# select-board — 9 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 : 2019-05-21-minutes-5160.txt BOARD : select-board DATE : 2019-05-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2019-05-21-minutes-5160.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05212019-5160 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Board of Selectmen present: Tom Alonzo, Chair; Phyllis Luck, Vice Chair; Damon McQuaid, Clerk; Katey Adams, Member; Michael- Ray Jeffreys, Member Others present: Heather Lemieux, Town Manager; Jack Rodriquenz, DPW Director; The meeting opened at 7:00 p.m. with the Pledge of Allegiance. Mr. Alonzo announced 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. PUBLIC COMMENT: Ms. Lemieux acknowledged long-time employee Lisa Normandin who was recently honored by the Massachusetts Commission on the Status of Women as a 2019 Unsung Heroine. These are women who don't make the news, but make a difference. She is an original member of the Turkey Hill Family Lions Club and currently serves as their President. Thank you to Lisa for all you do for the Town of Lunenburg. Mr. Alonzo announced the Board of Selectmen are seeking a representative for the Montachusett Joint Transportation Committee. The Montachusett Joint Transportation Committee (MJTC) is a subcommittee of the Montachusett Regional Planning Commission (MRPC) that provides public input to the transportation planning process in the Montachusett Region. Each community can appoint two (2) representatives to the Committee; one to represent the Mayor or Board of Selectmen; and one to represent the Planning Board. As part of the ongoing transportation planning process in the region, it is important to have active participation from our member communities. The MJTC plays an important role in the development of the Transportation Improvement Program (TIP), the long range Regional Transportation Plan (RTP) and the continued flow of information between the MRPC and its communities regarding various issues of importance. In addition, information sharing between towns is a key aspect of the Committee. Appointees are at the discretion of the local community and their boards and as such they do not have to be a board member or employee. The individual appointee is responsible to the board or office and therefore should be someone who can actively provide communications to and from the municipality. The term runs from July 1 to June 30, 2020. MJTC meets the second Wednesday of the month at 6:30 p.m. at the MRC offices located at 464 Abbott Avenue in Leominster. Interested parties should submit a letter of interest to the Board of Selectmen office at 17 Main Street, 2'd floor. Mr. Alonzo stated after the Pride events at 300 Holman Street were canceled due to the Zoning Board of Appeals decision, NOWOCO tried to reschedule at the the Town Gazebo but could not get their permits in place in time. There will be ongoing Pride events in Fitchburg. Ms. Adams announced swim lessons started at the town beach this week. ===PAGE 2=== mimpic types l asaulities. Committee meetings. She stated sitting in those chairs for three hours is a significant hardship for Senior Citizens. Special One Day Beer & Wine License Hearings for Dragonfly Garden Café - 3 Lancaster Ave. 1) July 26- Wine Appetizer and Dessert Tasting 2) August 17- Community BBQ Family Style Dinner Joslin Schneider presented for both events. She stated we hosted the farm to table dinner that was very successful in June. It was a beautiful event. So we wanted to a summer dining series with two different types of events. In August we are hoping to have 40 attendees and have a brewmaster come in and talk about how beer is made. In July we would like to have Elena Christopher of Elena's Gourmet Grocery as a guest speaker with a different type of experience with appetizers and desserts. Mr. Jeffreys noted Ms. Schneider's TIPS server training certificate and asked if she would be the only one serving alcohol. She replied yes and it is required by our liability insurance. We do have one other employee who is TIPS certified and is over 21 yearsof age. Mr. Alonzo stated for the record that both of these avents are from 5:00 - 8:30 p.m. She confirmed and added bothe events are tasting events so they are not full-sized beverages. Motion: K. Adams 2°: D.MeQuaid To approve the July 26 and August 17, 2019 special one day beer and wine licenses Vote: All in Favor Update from the DPW Director Mr. Rodriquenz reported there will be a culvert replaced near the intersection of Northfield Road and West Townsend Road. Another culvert will be replaced on Sunset Lane between house numbers 76 and 85. The work will start before the end of the month and detours should not last more than a few days. At night both culverts will be covered with steel panels to allow traffic to pass through. There will be signage posted as well. Reappointment - Town Clockwinder- John Lynch Motion: K. Adams 20c: D. MeQuaid To reappoint John Lynch as town clockwinder with a term to expire June 30, 2020 Vote: All in Favor Term Correction- Barbara Reynolds - Monty Tech School Rep-term expires June 30, 2023. Motion: D. McQuaid 2nd.P. Luck To amend the term for Barbara Reynolds to end June 30, 2023 Vote: All in Favor ===PAGE 3=== YAL• YY18Y hold either an open meeting or executive session. This will most likely occur in August. Ms. Lemieux reported the Planning Board is holding a hearing on Unitil's Storm Resiliency Program on July 22'd at 6:35 p.m. The Planning Board will hold a hearing that will coincide with the Tree Warden because it is a scenic road. She was seeking the board's input on attending that meeting for their role in that process. Mr. McQuaid believed it was important the Board review it and address concerns from residents. Ms. Lemieux will post the meeting. Ms. Adams noted a town beach employee mentioned to her they did not find out they had the job until just before the beach opened. Is it possible for them to be notified sooner for planning purposes next year? Mr. Alonzo suggested contacting the Parks Commission as they do the interviewing and recommend to hire to the Town Manager. 2. Committee Reports Ms. Luck reported the Storm Water Task Force will be meeting on Thursday to interview contractors for Year 2 of the MS4 permit. Mr. Alonzo reported there is an opening on the Finance Committee. Anyone interested should submit a talent bank form to the Board of Selectmen office. OLD BUSINESS 1. MRC Walkability and Parking Study: Discussion about dates for additional public meetings to walk Town Center and Whalom areas Ms. Lemieux presented tentative dates of July 15 or July 25 at 5:00 p.m. for the Whalom area. July 25'h would be better so the public can be notified in a timely manner. For the Main Street area, potential dates are July 18, July 29 or July 30, all at 5:00 p.m. July 30" looked to be the best date. TOWN MANAGER REPORT Completion ofthe ADA Accessibility at the Lane, Cowdrey, and Small Town Forest Conservation Lands The ADA improvements at the Lane, Cowdrey, and Small Town Forest conservation lands that were paid for with a MA Office on Disability project grant are now completed. The improvements included installation of an ADA van parking space and signage and approximately 150 feet in ADA trail access at each of the locations. I want to thank Conservation Administrator Matt Marro, the DPW for their assistance, and the contractor, Powell Stone & Gravel for accomplishing this project in a short time frame. Mass Trails Grant Award I want to congratulate the Conservation Commission, specifically member Bob Pease, on receiving an award of $21,267 from the state through the Mass Trails Grant program. The funds ===PAGE 4=== LILLY L thank each of them for all they do for the Town. Mr. Alonzo stated in the past we used to have an an annual volunteer appreciation event for the volunteers and appointed boards. He would like to see that revived in September at Eagle House. People who submitted talent bank forms will be invited as well. Other Updates: • The FY20 Road Materials bid opening was yesterday and I am in the process of reviewing the bids to make sure they meet all the requirements and then we will proceed with issuing award letters and contracts. • Proposals for engineering services to comply with Year 2 of the MS4 Permit were due June 13th and we receivedtwo proposals. The Land Use Director, the Storm Water Task Force, and I willbe interviewing the two firms on Thursday, July 11. OLD BUSINESS (CONT.) 2. Review of Town Manager Evaluation Form and Process Mr. Alonzo referred the Board to the document with tracked changes. The first section was Policy and Purpose. Discussion ensued over the following: Individual performance evaluation forms prepared by members of the Board of Selectmen are considered work product/personal documents, and shall not be publicly released. The only document to be released will be this overview document, compiling the ratings and comments, prepared by the Chair. It was decided to have Town labor counsel check with the Attorney General's office on the statement. Procedure #1 1. The Town Manager will be reviewed annually on the achievement of the agreed upon goals established the previous year and performance standards. The performance standards will be measured using a rating scale of "consistently exceeds expectations, "often exceeds expectations", "meets expectations", and "needs improvement" and "unsatisfactorv". In addition to annual goal(s) ten categories of performance standards and core responsibilities will be used to evaluate the Town Manager: Ms. Adams preferred a numeric rating scale system and felt the previous evaluation was too subjective. More discussion ensued on the rating scale. Mr. Jeffreys asked Ms. Lemieux what her preference was. She preferred the five levels of ratings listed in the draft. She did not think they ===PAGE 5=== document. Ms. Luck suggested two Board members compile reviews or labor counsel do it. Ms. Adams stated there should be another word other than consensus. Mr. Alonzo stated it should be a composite overview document and a consensus from the board on the finished document. #6 The Chairman will provide the other Board members and the Town Manager with the consensus evaluation overview document at a scheduled Board of Selectmen meeting to publicly discuss the evaluation. Consensus will be changed to composite. Ms. Luck suggested having the document presented one week and discussing the evaluation at a subsequent meeting. Mr. McQuaid was fine with that but thought it should be brought up to town counsel because he had advised it being done in one meeting. The Board moved on to the rating scale. After some discussion the ratings will go from 0-4. 4 Often Exceeds Expectations: Performance often exceeds expectations. Demonstrates the ability to take on progressive responsibility showing high success and most annual goals were met. 3 Meets Expectations: Performance consistently meets expectations and the overall quality of work is good. The most critical goals were met. 2 Needs Improvement: Performance has not met expectations and improvement is needed. One or more critical goals were not met. 1 Unsatisfactory: Performance is inadequate and employee demonstrates an inability or unwillingness to meet job standards and performance expectations of the position. Immediate and sustained improvement is required. N/O Not observed: This rating is used when the reviewer has not directly observed the actions of the Town Manager. It will not be counted in the compilation of scores. ===PAGE 6=== and of the public. Demonstrates accountability for actions; conducts him/herself fairly and honestly. • Uses good judgment and common sense in making decisions Exercises good judgment. (Moved from Criteria #2) Displays enthusiasm, cooperation, and willingness to adapt. Exhibits composure, appearance, and attitude appropriate for executive position. Treats others in a fair, consistent, impartial, and professional manner. Is effective in dealing with people without arousing antagonism and demonstrates an understanding of difficult situations. Maintains an open and approachable manner, presents a positive outlook and sets an example for subordinates. • Proactively seeks solutions and assumes responsibility. • Organizes priorities and effectively handles a variety of projects, assignments, and people. • Elicits respect from others and sets an example of professionalism within the organization. Motivates and communicates well with staff. (Moved from Criteria #6 Supervisory Oversight and Direction, speaks to professionalism • Exchanges verbal and nonverbal messages with others in a way that demonstrates respect for the individual and furthers organizational and community objectives. (Moved from Criteria #3 Professional Skills and Knowledge) Mr. Alonzo stated Ms. Lemieux requested the retitling change on #1. He asked if anyone had any comments. Ms. Luck stated Motivates and communicates well with staff is something she would not know about. She stated other towns have two Board members confidentially poll employees about how they feel about the Town Manager. I think we need to do that or remove them. Ms. Adams felt there were too many bullets and redundancy. She noted Under #1. Organizes priorities and effectively handles a variety of projects, assignments, and people; and under #2 Identifies and isolates problems and solutions. Mr. Alonzo stated the bullet points are just describing what the criteria are that add to the narrative and score. Mr. Jeffreys noted the items were criteria for two different skill sets. He also did not know if they should be reaching out to town employees as our Charter is pretty clear on day-to-day management. We are limited on what we actually can do. He thought they could get a good feel on whether or not a person is motivating and communicating with staff based on what is said to her. I have related concerns to Ms. Lemieux and they were promptly resolved. I can say she definitely must be communicating well and clearly is motivating people to do what is expected of them. If we are going to do something like that then it has to be across the board not just in one position. Ms. Adams stated as you read through these bullets in different sections, they are saying the same thing. Mr. Alonzo suggested everyone view the headings and see if they are okay and then we can come back about the bullet points. You are not rating the person on each of those bullet ===PAGE 7=== Mr. Alonzo asked for the next meeting to come prepared with what bullets (limit of 4) you would like under the eight categories. Town Manager will send out the updated document. PART III OVERALL PERFORMANCE SUMMARY- No changes were suggested for this section. PARTIV TOWN MANAGER GOALS AND PROFESSIONAL DEVELOPMENT PLAN and PART V SIGNATURES had no changes. Ms. Luck requested if the Town Manager's self-evaluation or parts of it are quoted to have it explicitly stated that is what it is. Ms. Adams suggested having them as two separate documents. Discussion ensued about having someone else other than a board member compiling the composite. Mr. Alonzo will ask town counsel all the questions asked this evening about the process. 3. Review of Board of Selectmen Goals for FY20 Mr. Alonzo referred the Board to the list following the last meeting's discussion. 1. Review of Board of Selectmen Goals for FY20 FY2020 Lunenburg Selectboard Goals Objective 1: To identify, define, discuss and finalize the criteria to be used in determining the use and/or re-use of the following buildings: Town Hall, Kitter Building, Old Primary School, Brooks House, T.C. Passios building. i. Action: Schedule a variety of meetings and discussion sessions (at Selectboard meetings, public charrettes, etc.) to get input from the widest variety of voices possible and practicable. ii. Action: Write a final report at the conclusion of those meetings and discussions to be voted upon by the Selectboard. That report will list AND prioritize the criteria to be used by the Selectboard and other municipal bodies in evaluating any/all projects to be done with the above named buildings and the land on which they lie. Objective 2: To identify, define and propose at least one project to the 2020 Annual Town Meeting regarding the use and/or re-use of the Old Primary School building, and/or the land on which it sits. ===PAGE 8=== (as determined in the previous Objective). Establish options (more than one but no more than four to be examined more closely. iii. Action: Have open sessions with other boards, committees and ommissions as well as with the general public in discussing th ptions defined from Action ili. Evaluate the pros, cons and cost for each option, potential variations as well as possible timelines. iv. Action: Determine one (or two, if applicable) option(s) to be fully developed into a proposed project for the building and/or site to be presented to the 2020 Annual Town Meeting for vote. Objective 3: To review, discuss and revise (where needed) the re-appointment process of all annual Selectboard appointments and to formalize that process into a policy for distribution. i. Action: Review the existing process step-by-step as well as any existing written policies that might pertain to the re-appointment process. Also review the Charter for exact list of Selectboard appointments. ii. Action: Ask for initial input from all affected appointed bodies. Discuss improvements that might be made to streamline, clarify and strengthen the process. Write a draft policy and distribute to all affected appointed bodies for their review, suggestions and recommendations. Also make it available to the public for their input as well. ili. Action: Collect all input from the review cycle of the draft policy. Finalize the reappointment process after discussing all the suggestions and recommendations that have been made and write the final policy for distribution. Motion: D. McQuaid To accept the Board of Selectmen goals for FY20 as presented 2n°: P. Luck Vote: All in Favor Mr. Alonzo reviewed their upcoming meetings; July 16 (Policy Workshop) and July 23, 2019. PUBLIC COMMENT: there was none. Mr. Alonzo stated he would entertain a motion to enter Executive Session Motion: D. McQuaid 2nd: P. Luck ===PAGE 9=== government's litigating position and the Chair so declares, namely National Prescription Opiate Litigation Case No. 1:17-MD-2804 and not return to Open Session Vote: Mr. Jeffreys- aye, Ms. Adams-aye, Mr. McQuaid-aye, Ms.Luck-aye, Mr. Alonzo- aye The meeting adjourned at 9:19 p.m. ***********************Executive Session Minutes are Separate********************* Respectfully submitted. Elaine In. Peterson Elaine M. Peterson Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2019-06-01-agenda-5161.txt BOARD : select-board DATE : 2019-06-01 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2019-06-01-agenda-5161.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06012019-5161 ======================================================================================== ===PAGE 1=== BOARD OF SELECTMEN Saturday, June 1, 2019 1:00 PM – Town Hall AGENDA I. OPEN MEETING The Board of Selectmen will attend a Walkability and Parking Study that will start at Town Hall, 17 Main Street and proceed on a walking audit which will conclude at Town Hall.  Introduction & project overview  Walking & parking audit  Review findings, come up with possible solutions, wrap up II. ADJOURN ======================================================================================== DOCUMENT : 2019-06-04-agenda-5134.txt BOARD : select-board DATE : 2019-06-04 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2019-06-04-agenda-5134.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06042019-5134 ======================================================================================== ===PAGE 1=== BOARD OF SELECTMEN Tuesday, June 4, 2019 7:00 PM – Town Hall Bilotta Meeting Room, Second Floor REVISED 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. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. 7:00 PM PLEDGE OF ALLEGIANCE I. PUBLIC COMMENT  BOARD  PUBLIC II. ANNOUNCEMENTS III. APPOINTMENTS 7:05 PM Pole Petition Hearing for Pine Grove Road Plan #965-L by Unitil Fitchburg Gas & Electric 7:10 PM One Day Wine & Malt License –June 8, 2019 -Dragonfly Garden Café -3 Lancaster Ave. 7:20 PM Special Event Permit Discussion IV. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Ratification of Town Manager Appointments for: Beach Coordinator-Genevieve Nass Seasonal Lifeguards- Elizabeth Simeone, Catherine Keefer, Cheryl Shaw, Lynn Major, Ethan Gengler, Paige Gengler, Jarod Bowser V. TOWN MANAGER REPORT VI. CURRENT BUSINESS 1. Payment In Lieu Of Taxes Discussion for Solar Personal Property Equipment at 190 Electric Avenue 2. Discussion of Process of Annual Appointments made by the Board of Selectmen 3. Review of Town Manager Performance Evaluation Form and Process 4. Minutes/ Warrants/ Action File Issues 5. Approval and Release of Executive Session Minutes  October 1, 2013 (Lane Property)  December 8, 2015 (Collective Bargaining Retiree Insurance Regualtions & DPW Collective Bargaining Update)  May 10, 2016, Session I (Review IBPO Local 453 AFL-CIO and PEC Negotiations)  August 11, 2016 (Interim Town Manager Screening Subcommittee)  August 24, 2016 (Interim Town Manager Screening Subcommittee)  August 25, 2016 (Interim Town Manager Screening Subcommittee)  August 30, 2016 Interim Town Manager Screening Subcommittee)  November 22, 2016 (Town Manager Contract) ===PAGE 2===  October 10, 2017 (Town Manager Contract/ Professional Firefighters DFFM Local 4358A and AFSCME Council 93, Municipal Employees Union Negotiations)  November 21, 2017 (Professional Firefighters PFFM Local 4358A Negotiations)  March 20, 2018, Session I (PEC Negotiations)  March 20, 2018 Session II (DPW Collective Bargaining)  April 10, 2018 (PEC Negotiations)  May 22, 2018 (161 Gilchrest Street, Assessor’s Map 31 Parcel 10 and 171 Gilchrest Street, Assessor’s Map 31 Parcel 11)  June 18, Session III (Cronin v. Town of Lunenburg ZBA appeals Court Docket No. 2017-P-0099)  July 24, 2018 (DPW Union Collective Bargaining) 6. Committee Reports 7. Department Reports VII. OLD BUSINESS 1. Amendment to the Casella Contract for Solid Waste Recycling and Disposal Services VIII. UPCOMING MEETING/EVENTS SCHEDULE June 11(BOS and Town Manager Goal Setting Workshop for FY2020), June 18 July and August Schedule IX. PUBLIC COMMENT  PUBLIC  BOARD X. EXECUTIVE SESSION: Motion to enter into Executive Session and to adjourn after exiting Executive Session: Pursuant to M.G.L. c. 30, Section 21, Paragraph 3, to discuss strategy with respect to litigation, where an open meeting may have a detrimental effect on the government’s litigating position and the Chair so declares, namely Aldrich, et al, v. Board of Selectmen of the Town of Lunenburg, et al. Docket No. 1985CB00647, Town of Lunenburg v. Edward Alleva Jr, Docket No. 16H85CB00812, National Prescription Opiate Litigation Case No. 1:17-MD-2804, O’Brien Homes, Inc., et al. v. Town of Lunenburg, et al, Land Court Docket Nos. 13 MISC 477878 through 13 MISC 477887 (KCL), Lake Shirley and approval of Executive Session Minutes related to these cases. XI. ADJOURN ======================================================================================== DOCUMENT : 2019-06-04-minutes-5134.txt BOARD : select-board DATE : 2019-06-04 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2019-06-04-minutes-5134.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06042019-5134 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Board of Selectmen members present: Damon McQuaid, Vice Chairman; Phyllis Luck, Clerk; Katey Adams, Tom Alonzo, Michael-Ray Jeffreys Others present: Town Manager Heather Lemieux; Adam Costa, Town Legal Counsel; Adam Burney, Land Use Director The meeting commenced at 7:00 p.m. with the Pledge of Allegiance. Mr. Alonzo stated 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. PUBLIC COMMENT: Ms. Adams stated she missed the walkability study but she attempted to walk to Conrad's Drive- In on Massachusetts Avenue and found it was not walkable. She hoped some progress would be made on this issue. Ms. Luck reported the High School graduation ceremony was lovely and the speakers were articulate. The memorial service at Public Safety for Fire and Police was a nice ceremony as well. Mr. Alonzo congratulated the graduates of the Class of 2019. He enjoyed the speakers, especially Superintendent/Dr. Burnham's comments to all. The walkability tour was last Saturday, he thanked the twenty-three people who came. There were two separate tours. The report is coming out in October. Another walk is scheduled for the Whalom area and we will be trying to host another town center walk as well. He noted the Police and Fire memorial service was very touching and well attended. Thank you to all who came to that as well as the organizers. Joanna Bilotta, 362 Sunset Lane, President of Lake Shirley Improvement Corp. (LSIC), stated Lake Shirley is a 360 acre parcel of water. She was seeking help regarding the Order of Conditions (OOC) issued by the Conservation Commission. She reviewed the history of extending the current OOC and stated she has found out from the Dept. of Environmental Protection (DEP) that the Conservation Commission cannot amend an OOC but LSIC, as the applicant, can through an appeal process to amend it. LSIC had returned to the Conservation Commission on April 17" for a response to their request to extend the OOC through September of 2019 as they were entering the summer season for the lake. On April 17, Commission member Carl Luck presented the OOC with amendments after the commission denyed LSIC's request to extend to September. Ms. Bilotta stated she did not want this document as the commission is not allowed to amend them., The LSIC attended the May 29 meeting and things did not go well for either side. The LSIC is frustrated because they attend the Conservation Commission meetings ===PAGE 2=== suggestivil, opinion. Mr. Costa stated for the record, there is no pending litigation involving LSIC at this time. There was an imminent threat of litigation received by the Board, which is the basis for the agenda item later. Regarding recusal, it is up to the individual member to decide; it is their obligation to comply with the MA ethics laws. Mr. Luck filed a disclosure with the appointing authority in 2015 as a landowner along Lake Shirley, but Mr. Costa has not seen the signed document yet. Steve Weaver, 288 Holman Street, stated Mr. Alonzo's speech at the Memorial Day ceremony was very nice. He added Ms. Luck's speech was very touching and personal. He thanked them both. He cautioned the Board when looking at an appointed position, when someone is going to be replaced it should not come as a surprise to them. That is the importance of doing a performance review so the employee knows how they are doing. Mr. Weaver suggested when looking for more parking in the town center, to tear down the old Primary school and build a park and extra parking. He requested Selectmen Adams', Luck's and Jeffreys' opinions on that suggestion. Ms. Adams believed there was potential to put in a "home base" of parking. Ms. Luck agreed with Ms. Adams that we should not convey the land but she was unsure about a park location there due to it being set back off the road. Parks should be more visible. Mr. Jeffreys believed there should be a comprehensive plan of what we are going to do with all of our vacant properties. Given the location of the old Primary School he can't envision any other uses beyond a park and a supporting parking area. Mr. Weaver believed the Board should revoke the entertainment licenses for 300 Holman Street due to the cease and desist order in effect. The Zoning Board of Appeals does not meet until June '. Building Commissioner Rhodes is going to enforce the cease and desist order on the photography event scheduled for June 8th. '. Mr. Massey is planning to cancel that event. He asked the Board to reconsider and revoke both licenses. John Tata, 135 Flynn Road, asked is it not true that every board is required to maintain minutes and there is a time requirement to approve them by the next meeting? Mr. Alonzo stated yes, minutes are required but not before the next meeting. Open Meeting Law states they must be done in a timely manner. Jaiesta Fields, 95 Sunset Lane, legal representative for NOWOCO Pride, read a statement from Anthony Bovenzi, one of the applicants listed on the entertainment licenses issued for 300 Holman Street, who could not be here this evening. Before doing so she related playing basketball against Lunenburg as a resident of Ayer and being called a monkey by someone in the bleachers. From Anthony: He thanked the Board for allowing NOWOCO Pride to serve the LGBTQIA community in Lunenburg. He wanted to state they condemn hate in any form and in 2019 people still feel the need to try to shut down pride events by any means necessary, because they are ===PAGE 3=== Mr. Jeffreys stated he appreciated Ms. Fields' comments. He attended school in Lunenburg, graduated in 2000 and joined the military. It is no secret that Lunenburg's majority population is white. Despite that, I was elected to sit on this Board. I experienced racism while attending school here. My nephew graduated in 2009 and also experienced racism here. Last year I ran a campaign and Ms. Adams was my opponent and although we never had any personal conflict, there were racist things said to me by others at the time. I don't believe our community is racist and I look forward to the day when we as a society will get to the point where I will stop being the first black Selectman or stop being a black something else. My skin color is how I was born so the things that I have been able to accomplish in my life are the things that make me proud. I am married and a husband and live in Lunenburg. I am a God fearing man, I love my Lord and I am not ashamed of who I am today, but I will say we all in our own development have to progress. Where we are as a community is good; we have had issues in the past and we are in this really long process to overcome them. People have the right to be racist or hold whatever views they want whether I agree with them or not. However, we do not have the right to act on those actions that are racist. Then we have a problem and it is within oneself. I appreciate the comments today and I appreciate the direction we are going as a town. I am thankful for the opportunity to sit here as your Selectman. Applause resounded through the meeting room. Jackie Ramondelli, 599 Reservoir Road, commented on LSIC meeting with the Conservation Commission last week regarding the lake management program. There is a lot of frustration from the residents. She has been on the board of LSIC since 2006. She related that the LSIC meets several times a year with the Conservation Commission regarding the lake management program. It is continually getting more difficult with the increasing requirements issued from the Conservation Commission, particulary one member. She called for the removal of Conservation member Carl Luck due to a conflict of interest as he lives on Lake Shirley. Gary Spindt, 7 Ruth Street, related there is concern among the LSIC of the conflict of interest issue and it needs to be addressed. Ashley Brawn, 607 Reservoir Road, also on the LSIC board, stated our government is based on checks and balances. The last line of the original OOC states, at the annual meeting or any time deemed necessary, the Conservation Commission (CC) can update, halt or require any activities or reporting it feels to protect Lake Shirley's environment and the health of the public affected by any management activities. Before last meeting was closed, a neighbor asked the CC to cite the health or environmental reasons as to why all these changes were made. The Sentinel ran an article and quoted Matt Marro who said 95% of the changes were refinement to the language. If these changes are merely refinements, how does that justify an environmental or health issue above and beyond what the DEP has directed us? There is disappointment among my neighbors and I personally feel we were misled. I have attended many meetings and the Chair has been rude to me. I ask clarifying questions and he loses patience with me. I am trying to see the perspective of the Board and understand where they are coming from and listen to the people ===PAGE 4=== DUCATIN Pine Grove Road Plan # 965- L dated May 2, 2019 (1) Proposed new pole located 80 feet west from Cross Road on the north side of Pine Grove Road and (1) Proposed new pole 200 feet west from Cross Road on the south side of Pine Grove Road Jim Dee from Unitil presented for the petition to get permission to set two poles on Pine Grove Road for a new single family home located at 150 Cross Road, but the driveway is going to be on Pine Grove Road Motion: K. Adams 2nd: D. McQuaid To approve the pole petition for Pine Grove Road, plan# 965-L by Unitil Gas & Electric Discussion: Mr. Jeffreys asked where the driveway and house will be located on the plan. Mr. Dee indicated it will be to the left of the proposed pole. Mr. Jeffreys suggested an alternative location but Mr. Dee preferred to keep it in the road so it could serve other properties and to avoid cutting trees. Mr. Alonzo stated we have always asked where the proposed driveway locations are on these plans. He asked Mr. Dee to indicate driveways on future plans. Vote: 4 in favor, 1 opposed (Jeffreys) Mr. Jeffreys noted his nay vote was due to several requests from this board to Unitil to depict driveways on their plans and they consistently won't do it. One Day Wine & Malt License -June 8, 2019 - Dragonfly Garden Café -3 Lancaster Ave. Joslin Schneider presented for the request and is looking to offer a six course tasting menu that highlights all the community has to offer. She is working with several local farms to incorporate items into the meal. She is hoping to pair local beers and wines with the tasting portion of each course. This will follow the Lunenburg Arts Festival. It is a small dinner party style for 24 guests. It will be from 4:30 - 7:30 p.m. Motion: K. Adams 2nd: D. McQuaid To approve the one day special license for Saturday, June 8'' for the Dragonfly Garden Café at 3 Lancaster Avenue Vote: All in Favor Special Event Permit Discussion Mr. Burney welcomed the new board members and reported before town meeting in April we held a public hearing on the draft special event permit. We discussed it and I amended it based on that discussion. He referred the Board to the redlined draft in their packet. The redlined portions are the new amendments. Mr. Burney stated we talked about updating the definition of a special event. He was trying to balance what the intent of this would be. (Mr. Burney's comments are bolded) We talked about deleting recurring events, so I deleted that. "A Special Event is any private event/activity held on public property or an event open to the general public held on private property that affects the ordinary use of parks, playgrounds, fields, public streets. ===PAGE 5=== existing primary use of the site where they take place shall not be considered to be Special Events. Individuals or organizations wishing to hold Special Events on public or private property must obtain a Special Event Permit from the Town of Lunenburg. Special Event Permit Applications must be filed a minimum of sixty (60) days prior to the event, failure to do so may result in the denial of application. There was a request to note the Select Board can impose conditions so I added the following: During the review and permit issuance process the Select Board reserves the right to impose • additional reasonable conditions to any Special Event Permit. There was a lot of discussion about exemptions and loopholes and what should be exempted so I changed the language a little bit: Exemptions: The following events are exempt from Special Event Permitting: • Town Events held on Town Property, including school and Town league sporting events permitted by the Lunenburg Public Schools and/or the Lunenburg Parks Department: • Sporting Events approved by the Lunenburg Public Schools or the Lunenburg Parks Department. Events held by Private Membership Organizations where only members and guests are permitted Homeowners Associations located on common property held by said Association and for its membership. • Training Activities conducted by local, state, and/or federal public safety entities. Permit Posting: Special Event Permits should be posted at greeting areas or main entrances at events. Event organizers and managers are reminded that they may be asked, by Town staff, to show proof of the permit during the event. There was a discussion about 6:00 a.m. being too early for setup... Timing: Events are prohibited from conducting activities after 22:00 and before 06:00. Loudspeakers, amplified music, bullhorn or public address systems during events are strictly regulated and must be part of the permit. Comment [WU1]: Is 06:00 too early to begin events? This was raised and marked for further deliberation. ===PAGE 6=== there is strict compliance with the Town of Lunenburg policy regarding such (Town of Lunenburg Board of Selectmen Policies and Procedures, as amended). No Bring Your Own Bottle (BYOB) Permits may be issued for Special Events. Private events that serve alcohol for free or allow participants to provide their own alcohol shall not be subject to this provision. Recreational use of drugs shall be prohibited at any permitted Special Event that takes place on property owned by the Town of Lunenburg. This shall be deemed to include marijuana. I added a 48-hour period for cleanup before the town would bill any potential organizer. Restrooms/Trash/Cleanup: The Town of Lunenburg may require event organizers to provide temporary toilet facilities. Temporary toilet facilities must be cleaned daily or as required by the Lunenburg Board of Health. Trash must be disposed of in approved containers. Trash pickup and disposal is to be performed by a hauler approved by the Lunenburg Board of Health. The applicant must clean the right-of- way or public property of all rubbish and debris, returning it to its pre-event condition at the conclusion of the event. If the applicant fails to clean up debris and trash within the specified periodforty eight (48) hours of the close of the event, cleanup will be arranged by the Town and charged to the applicant. Traffic & Parking: Parking is permitted in designated areas only. The event organizer will be responsible for providing a parking plan to the Lunenburg Police Department for their approval. Parking may not interfere with event entrances or emergency access. Traffic and Parking Plans shall not violate Chapter 332 of the Code of Lunenburg. I added a section regarding approved signs below... Signs: Signs are permitted with the approval of the Building Inspector. No signs may be affixed to trees, buildings or street furniture. Approved signs may also be required by the Town of Lunenburg to assist in traffic control and to communicate temporary restrictions during the event. The smoking language was updated; this was submitted by a citizen. Smoking: Smoking is not permitted in any public facility, on school grounds or on recreational parks, fields or playgrounds prohibited in or on all Town of Lunenburg properties including, on school grounds. and all parks, fields, and/or playgrounds. Fireworks: Fireworks are not permitted within the Town of Lunenburg without proper licensing. Tents and sleeping trailers was updated to have the correct square footage. ===PAGE 7=== Security/Traffic Control: Events may require the hiring of police officers to provide for security and/or traffic control. BUFFER ZONE: All Special Events shall take place no less than one hundred feet (100') from an abutting residential property. Upon submission of a written request supported by documentation, the Board of Selectmen may reduce this distance based on the size and scope of the event. First Aid/Medical: Events may require provisions for first aid and medical personnel. Per Chapter 26 of the Code of Lunenburg, the Lunenburg Fire Department must be contacted to determine if EMT services are required and if the Lunenburg Fire Department is capable of providing personnel for the detail. Should the Lunenburg Fire Department be unable to provide personnel, arrangements should be made with a private service for the event. The Fire Department can provide a list of contacts. ACCESSIBILITY: Any Special Event permitted through the Town of Lunenburg shall be accessible to all persons who may attend. This includes the provision of accessible parking spaces, paths, restroom facilities and any other reasonable accommodations that may be required. EVENT LAYOUT: All Special Event Applications shall include an Event Layout Plan that includes: V Site Access V Parking Areas V Restroom Facilities ~ Required Buffer Zone • Location of any abutting houses Food Service Area (if applicable) • Sleeping Accommodations (if available) • Wetlands on the property (if applicable) v First Aid Station (if applicable) ~ Alcohol Serving Areas (if applicable) Location of Stage or Entertainment (if applicable) Route of Race (if applicable) • Any Additional Event Features not listed There was a request to clarify enforcement and consequences affecting future requests. Enforcement: Town of Lunenburg Police, Fire or other staff so designated by the Town Manager, may inspect, the premises prior to and during, Special Events for compliance with the permit and any conditions issued by the Select Board. Violations of the approved permit will require corrective action and depending on the severity of the violation may result in the revocation of the Special Event Permit. Multiple and/or repeated violations may result in a prohibition from applying for future permits for the event organizer. ===PAGE 8=== Town of Lunenburg as an additional insured on applicable policies. This Certificate and verification of Workers Compensation Coverage must be submitted to the Town Manager's Office no later than ten (10) business days prior to the date of the event. Final Special Event Permits will not be issued without submission of a Certificate of Insurance reflecting the necessary Workers Compensation Coverage to comply with State Law. Additional Permitting and Cost Requirements: Depending upon the Special Event, additional permits may be required by the Town of Lunenburg Departments. These may include, but are not limited to, permits for temporary food, food preparation, campground, athletic field use, merchandise sales, etc. The organizers of the event are responsible for obtaining any additional permits or licenses and are responsible for any additional costs incurred by the Town of Lunenburg as determined by representatives of each Town Department before the issuance of the Special Event Permit. This was added to note the appeal process. Appeals: Any person or persons aggrieved by the decision of the Select Board in the issuance or denial of a Special Event Permit retains the right to appeal through the process and procedure outlined in Chapter 249 §4 of the General Laws. Ms. Adams thanked Mr. Burney for amending again and felt good about the new edits. Ms. Luck believed 6:00 a.m. is too early under Timing. Ms. Adams stated it would not be too early for a road race. Mr. McQuaid noted we have the ability to set conditions for individual events. Mr. Alonzo asked if setting up was an "activity" or does this wording address the actual opening of the event, defined under the Timing section. Discussion ensued about what is reasonable. Mr. Burney will consult with the Police Chief regarding what quantifies the disturbing the peace statute. Ms. Luck suggested 8:00 a.m. and Ms. Adams agreed with that. Mr. Jeffreys felt 8:00 a.m. was too late. He stated he was fundamentally opposed to the town or this board restricting other people's liberty. There is a unique problem here. There is is an issue regarding 300 Holman Street and there is related litigation. Bottom line is a couple of years back there was a big festival on Holman Street and I heard it from my house on Massachusetts Avenue. It's problematic for neighbors. I support only residential activities going on in a residential area. But there is a limit on how much your neighbor can restrict what you do on your property in your house. I am concerned about the neighbor that really doesn't like you and giving them a tool to call the police on you when you have people over for a "holiday celebration," referring to the definition in the first paragraph. Before we start restricting, our first obligation is to protect the liberty of everyone. I think this does the exact opposite. So fundamentally, I don't support this. Mr. Burney stated he could respect that, but this policy does not give the police power when someone calls to report a neighbor he doesn't like holding a party. The policy refers to the general public. ===PAGE 9=== I think there is a criterion that we need to provide so that somebody can use as a guldeline to see if it applies to him or her. If it is a multi-day event, then this is what we would use, everything else gets close to just needing an entertainment license. Mr. Jeffreys stated there is a point where your activities start to affect someone. But, I don't like the idea of us imposing restrictions on what other people do on their land. Ms. Adams stated we need a policy to have fairness to abutters as well. Motion: K. Adams 2n°: P. Luck To approve the Town of Lunenburg's special event policy presented with the edits and including that a yard sale is exempted and to change the time from 6:00 a.m. to 8:00 a.m. Mr. Alonzo wanted to hear others' input before taking a vote. Mr. McQuaid agreed with Mr. Jeffreys on many of his points because policies like this end up affecting more people than you can anticipate. It affects the well-intentioned people more than the not well-intentioned people. If anyone looks at the policy and wonders if it applies to them, they probably won't be able to. Most people won't do what they were planning to do or they just won't ask for permission at all. I think this applies to too many activities; I can see it applying to multi-day activities or maybe you narrow it down to "for profit" activities. Mr. Burney thought that was a well-made point because that essentially has been the crux of this, "for profit" entities using private property for their enterprises in a way that is impactful on the neighborhood and the community. There have been people who have asked for guidance on one- day events similar to this. People who provide events of this manner often approach municipal employees or elected officials and say I want to do an event in your community. How do I do it? Currently it's sort of an ad hoc discussion among department heads. We do our best to be consistent between everyone that we talk to about these things, but sometimes the facts of the event change. This would at least give someone a good base. I think this makes it easier to hold an event in the community because it's not reaching out to whomever you think would be the right person. The "for profit" entities is really where the concern lies. Mr. Alonzo noted nowhere in this document does it say that. A document like this should be able to be distributed to someone who is of reasonable intelligence and while reading it should be able to know whether they qualify for it or not. In order to do that, I believe it needs to have parameters of which, for example out of ten criteria if you check off three, you need a permit. If you are going to expect five hundred people will show up, you will need it. We should focus heavily on what a special event is and then all the rest of the components will fall into place. I think it is possible to refine the definition more. Amplified music may be one thing that triggers it or times of the event. I don't see a requirement for a public hearing in here or who has to be notified about the hearing. These are things that exist for other permits that we should include. I'd rather not adopt something and say we'll fix it later. If we don't have time to do it right, when will we have time to do it over? Mr. Jeffreys agreed with Mr. Alonzo adding there has to be a clear differentiation between someone who has a large family and likes them coming over and ===PAGE 10=== Ms. Adams withdrew her motion so further work could be done and Mis. Luck withdrew her second. Mr. Alonzo pointed out the following line: Special Events may span multiple days and include on-site camping (as permitted by the Board of Health) but shall not exceed 4 days. He believed four days was excessive for an event, particularly on private property. I would at least limit it to three days which is the extent of a long weekend, especially with people staying overnight, As a resident and/or abutter to that event, this would be my biggest concern. I would offer to the board, no more than three days and two overnights per event. Mr. Jeffreys thought that was still too long. He suggested that a disclaimer be inserted to not include Memorial Day, Fourth of July, and Labor Day. Mr. Alonzo suggested limiting the license to no more than two multi-day events per year and four total per calendar year. You could even limit it further and say no multi-day events within four months of each other. Mr. Jeffreys stated he could support that. Ms. Lemieux stated Police Chief Marino had texted her regarding the disturbing the peace statute: 10:00 p.m. to 7:00 a.m. Mr. Burney will amend to 7:00 a.m. (activities including setup). Discussion ensued about the buffer zone requirement. Mr. Jeffreys asked what happens if someone doesn't apply and still engages in the activity. Wording should be inserted in the policy to address non-permitted events in the enforcement section. Dave Passios noted sometimes in the same sentence you are describing a policy and guidelines; which is it? Mr. Alonzo believed it should be a policy. Steve Weaver stated you may need to keep tweaking it as you go along because lawyers can try to find loopholes. As far as the camping, he thought it should be scrapped. Sunday is always a separate day when you are issuing licenses and it should stay that way. Also, when does something become a business? He liked the abutter notification requirement. Helen Obermeyer-Simmons, 323 Northfield Road, stated she was one of the people planning the photo exhibition that has been canceled. We started planning in February and all for naught now. She believed people should be allowed to have functions as long as they tollow the rules. Mr. Alonzo noted those events were canceled due to a zoning issue, not this board's licensing. Mr. Alonzo suggested a workshop on this policy might help. It will be tentatively scheduled for July. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Ms. Lemieux referred the Board to the following Town manager appointments and requested they ratify them: • Beach Coordinator-Genevieve Nass • Seasonal Lifeguards-Elizabeth Simeone, Catherine Keefer, Cheryl Shaw, Lynn Major, Ethan Gengler, Paige Gengler, Jarod Bowser Motion: D. McQuaid 2nd: K. Adams That the Board ratify the Town Manager's appointments as presented ===PAGE 11=== 2. Discussion of Process of Annual Appoutments made by the boara of selectmen Mr. Alonzo stated up until now if you wanted to be reappointed you would fill out a reappointment form, submit it in a timely fashion and answer the questions on the form. It was voluntary to come before the board at reappointment time. Mr. McQuaid stated he believed all the positions that are up for reappointment should be advertised early in the year to see if there is interest in those positions. There should also be more advertising to the public of the reappointment times so their feedback on members could be heard as well. Ms. Adams agreed with Mr. McQuaid. There should be a process in place to give people who submit a talent bank form, time to interview for the position. Ms. Luck stated feedback on the applicant should be provided from the pertinent committee too. Mr. Alonzo stated if on one side we have people willing to serve, we should engage them and allow them the opportunity to serve the community. But, if you are going to make this a competition, what is the expertise on this board to select one person over the other? That is a problem. Ms. Adams stated the expertise is the interview process. Mr. Alonzo pointed out some people interview well because they interview often. But an interview will not tell you how they would perform as a member on a committee. I see both sides and I am willing to try it, but we have a tough time filling positions and to knock somebody out who did not do anything wrong and replace with another has the potential of disconnecting someone from serving again. Mr. McQuaid agreed stating it would be tough for him not to reappoint an incumbent who is doing a good job. But I still think there should be an opportunity for people to raise a discussion or complain. Mr. Jeffreys stated it's also about the appearance of a good ole boy system. There are many people in town that don't participate because of that. The only way we can avoid that is to give people a chance. Motion: K. Adams 2°0: P. Luck To invite people who have submitted talent bank forms to attend and participate in the reappointment process Discussion: Mr. McQuaid stated we should ensure that the incumbent knows that others have expressed interest in the position. Mr. Alonzo agreed adding the Chair of that committee should be notified also. Mr. Jeffreys asked if the person would be allowed to submit a written request rather than appear in person. Some people don't want to talk in public. Ms. Lemieux asked the Board to widen the scope because we have vacancies on other boards. During the process we should ask them if they are willing to serve on other boards. The board concurred. Steve Weaver suggested if you have several applicants to consider for a vacancy to offer them an internship. They would not be able to vote but would gain experience. Mr. Alonzo stated we have some associate positions on some of the boards, like Zoning Board of Appeals. He stated anyone can attend any meeting. ===PAGE 12=== committee, this might be a red flag about that committee. Vs. Lemles Stated all the Vacancies have descriptions of the board and what is expected of the members. Mr. Alonzo advised everyone that if you are interested in a board, the best thing to do is to attend or watch their meetings. Todd Dwyer, 361 Mulpus Road, Conservation Commission member, stated it makes sense rather than rubber stamp a reappointment, to lend your opinion and evaluate each situation, that's your job. Executive Assistant Peterson will contact the talent bank form applicants about the opportunity to interview and inform those up for reappointment of the process and that they are welcome to attend the meeting as well. Vote: All in Favor TOWN MANAGER REPORT Lunenburg Arts Festival Saturday June 8* from 10:00 A.M. TO 3:00 P.M. on Memorial Drive Cruise Night Wednesday June 12'" from 4:00 to 8:00 P.M. on Memorial Drive Route 13 (Electric Ave) and Route 2 A (Mass Ave) Intersection As a follow-up to a request by the Board to address the dangerous intersection at Electric Ave and Route 2A, the Police Chiefsent a letter on May 24th to MassDOT requesting a review to see ifleftturn arrows can be provided. Montachusett Regional Planning Commission is able to assist with the crash data study. Update on 925 Mass Ave: At our last meeting, a resident had brought up 925 Massachusetts Avenue and that the Town should focus on doing something about this property. I have periodically updated the Board about this property and that I have been working with town staff and various agencies since 2017 to see how we can clean-up this property without the liability of clean-up costs of this old gas station. I have worked with Town Counsel, met with Montachusett Regional Planning Commission about possible Brownfield funds and with MassDevelopment. In order to perform the required Phase I and Phase II environmental assessment for this property, the Town needed to gain a right-of-entry that would be granted during the process of a tax taking. Our Tax Attorney filed a title report with Land Court in February and his office was recently notified that a Motion to Amend the Petition for Tax Taking had to be filed because the original petition had "registered at" instead of "recorded at" ' The title report identifies all parties with legal interests in the subject property that ===PAGE 13=== sought input on the positive and negative aspects of affecting pedestrian travel, ways to increase safety and accessibility for pedestrians and looked at parking. Approximately 25 people attended the meeting, which I see as a success, and Sheri received lots of great input that will be included in her final report. I understand there was interest in another downtown area walk, as well as one in Whalom. I spoke with Sheri today and she indicated she didn't think there was enough in the budget for her to attend another public audit but if the Town performed this it could be included in her final report which will also include recommendations and possible funding sources for projects. Anyone interested in submitting written comments on the Main Street and Whalom Park areas are welcome to submit those to email those to myself or Sheri Bean at sbean@mrpc.org. I will inquire again if Sheri would be able to do a walking audit of the Whalom area. Mr. Alonzo asked if Mr. Burney would be willing to coordinate the second walk in town center as he is familiar with the process and forms used. Ms. Luck stated members of the Select Board might be interested in going on that walk as well. Mr. Jeffreys asked if this study has looked at the sidewalks in the school area as well. Ms. Lemieux noted that all the schools have signed on to the Safe Routes program which makes them eligible for construction projects along those routes. Mr. Alonzo added one of the things discussed during the walk was the sidewalk or lack of one, near the library, so we identified some needs for the school. Summer Street Road Reconstruction Project As a follow-up to a question that was asked at the last Selectmen's meeting about whether the completion date has changed, I contacted MassDOT and the official completion date for the Summer Street project has not changed from the original date of May of 2020. MassDO! anticipates that most of the work will be done in the time frame of November/December and expect that the Contractor will do the finish landscaping and punch-list items in the Spring of 2020. Education and Enforcement Coordinator Grant Due to the short time-frame to make any necessary changes to their Waste Hauler Regulations and the due date of June 12th for the MassDEP Education and Enforcement Coordinator Grant, the Board of Health has decided to not rush to make any changes and review their regulations between now and next year's grant application. ===PAGE 14=== approximately $300 more than the current year. Of course, this is based on current electricity and natural gas usage and we have just completed a number of energy efficiency projects that Will result in energy savings. Update on Community Solar Projects through Nexamp As aresult of the public information sessions about Nexamp's community solar program that offers residents discounted electricity from community solar projects in Lunenburgand Fitchburg, morethan 250 residents are enrolled in the community solar program. This program is currently full and there is a waiting list in the event residents that are currently enrolled decideto opt out of the program. I have been working with Nexamp on enrolling all the applicable town, sewer and school accounts that are able to receive net metering credits and the timing of receiving these discounts will be the same as the community solar program that residents have signed up for. The exact date that credits willbe seen on bills will depend on individual billing cycles. Nexamp informed me yesterday that the timing of the discounted electricity for residents and the town accounts will be in the January - March 2020 timeframe. Earmark for Eagle House As I reported at the last Selectmen's meeting, I was contacted by the Department of Housing and Community Development about an earmark in the FY19 State budget that was evidently included but we were just made aware that we received it and it needs to be spent by June 30th. I spoke with DHCD again yesterday and due to the wording of the earmark that "not less than $25,000 shall be expended on the Lunenburg Eagle House Senior Community Center" does not link it to a specific project at the Eagle House, we are able to submit expenditures dating back to July 28, 20018 until June 30, 2019 up to $25,000 for reimbursement. I have asked the Finance Director and DPW Administrative Assistant to provide me with a list and copies of invoices in order to submit all the required documentation to the state in order to receive this reimbursement. Unfortunately, due to the timing of when we were notified, there was insufficient time to put a specifications and put out to bid and complete the work by June 30th. The good news is that we will be able to submit for reimbursement for FY19 Eagle House expenditures and this will positively affect our free cash that will be certified in the fall. Update on 2016 NPDES MS4 General Permit and Request for Proposals for FX20 Stormwater Engineering Services: ===PAGE 15=== I put together a Request for Proposals for MS4 engineering services to comply with Year 2 and possibly Year 3 and 4 of the permit requirements (FY20, FY21, FY22). Proposals are due by June 13th and the Stormwater Task Force, the Land Use Director and myself will evaluate the proposals thereafter. Meetings: I have a Dispatch Negotiation Session tomorrow at 1:00 pm in Devens. I willbeattending the Green Communities Meetingtomorrow evening at 6:30 p.m. in the Library. I will be at a Small Town Administrators Meeting in Princeton this Thursday. There will be a staff training on Tuesday, June th at 9 a.m. at the Library put on by the Alzheimer's Association as part of our path to becominga Dementia Friendly Community. Minutes/ Warrants/ Action File Issues The Board signed an accounts payable warrant in the amount of $320,065.21; a payroll warrant in the amount of $837,110.10 and a payroll deductions warrant in the amount of $257,799.99. The Board signed thank you letters to outgoing committee members. Action File Issues: Ms. Adams asked about putting into place a formal acknowledgment to the family of a board/committee member who dies, such as a letter of thanks to the family. Approval and Release of Executive Session Minutes • October 1, 2013 (Lane Property) • December 8, 2015 (Collective Bargaining Retiree Insurance Regulations & DPW Collective Bargaining Update) • May 10, 2016, Session I (Review IBPO Local 453 AFL-CIO and PEC Negotiations) • August 11, 2016 (Interim Town Manager Screening Subcommittee) • August 24, 2016 (Interim Town Manager Screening Subcommittee) • August 25, 2016 (Interim Town Manager Screening Subcommittee) • August 30, 2016 Interim Town Manager Screening Subcommittee) • November 22, 2016 (Town Manager Contract) • October 10, 2017 (Town Manager Contract/ Professional Firefighters DFFM Local 4358A and AFSCME Council 93, Municipal Employees Union Negotiations) ===PAGE 16=== Docket No. 2017-P-0099) • July 24, 2018 (DPW Union Collective Bargaining) Motion: D. McQuaid To approve and release the above listed Executive Session minutes 2nd: P. Luck Vote: All in Favor Committee Reports Ms. Luck reported the Storm Water Task Force met on May 23d and reviewed the stormwater management plan. A few changes were suggested and hopefully it will be ready to approve at the June 13 meeting. Paula Bertram presented a slide show on stormwater issues experienced at Hickory Hills. The Chair of the Ashland Stormwater Advisory Committee is planning to attend our June 13" meeting. It should be informative. Mr. Alonzo reported the Finance Committee Appointing Committee will be meeting next week as they have one person up for reappointment. OLD BUSINESS Amendment to the Casella Contract for Solid Waste Recycling and Disposal Services-this item has been tabled until a future date. Review of Town Manager Performance Evaluation Form and Process is tabled until a future date. UPCOMING MEETING/EVENTS SCHEDULE June 11(BOS and Town Manager Goal Setting Workshop for FY2020), June 18 July and August Schedule Mr. Alonzo requested vacation schedules from the board members for the months of July and August. PUBLIC COMMENT: Richard Bursch, 308 Electric Avenue, Chairman of the Conservation Commission, stated he was listening to the reappointment discussion. He noted someone signing up for a board should be aware of the responsibilities involved. When I get talent bank forms from Ms. Peterson, I invite them to a meeting so they can see how the meeting is run and to get an idea of what is expected of them as a member. Mr. Alonzo stated he would entertain a Motion to enter into Executive Session and to adjourn after exiting Executive Session: Pursuant to M.G.L. c. 30, Section 21, Paragraph 3, to discuss strategy with respect to litigation, where an open meeting may have a detrimental effect on the government's litigating position and the Chair so declares, namely Aldrich, et ===PAGE 17=== aye ***********************Executive Session Minutes are Separate********************* The meeting adjourned at 10:26 p.m. Respectfully submitted, Elaire In. Peterson Elaine M. Peterson Executive Assistant to the Town Manager RECEIVED & FILED AUG 07 2019 LUNENBURG TOWN CLERK OFFICE ======================================================================================== DOCUMENT : 2019-06-11-agenda-5162.txt BOARD : select-board DATE : 2019-06-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2019-06-11-agenda-5162.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06112019-5162 ======================================================================================== ===PAGE 1=== BOARD OF SELECTMEN Tuesday, June 11, 2019 7:00 PM – Town Hall Bilotta Meeting Room, Second Floor AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. 7:00 PM PLEDGE OF ALLEGIANCE I. PUBLIC COMMENT  BOARD  PUBLIC II. ANNOUNCEMENTS III. CURRENT BUSINESS 1. Request from Green Communities Task Force re: Formal Request to Unitil for Purchase Price to Convert Streetlights to LED 2. Discussion about putting Labor Counsel Services Out to Bid IV. WORKSHOP: BOS AND TOWN MANAGER GOAL SETTING 1. Review of FY19 Goals 2. Discussion on setting FY20 Goals V. UPCOMING MEETING/EVENTS SCHEDULE June 18, July 2, July 9, July 16, 2019 VI. PUBLIC COMMENT  PUBLIC  BOARD VII. ADJOURN ======================================================================================== DOCUMENT : 2019-06-11-minutes-5162.txt BOARD : select-board DATE : 2019-06-11 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2019-06-11-minutes-5162.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06112019-5162 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Board of Selectmen present: Tom Alonzo, Chair; Phyllis Luck, Vice Chair; Damon McQuaid, Clerk; Katey Adams, Member; Michael- Ray Jeffreys, Member Others present: Heather Lemieux, Town Manager The meeting opened at 7:00 p.m. with the Pledge of Allegiance. Mr. Alonzo announced 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. PUBLIC COMMENT: Ms. Adams announced Denise Galloway, Administrative Secretary at the Lunenburg Primary School, passed away on June 10 after being stricken ill at work. She was due to retire this year. Ms. Adams expressed condolences to the family and community. Ms. Luck announced the Lions Club pancake breakfast is tomorrow morning at Eagle House Senior Center from 8:00 to 10:30 a.m. $2.00 for all you can eat. Mr. Alonzo thanked everyone on the Lunenburg Cultural Council for hosting the Arts Festival last Saturday. There were many booths, performing arts, activities, crafts, food vendors etc. He thanked everyone who participated. Ms. Adams added Cruise Night is tomorrow starting at 4:00 p.m. on Memorial Drive. Ana Lockwood, 91 Main Street, requested clarification from the Board on when public comment is welcome. She was looking for consistency on the practice. Mr. Alonzo stated there is an an official public comment at the beginning and end of each meeting. Any public hearing that we hold has a public comment segment to it. Any other public comment is at the discretion of the Chair. Ms. Lockwood requested a standard policy so she will know when she has the opportunity to speak on something. Regarding the special permit discussion last week, she reminded the Board that this policy is not about 300 Holman Street, it's about the whole town. She referred to Building Commissioner Rhode's statements at the Zoning Boards of Appeals meeting beginning with "in my opinion," She stated having clear rules about what is and isn't allowed would be helpful. Mr. Alonzo stated that he believed the Board does recognize the special event policy is for the entire town. Regarding her second comment about the Building Commissioner's comments, he referred her to the Planning Board and/or Zoning board of Appeals as this board has nothing to do with zoning. He noted tomorrow is the continuation of that hearing for 300 Holman Street. Steve Weaver, 288 Holman Street, reminded all that last week people had been notified that the photo exhibition at 300 Holman Street was being canceled but one of his neighbors had informed him since that he noticed on social media that the event was back on again. He inferred there was a lot of deception going on. Following up on last week's public comment, he presented a plan for a memorial type of park at the old Primary School site. Mr. Alonzo asked Mr. Weaver to submit his plan via email for consideration of a future agenda item. ===PAGE 2=== devoted to the Lunenburg events that he cannot recoup. In conclusion, he will no longer appear or send any statements to this board. Mr. Alonzo stated as this Board's Chair and as a governmental organization, the Town does not tolerate hate, bigotry, prejudice or intolerance of any kind. He was sorry that there are people beyond the control of this body that engage in the activity that you described. The activity saddened and angered him, and he apologized that we have people who may be engaging in that kind of activity and that you were subject to it. This Board granted the entertainment licenses with the conditions that were given with no decision based on what kind of event it was and who was putting it on. It troubled him that there are people who are that intolerant and are willing to disrupt and at worse, threaten other people. Zoning issue aside, he hoped they could hold the event. He thanked him for taking the time to come before the board Jaclyn Mayo, 38 Otis Street, has lived here for two years with her wife and was looking forward to the upcoming events going on in town. She was disappointed to see the negative posts on social media (Discussing Lunenburg) and that there is a vocal minority that is being portrayed as the face of our town. She requested that NOWOCO Pride not be dragged into the 300 Holman Street issues. It's not about cars driving down the street in the neighborhood; it's about providing support to youth who are uncertain about their gender and the resulting issues surrounding it. Mr. McQuaid thanked her for her comments and asked her not to take Discussing Lunenburg as a litmus test for the town. Mr. Alonzo added for people who may not know, it is not a public sector page. The only official Lunenburg pages are the Town of Lunenburg, or the Police, Fire, DW Departments. Social media is a free for all. Ms. Adams stated even though we can't sort through the zoning issue at 300 Holman Street, perhaps another location could be found for these events if there is enough time. Mr. Jeffreys appreciated the fact that you came here today to express what your perspective is on this. He thanked them for coming. Joanna Bilotta, 362 Sunset Lane, on behalf of the Lake Shirley Improvement Corporation (LSIC), requested to know who was in roll call in Executive Session on June 4". Mr. Alonzo stated the Board of Selectmen members. Ms. Bilotta asked if Ms. Luck recused herself. Mr. Alonzo stated no and we did not vote on anything. It was just a discussion. Also present were Conservation Commission members Carl Luck, Todd Dwyer, Richard Bursch and Bob Pease. Ms. Bilotta thanked him. CURRENT BUSINESS 1. Request from Green Communities Task Force re: Formal Request to Unitil for Purchase Price to Convert Streetlights to LED Dave Blatt, 411 Goodrich Street, reported the task force met last week and discussed and voted to request the Town approach Unitil about purchasing the street lights with the intent of using the next round of green community funding to convert them to LED in order to save money. We had ===PAGE 3=== 2. Discussion about putting Labor Counsel Services Out to Bid Ms. Luck believed this should go out to bid every four or five years. Ms. Lemieux estimated the town spends between $25,000- $30,000 on labor counsel annually. Mr. Alonzo asked if we have anything through fault of labor counsel that put us in a bad position or a lawsuit. Ms. Lemieux stated not to her knowledge. Ms. Adams stated usually one is looking for cost savings or as Ms. Luck suggested previously that Mead, Talerman and Costa could handle this as well, but there is the adage don't fix what isn't broken. Ms. Luck asked if labor counsel represents the town or the employee. Mr. Alonzo stated the town. Ms. Luck believed that in the recent discussion regarding the Town Manager's contract that labor counsel was representing the Town Manager. Mr. Alonzo stated he wasn't on the board at that time and would have to review the details. Mr. Alonzo stated when we went out to bid for town counsel, it involved drafting a request for proposals, distributing it, reviewing the responses and interviewing the firms. We did that because we were not satisfied with the current firm at the time. It took a good expenditure of time and effort to do that. The reason I bring this up is the cost of what we are paying annually for labor counsel (25-30k) and the fact that we don't have any issues other than what you are implying about recent history, for me at least, is not something that we are going to see any great savings and I don't know if they have mistepped at all. Mr. McQuaid agreed with Mr. Alonzo, given the amount of money that we spend on it, there will not be much savings hourly. I don't think that they have done anything to warrant us leaving their counsel. Ms. Luck thought the board could do better. Mr. Jeffreys stated following what happens on the board prior to me sitting here, he was not aware of the conflict with labor counsel. He asked Ms. Luck to be more specific about her concern. Ms. Luck stated when we were discussing whether our evaluation of the Town Manager could be in open session, labor counsel kept skirting around the issue even though in the Attorney issue, he said we decided not to bother. I just feel he is too comfortable. Ms. Lemieux did not recall that being the answer, during contract negotiations there are proposals that get accepted or countered. She would have to look back at those discussions. Mr. Alonzo stated as far as the evaluations being in open session or not, I looked it up and there was a discrepancy on what was published on the Attorney General's website and what was published on open meeting law on what was allowed and not allowed. There was wording differences that made them in conflict with each other that other towns brought to their attention. ===PAGE 4=== Ms. Adams stated at this time she did not feel there was a compelling reason to warrant making a change to labor counsel without collecting more information that a change was needed. It's always a possibility to revisit. Motion: K. Adams 2ni: P. Luck To retain current labor counsel and not go through a search process at this time Discussion: Ms. Luck stated she was not saying that we have to change; it's just prudent to examine what is out there. We are very happy that we changed town counsel and they have two attorneys that do labor counsel, and it might be nice package to have current town counsel do everything. Vote: 4 in favor, 1 nay (Luck) WORKSHOP: BOS AND TOWN MANAGER GOAL SETTING 1. Review of FY19 Goals The Board reviewed the Town Manager Goals first. See attached TOWN MANAGER GOALS AND OBJECTIVES FISCAL YEAR 2019- Status Update. Mr. Alonzo stated this is not really a goal, but a job description. Ms. Adams agreed stating it makes evaluations difficult if the goal is something that should exist. Completion is not possible because it is ongoing. Mr. McQuaid stated moving forward it should just be part of the job description. There was a noted deficiency at the time the goal was set but not anymore. Ms. Lemieux added that's why in my goals I like action items because I like concrete structure for measurability on how I achieve those goals. Mr. Jeffreys stated goal #2 should be our goal. Mr. Alonzo stated it should be a shared goal. Ms. Luck asked if we have an inventory at this point. Ms. Lemieux stated yes, property and vehicles. Ms. Adams asked if there was a list. Ms. Lemieux stated she had an excel sheet. Mr. Alonzo requested it be placed on the google drive. Ms. Lemieux confirmed action i. was completed. Discussion ensued about carrying over any of these goals. No Board member thought any of these goals should be carried over to FY20. Mr. Jeffreys believed five goals is too many. With the amount of time that you have to do them, it's unrealistic. I think we should limit ourselves to three. Mr. Alonzo stated this Board should limit itself to three also. Mr. Alonzo moved on to Ms. Lemieux's FY20 goals. 1. Goal #1 Develop and Implement Steps towards Redevelopment/Reuse of 925 Massachusetts Avenue a. Objective: To address a blighted property that has been in tax title for over a decade. i. Action: The Town Manager will work with Town Counsel and the Tax Title Attorney to gain a Right-of-Entry through the tax title process in order to conduct ===PAGE 5=== Phase I assessment, the Town Manager will hire an environmental consultant to perform the Phase Il assessment (estimated to take 6-12 months). Measure of Success: Completion of Phase I ESA and commencement with Phase II ESA. Mr. Jeffreys stated the only thing he would adjust is the Measure of Success. Instead of Commencement of Phase II, maybe a draft plan for Phase II. Ms. Adams preferred this to be farther down on the goal list because it is private property, As a Selectman she was more concerned about municipal properties. Mr. Alonzo stated it should be on our list to do the second part, the driving force is the Board of Selectmen, not the Town Manager. The order is irrelevant, they are all important. If we are going to limit the goal to three, he expected all three to be completed. Mr. Jeffreys stated he misread the third action and it is really clear on what the commencement of Phase Il means and he thought it was great goal. Ms. Lemieux stated she was passionate about all three goals and when she came to interview for the Town Manager position and visited the town, she noticed the Mass. Ave. property and thought it would be great to see it come back to life because it is in the town center. Ms. Luck stated it was a good goal noting she had been in another city that had converted an old gas station to a brewery. 2. Goal #2: Implementation of Recycling Contamination Enforcement Program: a. Objective: To educate residents on what materials are recyclable and what materials are not recyclable and improve the quality of the Town's recycling. By increasing the quantity and quality of the Town's recycling, this will save on disposal fees and ensure sustainability of the recycling program. i. Action: The Town Manager will work with the DEP Regional Recycling Coordinator, Casella, and the DPW to conduct all the steps in the Recycling IQ Kit Grant in an effort to reduce contamination in recycling. This will include educational mailings, signboards, hiring staff to perform curbside checks and data tracking Measure of Success: At the completion of the process will request another contamination audit from Casella and compare results from initial contamination audit performed in December 2018. Mr. Alonzo stated he would like to see at least one public seminar added to the action list to address questions from the public. Ms. Luck suggested focusing on composting also. Mr. Jeffreys asked what is the DPW's role in the steps in the Recycling IQ Kit. Ms. Lemieux stated ===PAGE 6=== MA V Dsl pro dr to commpi dile aes Italisitlt lal. ii. Action: Review the Complete Streets Prioritization Plan with Board and apply for the Complete Streets Grant in the fall that aligns with goal of Complete Streets "to provide safety and accessibility for all users of roadways, trails, and transit systems" to people of all ages and abilities. ili. Action: Identify and complete accessibility projects at public buldings and other town properties that can be paid with the funds appropriated at the Annual Town Meeting for FY20 for town facilities. Mr. Alonzo stated we got some good insight from participants in the walkability study that happened a couple of weeks ago. Ms. Adams stated going to a band concert is difficult as there are no parking areas and crosswalks. Also getting from the Town Hall to the Ritter Bulding is cumbersome as there is no sidewalk. Ms. Luck hoped they would be able to focus on making the town beach safer. Mr. Jeffreys stated here was a site plan approved right across from the town beach and one concession was to add parking. ADA issues there were discussed also. Mr. Alonzo asked if anyone would like to add anything to the goals. Mr. Jeffreys stated under Goal #3 he would assume the measure of success is the actual accessibility. Motion: D. MeQuaid 2n°: M. Jeffreys To accept the Town Manager's goals with the minor adjustments as mentioned Vote: All in Favor Mr. Alonzo moved on to the Board's goals. He referred the Board to last year's goals: TOWN ASSETS 1. Develop a comprehensive strategic infrastructure plan and policy guide for inventory, use (present & future), maintenance and capital replacement of all Town assets. a. Roads b. Buldings c. Equipment d. Land e. Future Needs (i.e. School - Turkey Hill) 2. Adopt an action plan, for activities during FY19, dealing with the "Five Buldings" a. Ritter b. Brooks c. Old Primary d. Town Hall e. T.C. Passios ===PAGE 7=== BOS and appointed committees. Note: this process may be used by other elected bodies or Town departments, if appropriate. 2. Establish a communication policy and a process for press releases or other formal announcements, including an approved communication policy for the BOS and appointed committees. Note: this process may be used by other elected bodies or Town departments, if appropriate. 3. Improve presentation material availability (in advance, if possible) especially in cases of financial data, use of acronyms, educational opportunities, etc. 4. Continue review and improvement of social media practices and policy, Open Meeting Law compliance and appropriate opportunities for community involvement. 5.. Establish a communication policy and a process for press releases or other formal announcements, including an approved communication policy for the BOS and appointed committees. Note: this process may be used by other elected bodies or Town departments, if appropriate. 6. Improve presentation material availability (in advance, if possible) especially in cases of financial data, use of acronyms, educational opportunities, etc. 7. Continue review and improvement of social media practices and policy, Open Meeting Law compliance and appropriate opportunities for community involvement. INCREASED ALIGNMENT OF BOARD OF SELECTMEN WITH COMMITTEES APPOINTED BY THE BOARD OF SELECTMEN 1. Develop a process for Selectmen to assist the boards and committees we work with by organizing the appointment process and making the members feel more a part of the process. a. Review and re-validate the board committee charter/purpose b. Review and improve appointment and re-appointment process/policies c. Posting both vacancies and reappointments d. Requesting public and committee input e. Holding regular joint meetings with committees or chairs 2. Broadening Pool of Candidates ===PAGE 8=== location. It could provide a revenue stream for the town that will help supplement our needs and will help reduce the current trend of hitting up the taxpayers. Mr. McQuaid believed it had been explored there before. Mr. Alonzo stated by a private company. Ms. Lemieux stated it was a system saturation issue with Unitil. Mr. Alonzo recalled it was also an expensive venture at the time ($700 to $900 k) due to Unitil installing supplementary equipment for conversion for a quarter of a mile. Mr. Jeffreys suggested the goal to be to research the option. Thirdly, student initiative, we invest a lot into the next generation, as we ought to, and we should continue to invest. We are at a critical point where we have to turn to them and say we need your help. We have several boards and committees that need assistance with note-taking and other things and could use this as a movement of civic engagement while helping students learn what their town government does and using the skill sets that students have. The Town Clerk has mentioned that she could use some help. This could be some type of internship or volunteer thing. We should think about this and develop something to get the students engaged in government. Mr. McQuaid stated his main concern is the infrastructure and the center of town having a comprehensive plan to present to town meeting. The main things are moving forward with the relocation of town offices and that building study. Another one is finding uses for the spaces that we vacate to the extent that is possible. We should come up with a plan for the old Primary School and the expense involved; or tear it down and turn it into a park or find out the cost to fix it in time for the spring. People want to know the plan and the cost. Ms. Luck thought that the Board failed on their goal of increased alignment of the board with other committees and boards appointed by the BOS. She thought they should continue with is this year. Ms. Lemieux suggested a goal of working on the appointment/reappointment process as it has came up for the last three years. Mr. Alonzo stated he could get behind the following: • Review and improve appointment and re-appointment process/policies • Posting both vacancies and reappointments Ms. Luck stated the goal of providing to committees the tools to be effective...she thought the Board needed to do more to help members of boards and commissions. The land use boards have been asking for a joint meeting of all their boards for two years. Ms. Lemieux did not believe everyone has responded to that coming to the table. Ms. Adams stated time or lack of it may be a factor in that. Ms. Adams suggested looking at population trends and the impact of growth on the town/schools and preparing for it. Wants and needs in terms of population; we may want a new town hall but could need school space. Mr. Alonzo stated that is exactly why we have the school committee and school administration. The BOS is not going to be instrumental in telling us what the school population is going to be. Mr. Jeffreys stated the 30% of the town that hasn't used the school ===PAGE 9=== Mr. Alonzo asked the Board to think about goals and what we should be doing in addressing the situation we are in with the buildings and the land they are on and what is an achievable goal for this year. Come up with three goals that are achievable for the next meeting. More discussion ensued about getting students involved in government. Upcoming meetings were discussed. The board will not meet on July 2nd . The board will meet on June 18 and July 9, 16, and 23. Mr. Alonzo will not be here for the July 23 meeting. I hard it of an 3016 payable val dad in the amount heal at or ara Motion: M. Jeffreys To approve the Minutes of March 19, 2019 2n°: D. McQuaid Vote: 4 in favor, 1 abstention (Alonzo) Action File Issues: Ms. Adams asked about any updates on the intersection of Electric Ave. and Mass. Ave. Ms. Lemieux stated there is no word from the state yet. Committee Reports: Mr. Jeffreys reported he intends on going to the Council on Aging meetings but because of training, he won't be able to start that yet. Mr. Alonzo asked if anyone was interested in revisiting liaisons to boards. Ms. Luck was because she felt they did not communicate with boards enough. Ms. Adams did see value in it. Mr. McQuaid and Mr. Jeffreys were not. Mr. Jeffreys felt it was better to watch from home. Mr. Alonzo requested it as a future agenda item. Discussion about attending meetings and the time involved ensued. PUBLIC COMMENT: Mr. Jettreys wanted to express his support for his fellow board members. He appreciated they were five individuals and would not always agree and stated his opinion was no more important than theirs. He enjoyed the tone of the past couple of meetings and hoped they could maintain it. Motion: D. McQuaid To adjourn the meeting at 10:09 p.m. 2nd: P. Luck Vote: All in Favor Respectfully submitted. Clacem Peterson Elaine M. Peterson Executive Assistant to the Town Manager ===PAGE 10=== ii. improvements as needed in access to information. The new website was finalized and went live on Labor Day weekend and users can utilize the subscription feature to receive notifications on any updates to information they are interested in, see the latest news under News & Announcements, and view the posts on the Town Facebook page from the live feed. Various updates have been made, including new information on recycling better, a new Americans with Disabilities Committee page, a page for information on ROAR and the Interface program, and the "Get Connected" page, that was retitled to "Citizen Engagement and Transparency Center" that details the various communication tools the Town uses to get information to residents and solicits input on what type of information residents are interested in. The Town has subscribed to a new financial transparency data platform called ClearGov that is also on the Citizen Engagement page. The Finance Director has been busy working with ClearGov staff to get 2018 and 2019 data onto the site. After looking at the most commonly clicked items, the Charter/Bylaws and Important Documents buttons were moved to the top of the main page and the homepage middle buttons were changed to Town Calendar and Town Meetings & Town Finances. Action: The Town Manager will continue to seek input from citizens on current issues, increase and create new two way communications. The communications questionnaire was created to gather data on how people receive information on town government and the type of information they are interested in. This is on the town website, shared on the Town's Facebook page, a public announcement was in the Lunenburg Ledger, and hard copies were made available at the Town Hall, Library, Senior Center, and the Special Town Meeting. We received over 100 responses and 56% of respondents receive their information through town social media accounts, 45% receive information through the Lunenburg Ledger, and 42% of respondents receive information through the Town website. • To address the high level of contamination in the Town's recycling, I began a Recycling Education Campaign in December that included sending out a tax bill insert on what can and cannot go into recycling, have used the Town's Facebook account to get out recycling tips, put an article in the Ledger's town-wide edition, and will continue monthly recycling tips. ===PAGE 11=== to meet with the business community, community groups such as ROAR and Salvation Army, individual members of boards and committees and citizens regarding their concerns, with the goal of improving public relations and promoting causes that benefit Lunenburg businesses and residents. ili. Action: The Town Manager will perform communications audit and create Communications Policy that identifies strategies and actions to improve communications. After conducting a survey of all departments on the communication tools they currently use, which methods work best, and any that they would like to use in the future, attached is the result of that audit. Examples of the currently used communication tools that are used by the Town are the Town website, various social media accounts (Town, COA, Police, Fire, DPW, Public Access, Library), the public access channel, public meetings/hearings/forums, the annual town report, sign boards, CodeRed, tax bill inserts, the townwide email listserv, mailers, public notices in the Ledger, promotional flyers, and the Senior Center newsletter. Communication audit and summary is attached. 2. Goal #2: Comprehensive Infrastructure Plan: a. Objective: Address deferred maintenance on town buildings, recreation areas, and other town infrastructure and continually update long range capital plan for the town'sassets. i. Action: Town Manager will continue to develop a comprehensive inventory and Building and Infrastructure Maintenance Plan that will include repair and maintenance of town buildings, school buildings/land, recreation areas, roads, and underground infrastructure. Building and infrastructure needs will continue to be included in the Capital Plan and funded in the operating budget through the Facilities account and Town Roads account. The FY20 Budget recommendation includes an additional $40,000 for maintenance of facilities and an additional $50,000 in the Town Roads account. The DPW Director applied for and received a grant from MassDOT's Small Bridge Program in the amount of $380,000. The submission of the Complete Streets Tier 3 application in October addresses many areas in Town that are public safety concerns and increases accessibility for users of all ages and abilities. The Town was not awarded funding the last round but can continue to apply. ii. Action: Town Manager will continue to address infrastructure needs through recommendations to fund capital projects and recommend a budget that will address annual maintenance of facilities. In an effort to address the significant amount of capital requests identified to date in the Capital Plan, the ===PAGE 12=== project requests such as replacement of the fuel tanks (which is a town asset and an increasing liability the longer it stays in the ground), improvements to Basketball court at Wallis Park, a Building Automation system at the PSB, Asbestos Abatement at THES, and painting the exterior of the Teen Center. The FY20 Capital Plan also included all the repairs identified in the Vertex Reports for the Town Hall, Ritter Building, old Primary, Brooks and TC Passios buildings. Although the Town is still in the process of identifying the future use of some of these buildings, by including the known repairs to continue the current use of these buildings, these makes the Capital Plan a more comprehensive document. The Town was also awarded $198, 867 in Green Communities grant fundsto perform a variety of energy efficiency projects that will update old infrastructure and save energy. Other methods to address infrastructure include applying for the ADA Projects grant for a variety of ADA improvements at public buildings, the North Cemetery, and access to parks. I will continue to advocate for the facilities projects in the Capital Facilities Bond Bill. 3. Goal #3: Facilitate Business and Economic Development: a. Objective: Create a partnership with the business community that promotes stability and growth of our existing businesses. i. Action: Town Manager will continue holding sessions with the business community to find ways we can partner with our local businesses and help them grow. Facilitate meetings with other business associations to form regional alliances. I have continued to hold business-town partnership meetings with the Lunenburg Business Association and coordinated a joint meeting with the Pepperell Business Association that led to Lunenburg joining Townsend, Pepperell and Groton in regional business association events. ii. Action: Will work with regional planning agency and business group to create business brochure. I applied for and received District Local Technical Assistance to have planning assistance from Montachusett Regional Planning Commission (MRPC) to create a business brochure. MRPC Regional Planner, Land Use Director Adam Burney, and I met over the course of a year with the Lunenburg Business Association to develop the "Explore Lunenburg" brochure, which was completed at the end of 2018 and is now up on the website under the Business section on the website and the Conservation Commission's page. i11. Action: The Town Manager will create a charge for an Economic Development Committee and work with the Committee members. A charge was created and ===PAGE 13=== until to do alliary tsary. tea salariened all pal vaults policies and procedures at the workshop in July and October and made amendments to Section 7.04 Alcohol and Drug Policy and Section 7.11 CORI Policy. The Social Media Policy is the only personnel policy that is proposed to be updated. ii. Action: Create an Employee Handbook-All employee related policies in one place and given to all employees (CBA's would supersede on items already addressed in the CBA's). An Employee Handbook was completed that includes all the personnel policies, codifies the town's hiring process, and other relevant employee information. Action: Create and implement performance evaluations for Non-Management: New performance evaluations were included in the most recent DPW collective bargaining agreement and are being utilized. I will continue working with other departments to implement performance evaluations for their departments. Goal #5: Create Written Procurement Process and Procedures: a. Objective: Compliance with procurement law, further internal controls against fraud, and implement financial auditor's recommendation. i. Action: Town Manager will develop written procedures for the proper procurement of supplies and services and construction. Will create internal controls that will alleviate any potential violation of procurement law and create another control against fraud. A Procurement Manual was completed and - includes guidelines for bidding requirements and the Town's requisition and approval of purchase orders in MUNIS. ii. Action: Town Manager will create centralized location of all procurement files (i.e. bids, RFPs, contracts). In February, all departments (Town and School) were notified that in order to streamline the process for procurement and that the engagement of services has gone through all the proper procedures, departments would need to have contracts reviewed and signed off by the Town Manager and Finance Director and that all procurement files would now be kept in the Town Manager's Office. ===PAGE 14=== Attorney to gain a Right-of-Entry through the tax title process in order to conduct environmental assessments. Action: The Town Manager will explore funding resources for Phase I Environmental Site Assessment (ESA) and, based on securing a funding mechanism, hire an environmental consultant to perform the Phase I assessment (estimated to take 3 months). ili. Action: The Town Manager will explore funding resources for Phase II assessment and based on securing a funding mechanism and completion of the Phase I assessment, the Town Manager will hire an environmental consultant to perform the Phase II assessment (estimated to take 6-12 months). Measure of Success: Completion of Phase I ESA and commencement with Phase II ESA. 2. Goal #2: Implementation of Recycling Contamination Enforcement Program: a. Objective: To educate residents on what materials are recyclable and what materials are not recyclable and improve the quality of the Town's recycling. By increasing the quantity and quality of the Town's recycling, this will save on disposal fees and ensure sustainability of the recycling program. i. Action: The Town Manager will work with the DEP Regional Recycling Coordinator, Casella, and the DPW to conduct all the steps in the Recycling IQ Kit Grant in an effort to reduce contamination in recycling. This will include educational mailings, signboards, hiring staff to perform curbside checks and data tracking Measure of Success: At the completion of the process will request another contamination audit from Casella and compare results from initial contamination audit performed in December 2018. 3. Goal #3: Identify, Plan, and Implement Accessibility Improvements: a. Objective: To improve access to public buildings, public properties, and roadways. i. Action: Work with Montachusett Regional Planning Commission and various stakeholders on completing the updated ADA Self-Evaluation and apply for the MA Office on Disability planning grant to complete the ADA Transition Plan. ii. Action: Review the Complete Streets Prioritization Plan with Board and apply for the Complete Streets Grant in the fall that aligns with goal of Complete Streets "to provide safety and accessibility for all users of roadways, trails, and transit systems" to people of all ages and abilities. ili. Action: Identify and complete accessibility projects at public buildings and other town properties that can be paid with the funds appropriated at the Annual Town Meeting for FY20 for town facilities. ======================================================================================== DOCUMENT : 2019-06-18-agenda-6346.txt BOARD : select-board DATE : 2019-06-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2019-06-18-agenda-6346.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06182019-6346 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2019-06-18-minutes-6346.txt BOARD : select-board DATE : 2019-06-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2019-06-18-minutes-6346.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06182019-6346 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Also present: Town Manager Heather Lemieux; Ken Jones, Land Acquisition Committee member, Paula Bertram Chairman Alonzo called the meeting to order at 6:30 p.m. and requested a Motion to enter into Executive Session and to re-enter Open Session after exiting Executive Session pursuant to M.G.L. c. 30 § 21, Renson #6, to consider the purchase, exchange, taking, lease, or value of real property if such discussion may have n detrimental effect on the negotiating position of the governmental body (Northfield Road, Howard Street, New West Townsend Road), Mr. McQuaid made the motion and Ms. Vote: Ms. Luck- aye, Mr. Jeffreys- aye, Mr. McQuaid- aye, Mr: Alonzo- aye Ms. Luck referred the Board to the letter from Brandon Kibbe, Land Acquisition Committee Chair, to the Massachusetts Historical Commission requesting a letter of support necessary to apply for PARC and LAND grants for the property known as the Saliba property. The Saliba brothers had approached the Conservation Commission about buying this parcel. The grants would partially fund acquisition of approximately 315 acres; 259 acres are located north of Northfield Road and include frontage on New West Townsend Road and Howard Street. The other 56 acres is located south of Northfield Road. The northerly section will be for conservation and the southerly portion will be for active recreation. Mr. Jones stated we are in the process of having the property appraised and the grant application is due July 11". Ms. Adams entered the meeting. Ms. Bertram stated the PARC grant for the southerly portion is limited to $100,000. The LAND grant for the northerly portion is limited at $400,000. The negotiated price for both parcels was $775,000. The sellers are not interested in selling both portions separately. It meets several criteria set by the Open Space plan. We have a verbal agreement currently but the sellers are looking for a purchase and sale agreement and we can't apply for the grants unless that is in place. Ms. Luck added if we don't get the grant, we don't buy the property. Mr. Jones stated this meeting was informational and we will be coming before you for signatures before the grant deadline of July 11, 2019. Motion: M. Jeffreys 2''d: D. McQuaid That the Board supports signing the LAND and PARC grant applications for the Saliba property Ms. Lemieux recommended authorizing cither the Town Manager or the Board Chair to sign the grant applications. Mr. Jeffreys amended his motion to include authorizing the Chair to sign or the Town Manager in the Chair's absence, the grant applications and Mr, McQuaid seconded the amendment. Vote: Ms. Adams- ayo, Ms. Luck -ayc, Mr, Jeffreys -aye, Mr. MeQuaid -aye, Mr. Alonzo -aye Motion: D. McQuaid 2°°: K. Adams To exit Executive Session and return to Open Session Vote: Ms. Adams-aye, Ms. Luck -aye, Mr. Jeffreys -aye, Mr. McQunid -aye, Mr. Alonzo -aye Mr. Alonzo stated they would recess until 7:00 p.m. The meeting adjourned at 6:47 p.mm. Respectfully submitted, Elaine m. reterson Blaine M. Peterson Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2019-07-09-agenda-5143.txt BOARD : select-board DATE : 2019-07-09 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2019-07-09-agenda-5143.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07092019-5143 ======================================================================================== ===PAGE 1=== BOARD OF SELECTMEN Tuesday, July 9, 2019 7:00 PM – Town Hall Bilotta Meeting Room, Second Floor AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. 7:00 PM PLEDGE OF ALLEGIANCE I. PUBLIC COMMENT  BOARD  PUBLIC II. ANNOUNCEMENTS III. APPOINTMENTS 7:10 P.M. Special One Day Beer & Wine License Hearings for Dragonfly Garden Café - 3 Lancaster Ave. 1) July 26- Wine Appetizer and Dessert Tasting 2) August 17- Community BBQ Family Style Dinner 7:15 P.M. Update from the DPW Director IV. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Reappointment – Town Clockwinder- John Lynch –term to expire June 30, 2020 Term Correction- Barbara Reynolds – Monty Tech School Rep-term expires June 30, 2023. V. CURRENT BUSINESS 1. Minutes/Warrant/ Action Items 2. Committee Reports VI. OLD BUSINESS 1. MRPC Walkability and Parking Study: Discussion about dates for additional public meetings to walk Town Center and Whalom areas 2. Review of Town Manager Evaluation Form and Process 3. Review of Board of Selectmen Goals for FY20 VII. TOWN MANAGER REPORT VIII. UPCOMING MEETING/EVENTS SCHEDULE July 16 (Policy Workshop) , July 23, 2019 IX. PUBLIC COMMENT  PUBLIC  BOARD ===PAGE 2=== X. Motion to enter into Executive Session Pursuant to M.G. L. c. 30A, § 21, Reason #6, to consider the purchase, exchange, lease or value of real property, and the Chair so declares that an open meeting may have a detrimental effect on the negotiating position of the governmental body (635 Massachusetts Avenue) Executive Session: Pursuant to M.G.L. c. 30A, § 21, Reason #3, to discuss strategy with respect to litigation, where an open meeting may have a detrimental effect on the government’s litigating position and the Chair so declares, namely National Prescription Opiate Litigation Case No. 1:17-MD-2804 XI. ADJOURN