments. 1) Documentation of Internal Controls over Federal Grants We recommend management follow the best practice for establishing and documenting their internal control system over federal grants using the COSO Internal Control Framework which consists of: a) CONTROL ENVIRONMENT b) RISK ASSESSMENT c) CONTROL ACTIVITIES d) INFORMATION & COMMUNICATION e) MONITORING 2) Future Government Accounting Standards Board (GASB) Statements for Other Post-Employment Benefits (OPEB) The Town should expect to record significant OPEB liabilities in the future. Mr. Serreti explained how the Town's bond rating could be affected by the manner of funding for OPEB. Mr. Serreti moved on to the Financial Statement. The Town has a large receivable on the books in excess of $6.8 million; the majority of that relates to sewer betterments. There are no issues with that. There is $3.7 million worth of receivables from the Massachusetts School Building Authority (MSBA); $2.6 million of that was for the Primary School. That project was being funded under an old method where they reimburse a fixed fee for the life of the bond; around $4/0,000 per year. That will be fully paid off in 2023. The Town also had a receivable for $1.1 million on the Middle/High School project. That is a $73 million project being reimbursed at 59% by the MSBA. The project was substantially completed by the end of June 2017. Mr. Serreti moved on to tax liens and foreclosures. That balance has increased by $360,000 since 2014 and represents uncollected free cash. He noted that balance has been going up and is at $1.2 million now. This is a significant balance. You may want to look at what your options are for trying to collect that money. He noted some clients are working with collection agencies and they are selling the receivables and getting good money for them. He did see the Town had sold some foreclosure properties over the last few years, which is great. He did note the Town had a 98% success rate of collecting real estate taxes. Mr. Ebersole congratulated the Finance Director and Town Manager for all the work involved to have a clean audit. Ms. Bertram agreed as well and thanked Mr. Serreti for his work. CURRENT BUSINESS: Grant of Utility Easement to Fitchburg Gas & Electric Light Co. & Verizon New England at 1079 Massachusetts Avenue Ms. Lemieux stated this is a follow up to Town Meeting approval for placement of a Verizon cell tower at the Middle/High School field. The grant of easement has been reviewed by legal counsel and the site plan was reviewed by the Land Use Director. The Board signed the easement. ===PAGE 3=== Motion. I. bertram L: f. Luck That the sidewalk on Mass. Ave. be plowed for the remainder of this season while continuing to discuss with MassDOT and Town Counsel Vote: All in Favor QUARTERLY FINANCIAL REPORT: Finance Director Karen Brochu wanted to clarify some items on the Management Report from Powers & Sullivan covered earlier in the evening. Concerning Fraud Risk Assessment; she noted just because we don't have a written policy, we do have safeguards in place. She will have a written reimbursement policy in place for next year. Ms. Brochu reported we are right where we should be at this time of year for both revenues and expenditures. We have collected 50.86% of estimated revenues through December 31, 2017. We have expended 49.4% of budgeted expenditures through December 31, 2017. We have a few local receipt categories that are higher than estimated. One is Departmental Revenue -Schools (93.77%), Fees (60.11%), Fines & Forfeits (72.95%), and Penalties and Interest (70.95%). You should see an increase in motor vehicle excise revenue in the 3rd quarter. The only department head who has expressed her budget will go over is the Town Clerk due to increased elections in 2018. The Board thanked Ms. Brochu for her report. Minutes/ Warrants/ Action File Issues The Board signed an accounts payable warrant in the amount of $179,416.05; a payroll warrant in the amount of $740,748.41, a payroll deductions warrant in the amount of $164,198.14 and a school warrant in the amount of $1331.20. Minutes of February 6 and February 13, 2018 were approved. TOWN MANAGER REPORT: Business-Town Partnership Meeting: The next scheduled meeting between the Business Community and town officials will be on February 26th at 10:00 a.m. at the Library. MART (Montachusett Area Regional Transit): The COA Director and I attended the last MART meeting on February 15th and MART has changed the reimbursement model for dispatching back to 33% of "direct costs" to operate the van but now the time the spent by the dispatcher on scheduling transportation will be considered part of the direct cost. MART will be providing a uniform reimbursement form and will be addressing reimbursements on an individual basis if they seem disproportionate. The Transportation Service Contract is still in draft form and will be discussed again at their next meeting on March 27th. At the last public forum a resident of Tri-Town Landing expressed interest in adding a MART shuttle stop at that location. In light of the proposal by Tri-Town to construct the last housing unit as senior housing, adding an additional stop at this location could potentially increase ridership. Selectman Luck and I will be looking into this option with MART. Special Events Permit: As a result of the recent discussion on public events on private property and the impact it has on public health and public safety, a meeting with the Land Use Director, the Building Commissioner, the Local Inspector, the Board of Health Regional Agent, the DPW Director, and the Fire Chief was held on February 14th. (The Police Chief submitted his comments for our discussion but was unavailable due to attendance at another meeting.) In order to address events that are open to the general public that would require any permits from the Town, such as an Entertainment License, the Land Use Director and the Building ===PAGE 4=== FY 2019 Budget Message and Preliminary Budget Documents: The Town Manager's Fiscal Year 2019 Budget Message and Preliminary Budget Proposal are on the town website, as well as can be requested through the Selectmen's Office or Town Clerk's Office. Town Facilities Information: Information that relates to the discussion on Town Facilities is on the town website. The Property Condition Assessments were uploaded the day after our last meeting and more information that has been presented at the various meetings that relate to this topic will be added to the website under the Town Facilities link on the homepage. Committee Reports: Ms. Luck reported she attended the Town Manager's budget presentation to the Finance Committee and believed it was very well articulated. The School Committee met February 14" It was announced that Superintendent Loxi Calmes will be retiring at the end of the school year. Part of the February 28" School Committee meeting will be to discuss what qualitications people would like to see for the new Superintendent Ms. Luck attended a Baystate Koads Program stormwater management workshop on February 15" Representatives from the Environmental Protection Agency and the Department of Environmental Protection were there and it was led by engineering consultants from VHB. The City of Woburn described how they use high school and college interns for doing fieldwork. Newton Tedder, of the EPA, who wrote the new MS4 general permit, offered any assistance to anyone filling out the permit. Several communities reported they no longer use sand for winter storms and instead use technological advances to reduce the amount of salt they use on the roads. The EPA and the Consensus Building Institute announced a four-session training for municipal leaders on reaching community consensus on stormwater funding solutions on March 6 and 30th and May 35d and 24 at different locations to be announced. Ms. Bertram reported the Montachusett Planning Organization (MPO) is meeting tomorrow. She will be talking to Transportation Project Director Brad Harris about the impact of the reduced cost of the Summer Street project. The Conservation Commission meets on February 215 and Gary Gouldrup of New England Forestry Consultants, Inc., Will be conducting a question and answer session on the recent Small Town Forest logging. Action Items: there were none. PUBLIC COMMENT: Dave Passios, 56 Whiting Street, congratulated the Cultural Council for bringing forward the arts festival. He asked Ms. Lemieux when the property condition assessments for Turkey Hill Elementary and Eagle House would be available. She did not have a timeline yet. Mr. Ebersole announced the Citizens Party Caucus would be on Monday, March 12'" at 7:00 p.m. at Turkey Hill Elementary School. Mr. Ebersole reviewed the upcoming Board meeting schedule: March 6, 13, and 20. The Board does not meet next week. ===PAGE 5=== ======================================================================================== DOCUMENT : 2018-02-06-agenda-5095.txt BOARD : select-board DATE : 2018-02-06 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-02-06-agenda-5095.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02062018-5095 ======================================================================================== ===PAGE 1=== BOARD OF SELECTMEN February 6, 2018 7:00 PM – Town Hall Bilotta Meeting Room, Second Floor AGENDA In accordance with the requirements of the Open Meetings Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. 7:00 PM PLEDGE OF ALLEGIANCE I. PUBLIC COMMENT  BOARD  PUBLIC II. ANNOUNCEMENTS III. APPOINTMENTS 7:00 PM Common Victualer License for Whalom Kitchen Inc. d/b/a Whalom Kitchen, 165 Electric Avenue 7:05 PM Notice of Temporary Closing –The Bootlegger, 50 Massachusetts Avenue 7:15 PM One Day Entertainment License- 300 Holman Street IV. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Town Manager Appointment of Assistant Town Clerk- Ellen Griffin V. TOWN MANAGER REPORT VI. OLD BUSINESS 1. Board of Selectmen Goals  Identify desire for and type of Economic Development for Lunenburg  Develop an Infrastructure Plan (including Roads, Buildings and Equipment)  Improve Public Satisfaction through Community Involvement and Public Outreach 2. Economic Development Survey VII. CURRENT BUSINESS 1. Common Victualer License for Aayan Corp. d/b/a Hilltop Farms, 1 Main Street (alcohol license has been approved) 2. Letter Opposing House Bill #4075 3. Minutes/ Warrants/ Action File Issues Approve Executive Session Minutes (January 5, 2016, March 1,2016, May 10, 2016 Session II, June 7, 2016, June 21, 2016 Session II, September 6, 2016, October 4, 2016) 4. Committee Reports: Board of Health; Cable Advisory Committee; Capital Planning Committee; Conservation Commission;Finance Committee; Library Board of Trustees; MART Advisory; MPO; Planning Board; PACC; School Committee; School Building Committee; Sewer Commission; Storm Water Task Force; ZBA 5. Department Reports VIII. PUBLIC COMMENT  PUBLIC  BOARD IX. UPCOMING MEETING/EVENTS SCHEDULE February 13, February 20, March 6 X. Executive Session I, M.G.L. c. 30 §21, Reason #2: To conduct contract negotiations with non -union personnel, if any open meeting may have a detrimental effect on the government’s bargaining position, and the Chair declares so. (Town Manager Contract) Executive Session II, M.G.L c. 30 §21, Reason #3; To discuss strategy with respect to collective bargaining or litigation, if an open meeting may have a detritmental effect on the government’s bargaining or litigating p osition, and the Chair declares so. (Settlers Solar LLC v. Town of Lunenburg, et al.) XI. ADJOURN ======================================================================================== DOCUMENT : 2018-02-06-minutes-5095.txt BOARD : select-board DATE : 2018-02-06 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-02-06-minutes-5095.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02062018-5095 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Also present: Heather Lemieux, Town Manager The meeting opened at 7:00 p.m. with the Pledge of Allegiance. PUBLIC COMMENT: There was none. ANNOUNCEMENTS: Mr. Ebersole reported the Board held an Executive Session following the Town Manager's one year performance evaluation/review and as a result, Ms. Lemieux has been awarded a 3% pay increase. APPOINTMENTS Appointment to Historical Commission- Bill Lakso, 30 Prospect St. - term to expire June 30, 2021 Mr. Lakso introduced himself and stated he has lived here 43 years. He has been on the Lunenburg Historical Society for about six years. He saw the posted vacancy and believed he was a good fit. Motion: P. Bertram 2": P. Luck To appoint Bill Lakso to the Historical Commission with a term to expire June 30, 2021 Vote: All in Favor Town Manager Appointment- James E. Barrett, COA Van Driver Ms. Lemieux reported Mr. Barrett lives in Fitchburg and is a former chauffeur and would be driving on Fridays and filling in as needed. Motion: P. Bertram To ratify the appointment of James Barrett as Council on Aging Van Driver 2nd: P. Luck Vote: All in Favor Cultural Council Festival Request-Laura Brzozoski Cultural Council Chair Laura Brzozoski, 21 Francis Avenue, presented a request to host an Arts Festival on Saturday, June 9 from 10 a.m. to 3 p.m. on Memorial Drive. The primary function of the festival is to support local artists and provide a venue for them to display and sell their work, as well as support the town's sense of community, civic pride and the local business community. They would like to make this an annual event. Also featured will be live music and demonstrations as well as a food tent provided by the Turkey Hill Lion's Club. Motion: P. Bertram 2nd: P. Luck To approve the request to hold the Lunenburg Arts Festival on June 9, 2018 from 10 am to 3 pm on Memorial Drive with the condition that all public safety departments approve the request Discussion: Is there a rain date? Ms. Brzozski stated it will occur rain or shine. Dave Passios, Board of Health member asked the motion include the Board of Health for approval due to food being served Ms. Bertram amended her motion to include the Board of Health. Ms. Luck seconded the amendment. Vote: All in Favor Powers & Sullivan- Audit for Year ending June 30, 2017 Frank Serreti introduced Elizabeth Stevens, a senior accountant, who perfomred the majority of the audit work. Preliminary work was done in early June and year end work was done in October 2017. Draft reports were issued in early December with the final reports being issued in late December. He stated we were able to issue ===PAGE 2=== He ta co be tige beller puce was gova progress made on ine previous year s comments. Items addressed were Management of Student Activity Funds, Password Security, Old Receivable Balances, Uncollectable Ambulance Receivables, Fraud Risk Assessment, Documenting Key Financial and Administrative Functions, Fixed Assets, Developing a Formal Reimbursement Policy and Procedures and Centralization of Procurement Documents. Mr. Serreti moved on to Current Year Comments. 1) Documentation of Internal Controls over Federal Grants We recommend management follow the best practice for establishing and documenting their internal control system over federal grants using the COSO Internal Control Framework which consists of: a) CONTROL ENVIRONMENT b) RISK ASSESSMENT c) CONTROL ACTIVITIES d) INFORMATION & COMMUNICATION e) MONITORING 2) Future Government Accounting Standards Board (GASB) Statements for Other Post-Employment Benefits (OPEB) The Town should expect to record significant OPEB liabilities in the future. Mr. Serreti explained how the Town's bond rating could be affected by the manner of funding for OPEB. Mr. Serreti moved on to the Financial Statement. The Town has a large receivable on the books in excess of $6.8 million; the majority of that relates to sewer betterments. There are no issues with that. There is $3.7 million worth of receivables from the Massachusetts School Building Authority (MSBA); $2.6 million of that was for the Primary School. That project was being funded under an old method where they reimburse a fixed fee for the life of the bond; around $4/0,000 per year. That will be fully paid off in 2023. The Town also had a receivable for $1.1 million on the Middle/High School project. That is a $73 million project being reimbursed at 59% by the MSBA. The project was substantially completed by the end of June 2017. Mr. Serreti moved on to tax liens and foreclosures. That balance has increased by $360,000 since 2014 and represents uncollected free cash. He noted that balance has been going up and is at $1.2 million now. This is a significant balance. You may want to look at what your options are for trying to collect that money. He noted some clients are working with collection agencies and they are selling the receivables and getting good money for them. He did see the Town had sold some foreclosure properties over the last few years, which is great. He did note the Town had a 98% success rate of collecting real estate taxes. Mr. Ebersole congratulated the Finance Director and Town Manager for all the work involved to have a clean audit. Ms. Bertram agreed as well and thanked Mr. Serreti for his work. CURRENT BUSINESS: Grant of Utility Easement to Fitchburg Gas & Electric Light Co. & Verizon New England at 1079 Massachusetts Avenue Ms. Lemieux stated this is a follow up to Town Meeting approval for placement of a Verizon cell tower at the Middle/High School field. The grant of easement has been reviewed by legal counsel and the site plan was reviewed by the Land Use Director. The Board signed the easement. ===PAGE 3=== Motion. I. bertram L: f. Luck That the sidewalk on Mass. Ave. be plowed for the remainder of this season while continuing to discuss with MassDOT and Town Counsel Vote: All in Favor QUARTERLY FINANCIAL REPORT: Finance Director Karen Brochu wanted to clarify some items on the Management Report from Powers & Sullivan covered earlier in the evening. Concerning Fraud Risk Assessment; she noted just because we don't have a written policy, we do have safeguards in place. She will have a written reimbursement policy in place for next year. Ms. Brochu reported we are right where we should be at this time of year for both revenues and expenditures. We have collected 50.86% of estimated revenues through December 31, 2017. We have expended 49.4% of budgeted expenditures through December 31, 2017. We have a few local receipt categories that are higher than estimated. One is Departmental Revenue -Schools (93.77%), Fees (60.11%), Fines & Forfeits (72.95%), and Penalties and Interest (70.95%). You should see an increase in motor vehicle excise revenue in the 3rd quarter. The only department head who has expressed her budget will go over is the Town Clerk due to increased elections in 2018. The Board thanked Ms. Brochu for her report. Minutes/ Warrants/ Action File Issues The Board signed an accounts payable warrant in the amount of $179,416.05; a payroll warrant in the amount of $740,748.41, a payroll deductions warrant in the amount of $164,198.14 and a school warrant in the amount of $1331.20. Minutes of February 6 and February 13, 2018 were approved. TOWN MANAGER REPORT: Business-Town Partnership Meeting: The next scheduled meeting between the Business Community and town officials will be on February 26th at 10:00 a.m. at the Library. MART (Montachusett Area Regional Transit): The COA Director and I attended the last MART meeting on February 15th and MART has changed the reimbursement model for dispatching back to 33% of "direct costs" to operate the van but now the time the spent by the dispatcher on scheduling transportation will be considered part of the direct cost. MART will be providing a uniform reimbursement form and will be addressing reimbursements on an individual basis if they seem disproportionate. The Transportation Service Contract is still in draft form and will be discussed again at their next meeting on March 27th. At the last public forum a resident of Tri-Town Landing expressed interest in adding a MART shuttle stop at that location. In light of the proposal by Tri-Town to construct the last housing unit as senior housing, adding an additional stop at this location could potentially increase ridership. Selectman Luck and I will be looking into this option with MART. Special Events Permit: As a result of the recent discussion on public events on private property and the impact it has on public health and public safety, a meeting with the Land Use Director, the Building Commissioner, the Local Inspector, the Board of Health Regional Agent, the DPW Director, and the Fire Chief was held on February 14th. (The Police Chief submitted his comments for our discussion but was unavailable due to attendance at another meeting.) In order to address events that are open to the general public that would require any permits from the Town, such as an Entertainment License, the Land Use Director and the Building ===PAGE 4=== FY 2019 Budget Message and Preliminary Budget Documents: The Town Manager's Fiscal Year 2019 Budget Message and Preliminary Budget Proposal are on the town website, as well as can be requested through the Selectmen's Office or Town Clerk's Office. Town Facilities Information: Information that relates to the discussion on Town Facilities is on the town website. The Property Condition Assessments were uploaded the day after our last meeting and more information that has been presented at the various meetings that relate to this topic will be added to the website under the Town Facilities link on the homepage. Committee Reports: Ms. Luck reported she attended the Town Manager's budget presentation to the Finance Committee and believed it was very well articulated. The School Committee met February 14" It was announced that Superintendent Loxi Calmes will be retiring at the end of the school year. Part of the February 28" School Committee meeting will be to discuss what qualitications people would like to see for the new Superintendent Ms. Luck attended a Baystate Koads Program stormwater management workshop on February 15" Representatives from the Environmental Protection Agency and the Department of Environmental Protection were there and it was led by engineering consultants from VHB. The City of Woburn described how they use high school and college interns for doing fieldwork. Newton Tedder, of the EPA, who wrote the new MS4 general permit, offered any assistance to anyone filling out the permit. Several communities reported they no longer use sand for winter storms and instead use technological advances to reduce the amount of salt they use on the roads. The EPA and the Consensus Building Institute announced a four-session training for municipal leaders on reaching community consensus on stormwater funding solutions on March 6 and 30th and May 35d and 24 at different locations to be announced. Ms. Bertram reported the Montachusett Planning Organization (MPO) is meeting tomorrow. She will be talking to Transportation Project Director Brad Harris about the impact of the reduced cost of the Summer Street project. The Conservation Commission meets on February 215 and Gary Gouldrup of New England Forestry Consultants, Inc., Will be conducting a question and answer session on the recent Small Town Forest logging. Action Items: there were none. PUBLIC COMMENT: Dave Passios, 56 Whiting Street, congratulated the Cultural Council for bringing forward the arts festival. He asked Ms. Lemieux when the property condition assessments for Turkey Hill Elementary and Eagle House would be available. She did not have a timeline yet. Mr. Ebersole announced the Citizens Party Caucus would be on Monday, March 12'" at 7:00 p.m. at Turkey Hill Elementary School. Mr. Ebersole reviewed the upcoming Board meeting schedule: March 6, 13, and 20. The Board does not meet next week. ===PAGE 5=== ======================================================================================== DOCUMENT : 2018-02-13-agenda-5096.txt BOARD : select-board DATE : 2018-02-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-02-13-agenda-5096.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02132018-5096 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2018-02-13-minutes-5096.txt BOARD : select-board DATE : 2018-02-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-02-13-minutes-5096.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02132018-5096 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== The meeting opened at 7:00 p.m. with the Pledge of Allegiance. PUBLIC COMMENT: Ms. Luck announced the Lions Club Pancake Breakfast at the Senior Center tomorrow morning from 8-10:30 a.m. All are welcome. APPOINTMENTS Vertex Companies Inc. Property Condition Assessments for Town Hall, Ritter Building, TC Passios, Old Primary School, Brooks House, Turkey Hill Elementary School and Eagle House Senior/Community Center Eric Nelson, Vice President, Steve Kirby and Phillip Russo of Vertex presented a summary of the property condition assessments (PCAs). The written assessments of Turkey Hill Elementary and Eagle House have yet to be completed so there will only be general comments on those two facilities. The property condition assessment looks at the current condition of the building. One of the goals for performing these assessments was to incorporate facilties capital projects into the overall capital plan that will assist in development of the long term facilties maintenance and repair program. Mr. Nelson stated a property condition assessment is commonly performed by a single professional such as an architect. We utilized a team approach which included a registered architect (generalist), mechanical engineer, structural engineer, architect (building envelope) and a hazardous materials specialist. They provided independent opinions on the various materials, components and systems of each building for their respective disciplines which were consolidated into a single report. It was performed following a specific protocol (ASTM E2018-15 provisions); the standard is intended to provide a framework for the review and make the assessment results repeatable and objective to the degree that it can be. We categorize all this information into three categories: immediate needs, short term repairs and capital needs. We agreed with the Town at the onset that we would go out to five years on the categories. We used a facility condition index (FCI) to evaluate the condition of buildings. Issues identified were immediate, ADA (Americans with Disabilities Act) and capital needs. The dollar amount listed is the building replacement cost. The following definitions were used for these ratings: Good- aggregate of identified issues is less than 5% of total replacement costs estimated for the associated system; Fair- aggregate of identified issues is greater than 5% and less than 10% of total replacement costs estimated for the associated system; Poor- aggregate of identified issues is greater than 10% of total replacement costs estimated for the associated system. He presented a chart showing all the buildings were rated as poor. Lunenburg Primary School had a ranking of 70% poor. Total immediate repairs would amount to $1,027,280. Short term repairs came in at $775,000. Ritter Memorial Building had a 28% poor ranking. Total immediate repairs would amount to $170,297 and short term repairs would cost $190,496. There are potential costs for hazardous materials abatement. TC Passios ranked in the 20 percentile range. Immediate repairs total $794,000. Short term repairs totalled $2,173,000. We projected windows to be replaced over a period of time. If they were replaced all at once, the capital costs would increase. ===PAGE 2=== and include that amount spent in the total cost. NEXT STEPS: • ASSESSMENT & NEEDS STUDY- TAPPE ASSOCIATES- COMPLETE • BUILDING PROPERTY CONDITION ASSESSMENT- VERTEX -COMPLETE • DEVELOP PRIORITIZED GENERAL STRATEGY FOR FUTURE USE OF 7 TOWN BUILDINGS- to be done by Town • FEASIBILITY STUDY-SCHEMATIC DESIGN - to be done as follows • DEVELOP REQUEST FOR QUALIFICATIONS (RFQ) • ADVERTISE RFQ • CONDUCT ONSITE BRIEFING FOR INTERESTED DEVELOPERS • REVIEW PROPOSALS • SELECT & HIRE DESIGNER • DETERMINE THE DIRECTION THAT IS BEST FOR TOWN Questions regarding the report about demolitions, abatement of hazardous materials and inspections of life safety equipment were answered. Further discussion about the buildings data and how to proceed ensued. The Board thanked Vertex for their work. TOWN MANAGER REPORT Town Facilities: Property Condition Assessments: Mr. Eric Nelson, Mr. Steve Kirby and Mr. Philip Russo are with us tonight from Vertex Companies to present to the Board a summary of the property condition assessments performed at Town Hall, the Ritter Building, the old Primary School, the Brooks House, TC Passios, Eagle House, and Turkey Hill Elementary by a team of professional staff that included architects and engineers. Since the written assessments for Turkey Hill and Eagle House are not complete, the lead architect on this project will be able to make general comments on these two buildings. A property condition assessment looks at the current condition of the building. One of the goals for performing these property condition assessments was to incorporate facilities capital projects into our overall Capital Plan that will assist in the development of a long term facilities plan that addresses necessary repairs and maintenance of our town buildings. Summer Street Road Reconstruction Project Award: The bid results for the Summer Street Project were received on February 6th and the low bid came in $1.2 M under the office estimate. The apparent low bid was from Baltazar Contractors of Ludlow in the amount of $7,105,195. It will take a few months for a contract to be signed between MassDOT and the contractor and time to mobilize, but the project should commence late spring. Business-Town Partnership Meeting: The next scheduled meeting between the Business Community and town officials will be on February 26th at 10 a.m. at the Library. The notice is up on the Town Facebook page and everyone who attended one or more meetings this fall was part of a distribution list notifying them of the meeting. ===PAGE 3=== CURRENT BUSINESS 1. WORKSHOP ON ACTION ITEMS The Board reviewed the following items to determine if they should be a future agenda item or workshop. 1. Posting of town related business on social media- Workshop with affected departments 2. Plowing of the sidewalk on Massachusetts Avenue- Agenda item 3. Identify Crosswalks at Rotary at Whalom - Remove item (worked into Complete Streets Program) 4. Facilities /Maintenance Consolidation- Agenda item (invite School) 5. Town Interest in Lake Shirley property, Lake Shirley and Lake Shirley Dam- Workshop item (Invite Conservation Commission, Lake Shirley Improvement Corp., Town Counsel) 6. 925 Massachusetts Avenue (gas station)- Agenda item 7. Municipal towing contract- Remove from list; Ms. Lemieux will consult with the public safety departments 8. Review of abandoned/vacant properties-Agenda item- couple with Tax Title Property update 9. Memorial Day Committee formation- Agenda item with proposed charge for committee 10. Establish Flag Policy/Procedure-Agenda item with some sample policies 11. Liquor/BYOB regulations review-Agenda item with Police Chief 12. Revise Earth Removal permit closure/restoration standards/earth removal bylaw-Agenda item with Building Commissioner and Land Use Director 13. Update tollbooth policy (specifically reasons for denial) - Agenda item 14. Update one day liquor license policy to add insurance requirement- Agenda item 15. Create policy/process on non-profit signage on town property - Agenda item 16. CORI requirements for Limousine Drivers- Agenda item 17. Posting of Selectmen meetings for attending Finance Committee meetings- Agenda item 18. Town Property Maintenance- Workshop 19. Succession Planning (for dept. heads) - Agenda item 20. ACO Facility Process- Agenda item 2. Minutes/ Warrants/ Action File Issues The Board signed an accounts payable warrant in the amount of $392,313.08. Action File Issues: Ms. Bertram stated she still is concerned about the repairs at the Middle/High school and would not support signing the release for the final payment to the contractor. She had forwarded additional questions to the Town Manager. She would like this as a future agenda item as the responses to the questions were not satisfactory. She also requested any payments on the HVAC system and ceiling panels to be flagged on the warrants. She wanted to know if we are assuming costs for repairs that we should not be. Ms. Lemieux stated she forwarded those questions on to the School Superintendent and she will be looking into it. 3. Committee Reports: Ms. Luck reported the Stormwater Task Force met on February 8th. Design Consultants Inc. presented maps that identified 25 priority best management practices, including sites, priority ranking and approximate cost estimates. Nine of the sites were identified as candidates for the 319 Nonpoint Source Pollution Competitive Grants due to their locations. The Community Compact grant final report will include glossy maps we can use ===PAGE 4=== Department is responsible for 75% of the future OPEB (Other Postemployment Benetits) lability and 1o%o of the current OPEB liability, it is imperative that there be an understanding of how the School Department can work with the Town to reduce future OPEB liability. Negotiations with town employees are really how you have to address that reduction of liability. Ms. Bertram reported Montachusett Planning Organization (MPO) had a meeting and there is an amendment out for comment. They are starting the Transportation Improvement Plan (TIP) process. She is a little concerned about the Summer Street project bid coming in under budget and what adjustments would be needed for that. There was a MPO Subregion 3 meeting on January 30. Members from Devens and Ayer attended as well as DPW Director Rodriquenz and Ms. Luck. It was informative as to how MPO works and the process to get a project. For federal aid eligible roads, we should be looking at incorporating them into the Transportation Improvement Plan (TIP) as we have many in Lunenburg. Incorporating Complete Street components into roadways can be done through the TIP. At the end of the program there was a plug for projects under the Unified Planning Work Program. Basically it is funds allocated for the planning agency to do various projects in the communities that it serves. She encouraged the Town to take advantage of the services MRC can provide. Ms. Lemieux is doing a fantastic job doing that but she thought we could expand on that. PUBLIC COMMENT Dave Rodgers, 82 Highland Street, stated OPEB, BMP, MPO; you all know what this is, but please clarify for the home viewers. When Ms. Lemieux prepared the Five Year Forecast, we could not see it. We had to wait until it was accessible on the town website. He asked the Board to take these comments into consideration. He asked how much Vertex was paid for the property condition assessments. Ms. Lemieux stated the appropriation at Town Meeting was $50,000. He asked when the public will get to see the report and ask questions about it. Ms. Lemieux stated it will put on the website as soon as possible. Mr. Rodgers asked when the Board would be discussing this again. Mr. Toale noted that the next steps were for the Board to evaluate the data and come up with some recommendations for the Town to look at. Mr. Rodgers asked what our bonding capacity is. Ms. Lemieux stated she would have to look that up. Ms. Bertram stated MPO was the Montachusett Metropolitan Planning Association. We look at all the available transportation funds and based on the projects that are submitted determine how the funding is going to be distributed throughout the region. Ms. Luck clarified that OPEB stands for Other Postemployment Benefits. It is generally insurance coverage and the Town pays 75% and the (retired) employee pays 25%. Julia Callahan, 24 Beal Street, stated Article 1 was amended at town meeting to add Eagle House and Turkey Hill Elementary School for the property condition assessment. Is there a timeline on when to expect those two assessments? Ms. Lemieux stated she expected them within two to three weeks. Ms. Bertram believed the Board should come up with a schedule on charrettes so people can be informed in advance and requested this be a future agenda item. Motion: R.Ebersole 2'°: P. Bertram To enter Executive Session under M.G.L. c. 30 §21, Reason #2: To conduct contract negotiations with non-union personnel if any open meeting may have a detrimental effect on the government's bargaining position and the Chair declares so and to adjourn immediately. (Town Manager Contract) Vote: Mr. McQuaid-aye, Ms. Luck- aye, Ms. Bertram -aye, Mr. Ebersole- aye, Mr. Toale-aye ===PAGE 5=== ======================================================================================== DOCUMENT : 2018-02-15-agenda-5097.txt BOARD : select-board DATE : 2018-02-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-02-15-agenda-5097.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02152018-5097 ======================================================================================== ===PAGE 1=== BOARD OF SELECTMEN February 15, 2018 7:00 PM – Town Hall Bilotta Meeting Room, Second Floor AGENDA Open Meeting Attend and possible discussion at the Finance Committee meeting and Town Manager FY2019 Budget Presentation Adjourn ======================================================================================== DOCUMENT : 2018-02-22-agenda-5098.txt BOARD : select-board DATE : 2018-02-22 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-02-22-agenda-5098.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02222018-5098 ======================================================================================== ===PAGE 1=== BOARD OF SELECTMEN February 22, 2018 7:00 PM – Town Hall Bilotta Meeting Room, Second Floor AGENDA Open Meeting Attend the Finance Committee meeting on FY2019 Budget review Adjourn ======================================================================================== DOCUMENT : 2018-03-06-agenda-5099.txt BOARD : select-board DATE : 2018-03-06 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-03-06-agenda-5099.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03062018-5099 ======================================================================================== ===PAGE 1=== BOARD OF SELECTMEN March 6, 2018 7:00 PM – Town Hall Bilotta Meeting Room, Second Floor AGENDA In accordance with the requirements of the Open Meetings Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. 7:00 PM PLEDGE OF ALLEGIANCE I. PUBLIC COMMENT  BOARD  PUBLIC II. ANNOUNCEMENTS III. APPOINTMENTS 7:05 p.m. Hearing on Liquor License Violation- J & M’s Sports Bar- 5 Summer Street, Unit #10 7:10 p.m. 7th Grade Genius Hour Project Presentation IV. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Town Manager Appointments:  Jacob Lachance- Full-time Police Officer  Kamerin Munroe- Reserve Police Officer V. TOWN MANAGER REPORT VI. OLD BUSINESS 1. Board of Selectmen Goals  Identify desire for and type of Economic Development for Lunenburg  Develop an Infrastructure Plan (including Roads, Buildings and Equipment)  Improve Public Satisfaction through Community Involvement and Public Outreach VII. CURRENT BUSINESS 1. Request for a Walkability, Parking Study and/or Complete Streets Study by MRPC 2. Eagle Scout Proclamation-Owen Ray Parker 3. Seasonal Alcohol License Renewal- Donald E. Lyon d/b/a Settlers Pub, 994 Northfield Road 4. Discussion on Removal of Selectmen Stipend 5. Minutes/ Warrants/ Action File Issues 6. Committee Reports: Board of Health; Cable Advisory Committee; Capital Planning Committee; Conservation Commission;Finance Committee; Library Board of Trustees; MART Advisory; MPO; Planning Board; PACC; School Committee; School Building Committee; Sewer Commission; Storm Water Task Force; ZBA 7. Department Reports VIII. PUBLIC COMMENT  PUBLIC  BOARD IX. UPCOMING MEETING/EVENTS SCHEDULE March 13- Open Meeting Law Training March 20- Regular Business X. ADJOURN ======================================================================================== DOCUMENT : 2018-03-06-minutes-5099.txt BOARD : select-board DATE : 2018-03-06 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-03-06-minutes-5099.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03062018-5099 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== T VOATITYAE YATMDATT •AYYAGATCAOYT AAIO T OTTOTAT IITA STA-OTIOTAT YTAA C Others present: Heather Swift, Brian Swift, Melissa Thibodeau, David Passios, Greg Bittner, Aidan Moore, Jonah Salvatore, Mason Whitcomb, Aidan Swift, Anthony Caiozzo, Griffin Caiozzo, Chris Roy, Katey Adams, Sergeant Jack Hebert, Dawn Marie Ayles The meeting opened at 7:00 p.m. with the Pledge of Allegiance. ANNOUNCEMENTS: Mr. Toale announced the public is invited to the presentation of the Boston Post Cane to Clarence Goguen, 100 years old, on Saturday, March 24th at 2:00 p.m. at Eagle House Community Senior Center. The cane is given to the oldest recorded resident in town. The tradition of honoring the oldest resident was initiated by the former Boston Post newspaper in 1909. It was a gold-headed ebony cane with the inscription "Presented by the Boston Post to the oldest citizen of Lunenburg". It was distributed to many communities in New England, including Lunenburg, with the town's name engraved on the cane. The first local recipient was Luke Chase, for whom Chase Road was named. Through the years the cane was passed on to subsequent honorees. For a time, the Town lost track of the cane's whereabouts but fortunately it was located and the tradition was revived in 1978. It is now on display in the Senior Center and the recipient is given a pin representing they received the Boston Post Cane as the oldest citizen. Refreshments will follow the presentation. PUBLIC COMMENT: there was none at this time APPOINTMENTS: Hearing on Liquor License Violation - J & M's Sports Bar, 5 Summer St. #10 Owner/Manager Melissa Thibodeau was present for the hearing. Mr. Toale reviewed the hearing procedure. Sergeant Hebert and Ms. Thibodeau were sworn in. Sgt. Hebert presented the following report: On January 10, 2018 at approximately 2:00 a.m. he was on patrol and observed a green 2000 Honda Accord running in the parking lot with the parking lights on, with no one around. He circled around the building and could see two people inside. He knocked on the door and owner Melissa Thibodeau opened the door. There was no alcoholic beverages on the bar but he found an open can of White Claw Hard Cider, 5% alcohol, sitting on the bar foot rest right where Ms. Thibodeau had been standing. The other person, a man, had a plastic cup of water in front of him. By the time they had cleared out from the bar it was after 2:00 a.m. and as the owner of the property she is supposed to off the premises within 60 minutes of closing. After closing there is not supposed to be any alcohol consumed. Mr. Toale asked Ms. Thibodeau if she had a response to that. Thibodeau replied that they were just talking and I told him (Hebert) that can was not mine. He (the other man) was drinking water, he was my ride home that night and that is why he was there with me. No one was drinking at that time. Ms. Bertram asked what day of the week is January 10fh ". Thibodeau replied (incorrectly) Monday. Ms. Bertram stated according to our records your operation hours Monday through Saturday are 8:00 a.m. to 12:45 a.m., not 1:00 a.m. Were you aware of that? Thibodeau replied no. Ms. Bertram stated you have had numerous violations at this location. There was a violation on August 7' and now this one on January 10, 2018. Ms. Bertram was very concerned with the continued violations; stating a liquor license is a privilege, not a right. In her opinion, there were several violations that occurred. The door cannot be locked until the last patron has exited the ===PAGE 2=== Ms. Bertram asked if you were in the bar after closing, who was on duty performing the closeout process? Thibodeau replied Lisa Boivin did the closeout process. Bertram asked but you were in the bar? Thibodeau stated yes. Ms. Bertram stated that is a serious violation. There should be no one in the bar after it has been closed and the manager in charge has left the premises. Ms. Bertram asked Ms. Lemieux to outline the Board's options. Ms. Lemieux referred the Board to the sentencing guidelines listed under the violation history. This offense would qualify as the second offense which ranges from a warning to 21 days suspension. Ms. Bertram asked if Ms. Thibodeau was the manager. Thibodeau replied she was the owner. Bertram asked if she read the liquor license regulations. Thibodeau stated when she applied for the license, yes. Bertram stated section 1.04(b) of the licensing regulations states the rules for employees to be on premises after closing hours are as follows: owners and employees must be off the premises no later than 60 minutes after the official closing hour provided however that such owners and employees or other hired personnel may be on the premises at any time tor the purpose of cleaning, making emergency repairs, providing security tor the premises, preparing food for the next day's business or opening or closing the business in an orderly manner. Bertram stated it was her understanding that none of those activities were occurring; you were sitting at the bar. Thibodeau confirmed at that time, yes. Motion: P. Bertram 2nd. P. Luck That the Board of Selectmen finds that a license violation did occur Vote: All in Favor Mr. Toale stated the Board has determined a violation had occurred. Is there any recommendation as to a penalty? Motion: P. Bertram 2nd. R. Ebersole To suspend the alcohol license for J & M's Sports Bar for seven days; from Sunday, April 8 to and including Saturday, April 14, 2018 Vote: All in Favor Mr. Toale informed Ms. Thibodeau she would receive notification of the suspension in the mail. 7 Grade Genius Hour Project Presentation Griffin Caiozzo, 1091 Massachusetts Avenue, thanked the Board for the opportunity to present tonight. He and Aidan Moore, Jonah Salvatore, Mason Whitcomb, Aidan Swift and Chris Roy are seeking to build a skate park in Lunenburg. Griffin stated they are all new skateboarders with no appropriate place to skate. Genius Hour is a program in school where a group of students meet one hour a week where they can work on a project. He listed reasons why they want a skate park: • Provides a safe place for skaters to recreate • Skating in parks is much safer than in the streets • Requires very little maintenance • Low cost for participation makes it accessible for everyone • Can serve as an attraction for family outings • Skate parks draw skateboarders away from less appropriate areas Skate parks support vibrant, healthy communities, just like other athletic facilities • Skateboarding is a popular spectator sport ===PAGE 3=== and near the Teen Center. Another choice is located next to the Turf Field. Mason Whitcomb stated they had to consider material and construction options for the skate park. They looked at poured concrete, the strongest material, lasting thirty years and requiring minimal repair. The second option is a prefabricated slab of concrete with concrete ramps. The ramps weather easily and have a lifespan of around 20 years. The third option is an asphalt pad with metal ramps. These metal ramps can dent and have sharp edges leading to accidents. The asphalt pad is a rough surface and could hurt skaters who fall on it. Lastly is a concrete pad with wooden ramps, basically what was in Marshall Park and would only last three to five years. We presented our project to the Parks Commission but many of the location options are on school property and not under their jurisdiction. Once we get permission and a location we will begin fundraising and begin to build the skate park. He explained the difference between a skate park (8,000- 12,000 sq. ft./serving ~ 25,000 residents) and skate spot (3,000 - 5,000 sq. ft./serving ~10,000 residents). Their anticipated maximum load per day would be 30 riders, needing around 7500 sq. ft. for the skate park. Chris Roy reported they looked at other skate parks in the state. They liked the ones with poured concrete parks with rails and parks that had options for both new and experienced skaters. Aidan Moore stated to build from beginning to end would take about two years. They would get town approval first and then begin fundraising. They are hoping to break ground in early 2019 and complete it by the end of 2019. They have many ideas for fundraising. He stated they had questions for the Board such as where would you like the skate park located. They would like a tollbooth date. They had questions about insurance and wondered if anyone knew of any available grant money. He asked if there were any questions from the Board. Ms. Bertram asked if they had spoken to the School Committee. Aidan Moore stated they were planning to but the meeting was rescheduled due to bad weather. She asked what the Parks Commissioner's reaction was to the Marshall Park option. Griffin Caiozzo stated the Parks Commissioners could not give them an answer either way because they are planning on building a road and parking lot there. Anthony Caiozzo stated they did meet with the Parks Commissioners and they thought this was a fantastic idea but they have limited land and resources. There is still some question on where the parking lot will start and end at Marshall Park. Their preference was next to Kid's Kingdom playground or between Turkey Hill Elementary and Middle/High School; to construct into the hill there or behind TC Passios. The board believed this was an excellent idea and told the students that they did good research and gave a thorough presentation. Ms. Luck requested feedback from Police Chief Marino on what kind of a presence would be required at the skate park. He preferred the locations the students liked the best for visibility and safety purposes. He recommended establishing a set of user guidelines for the park. Ms. Bertram asked the group if they had an idea on the cost of their project goal would be. They stated it would depend on where it was located. Ms. Luck asked if they would want lighting on site. Griffin Caiozzo stated they would not as it would encourage nighttime use. Motion: R.Ebersole 2"': P. Bertram That the Board of Selectmen support the skate park project, location to be determined from the three preferred sites Discussion: Ms. Luck stated we need to understand the liability issues going forward with this to protect the Town. Mr. Toale stated this was an excellent presentation and it covers a lot of the components of the project. His preference would be once the location is determined that we transfer the responsibility to the Parks Commission's jurisdiction as it appears to be a Parks issue. As far as fundraising, he would have no objections to the typical fundraising avenues. As with all our Parks activities, you would want it sponsored through the Capital Planning Committee. He would like to take it one step further, we will work with them to cooperate and ===PAGE 4=== Chief Marino reported Munroe completed the Municipal Police Training Committee, 315 hour Reserve Intermittent Police Academy and passed the required physical exam, the Physical Agility Test and an extensive background check. He is a Lunenburg resident and holds an Associate's Degree in Criminal Justice from Mount Wachusett Community College. He served as an intern with the department while attending college. He will be a strong candidate for full time employment in the future. Motion: R.Ebersole 2": P. Bertram To ratify the Town Manager appointment of Kamerin Munroe as Reserve Police Officer Discussion: Mr. Toale stated we continue to be impressed by the Chief's process of building a pipeline of excellent reserve officers that work their way to be full-time officers. Vote: All in Favor Ms. Lemieux noted the full-time police officer appointment listed on tonight's agenda has been moved to the March 20* agenda. TOWN MANAGER REPORT Town Facilities: Property Condition Assessments: The Property Condition Assessment for Eagle House has been received and circulated to the Board of Selectmen, Capital Planning Committee and Finance Committee. It will be posted on the town website under the Public Notices section titled Town Facilities Information. The Property Condition Assessment for Turkey Hill Elementary School is being finalized and will be available by the end of the week. Town Hall: The DPW Director coordinated the cleaning of the duct work for the HVAC system at Town Hall on Friday, March 2nd. This included removing all the registers, running nylon bristle brushing tools and high pressure compressed air snakes to sweep and dislodge any debris throughout the entire system that was vacuumed up by a high powered vacuum truck. This was one of the recommendations in the Air Quality Report issued last March. The DPW Director has also lined up removal of the remaining records in the Town Hall attic that will be moved to a designated room at TC Passios on Friday, March 9th, weather permitting. Records that have been approved by the State for destruction will be put into a dumpster. This has been postponed to March 16 due to the weather. Parks Commission Update: I attended the Parks Commission meeting on Monday, March Sth regarding the following topics: Wallis Park: Chris Letarte of the Friends of Wallis Park group came before the Parks Commission to discuss the proposed equipment to be installed at Wallis Park utilizing the $37,000 town appropriation and the $25,000 in donations received by the Lions Club. The Parks Commission approved the design and purchase of the equipment after receipt of two more quotes. I will work with Mr. Letarte to ensure we satisfy state procurement requirements and can proceed in a timely manner to meet their goal of installing the equipment by April or May. The Lions san by Api May The Lions Club and the Wallis Park community group will be looking for volunteers during the installation and other phases to complete the clean- up of Wallis Park. ===PAGE 5=== on creating a five year plan that can be included in next year's capital planning process. Workshop with BOS on Parks Properties: Related to the Selectmen and Town Manager's goal of creating an infrastructure plan, we discussed a joint meeting of the Selectmen and Parks Commission. This workshop would be used to discuss the status of the parks, the maintenance and upkeep plan and any future plans the Parks Commission may have for parks properties. The timeframe for this meeting could be as early as April or May. Green Communities Update: I attended the Green Communities Task Force meeting on Tuesday, February 27" regarding the following topics: Competitive Green Communities Grant Application: The Green Communities Task Force reviewed the finalized list of projects for the Competitive Green Communities Grant with Montachusett Regional Planning Commission Principal Planner Karen Chapman, who is preparing the grant application through funds we received as part of a Department of Energy Resources grant. The results of ditterent energy audits for Turkey Hill Blementary and other town buildings shaped the project list for this grant application. The grant application will include the following projects: • An envelope tightening at Turkey Hill Elementary School; • An interior lighting retrofit at Turkey Hill Elementary School, Town Hall, the Ritter Building, and the Public Safety Building; • Installation of a heat pump system at the Ritter Building; • Installation of condensing boilers at the Ritter Building; • Pipe and fitting insulation at the Public Safety Building; • Building retro commissioning and electronically commutated motors at the Public Safety Building; • Up to 10% of the total grant request for administration services. Excluding the administration services, the total grant request is approximately $200,000 and will be submitted by the deadline of March 9th Conversion of Street Lights to LED: In light of previous discussions by the Green Communities Task Force inquiring about the cost of converting the street lights to LED, I invited John DiNapoli, our Municipal and Community Services Manager from Unitil, to explain the process for requesting them purchase price of the streetlights. The two available options for converting streetlights to LED are: 1) the Town could purchase the existing street lights at a price determined by Unitil that takes into account the total asset cost of the lights minus the accumulated depreciation value, go out to bid to have a third party install new LED lights which after installation, the Town would be responsible to maintain. The Town would achieve energy savings and no longer pay a luminaire fee to Unitil but would need to pay a third party for maintenance and replacement of any new fixtures. 2) Unitil could provide the cost of having Unitil install new LED lights that they would maintain. The cost ===PAGE 6=== Montachusett Regional Planning Commission Planning and Development Director John Hume, Principal Planner Karen Chapman, Land Use Director Adam Burney and I held a meeting on Monday, February 26th to review the recommendations made by Montachusett Reg. Planning Commission in their report titled "Formation of a Business/Town Partnership". We discussed the next steps, which include creating a business brochure that can be circulated online and in hard copy format to promote our local businesses and recreational resources, as well as creating a permitting guidebook. Discussion included adding an implementation and time schedule of when each of the recommendations could be accomplished and by whom. I have amended the most recent request for District Local Technical Assistance to include this be performed by MRPC, in addition to the brochure and permitting guidebook. Among the attendees were Christy Mylott of Senator Tran's office and Beth Lindstrom, a candidate for US Senate and is also a business owner in Groton who belongs to the Groton Business Association. Ms. Lindstrom put me in touch with the Groton Business Association and I have invited them, as well as the Townsend Business Association to attend the next Business Town Partnership meeting on Monday, March 19th at 6:30 p.m. in the Library. The first half of this meeting will be amongst the Lunenburg business owners to discuss forming an association and other ways to promote local businesses, and the second half will be to begin a discussion on the development of the business brochure, as well as any invited guest speakers. Childcare during Annual Town Meeting: In an effort to increase attendance at the May Annual Town Meeting, I reached out to Superintendent Calmes to inquire about offering child care during the meeting. In the past, the Extended Day Program and National Honor Society have lined up childcare for various meetings and we are in discussions about the logistics. I will update the Board and advertise the availability, if the option is feasible. Department Updates: At our monthly department head meeting the following topics and updates were given: Motor Vehicle Excise Bills: Over 11,000 bills for 2018 Motor Vehicle Excise Taxes were sent and the last commitment for 2017 out on February 27th totaling $1,359,899. This is an increase over the previous fiscal year by $42,996. Tax Title Assignment Auction: The Town Treasurer/Collector has begun the process to proceed with a Tax Title Assignment Auction. Currently there are a total of 33 properties that were given a thirty day notification of the Tax Title Auction and if the Town does not receive payment in full or a tax payment plan is not made with the Treasurer/Collector by the end of the 30 days, the Town can proceed with auctioning off the tax title. The re-assignment of the tax title will pay all delinquent taxes and fees owed on the property and will be kept current on any new taxes. The date of the Tax Title Assignment Auction is April 4th at 10 am in the Joseph Bilotta Meeting Room. Website Update: The IT Director and Town Manager have been working on the design elements with QScend and the design phase for the website is now complete. We are now in the build out phase. Due to some changes to the design, the timeframe for completion is now the end of March/beginning of April. ===PAGE 7=== management and non-management personnel that will be used in the near future. Implementation of performance evaluations will have to abide by any collective bargaining provisions and with proper notification. DPW Union Negotiations: The DPW Union representatives, Labor Counsel, DPW Director and myself have our first introductory session on Thursday, March 8th, weather permitting. The first session is for introductions and to review ground rules. I would like to meet with the Board on March 20th to review proposals to be made at subsequent sessions. Announcements: Economic Development Survey: The Economic Development survey will be available to complete both online and in hard copy format until Monday, March 12th. The results will be posted on the website and the Town Facebook page after March 12th and will be discussed at the Selectmen's March 20th regular meeting. Charter Review Committee Surveys: The results from the first survey sent out by the Charter Review Committee are on the website and Town Facebook page. The second survey is still online until Monday, March 12th and copies are available to be filled out from the Library and Senior Center. The results will be posted on the website and Town Facebook page after March 12th Complete Streets Survey: The Complete Streets survey will be online and available at the Town Hall, Library, Senior Center, and School until March 19th. The results will be posted on the website and Town Facebook page after March 19th Open Meeting Law Training: Town Counsel will be conducting an Open Meeting Law training for all employees, appointed and elected officials on Tuesday, March 13, 2018 at 7:00 p.m. in Town Hall. All are encouraged to attend. This is a mandatory training for all town employees that support an elected/appointed board/committee/commission. Replacement of Poles on West Street: Unitil will begin shortly replacing the poles and conductors from West Street down to Sunnyhill Road on Leominster Road. This will take approximately one month to complete and the contractor performing the work will be Hi Voltlines Construction. CURRENT BUSINESS: 1. Request for a Walkability, Parking Study and/or Complete Streets Study by MRPC Ms. Lemieux reported Ms. Bertram had requested this be placed on the agenda. Ms. Lemieux spoke with Brad Harris at MRPC and it sounds like the walkability/parking study would be very applicable. We are already in the Complete Streets process of developing a prioritization plan, so that would be a duplication of that effort. Ms. Bertram stated at the Montachusett Metropolitan Planning Organization (MPO) meeting we approved the Unified Planning Work Program (UPWP) and there are communities that take advantage of that; that have work done and do studies as part of the funding for that. It's basically different projects in the region that are related to planning that are funded through various state and federal sources. We haven't really taken advantage of the UPWP, although we have taken advantage of other grants and she was very pleased to see us doing so. There has been a lot of talk about the walkability and parking of town center and she believed it made sense to put forward a request to consider both of those projects or either of those projects. Time is of the essence because next month MPO will be working on the Transportation Improvement Plan (TIP) and prior to next month, Brad Harris is hoping to have a list of projects to incorporate into the UPWP. In order to consider those studies he needs a letter of support from the Board of Selectmen. ===PAGE 8=== To approve the seasonal alcohol license renewal tor Donald Lyon d/b/a settler's Pub, 994 Northfield Road Vote: All in Favor 4. Discussion on Removal of Selectmen Stipend Mr. Toale stated he had requested this discussion because at the Charter Review Committee they were discussing another elected position, Town Clerk, and someone had mentioned this was the only elected paid position. Then it was noted that the Board of Selectmen members get a $100 stipend. Mr. Toale noted it probably costs more for the Town to administer the stipend with tax withholding, etc. Unless there is reason for that historically, he was wondering if they could discuss whether this is still appropriate. Discussion ensued about why this came about; from previous years when the BOS was paid $1000 and was eligible for health insurance. Motion: R. Ebersole 2nd: P. Bertram To eliminate the Selectmen stipend effective with the new budget Vote: All in Favor Minutes/ Warrants/ Action File Issues The Board signed an accounts payable warrant in the amount of $654,095.24; a payroll warrant in the amount of $727,213.49 and a payroll deductions warrant in the amount of $561,258.53. Minutes of February 20, 2018 were approved. Ms. Bertram stated she had requested any expenditure related to the Middle/High School uncompleted work (ceiling tiles, HVAC system) be flagged and did not want those paid. There were no action items. Committee Reports: Ms. Luck reported the School Committee met on February 28"h and requested feedback on what qualities people wanted to see in a new school superintendent. It was an interesting discussion. The Storm Water Task Force met on March 1St ". Ed Himlan, DCI consultant, reviewed the progress of the Community Compact award project to examine and prioritize 27 out of approximately 500 outfalls in town to determine their order of ranking to be upgraded. An outfall is the discharge point of stormwater that has been collected in a catch basin and is being released into one of a variety of outlets. The 27 outfalls addressed have risen to the top of the "needs 15 of the "3s permit. The improvement" list. This work needs to be completed to comply with the requirements of the MS4 permit. The task force reviewed the priority ranking and changed one from medium to high. Nine of these have been identified as possible candidates for the Section 319 Nonpoint Source Management Program. This morning Adam Burney, Ed Himlan and I attended a DEP presentation on the 319 program. There was also discussion on record keeping for the current permit and the MS4 permit. Matt Allison reached out to IT Director Malindrinos regarding technological tasks. Ms. Luck reached out to Brian Doherty at MRPC and we are going to look at ways that Lunenburg could implement MRPC's data collection cataloguing application. The Task Force meets again on April 12'" Ms. Bertram reported MPO met on February 215. The majority of the meeting was a presentation for distinct projects that are going to be considered for the 2019-2023 TIP. There was an amendment for the current 2018- 2022 TIP which would use all remaining money in fiscal 2018 and one of her concerns was whether or not the Summer Street project, because it came in under bid, is still considered advanced construction because it was funded over a two year cycle. Luckily there was someone there who could answer that question and it will not ===PAGE 9=== Corporation (LSIC) gave an update on their management plan and water quality improvements they are doing. Hickory Hills Landowners Association gave a presentation and sought approval for overtopping work at the Hickory Hills dam. It was approved and just today they received approval from the state. An article for town meeting will be forthcoming. Forester Gary Gouldrup was present to answer questions regarding the small state forest cutting but it was late and not many people remained. There were some concerns raised including from Ms. Bertram as a resident. She believed the overall forest plan was great, but in order to make the trails accessible again there is a lot of cleanup that needs to happen as well as signage and mapping. Hopefully some of the money received from the cutting will go back into the land. There is a lot of maintenance planning that needs to be done for all the conservation land in town. Mr. Ebersole asked if the outfalls can contribute to algae growth. Ms. Bertram stated it depends on what is in the water coming out of them. Phosphorous and nitrates would contribute to that. Mr. Ebersole reported the Charter Committee continues to make progress. They will meet on the 14" where they expect to vote on their draft charter and then they will hold the public hearing. They still have opportunity to amend the draft up until town meeting. Mr. Toale reported the Finance Committee continues to review department budgets. Some scheduling was changed due to bad weather on the meeting nights. Mr. Toale reviewed the upcoming meeting schedule. March 13 will be an Open Meeting Law Training workshop with town counsel. This board will resume regular business on March 20th. PUBLIC COMMENT: Katey Adams, 40 Williams Drive, asked the Board to remind the public about the ROAR presentation on substance abuse and the opioid crisis this Thursday, March 8* at Lunenburg Middle School Collaborative Room D132 at 6:30 p.m. Ms. Bertram noted the Citizens Party Caucus on Monday, March 12th at Turkey Hill Elementary School at 7:00 p.m. Motion: P. Bertram To adjourn at 8:40 p.m. 2nd: P. Luck Vote: All in Favor Respectfully submitted, Clairem Peterson Elaine M. Peterson Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2018-03-13-agenda-5100.txt BOARD : select-board DATE : 2018-03-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-03-13-agenda-5100.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03132018-5100 ======================================================================================== ===PAGE 1=== BOARD OF SELECTMEN March 13, 2018 7:00 PM – Town Hall Bilotta Meeting Room, Second Floor AGENDA In accordance with the requirements of the Open Meetings Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. 7:00 PM PLEDGE OF ALLEGIANCE I. PUBLIC COMMENT  BOARD  PUBLIC II. CURRENT BUSINESS 1. OPEN MEETING LAW TRAINING- Attorney Adam Costa VII. PUBLIC COMMENT  PUBLIC  BOARD VIII. UPCOMING MEETING/EVENTS SCHEDULE March 20, April 3, April 10 IX. ADJOURN ======================================================================================== DOCUMENT : 2018-03-20-agenda-5101.txt BOARD : select-board DATE : 2018-03-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-03-20-agenda-5101.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03202018-5101 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2018-03-20-agenda-5127.txt BOARD : select-board DATE : 2018-03-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2018-03-20-agenda-5127.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03202018-5127 ======================================================================================== ===PAGE 1=== Select Board Meeting- Executive Session1.