# 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 : 2020-09-22-minutes-5213.txt BOARD : select-board DATE : 2020-09-22 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2020-09-22-minutes-5213.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09222020-5213 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Members present: Tom Alonzo, Chairman; Michael-Ray Jeffreys, Vice Chairman; Katey Adams, Clerk; Todd Dwyer, Jim Marino Also Present: Heather Lemieux, Town Manager; Jack Rodriquenz, DPW Director; Rich Benevento and Bill Mertz, both of World Tech Engineering; Sue Doherty, Council on Aging Director Chairman Alonzo called the meeting to order at 7:00 p.m. and announced in accordance with the requirements of the Open Meeting Law, please be advised that this meeting will be recorded and broadcast over the Lunenburg public access channel. It can be viewed on the YouTube Lunenburg public access channel within 24 hours after the meeting. Mr. Alonzo read the remote meeting information and asked if everyone was present and could be heard. The meeting opened with the Pledge of Allegiance that was recited by Ms. Adams. PUBLIC COMMENT: Dave MacDonald, Island Road, commented on the fundraiser Lobsters for Lunenburg. All profits will go to the Lunenburg Police & Fire Association. It will be a "Grab and Go" event due to Covid -19. Pick up is October 17, Noon -3:30 P.M. at the TC Passios Building. $30 each includes 1 cooked lobster, potato, cole slaw, and corn muffin. To order visit lakeshirley.com/lobsters.html or email: davebettymacdonald@comcast.net. Orders must be received by 10/12/20. There is a limit of 500 lobsters, so order early. There is a raffle for (2) $250 landscaping gift cards from Lakeview Nursery and Powell Stone & Gravel; $5.00 for one of a book of five for $20.00. Michael Nault, 56 Brookview Terrace and Corinne Scouten, President of the Lunenburg Lions Club, both advocated for the fundraiser as well. Mr. Jeffreys joined the meeting at this time. ANNOUNCEMENTS From the Town Clerk office: the last day to register to vote is Saturday, October 24* ", the Clerk's office will be open from 2:00 - 4:00 p.m. and 6:00 -8:00 p.m. that day. There will also be opportunity to vote early on the 24th from 10:00 a.m. to 2:00 p.m. The informational voting booklet that was mailed out by the Secretary of the Commonwealth includes a form to register to vote for new voters. If you need more information, please contact the Town Clerk office. Early voting has changed from the TC Passios Building during the week to the United Parish Hall located at 39 Main Street. Voting on the weekends will continue at Town Hall. APPOINTMENTS Meeting with WorldTech Engineering re: Complete Streets Project Design Ms. Lemieux reported the Town had been awarded $258,460 through the Complete Streets program and Mr. Benevento and Mr. Mertz were here to present the next step of the process. ===PAGE 2=== Highland Street and along Oak Avenue by providing a new sidewalk and wheelchair ramps through a grassy area which includes some grading to make it all ADA compliant. Mr. Mertz congratulated the Town on getting the Complete Streets grant. Next steps will be to get a design contract executed with the town and completing a topographic survey in order to start the design. Then we will prepare contract bid documents to put the project out to bid. The idea would be to have a spring construction start. Mr. Alonzo thanked them for their update and they exited the meeting. Requests to Extend Temporary Outdoor Liquor Service per Governor Baker's Order No. 50: 1) Smokestack Roasters (39 Massachusetts Avenue) 2) American Graffiti (113 Summer Street) Ms. Lemieux stated a new order from the Governor extends the outdoor alcohol liquor service for an additional 60 days past the end of the state of emergency. Motion: J. Marino 2°: K. Adams To approve the requests to extend the outdoor liquor service per the Governor's Order Vote: Mr. Marino-aye, Ms. Adams-aye, Mr. Jeffreys-aye, Mr. Dwyer-aye, Mr. Alonzo-aye Update from the Council on Aging Director on Eagle House Activities Ms. Doherty reported the Council on Aging files an annual report to the Executive Office of Elder Affairs. Due to the coronavirus pandemic, everything came to a halt in March of 2020. Staff began working remotely from home making wellness phone calls and coming in to take over the Meals on Wheels deliveries. Ms. Doherty stated she continued her 40 hour work week from both the Senior Center and home. Van service was stopped after March 20 but continued again for medical appointments and prescription pickups in May. The outpouring of offers of help from community organizations has been overwhelming. The Salvation Army gave us food boxes to distribute to people. We had volunteers making face masks. There were no layoffs in their department. The only cut was one four-hour shift of a kitchen aide and another two hour cut due to the fact there was no one in the building preparing meals; we gave them other jobs to do on the "drive through" programs. We have collected $4,565 in grant donations from different organizations. We are really grateful for that. We have started a few indoor wellness programs with no more than 10 people at a time, such as chair yoga, grief support and watching a movie. We are also doing outdoor events such as a parking lot concert and the Memory Café, which is limited to 20 people which includes the clients and their caretakers. We have a musical performer coming in for them. Currently there is no eating in the building. But we served more seniors this year than last. The Police Department has assisted in the drive through programs and the Fire Department will be running a Fire Safety program in October. We have an Alzheimer's/dementia family ===PAGE 3=== Committee Ms. Lemieux reported Ms. Mallari had resigned due to her work load and requested Assistant Treasurer/Collector Sue Murchie be appointed in her place. Motion: M. Jeffreys this to the Senior Tax Work Off Commito 2': T. Dwyer Vote: Mr. Marino-aye, Ms. Adams-aye, Mr. Jeffreys-aye, Mr. Dwyer-aye, Mr. Alonzo- aye • Appointment of Assistant Town Manager/HR Director Julie Belliveau to Senior Tax Work Off Committee Ms. Lemieux noted Ms. Forest was inadvertently not reappointed in June to the committee but does not want to continue. Ms. Belliveau has volunteered to serve in her place. Motion: J. Marino 2": M. Jeffreys To appoint Julie Belliveau to the Senior Tax Work Off Committee Vote: Mr. Marino-aye, Ms. Adams-aye, Mr. Jeffreys-aye, Mr. Dwyer-aye, Mr. Alonzo- aye CURRENT BUSINESS 1. Temporary Telework Policy-this was tabled until the next meeting 2. Amended Emergency Family and Medical Leave Policy Ms. Lemieux reported this section only is amended to go along with the collective bargaining agreements' wording. CALCULATION OF EFMLA BENEFITS The first ten (10) workdays of EFMLA are unpaid. However, during this time, an employee may be eligible to receive Emergency Paid Sick Leave under the FFCRA (refer to the Town of Lunenburg's Emergency Paid Sick Leave Policy). Alternatively, an employee may elect to use existing vacation, or personal, or sick leave in accordance with the Fown of Lunenburg's FMLA Policy employee's applicable union contract or Salary Administration Plan. Motion: J. Marino 2nd: M. Jeffreys To accept the amendment as presented Vote: Mr. Marino-aye, Ms. Adams-aye, Mr. Jeffreys-aye, Mr. Dwyer-aye, Mr. Alonzo- aye Approval of Minutes of August 4, 2020 Motion: K. Adams 2nd: M. Jeffreys To approve the minutes of August 4, 2020 Vote: Mr. Marino-aye, Ms. Adams-aye, Mr. Jeffreys-aye, Mr. Dwyer-aye, Mr. Alonzo- aye Warrants a week he sioned the following warants Mr. Alonzo reported last week he signed the following warrants: ===PAGE 4=== Mr. Jellreys reported the Boara of Library rustees met last week. The Beanstalk Pole Reading challenge began last week and there are 47 readers signed up. They are also trying to increase their social media activity. Budgetary-wise, things are looking good. Slots to come in to the library are being filled up and it is going well. The Charter change regarding their duties was approved and they were excited to learn that. Their request for administering their trust funds is currently being reviewed by the legislature. The TCP Building Design Committee is looking at the general footprint of the building and it continues to be a work in progress. Right now the committee is still identifying what all the needs for the building are from the Town and School departments and community organizations. There are more needs than space to accommodate all of them. Discussion had ensued on getting their minutes posted. Mr. Alonzo reported the Capital Planning Committee met. Request forms have been sent to departments. There will be a warrant article on the Special Town Meeting (STM) to address items not funded at the Annual Town Meeting and we will be reevaluating those and making recommendations for the STM. OLD BUSINESS 1. Policy on approval process for signage on town property Mr. Alonzo stated this was discussed at the last meeting. He read the draft aloud: TOWN OF LUNENBURG DRAFT SIGN POLICY The purpose of this policy is to designate the authorized location, size, and organizations that can request temporary placement of signs on town property. 1. This policy applies to non-profit and civic organizations advertising events on town property. Municipal and School events are exempt from this policy but must adhere to the town's sign bylaw. 2. There are designated sites within the Town of Lunenburg that temporary signs can be placed. An organization can request only one of those locations at the same time to allow other organizations the opportunity to advertise their events. A designated area along Main Street adjacent to the Ritter Memorial Building will be assigned to your request. Requests will be made on a first come, first serve basis and if all designated sites are being used, the request will not be granted until there is available space. 3. Signs may be placed two weeks prior to an event and must be removed the day after the event. 4. Requests for placement of a temporary sign advertising an event must be for events thatare located in the Town of Lunenburg. 5. Signage must meet all the requirements under the town's sign bylaw. 6. Any display of signage not following this policy or not approved by this office, the violator will be immediately notified to remove the sign or if the party cannot be located the town will remove the sign. 7. Sign requests will be approved by the Town Manager according to the guidelines of this policy. ===PAGE 5=== Mr. Alonzo read the key points of the document into the record. He noted only Mr. Jeffreys, Ms. Adams and himself had performed the evaluation due to the fact that Mr. Marino and Mr. Dwyer were recently elected. PERFORMANCE ON PRIOR YEAR GOALS Town Manager: Heather Lemieux Date of Evaluation: Review Period From: 7/1/2019 to: 6/30/2020 (Lunenburg FY20) Type of Review: MAnnual 1. Goal: Develop and Implement Steps towards Redevelopment/Reuse of 925 Mass Ave Annual Assessment: Complete In Progress Not Undertaken 2. Goal: Implementation of Recycling Contamination Enforcement Program Annual Assessment: M Complete In Progress Not Undertaken 3. Goal: Identify. Plan. and Implement Accessibility Improvements Annual Assessment: Complete LIn Progress Not Undertaken RATING SCALE 4 The following scale will be used to rate the Town Manager's performance in all categories. Consistently Exceeds Expectations: ormance consistenty exceeds expectations. The ee ml quality of work is excellent, resus far Often Exceeds Expectations: Performance often exceeds expectations. Demonstrates the ability to take on progressive responsibility showing high success and most annual goals were met. ===PAGE 6=== 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. 1. Individual Characteristics/Professionalism • Is dedicated to the highest ideals of honor and integrity in all public and personal relationships in order to merit the respect and confidence of the elected officials, other officials and employees, and of the public. Demonstrates accountability for actions; conducts him/herself fairly and honestly. • 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. RATING -3.6 (Between Often/Consistently Exceeds Expectations) Professional towards the Select Board, staff and residents at all times. Communication is always kind and respectful even though it is not easy to collect concrete data in regards to a variety of personal requests. Exhibits the highest levels of integrity, honesty and ethics. Respects the office and consistently displays an unwavering commitment to the residents of Lunenburg. Holds herself accountable to the same high standards that she expects and demands from others. 2. Problem Solving/Decision-Making/Planning: • Anticipates and analyzes problems to develop effective approaches for solving them. Willing to try new ideas proposed by the Board members and/or staff. • Anticipates future needs, organizes work operations, and establishes timetables for work units or projects. Is aware of technological advances and changing standards; identifies and understands trends. Effectively allocates resources and predicts the impact of service delivery • Knows when to take actionand what type of action is appropriate. • Effectively allocates resources to provide service to the community. Anticipates stakeholder needs and attitudes, and the impact of policies and procedures, and responds appropriately. RATING -3.3 (Between Often/Consistently Exceeds Expectations) ===PAGE 7=== 2. Professional Skills and Knowledge: • Maintains knowledge of current developments affecting the practice of local government management and is familiar with applicable local, state and federal legislation and regulations related to Town services. • Demonstrates skill in listening, speaking and writing, persuading without diminishing the views of others. • Has a full working knowlodge of the administrative and management systems and procedures. Understands and implements long-range and strategic planning techniques; identifies trends that will affect the community; demonstrates an understanding and ability to analyze and facilitate policy choices that will benefit the community in the long run. RATING -3.3 (Between Often/Consistent/y Exceeds Expectations) Clearly knowledgeable in all aspects of municipal governing including applicable legislation at all levels while also knowing what makes us unique as a community. When she doesn't have an answer directly, she commits to following up with an answer and/or explanation and does so in a timely manner. Listens and communicates very well, always with an eye to furthering the discussion without alienating any involved party. 3. Organizational Leadership and Personnel Management: Builds cooperation and consensus among and within diverse groups, helping them identify common goals and act effectively to achieve them; recognizes interdependent relationships and multiple causes of community issues; and anticipates the consequences of policy decisions. • Encourages the development and high-level performance of staff and employees throughout the organization. Effectively selects and hires employees for position vacancies. • Professionally manages the compensation and benefits plan. • Develops and executes sound personnel procedures and practices. Seeks to foster high morale and cohesiveness among employees. • Effectively plans, organizes and delegates work. Monitors results and evaluates performance of those supervised, and provides feedback in a timelymanner. RATING -2 (Meets Expectations) All staff respect and have confidence in the Town Manager and view her as fair and equitable. Works well with all Town departments and certainly encourages morale and employee development. Uses sound employment practices and hires strong, qualified people. But personnel management is complex to evaluate, especially when the Select Board is only likely to encounter information when something has been escalated to our attention. Improvements are to be had in work delegation (which, with the addition of the Asst. Town Manager, should be possible) as she takes on a workload that may be unsustainable. Due to her investment in people and processes, the Town Manager is sometimes defensive of personnel when there are clear ===PAGE 8=== customer service in staff. • Communicates effectively with the public. Maintains respectful, polite, and civil speech and demeanor in dealings with all. • Maintains good working relationship with legislators, media, and public groups/organizations, as well as with other regional, state, and federal governmentagencies. RATING - 3.3 (Between Often/Consistently Exceeds Expectations) Maintains strong relationships with groups, organizations and leaders that represent the various parts of Lunenburg. She treats everyone respectfully and fairly and the community has overwhelming confidence in her. Fully understands the service aspect of municipal government and the need for clear, concise communication and targeted public outreach. Responds in a timely manner to all town resident correspondence and seeks input and advice from others, when needed, to form those responses. 5. Fiscal Management: • Prepares and administers the budget; shows knowledge of budgeting principles and practices, revenue sources, projection techniques, and financial control systems; presents information in an intelligent and accessible format. • Makes the best possible use of available funds, conscious of the need to operate the local government efficiently and effectively. Determines the cost effectiveness of programs, and compares alternative strategies. • As Chief Procurement Officer, effectively manages Town purchasing of supplies and services, disposition of town property, and construction projects • Establishes and manages sound fiscal policies including Five Year Financial Forecast, financial policies, and Capital Plan. RATING -3.3 (Between Often/Consistently Exceeds Expectations) The only real split in the Select Board. Some view the Town Manager as having strong abilities and financial "know-how" in analyzing, building and executing all financial aspects of the Town, both short and long-term; some believe that not enough attention has been paid to the potential of an economic downturn due to the pandemic. She has, during her tenure, effectively managed the budget through the use of realistic objectives, reasonable forecasts and principled budgetary policies. Flexible in the face of new data and emerging trends, but not prone to overreacting to non-supported conjecture and wild speculation. Her performance during the pandemic has highlighted those skills and qualities. 6. Relations with Members of the Board: • Maintains effective communication with the Board. Maintains mutual trust and treats all Board members equally. • Offers professional advice to the Board on items requiring board action, with ===PAGE 9=== modes of communication (phone, email, and in-person) and always makes the time to be available and helpful even during these times of so much change. Follows up with all requests, listens carefully to advice and suggestions and has remained calm, professional and effective, even in the face of harsh criticism and undue negativity. She is a pleasure to work with. 7. Reporting • Provides regular information and reports to the Board concerning matters of importance to the local government, using the Town Charter as a guide. • Reports produced by the Manager are accurate, comprehensive, concise and written to their intended audience. • Produces and handles reports in a way to convey the message that affairs of the organization are open to public scrutiny. RATING -4 (Consistently Exceeds Expectations) The Town Manager communicates well and consistently. Provides detailed weekly reports as well as supplemental information between meetings. Information is always clear, concise, accurate and of the highest standards. When important decisions are being faced by the Board, she supplies all requisite data and analysis for us to make an informed decision and is always willing to do further research when asked by members. This is always welcome, of course, but is especially important this year with the ongoing pandemic and the volumes of ever-changing data and information from a variety of sources. OVERALL PERFORMANCE SUMMARY Best Achievement: There are numerous to choose from but the Select Board has singled out two: (1) Her ability to navigate the Town through uncharted and unsettled waters of the COVID-19 pandemic. Things were not as anticipated but, as a Town Manager, she moved us forward. What caught everyone off-guard created an avalanche of new work for every department in Town, all of it to be orchestrated by the Town Manager. Policies, procedures, legislation, Governor's Executive Orders, health regulations and countless other recommendations were changing daily sometimes faster than that) while she had to determine how to keep the Town running through it all. The way we operated was changing at a moment's notice. It took incredible amounts of time and almost Herculean effort to keep up, but she managed to do it. The effort and the achievement are both highly commendable and surely need to be singled out and recognized. (2) The financial management of the Town. Progress has been made on Town goals, like the Pavement Management Plan, the Capital Planning Budget and adding strategic personnel as needs require. All the while maintaining healthy reserves and the second highest bond rating. The annual audits of the ===PAGE 10=== morale, performance and efficiency would be welcome. Also, an evaluation of the current organizational chart with a look toward how departments might/should look in the next 3, 5 or 10 years could be very helpful in strategizing what is needed. Employee guidelines and policies regarding performance and evaluation should be reviewed and, whenever necessary, revised and enforced. All personnel need to know that the Town Manager is fair but alsofirm. (2) Work with the Select Board in researching additional ways for a wider variety of voices to be heard and understood within the town government process. Lunenburg could benefit from an environment where nobody has the feeling that their voice isn't being heard. (3) The concern that we (or the Town Manager) are demanding too much and that a sustainable work/life balance is not being established or maintained. Communications that consistently come on weekends, while on vacation and late at night are warnings of someone working too hard for too long. The national desire to be "exceptional" notwithstanding, we know that there is much to do but we feel that having a proportionate sense of productivity would better (and longer) serve the town and Town Manager both. General Comments: We are highly pleased with the amount and quality of work that she has achieved. Highly knowledgeable and unwaveringly reliable; does her work diligently and responsibly; doesn't promote conflict but doesn't shy away from it when it inevitably arises; asserts her positions clearly with no editorializing or grandstanding. A very impressive and extremely competent leader that serves Lunenburg well. Overall, the Select Board believes the Town Manager often exceeds expectations. Review Special Town Meeting warrant articles and vote Ms. Lemieux reported additional articles had been added to the STM warrant. Article (C.) was to pay any prior fiscal year bills and was requested by the Finance Director. Another (J.), is to add two positions and their grades (interim heavy equipment operator and principal assessor) to the Salary Administration Plan. This was requested by the Personnel Committee. Article (K.) was to purchase 250 Howard Street property. Article (L.) is to place the TIF (Tax Increment Financing Agreement) for Bright Farms on the warrant. (M.) is to allow the TC Building Design Committee to submit a report at STM. She anticipated three additional warrant articles to come in. Motion: J. Marino 2nd: T. Dwyer To approve placing Article K on the STM warrant Vote: Mr. Marino-aye, Ms. Adams- nay, Mr. Dwyer-aye, Mr. Jeffreys-aye, Mr. Alonzo- aye Motion: J, Marino 2nd: T. Dwyer ===PAGE 11=== TOWN MANAGER REPORT AND COVID-19 UPDATE Announcement on Existing Vacancies: The following is a list of vacancies on the following committees: • ArchitecturalPreservation District Commission(1 vacancy) • Historical Commission (1 vacancy) Parks Commission (2 vacancies) • TCP Building Design Committee (1 vacancy-member at large) • Zoning Board of Appeals (1 Associate vacancy) Interested persons can find Talent Bank forms on the Town Website and completed forms can be sent to the Select Board Office. 925 Mass Ave (TM Goal #1, ii): I submitted a Brownfields Redevelopment Fund grant application for the maximum award amount of $250,000 to MassDevelopment by the deadline of Friday, September 1 8th. Notification of selection of sites is anticipated to be made sometime in November. Fuel Tank Bids: Two Bids for the Fuel Tank Removal and Installation project were received on September 21st. The low bidder, Green Site Services Group, had a base bid of $345,500 and there are 4 other unit prices that if needed be are an additional $17,000. Fortunately given the two capital articles and the earmark that was secured by former Representative Benson and Representative Hay, we have sufficient funds to move forward with this project. The DPW Director and I have a meeting tomorrow with our engineer to review the bids to make sure the low bidder meets all the requirements so we can move forward with awarding the bid. Requests to Purchase Town Properties: On August 18th I informed the Board about an inquiry I received from an abutter to purchase a 100 × 150 foot portion of town owned land at 671 West Street. In 2010 the Town sold 5 similar sized portions of 671 West Street to abutters and to make that parcel more uniform. I notified Conservation and Open Space and both committees will be providing their recommendation at one of their upcoming meetings. Recently I havereceived four other requests from individualsabout purchasing town owned land that include: • 51 Parmenter Road: This is a corner lot about .3 acres in size that has access to Lake Shirley. • 247 Highland Street Rear: This property is 3.7 acres in size that was taken through tax title. A resident on Chestnut Street inquired about purchasing this property. • 860 Reservoir Road: An abutter inquired about purchasing this 6.7 acre parcel. This parcel was taken through tax title. • 690 Goodrich Street Rear: An abutter would like to purchase this is a 3.7 acre parcel that was taken through tax title. ===PAGE 12=== website, the MIMA website, with the American public works Assocton, the paper and onl Indeed.com. The culvert installation at the entrance of the DPW is now complete. • The paving of Electric Avenue is now complete and permanent striping will be installed by P J Keating in the next couple of weeks. • The DPW Administrative Assistant willbe putting up old surplus vehicles on Municibid shortly to dispose of old DPW and Police vehicles. • The DPW Director and I had a conference call with the engineering firm for the Pleasant Street Bridge project at the end of last week and this will be put out to bid within the next couple of weeks and due at the beginning of November. The chosen contractor will do their submittals over the winter and the construction will occur in the spring. Police: Interim Police Chief Gammel has received quotes for body cameras and will be submitting a grant to the Edward Byrne Memorial Justice Assistance Grant Program (JAG) for $36,400 for the cost of implementing body cameras. The IT Director will be submitting a grant application to the Community Compact IT Grant that issues awards up to $200,000 for IT infrastructure that will aide remote learning instruction at the Lunenburg Public Schools. This grant program supports the implementation of innovativelT projectsforonetime capital needs such astechnology infrastructure, upgrades, or purchases of equipment or software. After working with the School Superintendent and IT Director on an identified need for additional IT assistance for a Remote Meeting Coordinator that could be paid with CARES Act funding until December 30th, the School Committee approved posting this position. This part time position, once hired, will be responsible for scheduling all Zoom meetings, training new users to Zoom, moderate large Zoom meetings, and be available to transfer the host over to Committee Chairs at the beginning of their meetings. Assistant Town Manager/HR Director: Interviews for the Police Chiefposition will beheld on Monday October 5th and Tuesday October 6th. We received 45 applications and we narrowed it down to 7 candidates. Meetings, Events and Other Announcements: • Conservation Commission has a meeting on Zoom on Wednesday, September 23rd at 7:00 p.m. • The Sewer Commission is meeting on Zoom on Thursday, September 24th at 5:00 p.m. • I will be attending the Finance Committee meeting on Zoom on Thursday, September 24th at 7:00 p.m. • The Planning Board has a meeting on Zoom on Monday, September 28th at 6:30 p.m. • The Sewer Commission has a meeting on Zoom on Tuesday, September 29th at 5 p.m. • The TCP Building Design Committee has a meeting on Tuesday, September 29th at 6 p.m. • The Special Town Meeting warrant closes on Tuesday, September 29th at 5 p.m. • Reminder: Montachusett Regional Planning Commission is accepting applications from Small Businesses that were adversely impacted by COVID-19. Interested persons should contact ===PAGE 13=== 10 people. There will also be guidelines about reusable menus and protocol for self-serve beverage stations. There was an announcement about deferring sales and meals taxes until May 1, 2021. The Dept. of Local Services has a tentative meeting scheduled for next Thursday for guidance about the second round of reimbursements under the CARES Act, which now includes fiscal year 2021. They are in discussions about the current budget and preparing for next year's budget. UPCOMING MEETINGS Mr. Alonzo stated upcoming meetings would be October 6, 13 and 20"i. PUBLIC COMMENT: Dave Rodgers, 82 Highland Street, regarding the sign policy, noted the Lunenburg Lions Club ocasionally holds events outside of town and asked the Board to consider this during their drafting of the policy. He asked about the total cost of the Complete Streets design and construction but Ms. Lemieux did not have those figures available. Regarding the Town Manager performance review, he thought the board's review was fair and he concurred with them. He thanked the Town Manager for doing a good job. Motion: T. Dwyer 2nd: J. Marino To adjourn the meeting at 9:21 p.m. Vote: Mr. Marino-aye, Ms. Adams-aye, Mr. Dwyer-aye, Mr. Jeffreys-aye, MIr. Alonzo-aye Respectfully submitted, Elaine mn. Peles or Elaine M. Peterson Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2020-10-06-agenda-5214.txt BOARD : select-board DATE : 2020-10-06 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2020-10-06-agenda-5214.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10062020-5214 ======================================================================================== ===PAGE 1=== SELECT BOARD Tuesday, October 6, 2020 7:00 PM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The Town of Lunenburg, in response to the COVID-19 (Corona Virus) is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are open to the public during limited hours and by appointment. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will be broadcast live through local access cable, on FacebookLive on the Public Access Facebook page (https://www.facebook.com/Lunenburg-Public-Access-Cable-157427270975305/) and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please use the link below to join the public meeting webinar: https://zoom.us/j/9091740347 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 909-174-0347 # If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. 7:00 PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE I. PUBLIC COMMENT***  BOARD  PUBLIC II. ANNOUNCEMENTS III. APPOINTMENTS 7:05 PM Public Hearing for a Wine & Malt Package Store License Application by Lanni Orchards, 294 Chase Road 7:15 PM Joint meeting of the Select Board and Park Commission to determine appointment of Christopher Sullivan (108 Highland Street) to the Parks Commission vacancy with term to expire at the next annual town election 7:20 PM Notice of First Right of Refusal for Chapter 61 property located at 250 Howard Street and discussion on donation of portion of 250 Howard Street in lieu of Town exercising First Right of Refusal 8:30 PM Meeting with Bright Farms to discuss Tax Increment Financing Agreement IV. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Resignation of Todd Dwyer from the Conservation Commission Resignation of Laura Brzozoksi from the Cultural Council Resignation of Tanner Cole from the TCP Building Design Committee ===PAGE 2=== V. CURRENT BUSINESS 1. Discussion on town owned properties including 111 Mulpus Road Rear, 970 NW Townsend Road Rear, and 671 West Street 2. Amended Liquor License application to Transfer an All Alcohol On Premise License to Embers Lounge & Restaurant LLC d/b/a Embers Pizzeria, 84 Lakefront St. 3. Discussion on Halloween 4. Vote to sign BAN Renewal 5. Approval of August 11 and August 18, 2020 Minutes 6. Warrants: Accounts Payable Warrant #15 21, dated 9/29/2020, in the amount of $970,902.40; Payroll Deduction Warrant #16 21, dated 9/30/2020, in the amount of $30,057.19: Payroll Warrant #7P21, dated 10/1/2020, in the amount of $842,978.23 7. Sign November 3, 2020 Election Warrant 8. Action Items 9. Committee Reports VI. OLD BUSINESS 1. Review Special Town Meeting warrant articles VII. TOWN MANAGER REPORT AND COVID-19 UPDATE VIII. UPCOMING MEETING/EVENTS SCHEDULE IX. PUBLIC COMMENT***  PUBLIC  BOARD X. EXECUTIVE SESSION: Motion to enter into Executive Session and to adjourn after exiting Executive Session: (i) Pursuant to M.G.L. c. 30, Section 21, Paragraph 3, to discuss strategy with respect to collective bargaining if an open meeting may have a detrimental effect on the bargaining position of the public body and the chair so declares. (Municipal Employees and Fire Unions) (ii) Pursuant to M.G.L. c. 30, Section 21, Paragraph 2, to conduct strategy sessions in preparation for negotiations with non-union personnel or contract negotiations with non-union personnel (Town Manager) XI. ADJOURN *** Per Policy, Public comment is limited to 15 minutes, with no more than 3 minutes per speaker except at the discretion of the Chairperson. ======================================================================================== DOCUMENT : 2020-10-06-minutes-5214.txt BOARD : select-board DATE : 2020-10-06 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2020-10-06-minutes-5214.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10062020-5214 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Members present: Tom Alonzo, Chairman; Michael-Ray Jeffreys, Vice Chairman; Katey Adams, Clerk; Todd Dwyer, Jim Marino Also Present: Heather Lemieux, Town Manager; Brandon Kibbe, Open Space Committee Chair; Bob Pease, Conservation Commission Chair; Adam Costa, Town Counsel; Joel Normandin, ibe opens S, e ormite Chair, Cesira Newcomb, James Xarras, Margot Xarras, Sean O'Neill Park Commissioners present: Susanna Jewell, Dave Passios, Karin Menard Chairman Alonzo called the meeting to order at 7:01 p.m. and announced in accordance with the requirements of the Open Meeting Law, please be advised that this meeting will be recorded and broadcast over the Lunenburg public access channel. It can be viewed on the YouTube Lunenburg public access channel within 24 hours after the meeting. Mr. Alonzo read the remote meeting information and asked if everyone was present and could be heard. The meeting opened with the Pledge of Allegiance that was recited by Ms. Adams. PUBLIC COMMENT Ms. Adams' thoughts went out to the school teachers, students and parents during these abnormal times, wishing them good luck and hoping it ends soon. Ms. Lemieux announced from the Town Clerk office: the last day to register to vote is Saturday, October 24t, ', the Clerk's office will be open from 2:00-4:00 p.m. and 6:00-8:00 p.m. There will also be opportunity to vote early on the 24* from 10:00 a.m. to 2:00 p.m. Rhonda Lisio, 181 Reservoir Road, expressed dissatisfaction with town departments about getting a garage built on her property and recent action taken by the Select Board in regards to reimbursing school bus companies for services due to the shutdown of school due to Covid-19. Mr. Alonzo reminded all about the fundraiser "Lobsters for Lunenburg." All profits will go to the Lunenburg Police & Fire Association. It will be a "Grab and Go" event due to Covid -19. Pick up is October 17, Noon -3:30 P.M. at the TC Passios Building. To order and/or purchase a raffle ticket, visit lakeshirley.com/lobsters.html or email: davebettymacdonald@comcast.net. Orders must be received by 10/12/20. APPOINTMENTS Public Hearing for a Wine & Malt Package Store License Application by Lanni Orchards, 294 Chase Road Applicant and proposed manager Jerry Lanni presented for this request. Ms. Lemieux stated the Town had petitioned the state legislature for an additional alcohol (wine & beer) retail license for Lanni Orchards, which was approved. Mr. Lanni is required to apply through the ABCC and local licensing authority for the license. Mr. Alonzo read the hearing notice aloud: "The Lunenburg Licensing Authority will hold a public hearing on Tuesday, October 6, 2020 at 7:05 P.M. via ZOOM video conference on the application submitted by Lanni Orchards Inc., d/b/a Lanni ===PAGE 2=== depending on the season. Mr. Jeffreys asked about alcohol training and policy. Mr. Lanni stated he is the only one who is trained. The employees will be signed up to take the course at Lanni Orchards' expense. He added there will be periodic refreshers with staff to ensure adhering to the law. Motion: K. Adams 2n°: T. Dwyer To approve the wine & malt license application for Lanni Orchards, 294 Chase Road Vote: Mr. Jeffreys-aye, Ms. Adams- aye, Mr. Dwyer-aye, Mr. Marino-aye, Mr. Alonzo- aye Mr. Lanni thanked them and exited the meeting. Joint meeting of the Select Board and Park Commission for appointment of Christopher Sullivan (108 Highland Street) to the Parks Commission The Parks Commissioners called their meeting to order at 7:23 p.m. and did a roll call. Mr. Sullivan stated he has been a resident for over 15 years and had children in various recreational and sports programs. He has been considering how to volunteer in town for a while. He has attended one Parks Commission meeting. Motion: D. Passios 2nd: K. Adams To appoint Chris Sullivan to the Parks Commission until the next annual election Vote: Ms. Adams-aye, Mr. Dwyer-aye, Mr. Marino-aye, Mr. Jeffreys-aye, Mr. Alonzo- aye, Ms. Jewell- aye, Mr. Passios- aye, Ms. Menard-aye The Boards congratulated Mr. Sullivan. Ms. Menard noted there is still a vacancy on the Parks Commission. The Parks Commission adjourned at 7:32 p.m. Notice of First Right of Refusal for Chapter 61 property located at 250 Howard Street and discussion on donation of a portion of 250 Howard Street in lieu of Town exercising First Right of Refusal Mr. Alonzo stated the Board has received notice from the Open Space Committee and Conservation Commission that this is a desirable property for the town. Mr. Kibbe stated he had met on the site with the prospective buyers. Connectivity to other town-owned property and protection of the Mulpus Brook is the goal of the Open Space committee. He stated he had discussed with Joel Normandin and Cesira Newcomb the possibility of some division of the property north of an existing stone wall that would allow them to purchase the remaining parcel. They would covey ownership of the northern portion of the property to the town. This was presented to the Open Space Committee for discussion. Open Space voted to approve this proposal. The best alternative would be a 200 foot setback south of the Mulpus Brook. The prospective buyers agreed that made sense. This would come as a gift to the town and allow them to purchase the property and move forward with their plans to build a home. The way forward would be to enter into an agreement with the town that would lay out all the steps. Once the agreement is signed the Town would waive the Right of First Refusal. ===PAGE 3=== agreement. A straw poll was taken from the members on this method. All members supported it. Attorney Costa will draft the agreement and contact all concerned. CURRENT BUSINESS Discussion on town-owned properties including 111 Mulpus Road Rear, 970 NW Townsend Road Rear, and 671 West Street Ms. Lemieux stated there was previous discussion due to residents' inquiries about purchasing some of these properties, including the 671 West St. property. That information has been forwarded to the Open Space Committee and Conservation Commission and there were some questions. Years ago Town Meeting approved selling off portions of the 671 West Street parcel and the resident that inquired is an abutter to the property. Conservation Commission and Open Space would like to have the other two parcels transferred from general municipal use to under the care of the Conservation Commission. There are two warrant articles submitted to accomplish that at Special Town Meeting. Mr. Pease confirmed they abut other conservation land or town forest land. Some of the land is primary habitat for several species. Ms. Lemieux recommended taking these two parcels together under one umbrella with other parcels yet to be reviewed at the 2021 Annual Town Meeting as the STM warrant already had many articles. This would be to keep the Special Town Meeting as short as possible during a pandemic. Ms. Adams noted although she was in favor of passing the land to the Conservation Commission' care, this item was not listed specifically on their meeting agenda. She had a problem with a warrant article having surfaced the way it did and Open Meeting Law should be adhered to. The addresses should have been listed on the agenda to be discussed; "warrant articles," was too generic. Mr. Pease stated he reviewed the agenda in question and under New Business it read "Town Meeting discussion." He did not know how they could have dealt with it any differently without the Open Space Committee's endorsement. Discussion ensued on whether the posting was sufficient. There will be more discussion about these properties at another meeting. Amended Liquor License application to Transfer an All Alcohol On Premise License to Embers Lounge & Restaurant LLC d/b/a Embers Pizzeria, 84 Lakefront St. James and Margot Xarras were resubmitting the application for the transfer of the on-premise alcohol license for reconsideration by the Select Board, as requested by the Alcoholic Beverages Control Commission (ABCC). The ABCC investigator requested the application be amended to remove Mr. Xarras as having any ownership interest in the license other than being the landlord of the property, as that was the original intent. The application has been amended to show Margot Xarras having 100% interest in the alcohol license and the business filing with the state has also been changed accordingly. ===PAGE 4=== are five total. Motion: J. Marino 2°°: K. Adams To reconsider and approve the amended transfer application for Embers Pizzeria Vote: Mr. Jeffreys-nay, Ms. Adams-aye, Mr. Dwyer-aye, Mr. Marino-aye, Mr. Alonzo- aye Mr. Alonzo stated the application would be resubmitted and the Xarras' thanked the Board. Meeting with Bright Farms to discuss Tax Increment Financing Agreement Bright Farms representative Sean O'Neill joined the meeting. Ms. Lemieux noted in early July Mr. O'Neill came before the Board to present the Bright Farms project and proposal, as well as the concept of a Tax Increment Financing Agreement (TIF) with the Town. They had submitted a timeline of the process. Tonight's appointment is to follow up on the TIF agreement. Ms. Lemieux has been working with Principal Assessor Byrne and doing research as the Town does not have any previous TIF agreements. She had been looking at other town's TIFs as well as reviewing the benefits for both the Town and Bright Farms. The company is willing to invest in Lunenburg's economy by adding job opportunities and the added value to the tax revenues. From Ms. Lemieux's memo dated July 14th. "Tax Increment Financing (TIF) agreements are meant to provide an incentive for large-scale transformative investments by businesses and developers. The Town can negotiate a Tax Increment Financing (TIF) agreement when the benefits of private investment are expected to exceed any foregone tax revenue. One important feature of these negotiated agreements is that they temporarily reduce taxes on the improvement to the property resulting from new investment (the "increment"). The Town does not lose existing revenue because it continues to collect taxes on pre-investment property value. A negotiated and temporary reduction in taxes collected against the incremental value is intended to encourage investment that may not otherwise occur. After the reduction period, the Town gains all taxes against the baseline value-and all taxes gained against the increment. " There are two phases that Bright Farms is proposing; the first phase of the project is an estimated value of a ten million dollar investment. The proposal is a ten year TIF agreement where year one would start at a 100% discount and then going down by 10% each year. By the tenth year the Town would be receiving 90% of the value. Year eleven would be the full tax assessment. ===PAGE 5=== estimated current Property Tax (Base Only) estimated Incremental Assessed Value Property Tax Estimated TIF Savings to Company Year % Exempt $ 16,036 $ 16,036 $ 16,036 $ 16,036 $ 16,036 $ 16,036 $ 16,036 $ 16,036 $ 16,036 $ 16,036 $ 160,360 $ 10,000,000 $ 10,000,000 $10,000,000 $10,000,000 $ 10,000,000 $ 10,000,000 $ 10,000,000 $ 10,000,000 $ 10,000,000 $ 10,000,000 $ 181,200 $ 181,200 $ 181,200 $ 181,200 $ 181,200 $ 181,200 $ 181,200 $ 181,200 $ 181,200 $ 181,200 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% $ 181,200.00 $ $ 163,080.00 $ 18,120.00 $ 144,960.00 $ 36,240.00 $ 126,840.00 $ 54,360.00 $ 108,720.00 $ 72,480.00 $ 90,600.00 $ 90,600.00 $ 72,480.00 $ 108,720.00 $ 54,360.00 $ 126,840.00 $ 36,240.00 $ 144,960.00 $ 18,120.00 $ 163,080.00 $ 996,600.00 $ 815,400.00 10 Est. Real Property *Projected assessed values shown are estimated, actual assessed values to be determined by the Assessor. Assumptions are based on no annual inflation factor increases in assessed property values or tax rate Actual property values and tax rate subject to change This projection is based on estimated value so the assessed value would have to be determined by the principal assessor. It also doesn't take inflation into account. Ms. Lemieux noted Conservation Commission is interested in a corner of this property because it provides connectivity to the recently purchased Saliba property and the Rayno Conservation Land located off Chase Road. There has been discussion between Mr. O'Neill and Conservation about a donation of approximately 1.5 acres. Mr. O'Neill thanked the Select Board and stated what this TIF does is not only add new jobs but adds stability to the business so it can continue and remain a steady taxpayer. We did visit the site with Open Space and this would create a corridor for pass through and avoid a wetlands. Discussion ensued about reducing the TIF from 10 to 8 years. Mr. Alonzo suggested Ms. Lemieux provide an eight and a ten year TIF agreement. Mr. O'Neill thanked the board and exited the meeting. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Resignation of Todd Dwyer from the Conservation Commission Mr Alonzo thanked him for his years of service on the commission and added they were very happy to have him on the Select Board. Resignation of Laura Brzozoksi from the Cultural Council Mr Alonzo thanked her for her service and bringing the Arts Festival to town. Resignation of Tanner Cole from the TCP Building Design Committee Mr. Alonzo thanked him as well and noted he will be continuing on the Planning Board. Letters of thanks will be sent to all. ===PAGE 6=== abutter who wants to purchase the approximately 100 x 150 foot area lives at 78 Pratt Street being shown on the assessors' map 81 as lot 83. By purchasing that area he would be bringing his property in line with the other owners of lots 84-89. This property is so small there is no need to put out a Request for Proposal (RFP). Discussion ensued about whether or not to offer the opportunity to purchase the town land to other abutters. Discussion on Halloween Mr. Alonzo noted residents are looking for guidance on Halloween as far as Trick or Treating hours given the ongoing pandemic. Discussion ensued and the general consensus was it could be done safely by both trick or treaters and the people providing candy if all follow safety guidelines. Mr Jeffreys abstained from the discussion as he does not participate in Halloween for religious reasons. It was decided to keep the 6-8 p.m. hours and strongly recommend that people follow all health guidelines provided by federal and state agencies. Vote to sign Bond Anticipation Note (BAN) Renewal The Finance Director provideed a synopsis of the BAN: Below is a summary of the Bond Anticipation Note Renewal dated 10/15/2020, due 10/14/2021: Purchase of Saliba Property - Article 6, 11/12/19 STM Amount Authorized $ 782,000.00 Grants Received from State $ (500,000.00) FY21 Budgeted Pay down (1/5th of Balance) $(56,400.00) BAN Renewal $ 225,600.00 Purchase Ladder Truck - Article 6, 5/5/18 ATM Amount Authorized FY21 Budgeted Pay down (1/5th of Balance) BAN Renewal Total BAN Renewal dated 10/15/2020, due 10/14/2021 Interest @ .59% for 359 days $ 480,495.00 $(96,099.00) $ 384,396.00 $ 609,996.00 $ 3,588.98 Three Board members will need to come into the office tomorrow morning to sign the document. ===PAGE 7=== aye Warrants Mr. Alonzo reported he signed the following warrants last week: • Accounts Payable Warrant #15 21, dated 9/29/2020, in the amount of $970,902.40 • Payroll Deduction Warrant #16 21, dated 9/30/2020, in the amount of $30,057.19 • Payroll Warrant #7P21, dated 10/1/2020, in the amount of $842,978.23 Sign November 3, 2020 Election Warrant Motion: J. Marino aye 2"°:T. Dwyer ofe: Ms. Asigningh, No. Dwyer-,ye, Mrlion o-aye, Mr. Jeffreys-aye, Mr. Alonzo- Action Items _Ms. Adams would like to put articles on a future agenda; such as the old Primary School. Mr. Alonzo will work with Town Manager to schedule this. Committee Reports Mr. Jeffreys reported the TCP Building Design Committee (TCPBDC) met and their focus has been to meet with community organizations to get a better understanding of what their needs. We had input from the Boys & Girls Club of Lunenburg, the Turkey Hill Lions Club, the Grange, individual requests for space for ages from 18 to 55 years old. Requests were for expanded space for the Boys & Girls Club, more accessible space for the food bank, community meeting spaces, and a community kitchen. The committee prioritized the community needs. The first was for co- locating town/school offices/files storage; the second was expanded studio rooms for Public Access, next came all school-related programs including after school and preschool programs. Next was the Lions Club, the commercial kitchen and the Boys & Girls Club in that order. The committee will be discussing how we can better use the spaces in the building. We shall be reviewing the plan with the architect. The committee is preparing a report fot the STM. Mr Alonzo noted after following this for the last few months that two years ago when the school turned the building over to the town; the architect was recommending one wing be demolished. Thankfully the TCP Building Design Committee did not vote in favor of that. Now we don't seem to have enough room for the people who want to use the building. He hoped the committee was looking at the bigger picture and how some of their decisions are going to impact a lot of people. Mr. Jeffreys stated he understood but the plan is to keep the current users there, as there is no place for them to go. There is only so much square footage in the building and we just can't do it all. ===PAGE 8=== Announcement on Existing Vacancies: The following is a list of vacancies on the following committees • Architectural Preservation District Commission (1 vacancy) • Conservation Commission (1 vacancy) • Cultural Council (1 vacancy) • Historical Commission (1 vacancy) • TCP Building Design Committee (1 vacancy for member at large) • Zoning Board of Appeals (1 associate vacancy) Interested persons can find application forms on the Town website and completed forms can be sent to the Select Board's office DEPARTMENT UPDATES: Finance Director: • Due to reporting requirements for the CARES Act funding the Town submitted a reimbursement request in the spring and the Finance Director had to submit a detailed report to the Division of Local Services on September 25'". She is working with the Police and Fire Public Safety coordinators to submit a FEMA reimbursement request to MEMA by October 15th. • The balance sheet for FY20 has been submitted to DLS and the projected free cash amount is anticipated to be $1.6 to $1.7 M. Assessors: • ThePrincipal Assessor reported that Motor Vehiclecommitment is going out and shesubmitted New Growth to be certified. It was certified on October 15 at $308,732. This is $135, 332 more than was reported at ATM. • The Board of Assessors voted to terminate their contract with Tyler Technologies for assessing software and their contract with Vision. I worked with Town Counsel on the termination letter sent to Tyler Technologies and crafted an RFP that was used to solicit proposals and finalized all the contract documents with Vision. Treasurer/Collector • The Treasurer/Collector has closed out all the end of the year Dept. of Revenue reports and is working on tailings. • She is anticipating holding a tax lien sale in the spring. DPW: • The paving season is wrapping up for the calendar year. • The underground fuel tanks are expected to be removed in a couple of weeks. Police Dept. • The four new Reserve Police officers have started and the newest full-time officer in the academy will graduate at the end of October. • The Acting Chief has been receiving a number of inquiries from residents about adding 25 mph speed zones. ===PAGE 9=== • Meals on Wheels is back to delivering four days a week. Land Use • The Planning Board is currently updating their Approval Not Required process to contemporize their septic regulations. • The new unit at Tri-Town is currently under construction and expected to be done this fiscal year. • Bright Farms will be wrapping up with the Planning Board at the end of October/beginning of November. • The Conservation Commission is looking for Bright Farms to donate 1.5 acres of land on the northeast corner that would provide access from the Saliba property to the Rayno Conservation Land off of Chase Road. PACC The Public Access Manager reported that the equipment to enable hybrid public meetings has been installed and tested at the Town Hall. • PACC is working on a Story time series with the Library and four episodes have been recorded to date. • PACC is also working on building up their programming on the educational channel. PACC has been working with the architect for the TCP Building Design on space needs and will be visiting other studios to see their layout. Meetings, Events and Other Announcements • The School Committee has a Zoom meeting on October 7 at 6:00 pm • Conservation Commission has a Zoom meeting on October 7 at 7:00 pm • I will be attending the Finance Committee Zoom meeting on October 8 at 7:00 pm • Council on Aging has a Zoom meeting on October 13 at 6:00 pm • Sewer Commission has a Zoom meeting on October 13 at 5:00 pm • Open Space has a Zoom meeting on October 13 at 6:00 pm • Special Town Meeting will be on November 17 at 7:00 pm • A Flu Clinic will be on October 14 from 3 - 6 pm at the High School. Persons 60 + will be given priority from 3-5 pm COVID 19 UPDATE COVID-19 in Lunenburg and Board of Health Notices: The Board of Health issued their weekly update and as of October 2nd there are 81 confirmed positive cases in Lunenburg and one death. COVID-19 in Massachusetts (as of 10/1/20): As of October 1st there are 130,461 COVID-19 cases and 9,265 deaths and 2,252,361 patients have been tested to date by the MA State Public Health Laboratory, hospitals and commercial laboratories. Current Status: Step Two of Phase II: The Governor announced on September 29th through Executive Order #51 that effective Monday, October 5th, *, lower risk communities will be permitted to move into Step II of Phase III of the Commonwealth's reopening plan. All other communities will remain in Phase III, Step I. Governor ===PAGE 10=== • Indoor performance venues will be permitted to open with 50% capacity with a maximum of 250 people. • Outdoor performance venue capacity will increase to 50% with a max of 250 people. • For arcades and indoor and outdoor recreation businesses, additional Step II activities like trampolines, obstacle courses, roller rinks and laser tag will also be permitted to open, and capacity will increase to 50%. • Fitting rooms will be permitted to open in all types of retail stores. • Gyms, museums, libraries and driving and flight schools will also be permitted to increase their capacity to 50%. Revised Gatherings Order: The Governor issued a revised gatherings order through Executive Order #52 on September 29 that includes the following: • The limit for indoor gatherings remains at a maximum of 25 people for all communities. • Outdoor gatherings at private residences and in private backyards will remain at a maximum of 50 people for all communities. • Outdoor gatherings at event venues and in public settings will have a limit of 50 people in Step I communities, and a limit of 100 people in lower risk, Step II communities. PUBLIC COMMENT Dave Rodgers, 82 Highland Street, suggested Town Manager speak with Attorney Rob Bowen as he has previous knowledge of the 671 West Street property sales. Regarding the TIF, he asked if the Town has received financial projections for Bright Farms so they have a forecast of expected revenue. Mr. Jeffreys clarified that all gym purposes are considered a high priority for the town and will be considered part of the town needs by the TCPBDC. Ms. Adams related a story told to her by a teacher about kindergarten children who hadn't met before reaching out to each other. Mr. Alonzo announced the Board would be entering Executive Session. Motion: J. Marino 2n: K. Adams To enter into Executive Session and to adjourn after exiting Executive Session: (i) Pursuant to M.G.L. c. 30, Section 21, Paragraph 3, to discuss strategy with respect to collective bargaining if an open meeting may have a detrimental effect on the bargaining position of the public body and the chair so declares. (Municipal Employees and Fire Unions) (i) Pursuant to M.G.L. c. 30, Section 21, Paragraph 2, to conduct strategy sessions in preparation for negotiations with non-union personnel or contract negotiations with non- union personnel (Town Manager) ===PAGE 11=== Claire m. Peterson Elaine M. Peterson Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2020-10-13-agenda-5219.txt BOARD : select-board DATE : 2020-10-13 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2020-10-13-agenda-5219.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10132020-5219 ======================================================================================== ===PAGE 1=== SELECT BOARD Tuesday, October 13, 2020 7:00 PM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The Town of Lunenburg, in response to the COVID-19 (Corona Virus) is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are open during limited hours and by appointment only. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will be broadcast live through local access cable, on FacebookLive on the Public Access Facebook page (https://www.facebook.com/Lunenburg-Public-Access-Cable-157427270975305/) and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please use the link below to join the public meeting webinar: https://zoom.us/j/9091740347 or From a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 909-174- 0347 # If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. 7:00 PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE I. PUBLIC COMMENT***  BOARD  PUBLIC II. ANNOUNCEMENTS III. APPOINTMENTS IV. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Appointment to Conservation Commission: Jeffrey Viviano, 338 Sunset Lane, term to expire June 30, 2022 V. OLD BUSINESS 1. Review Special Town Meeting warrant articles including FY2021 budget discussion, discussion with Conservation on articles re: 111 Mulpus Road Rear and 970 NW Townsend Road Rear 2. Discussion on Bright Farms Tax Increment Financing Agreement 3. Policy on approval process for signage on town property 4. Temporary Telework Policy VI. CURRENT BUSINESS 1. Request from legislators for fiscal priorities for FY21 2. Amended Emergency Paid Sick Leave Policy 3. Approval of September 1 and September 8, 2020 Minutes 4. Warrants/ Action Items/Committee Reports ===PAGE 2=== VII. TOWN MANAGER REPORT AND COVID-19 UPDATE VIII. UPCOMING MEETING/EVENTS SCHEDULE October 20, 2020; November 3, 2020; November 10, 2020; Special Town Meeting November 17, 2020 IX. PUBLIC COMMENT***  PUBLIC  BOARD X. ADJOURN *** Per Policy, Public comment is limited to 15 minutes, with no more than 3 minutes per speaker except at the discretion of the Chairperson. ======================================================================================== DOCUMENT : 2020-10-13-minutes-5219.txt BOARD : select-board DATE : 2020-10-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2020-10-13-minutes-5219.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10132020-5219 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Adams, Clerk; Todd Dwyer, Jim Marino Also Present: Heather Lemieux, Town Manager; Bob Pease, Conservation Commission chair, Jack Rabbit, Conservation Commissioner; Jeffrey Viviano, Mike Larouche Chairman Alonzo called the meeting to order at 7:01 p.m. and announced 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. It can be viewed on the YouTube Lunenburg public access channel within 24 hours after the meeting. Mr. Alonzo read the remote meeting information and asked if everyone was present and could be heard. The meeting opened with the Pledge of Allegiance that was recited by Ms. Adams. There were no public comment or announcements from the public or board. INTERVIEWS/APPOINTMENTS/REAPPOINTMENTS/RESIGNATIONS Appointment to Conservation Commission: Jeffrey Viviano, 338 Sunset Lane, term to expire June 30,2022 Jeff Viviano thanked outgoing Conservation Commission member Todd Dwyer for his service on the Conservation Commission and added he had learned a lot from him. Mr. Viviano noted he had applied last June for the commission and the incumbents were reappointed and he totally understood and held no animosity. Since then he has a served as an unofficial associate and has been attending some of their meetings and site walks. He summered on Lake Shirley as a child so is familiar with the town. He has lived on the lake since 2017, and is a member of the Lake Shirley Improvement Corp. He related in detail his education, professional life and recreational activities and believed these would contribute to his service on the commission. Positive comments came from the board members regarding the appointment. Mr. Pease stated very often full members served as associates. Mr. Alonzo stated it was brought to his attention that another talent bank form was submitted late last night and the applicant is attending the meeting. Mike Larouche cannot be interviewed this evening as it is not on the agenda. He asked the board members if they wanted to wait until next week's meeting to interview him as well. He stated this information was presented to be transparent but he was prepared to vote on Mr. Viviano's appointment this evening. After some discussion and comments from Mr. Rabbitt, the Board decided to proceed with the appointment. Motion: K. Adams 2nd: T.Dwyer To appoint Jeffrey Viviano to the Conservation Commission with a term to expire June 30, 2022 Vote: Ms. Adams- aye, Mr. Dwyer-aye, Mr. Marino-aye, Mr. Jeffreys-aye, Mr. Alonzo-aye Mr. Viviano thanked the Board and exited the meeting. Mr. Larouche was encouraged to begin attending meetings to become an unofficial associate. Mr. Pease will email him the next agenda. Mr. Larouche stated he understood the process. He is interested in becoming an associate member and will try to attend the meetings and site walks. ===PAGE 2=== habitat by the DEP. 111 Mulpus Road Rear (6 acres) is surrounded on three sides by Small Town Forest land and is an "owner unknown" property. It also contains critical habitat. Discussion ensued on whether these articles could wait until the 2021 Annual Town Meeting and then evolved into whether Open Meeting Law was followed regarding the Conservation Commission meeting agenda posting or the warrant articles. Motion: J. Marino 2°°: T. Dwyer To have the two articles submitted by the Conservation Commission remain on the warrant Vote: Mr. Jeffreys-aye, Mr. Dwyer-aye, Mr. Marino-aye, Ms. Adams-nay, Mr. Alonzo-aye 2. Review Special Town Meeting warrant articles including FY2021 budget discussion Ms. Lemieux referred the Board to the budget adjustments first. She noted under Revenues the amended and certified New Growth amount has changed. Under Expenditures there was addition of two new police officers. Health insurance amounts have not been amended due to two vacant DPW positions, so additional funds are not necessary at this time. Additional costs for personal protective equipment (PPE) and cleaning services due to Covid-19 at town buildings was added. Additional costs for IT due to Covid-19 are for the remote meeting coordinator position. She moved on to the Deferred FY21 Capital Plan projects adding there is a police cruiser that was scheduled for replacement of the canine cruiser, but it was a Tahoe and does not come in a hybrid version. We received Green Communities grant funds and part of that was $5,000 towards a hybrid cruiser, so if we switched out a FY22 cruiser for the canine cruiser we would save $5,000 on that purchase. Under Unexpended Capital an additional $6,000 would further reduce the capital plan project amount. Under the Stabilization Fund, that amount is under review until we get a final figure for the street lights LED article and whether that will stay on the warrant. She was recommending depositing $250,000 to the Special Stabilization Fund because there is approximately $500,000 in requests for vehicles and equipment in FY22. This could be a supplemental source for that funding. Today we found a bill amounting to $150 for a prior's year bill so that has been added. ===PAGE 3=== School Health insurance savings reallocated to other lines in school budget Cost to Add in Police Officer from Jan 2021-June 2021 Cost to Add in Firefighter from Jan 2021-June 2021 Cost of Health insurance for addy PO and FF absorbed due to 2 vacant DPW Po Cost for additional hours for BOH Additional Cost for PPE for Jan-July 2021 Additional Cleaning Costs at Town Buildings due to COVID-19 for Jan-July 2021 Additional IT Costs due to COVID-19 for Jan.-July 2021 Deferred FY21 Capital Pian Projects ADA PROW Improvements OPE Trust Fund State Assessments and Charges Stabilization Fund Special Purpose Stabilization Fund Converting Streetlights to LED Payment of Prior Year Bills 115,544.00 Updated on 10/8/20 30,161,00 38,928.00 0.00 Health Insurance $9,375 for each new employee but offset by 2 vacant DPW Positions 3,816.00 9,000.00 24,000.00 11,745.00 494,333.00 Does not include the $170,000 Trackless to be paid out of Chapter 90 funds 27,000.00 110,000.00 (45,931.00) Current Surplus/(Deficit) 44,800.402.11 Special Town Meeting FY21 Budget 296,426.41 Ms. Lemieux moved to the warrant. The first five articles cover the budget adjustments mentioned above. Article F transfers $110,000 to the Other Post Employment Benefits (OPEB) Trust Fund. Article G& H still needs to be voted by the Board. Article I funds the PAC Enterprise Fund in the amount of $120,000. Article J transfers $68,097.59 into the Sewer Reserve Capacity Stabilization Fund. Article K. appropriates all or a portion of the premium paid to the Town upon the sale of the Town's $1,695,000.00 General Obligation Municipal Purpose Loan of 2020, Bonds, dated May 21, 2020, to pay costs of projects financed by such bonds and to reduce the amount authorized to be borrowed for such projects by a like amount, and/or to reserve all or a portion of the net premium to be appropriated for future capital projects. Article L amends the Code of Lunenburg, Chapter 70, entitled "Salary Administration Plan," as follows: the position of Intermittent Heavy Equipment Operator to be added and assigned Grade 9; and the position of Principal Assessor to be added and assigned Grade 15. Articles M. and N. address the Right of First Refusal of 250 Howard Street and the donation of land. Article O approves a Tax Increment Financing (TIF) Agreement between the Town and MA Greenhouse LL.C., for property shown on Assessors Map 57, Parcel 31, and located at 361 Massachusetts Avenue (the "TIF Agreement"), which TIF Agreement provides for real estate tax exemptions at the exemption rate schedules set forth therein; (b) to authorize the Select Board to execute the TIF Agreement. This is the next item on tonight's agenda. Article P allows an interim report from the TCP Building Design Committee to be presented. Article Q and R addresses the transfer of the two properties discussed earlier this evening. Article S raises and appropriates, a sum of money for the purpose of converting the Town's existing streetlights to LED fixtures or, alternatively, acquiring said streetlights for potential future conversion to energy efficient and long lasting LED fixtures. Article T votes to amend the Code of Lunenburg -Chapter 204, entitled "Stormwater Management; NPDES Phase II Permits," as depicted below, with additions underlined and deletions stricken through, submitted by the Planning Board. ===PAGE 4=== Motion: M. Jeffreys 2n°:T. Dwyer To recommend Article F. ($110,000 deposit to OPEB account) Vote: Mr. Dwyer-aye, Mr. Marino-aye, Mr. Jeffreys- aye, Ms. Adams-aye, Mr. Alonzo-nay Motion: M. Jeffreys 2nd: J. Marino To recommend Article I. ($120,000 deposit into the PAC Enterprise Fund) Vote: Mr. Dwyer-aye, Mr. Marino-aye, Mr. Jeffreys-aye, Ms. Adams-aye, Mr. Alonzo-aye Motion: M. Jeffreys 2nd:J. Marino To recommend Article K. (appropriates the premium paid upon the sale of the Town's $1,695,000.00 General Obligation Municipal Purpose Loan of 2020, Bonds) Vote: Mr. Dwyer-aye, Mr. Marino-aye, Mr. Jeffreys- aye, Ms. Adams-aye, Mr. Alonzo-aye Mo recommend Article L. (amends the Code of Lunenburg, Chapter 70, entitled, «Alory Administration Plan) Vote: Mr. Dwyer-aye, Mr. Marino-aye, Mr. Jeffreys-aye, Ms. Adams-aye, Mr. Alonzo-aye Motion: M. Jeffreys 2nd: J. Marino To recommend Article P. (interim report from the TCP Building Design Committee) Vote: Mr. Dwyer-aye, Mr. Marino-aye, Mr. Jeffreys-aye, Ms. Adams-aye, Mr. Alonzo-aye Motion: M. Jeffreys 2nd: J. Marino To recommend Article Q. (transfers care/custody of 111 Mulpus Rd. Rear from Select Board to Conservation) Vote: Mr. Dwyer-aye, Mr. Marino-aye, Mr. Jeffreys- aye, Ms. Adams-nay, Mr. Alonzo-aye Motion: M. Jeffreys 2nd: J. Marino To recommend Article R. (transfers care/custody of 970 NW Townsend Rd. Rear from Select Board to Conservation) Vote: Mr. Dwyer-aye, Mr. Marino-aye, Mr. Jeffreys- aye, Ms. Adams-nay, Mr. Alonzo-aye 3. Discussion on Bright Farms Tax Increment Financing Agreement Ms. Lemieux noted the Select Board had requested two TIF Agreements; an 8 year and a 10 year, which she presented. She also presented a draft TIF agreement. Mr. Jeffreys asked if they might consider providing some part-time jobs for senior citizens. After some discussion the majority of the Board decided to negotiate for an eight year agreement. M. Lemieux will send her draft to town counsel for review. ===PAGE 5=== 74Ubb advocate for funding as earmarks in the state budget. The Board voted on the following projects to submit as priorities: 1. $355,000 for hazardous materials abatement and demolition of the old primary school building and feasibility and design for future use of the space. 2. $127,000 for fire alarm upgrade at the Lunenburg Primary School. 3. $180,000 for Firefighting Turnout Gear that would provide each firefighter two sets of gear so that after each fire, gear is cleaned of hazardous materials. 4. $40,000 for the installation of new LED lighting fixtures at the Library. As the Board is aware, the state budget for FY 2021 has not been finalized and the legislature is currently working on finalizing the budget for FY2021 and our legislators have once again asked for a list of budget priorities. I am asking the Board to review the prior submittal and make a prioritized recommendation on projects to submit. Mr. Dwyer suggested switching #1 and #2 in order of request. The Board concurred. 2. Amended Emergency Paid Sick Leave Policy Ms. Lemieux stated this is similar to the Emergency Family Medical Leave Act; it is changed to reflect what corresponds to our Salary Administration Plan and other union contracts. "As a result of the Coronavirus pandemic, the United States Congress has enacted the Families First Coronavirus Response Act ("PFCRA"), which includes, among other things, Section 5101, et seq., known as the Emergency Paid Sick Leave Act (the "EPSLA"), which provides for temporary emergency paid sick leave benefits for employees of public employers, including the federal government, state governments, and political subdivisions thereof for purposes relating to COVID-19 and its effect on the workplace. The temporary Emergency Paid Sick Leave Policy (the "Policy") provides for up to a maximum of two weeks of paid sick leave for the reasons specified in "Purposes for which EPSL may be taken" which may be used by eligible employees before using other paid leave, if any, provided to such eligible employee by Town of Lunenburg ("Town"), subject to the terms and conditions noted below. This Policy shall take effect on April 1, 2020 and any rights to EPSL shall expire on December 31, 2020, or earlier upon written notice from the Town." The only change is on page four and reads as follows: For reasons 4, 5, 6 of this policy, an employee may supplement 1/3 of pay with accrued time, in accordance with the Salary Administration Plan, or Employment Contract, as applicable. The reasons listed are: • The employee is caring for an individual who either is subject to a federal, state, or local quarantine or isolation order related to COVID-19, or who has been advised by a health care provider to self-quarantine due to concerns related to COVID-19; ===PAGE 6=== To approve the Amended Emergency Paid Sick Leave Policy Vote: Mr. Jeffreys- aye, Mr. Dwyer- aye, Mr. Marino-aye, Ms. Adams-aye, Mr. Alonzo-aye 3. Approval of September 1 and September 8, 2020 Minutes Motion: J. Marino 2nd: T. Dwyer To approve the minutes of September 1 and September 8, 2020 as presented Vote: Ms. Adams- aye, Mr. Marino-aye, Mr. Dwyer-aye, Mr. Jeffreys-aye, Mr. Alonzo-aye 4. Action Items Mr. Marino requested the Talent Bank Form be amended to add additional space for experience/biography. Mr. Alonzo suggested a date and line for signature of the applicant be added too. Committee Reports Mr. Jeffreys reported the Council on Aging met this morning. They have difficulty meeting on Zoom due to technical issues but they will meet again in December. Participation in the online programs through Eagle House Senior Center is good as well as the "drive through" programs. He encouraged everyone to reach out to persons ages 55 and up and the best thing you can share with them is your time. The Library Trustees will be meeting this week at 6:45 p.m. and he will have a report on that at the next meeting. The TCP Building Design Committee meets again on October 22" at 5:30. Mr. Alonzo reported Capital Planning Committee meets again October 20th at 5:30 p.m. OLD BUSINESS (cont.) Policy on approval process for signage on town property The Board reviewed the policy. The first line (#1) was changed to "Only non-profit and civic organizations can advertise their events on town property." The second line (#2) was amended to read as follows," An organization can request up to three of those locations at the same time to allow other organizations the opportunity to advertise their events. Organizations can only advertise one event at a time. Requests will be made on a first come, first serve basis and if all designated sites are being used, the request will not be granted until there is available space." Line #3 was amended to, "Signs may be placed up to two weeks prior to an event and must be removed 24 hours after the event. Line #4 shall read as follows, "Requests for placement of a temporary sign advertising an event must be for events that are located in the Town of Lunenburg or for a Lunenburg non- profit or civic organization holding an event outside of Lunenburg." Line #7 shall read as follows, "Requests to place a temporary sign on the designated sites on town property may be denied if the applicant/organization has previously violated this ===PAGE 7=== Eviction Diversion Initiative: The Baker-Polito Administration announced a comprehensive set of resources, known as the Eviction Diversion Initiative, to support tenants and landlords during the financial challenges caused by the pandemic. The goal of this initiative is to keep tenants safely in their homes and to support the ongoing expenses of landlords once the Commonwealth's pause of evictions and foreclosures expires on Saturday, October 17th. The Administration is making a $171 million total commitment this fiscal year, with $112 million of new funding to support new and expanded housing stability programs during the remainder of the fiscal year, including: $100 million commitment this fiscal year to expand the capacity of the Residential Assistance for Families in Transition (RAFT) program to provide relief to renters and landlords impacted by COVID- 19 • $48.7 million to HomeBASE and other rapid rehousing programs for when tenants are evicted and are at risk of homelessness • $12.3 million to provide tenants and landlords with access to legal representation and related services prior to and during the eviction process, as well as community mediation to help tenants and landlords resolve cases outside of court • $6.5 million for Housing Consumer Education Centers (HCECs), the "front door" for those facing a housing emergency • $3.8 million for the Tenancy Preservation Program (TPP), to provide case management support and to act as a neutral party to help tenants and landlords come to agreement. In order to ensure tenants are aware of available resources, the Administration has kicked off a public information campaign, including a new option available to call the Massachusetts 2-1-1 information hotline, effective Tuesday, October 13th. Operators for 2-1-1 are trained to answer questions and connect residents to the agencies that administer RAFT and ERMA. An easier path to important information has also been launched on the state's website: mass.gov/CovidHousingHelp. Announcement on Existing Vacancies: The following is a list of vacancies on the following committees: • Architectural Preservation District Commission (1 vacancy) • Cultural Council (1 vacancy) • Historical Commission (1 vacancy) • Parks Commission (1 vacancy) • TCP Building Design Committee (1 vacancy appointed by Select Board and Town Moderator for member at large) • Zoning Board of Appeals (1 Associate vacancy) Interested persons can find application formson the Town Website and completed forms can besent to the Select Board office. ===PAGE 8=== Electronic Voting Equipment: Thavebeencorresponding with the Town Clerk on quotes for electronic voting equipment that could be used for town meetings. The sot of the equipment is an eligible expense under the CARES Act funding the Town can submit for reimbursement. Theequipment does not require WiFi or internet to collect votes as thesystem iscompletely separated from the web to guarantee security. The way the system works is that each voting member is handed a key pad. The key pad has 5 voting buttons including buttons marked Yes, No, Abstain. Prior to the event, motions or warrants are typed into the voting software that comes with the system. When it is time for a vote the warrant item is displayed on a main screen, the moderator thenopensthevoteand the participantspressthe button on their voting deviceto approveofor disapproveofthe warrant item. Theaudience can see within the softwarethat votes are being registered in the system. When the moderator closes the vote, the system automatically calculates the votes and displays if the warrant item has passed or failed. The cost is approximately $18,000 for 600 voting devices. Meetings, Events and Other Announcements: The ZBA has a meeting on Zoom on Wednesday, October 14th at 7:00 p.m. • Iwillbeattending the Finance Committeemeeting on Zoom on Thursday, October 15th at 7:00 p.m. This meeting includes their public hearing on the Special Town Meeting. • The Library Trustees has a meeting on Zoom on Thursday, October 15th at 6:45 p.m. • TheAgricultural CommissionhasameetingonZoomon Thursday, October 1 5that7:00p.m. • TheAPDChas a meeting on Zoom on Monday, October 19th at 6:30 p.m. • The Parks Commission has a meeting on Zoomon Monday, October 19th at 6:30 p.m. • TheBoardofflealthhasa meetingonZoomonMonday, October 19that 7:00p.m. • TheCapitalPlanning Committeehasa meetingonZoomon Tuesday, October 20that 5:30 p.m. • TheOpen Space CommitteewillbemeetingonZoomonTuesday, October20that6p.m. • The Special Town Meeting will be held on Tuesday, November 17th at 7 p.m. • Therewillbea fluclinicon Wednesday, October 14, 2020 from 3-6 p.m. at the High School. Mr. Alonzo informed the public that at last week's Executive Session, the Select Board discussed the Town Manager following her annual evaluation in regards to any salary adjustments. In light of her composite evaluation and her work and incredible effort during the pandemic, the Board voted to award a 4% increase. Her fiscal year 2021 salary will now be $134,955. He added every cent of it was well earned. Ms. Lemieux thanked the Board and they also expressed thanks for her hard work. UPCOMING MEETING/EVENTS SCHEDULE Mr. Alonzo reviewed the upcoming meetings for the Board. Their next meetings are on October 20, November 3 and November 10, 2020; Special Town Meeting is November 17th ===PAGE 9=== Respectfully submitted, Elaine M. Deluson Elaine M. Peterson Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2020-10-20-agenda-5220.txt BOARD : select-board DATE : 2020-10-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2020-10-20-agenda-5220.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10202020-5220 ======================================================================================== ===PAGE 1=== SELECT BOARD Tuesday, October 20, 2020 7:00 PM AGENDA In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast over the Lunenburg Public Access channel. The Town of Lunenburg, in response to the COVID-19 (Corona Virus) is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are open during limited hours and by appointment only. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will be broadcast live through local access cable, on FacebookLive on the Public Access Facebook page (https://www.facebook.com/Lunenburg-Public-Access-Cable-157427270975305/) and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public that would like to participate in the meeting remotely: To Participate Remotely: From a computer, please use the link below to join the public meeting webinar: https://zoom.us/j/9091740347 or From a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 909-174- 0347 # If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. 7:00 PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE I. PUBLIC COMMENT***  BOARD  PUBLIC II. ANNOUNCEMENTS III. APPOINTMENTS IV. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Ratification of the Town Manager’s Appointment of Administrative Assessing Assistant, Sheila Craigen Ratification of the Town Manager’s Appointment of Police Chief, Thomas Gammel VI. OLD BUSINESS 1. Vote on Special Town Meeting Warrant and remainder of recommendations on articles 2. Discussion on Bright Farms Tax Increment Financing Agreement 3. Policy on approval process for signage on town property V. CURRENT BUSINESS 1. Warrants: Accounts Payable Warrant #17 21, dated 10/13/2020, in the amount of $2,404,348.39; Payroll Deduction Warrant #18 21, dated 10/14/2020, in the amount of $578,938.48; Accounts Payable Warrant #19 21, dated 10/13/2020, in the amount of $39,245.41; Payroll Warrant #8P21, dated 10/15/2020, in the amount of $830,109.36 2. Minutes for Approval- September 15, 2020 3. Action Items 4. Committee Reports ===PAGE 2=== VII. TOWN MANAGER REPORT AND COVID-19 UPDATE VIII. WORKSHOP: SELECT BOARD GOAL ON THE OLD PRIMARY BUILDING To identify, define and propose at least one project to the 2021 Annual Town Meeting regarding the use and/or re-use of the Old Primary School building, and/or the land on which it sits (a continuation of last year’s Select Board Goal – Objective 2, with additional actions). i. Action: Have open sessions with other boards, committees and commissions as well as with the general public in discussing the options defined from last year’s goal. Evaluate the pros, cons and costs for each option, potential variations as well as possible timelines. ii. Action: Review exist information and documents and/or engage the appropriate professionals to create such documents that provide for the accurate assessment, including cost, of, at least, (a) the demolition of the existing building; (b) removal of hazardous materials from the building and site; (c) conceptual rendering(s) of the property post -demolition; (d) a design (or designs), prepared by a landscape architect, of potential concepts for the property, specifically focusing on open space and a “Town Common” theme iii. 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 2021 Annual Town Meeting for vote, including approximate costs, plans and necessary funding. IX. UPCOMING MEETING/EVENTS SCHEDULE  November 3 & 10, 2020  Special Town Meeting: Tuesday, November 17, 2020 X. PUBLIC COMMENT***  PUBLIC  BOARD XI. EXECUTIVE SESSION: Motion to enter into Executive Session and to adjourn from Executive Session: Pursuant to M.G.L. c. 30, Section 21, Paragraph 3, to discuss strategy with respect to collective bargaining if an open meeting may have a detrimental effect on the bargaining position of the public body and the chair so declares. (Municipal Employees and Fire Unions) XII. ADJOURN *** Per Policy, Public comment is limited to 15 minutes, with no more than 3 minutes per speaker except at the discretion of the Chairperson. ======================================================================================== DOCUMENT : 2020-10-20-minutes-5220.txt BOARD : select-board DATE : 2020-10-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2020-10-20-minutes-5220.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10202020-5220 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Members present: Tom Alonzo, Chairman; Michael-Ray Jeffreys, Vice Chairman; Katey Adams, Clerk; Todd Dwyer, Jim Marino Also Present: Heather Lemieux, Town Manager; Acting Police Chief Tom Gammel Chairman Alonzo called the meeting to order at 7:02 p.m. and announced in accordance with the requirements of the Open Meeting Law, please be advised that this meeting is recorded and broadcast over the Lunenburg public access channel, but advised that Comcast public access channel was experiencing technical difficulties. We are looking to stream this live over YouTube at YouTube.com/c/lunenburgaccess/live. It can also be viewed on the YouTube Lunenburg public access channel within 24 hours after the meeting. Mr. Alonzo read the remote meeting information and asked if everyone was present and could be heard. The meeting opened with the Pledge of Allegiance that was recited by Ms. Adams. PUBLIC COMMENT Susan Whalen, 377 Flat Hill Road, wanted to bring to the Board's attention the storm water flooding issues on her road. The Town Manager had provided some photos of the flooding and damage that has occurred over the years on her property. She outlined some of the actions that were done by the Town and DP W since it was brought to their attention initially in 2002. She believed it was time for the town to correct all the past mistakes. She added it is getting worse progressively. Mr. Alonzo suggested Ms. Lemieux coordinate a meeting to find a solution. ANNOUNCEMENTS: From the Town Clerk office: the last day to register to vote is Saturday, October 24th. ", the Clerk's office will be open from 2:00-4:00 p.m. and 6:00-8:00 p.m. There will also be opportunity to vote early on the 24th from 10:00 a.m. to 2:00 p.m. Mr. Alonzo noted early voting has started and you can check the town website. He urged everyone to vote. He thanked the Town Clerk office and her staff for all their hard work. He thanked everyone who participated in the Lobsters for Lunenburg fundraiser for public safety. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Ratification of the Town Manager's Appointment of Administrative Assessing Assistant, Sheila Craigen Ms. Lemieux stated Ms. Craigen has worked for the Town for a number of years as the Principal Clerk. She stepped into the role when Louise Paquette retired in the spring and she has done a phenomenal job. Our Principal Assessor Sue Byrne commented that she hasn't had a better assistant in her career. I am very pleased to offer this recommendation to the Board. ===PAGE 2=== daniel Ms. Lemieux read aloud her memo regarding this appointment: I am extremely pleased to make the recommendation to the Select Board requesting the Board ratify my appointment of Interim Police Chief Thomas Gammel to the permanent position of the Chief of Police in Lunenburg. Interim Police Chief Thomas Gammel has been a law enforcement officer for close to 30 years. Tom attended Curry College where he earned a Bachelor of Arts degree in Criminal Justice Administration. He began his career in Law Enforcement with the Honolulu Police Department, then moving closer to home taking a position with the Pepperell Police Department. Tom was later hired by the Lunenburg Police Department where he has served for 20 years, 16 years as a Sergeant, 2 years as Lieutenant and the last 2½ months as the Interim Police Chief. During the last couple of months Tom has seamlessly stepped into the position of Interim Chief and this opportunity has provided proof of his abilities to become the next Chief of Police. I would like to discuss the process that led to the decision to offer Interim Police Chief Gammel the permanent position. Due to former Chief Marino's retirement at the end of July 2020, the Assistant Town Manager/HR Director advertised the position at the beginning of July on the town website, MMA, the local newspaper, and Indeed.com and we received a total of 45 applications. The Assistant Town Manager pre-screened these applications to eliminate any applicants that did not meet the advertised minimum qualifications, including a Bachelors in Criminal Justice, a minimum of 10 years' experience in police work with 5 of those years in a supervisory/command role, certification as a full time MA Police Officer, and having a Class A License to Carry Firearms. For the next step in the process I asked a panel to review the remaining applications and participate in the interview process. This panel included Fire Chief Pat Sullivan, Fitchburg Police Chief Ernest Martineau, Ayer Police Chief and Lunenburg resident Bill Murray, and the Assistant Town Manager Julie Belliveau. The panel reviewed the remaining pool of applicants, which were then ranked by the panelists according to the presentation of their application materials, the level of their education, the skills that were identified in their application, their related police work history, their references, and the overall completeness of their application. Based on these results we agreed on interviewing 7 of the 12 candidates. Prior to the interview, each candidate was asked to provide a two page written response to a question that addressed a hypothetical question about the positive and negative impact of the use of body cameras on the citizens of Lunenburg and how to respond to concerns from the administration and privacy concerns of the public. The in- person interviews were held on October 5*h and October 6th and all candidates were asked the same questions by the panelists and each panelist ranked the response to each question on a scale of 1-5. Although we had qualified applicants, the panelists all agreed unanimously that Interim Chief Gammel stood out from the rest and was the best person for this position. Tom's responses to the questions highlighted his intimate knowledge about the town, our citizens, his staff, and how his years under former Chief Marino have prepared him for this role. He spoke about collaboration, keeping the tradition of an open dialogue with the community through a forum like Coffee with the Chief, spoke of recruiting candidates from the Step Internship Program that has been successful, the positive impact of community events that the police attend, and "coaching up" to help them be prepared to be future leaders in the department. Another comment Tom made in his final closing remarks was that no matter what the decision was, he planned on remaining with the department as he recognized that the Town has invested in him and he was invested in remaining in Lunenburg until the end of his career. In my opinion, this comment demonstrated his level of commitment to not only his profession but in particular to the Lunenburg Police Department and was a testament to his character. I have discussed Tom's background but it is also important to highlight other attributes such as his professional approach that is also welcoming, his love of football and the St. Bernard's High School Football team where he is the Assistant Varsity Football Coach and Defensive Coordinator, and how highly he speaks of his wife and grown children. To have an internal candidate that has worked with the Town for the last twenty years and under former Chief Marino's leadership, we are fortunate to have an internal candidate that can continue the positive influence on the department and within the community. ===PAGE 3=== forward Mr. Alonzo stated it was an incredible tribute to the department to be able to appoint from within. He thanked the prior chief and the one before him for creating that environment. Mr. Dwyer echoed everyone's comments and lauded Ms. Lemieux's hiring process. He thanked Mr. Marino for creating the environment as well. Chief Gammel thanked the Board for all the kind words and support. He stated we have an outstanding police department. The mentorship, friendship and support provided to him by former Chief Marino is what helped and guided him in this direction. He thanked Ms. Lemieux for her continued confidence in him and looked forward to working with her in the future. He thanked his family, his wife and children, who gave him the foundation for the person he is today. He assured the Select Board and the citizens of the community that they will get the best that he can offer every day adding he loves the department and the community and this is an honor that humbles him. Motion: K. Adams 2n: M. Jeffreys To ratify the Town Manager appointment of Tom Gammel to Police Chief. Vote: Mr. Marino- abstain, Mr. Dwyer-aye, Ms. Adams-aye, Mr. Jeffreys-aye, Mr. Dwyer-aye, Mr. Alonzo-aye Chief Gammel thanked everyone and exited the meeting. OLD BUSINESS Vote on Special Town Meeting Warrant and remainder of recommendations on articles Ms. Lemieux directed the Board members to the remaining articles: ARTICLE 1. To see if the Town will vote to raise and appropriate, borrow, or transfer from available funds, all sums of money necessary to amend the amounts voted for the Town's FY 2021 Budget, under Article 7 of the June 13, 2020 Town Meeting; or take any other action relative thereto. FY21 Budget Adjustments from 6/13/20 ATM to 11/17/20 STM Article 1, 11/17/2020 STM - FY21 Budget Adjustments Line # Appropriation Voted 6/13/20 11/17/20 STM Adjustments 6 Group Health 2,415,326.19 (57,871.00) 29 Technology Dept. 232,444.40 11,745.00 39 Police Department 1,807,654.69 30,161.00 43 Fire Department 1,104,714.36 38,928.00 54 General Health 36,400.60 3,816.00 Expense Amended 237 458.187 244,189.40 1,837,815.69 1,143,642.36 40,216.60 ===PAGE 4=== Program OPEB Funding. Special Purpose Stabilization Funding Prior Year Expense 476.21 Purchase of Streetlights in order to 91,000.00 convert to LED Regular Stabilization Account 212,252.00 Total Expenditure Adjustments 6/13/20 ATM Revenue Surplus - Raise & Appropriate Change in New Growth Unexpended Capital Reappropriated Total Revenue Adjustments Current Surplus Available 110,000.00 250,000.00 150.00 110,000.00 250,000.00 626.21 91,000.00 212,252.00 1,198,583.00 1,056,425.41 135,332.00 6,825.61 1,198,583.02 0.02 The top section addresses all the changes to the budget in Article 1. Motion: J. Marino 2nd:M. Jeffreys To recommend Article 1 as presented Vote: Mr. Dwyer-aye, Mr. Marino-aye, Ms. Adams-aye, Mr. Jeffreys-aye, Mr. Alonzo- aye ARTICLE 2. To see if the Town will vote to raise and appropriate all sums of money ($494,333) necessary to amend the amounts voted for the FY 2021 Capital Plan, under Article 6 of the June 13, 2020 Town Meeting; or take any other action relative thereto. (Submitted by the Town Manager) Mr. Alonzo reported the Capital Planning Committee met prior to this meeting and voted unanimously to recommend approval of the amended Capital Plan. Ms. Lemieux presented a chart of the deferred capital plan items. FY21 CP Deferred Projects Category CIP# PD17-02-A DPW17-11 FM16-02 FM20-06 LPS19-02 FM16-11 FM20-07 FM20-02 FM20-10 Dept. Police Highway DPW DPW Schools DPW DPW DPW DPW Project Name Police Vehicle, 1 Marked Replacement One Ton Dump with Plow PSB, Carport Reconfiguration Senior Center, Kitchen Remodel Admin Air Conditioning, THES Library, Carpet Ritter, Kitchen Remodel Ritter, ADA Ramp Design Cemetery Parking Lot Vehicle Vehicle Facilities Facilities Facilities Facilities Facilities Facilities Facilities for consideration at STM $67,000 $58,833 $135,000 $22,000 $28,000 $126,000 $12,000 $25,500 $20,000 Total Capital Plan $494,333 Funding: Raise & appropriate Free cash Unexpended Capital Premium Reserved for Capital Total $487,507 $6,826 $494,333 ===PAGE 5=== Ms. Lemieux stated the recommendation for this ties into the purchase of street lights, in the amount of either $66,000 (Option 1) or $$91,000 (Option 2), so it was recommended to place the street light article (below) before the regular stabilization article. ARTICLE 19. To see if the Town will vote to raise and appropriate, borrow, or transfer from available funds, a sum of money, for the purpose of converting the Town's existing streetlights to energy efficient and long lasting LED fixtures or, alternatively, acquiring said streetlights for potential future conversion to energy efficient and long lasting LED fixtures; or take any other action relative thereto. (Green Communities Task Force) Discussion ensued about recommending the street light article or not, centering around the cost of conversion, maintenance and overseeing the vendor for DPW while operating with reduced staff and a transition to a new DPW Director. Motion: M. Jeffreys 2°: T. Dwyer To recommend approval of Article 19 Vote: Mr. Dwyer-aye, Mr. Marino-aye, Ms. Adams- nay, Mr. Jeffreys- aye, Mr. Alonzo-aye ARTICLE 4. To see if the Town will vote to raise and appropriate or transfer from available funds, a sum of money to the Stabilization Fund; or take any other action relative thereto. (Submitted by the Town Manager) The Board will defer a recommendation until the final monetary amount is determined ARTICLE 7. To see if the Town will vote to raise and appropriate or transfer from available funds, a sum of money to fund the first year of the FY 21, FY 22 and FY 23 Lunenburg Professional Firefighters Collective Bargaining Agreement dated July 1, 2020 - June 30, 2023 with PFFM Local 5358A; or take any action relative thereto. (Submitted by the Town Manager) ARTICLE 8. To see if the Town will vote to raise and appropriate or transfer from available funds, a sum of money to fund the first year of the FY 21, FY 22 and FY 23 Lunenburg Municipal Employees Collective Bargaining Agreement dated July 1, 2020 - June 30, 2023 with AFSCME, Council 93; or take any action relative thereto. (Submitted by the Town Manager) These two articles' recommendations were deferred due to an Executive Session being held following tonight's meeting regarding them. ARTICLE 10. To see if the Town will vote to transfer from available funds $68,097.59 into the Reserve Capacity Stabilization Fund; or take any other action relative thereto. (Submitted by the Sewer Commission) Ms. Lemieux reported the Reserve Capacity Stabilization Fund for the Sewer Enterprise was created in FY2016 as their regular stabilization fund. This article is asking to deposit $68,097.59 ===PAGE 6=== "Salary Administration Plan," as follows: the position of Intermittent Heavy Equipment Operator to be added and assigned Grade 9; and the position of Principal Assessor to be added and assigned Grade 15; or take any other action relative thereto. (Submitted by the Personnel Committee) Recommendations for Articles 13 and 14 regarding 250 Howard Street were deferred due to an agreement not being finalized. Recommendation for Article 15 regarding the Bright Farms TIF agreement was also deferred; as well as Article 20 regarding Stormwater Management; NPDES Phase II Permits. 2. Discussion on Bright Farms Tax Increment Financing Agreement After some discussion it was decided to negotiate for an 8 year TIF agreement. Ms. Lemieux reviewed the tracked written agreement with the Board. Suggestion was made to solicit Lunenburg residents for the available positions by holding a job fair in town. Ms. Lemieux noted this will be reviewed by the state and language should not mandate things that are not achievable to meet or does not meet the confines of the law. The draft will be presented to Town counsel and Bright Farms for review. he Board neviewed ahe polesy for sine age on soug pested at the previous meeting Motion: J.Marino 2"°: M. Jeffreys To adopt the approval signage policy for town property Vote: Mr. Dwyer-aye, Mr. Marino-aye, Ms. Adams-aye, Mr. Jeffreys-aye, Mr. Alonzo-aye • CURRENT BUSINESS 1. Warrants: Mr. Alonzo reported he had signed the following warrants: • Accounts Payable Warrant #17 21, dated 10/13/2020, in the amount of $2,404,348.39; • Payroll Deduction Warrant #18 21, dated 10/14/2020, in the amount of $578,938.48; • Accounts Payable Warrant #19 21, dated 10/13/2020, in the amount of $39,245.41; • Payroll Warrant #8P21, dated 10/15/2020, in the amount of $830,109.36 2. Minutes Motion: J. Marino 2nd: K. Adams To approve the mintes of September 15, 2020 as presented Vote: Mr. Marino-aye, Mr. Dwyer-aye, Ms. Adams-aye, Mr. Jeffreys-aye, Mr. Alonzo- aye 3. Action Items ===PAGE 7=== she wanted it to have. 4. Committee Reports Mr. Alonzo reported the Capital Planning Committee voted unanimously to recommend approval of the articles that were deferred from the Annual Town Meeting warrant. In November we will be reviewing requests for the next fiscal year. We also discussed what constitutes a capital expense versus an operating budget expense. Mr. Dwyer reported the Planning Board meeting in September addressed the site plan and storm water management plan review for a special permit for Bright Farms. They are currently reviewing the engineered drawings. They are also working on some amendments to the ANK approval process. They are discussing who is going to be on the TCP Building Design Committee as no one has stepped up to represent them. TOWN MANAGER REPORT AND COVID-19 UPDATE The Board of Health issued their weekly update and as of October 16th there are 84 confirmed positive cases in Lunenburg and one death. Existing Vacancies: The following is a list of vacancies on the following committees: • Architectural Preservation District Commission (1 vacancy) • Cultural Council (1 vacancy) • Historical Commission(1 vacancy) • Parks Commission (1 vacancy) • TCP Building Design Committee (1 vacancy appointed by Select Board and Town Moderator for member at large) • Zoning Board of Appeals (1 Associate vacancy) Interested persons can find application forms on the Town Website and completed forms can be sent to the Select Board's Office. Ms. Lemieux reported Executive Assistant Peterson is in the process of updating the talent bank form. Trunk or Treat: The Parks and Recreation Director has been organizing a Trunk or Treat event that will be a drive by Trunk or Treat for Lunenburg families. There will be 25 businesses/organizations participating as the "trunks" that will be set up around the MS/HS parking lot passing out treats. There were a number of families on the wait list for this event that have now been included in the 250 maximum participants. The event will be held on Saturday, October 31st from 10:30 a.m. until 2:30 p.m. ===PAGE 8=== Drive, the pedestrian crossing from the Kitter to town Hall, and the Main Street at Wak Avenue Sidewalk connection is $560,000. The engineer's fee for this project, which covers the design tor the whole project ($560,000) is $45,000 (approximately 8%). This is well below the typical 12- 15% of projects of this size and type. The scope covers all survey work needed, design, preparation of contract bid documents and bid phase assistance. The grant will cover $258,460 of the total cost, $22,000 of the cost will be covered by the capital project for ADA Ramp and Sidewalk improvements to the sidewalk in front of Town Hall, and the remainder (estimated $324,540) will be paid out of Chapter 90 funds as was discussed at the various meetings the Board has had on this topic when developing a Complete Streets construction project application. Grant Received by the Town Clerk: The Town Clerk applied for and received a grant for $5,000 from the Center for Tech and Civic Life for the purpose of planning and operating a safe and secure election in 2020. These funds can be used towards ballot drop boxes, poll worker recruitment, hazard pay, training expenses, polling place rental, cleaning expenses, temporary staffing, vote by mail or absentee voting equipment and election administration equipment. Post65Program: Our Health Insurance account representative and the Health Trust Project Manager under MIIA approached us in late September about participating in the Post 65 program that would move a small subset of retirees over age 65 that are not eligible to receive free Medicare Part A, as they were hired priorto 1986 and were not required to contribute to Social Security to a Medicare plan. Therefore, this small group of retirees did not earn the required 40 quarters to qualify for free Medicare Part A. These retirees became known as "Medicare ineligibles" and remained on the HMO and PPO plans with the active employees and under 65 retirees. The Post 65 program was a concept that originated with Blue Cross Blue Shield of MAquite a few years ago and it was first introduced in the Town of Wareas a pilot program. MIlA has since rolled it outto much larger groups with some hepfrom Social Security. MIIA has transitionedover 300 retireesto date and estimates that the program is now saving these municipalities closeto $10 million dollars annually combined. Keepingthissmallsubsetofretirees in our HMOand PPO population isa contributing factortoour overall claims costs. In general they require more medical care and are prescribed more pharmaceuticals. Medical cost and prescription trends have increased dramatically overthe past decade and MIIA estimates that this population incurs $2 in claims costs for every $1 of premium dollars that is paid toward their coverage by the municipal entities and the retirees themselves. MIIA has worked with BCBS on claims analysis and continues to monitor the cost impact annually. On average each individual retiree and spouse in this population will incur about $20,000 in medical and prescription costs per year, directly impacting the claims and premium increases for the Town. This program allows us to shift these claims to Medicare. As part of participating in the program, the Town would agree to pay the Part A premium, Part A and B penalties for these retirees and MIIA would offer a 2% discount on our active health insurance rate renewal for FY22 in order to offset the initial costs of making this transition on July 1,2021. By moving these retirees from our active to retiree plans it is estimated this will shift ===PAGE 9=== this cost will be far less than the cost of the claims that the associated retirees are expected to incur. Our actuary estimated this will yield an approximate $5-6 Million reduction in OPEB liabilities. This change must be agreed to by the Public Employee Committee, which we have a meeting tomorrow and if agreed to, we would need to notify MIlA by the end of the week. Fraudulent Unemployment Claims: A number ofmunicipalities across the state have been receiving fraudulent unemployment claims filed inthe names of current employees and according tothe Departmentof Unemployment Assistance this is part of a national unemployment fraud scheme. As of October 19th , a total of21 unemployment claims have been identified as fraudulent. The Payroll/Benefits Coordinator receives notice of new claims, contacts the employee to verify if a valid claim and if it is fraudulent notifies the employee of the process they need to follow. The Payroll/Benefits Coordinator also notifies the Department of Unemployment Assistance that the claim is fraudulent, and the employee has been told to notify the Police Department as well to file a police report. To datethe Town has not been charged forany of these fraudulent claims but if we were to becharged it would be follow the standard appeal process under the Department of Unemployment Assistance. Sale of Surplus Vehicles through Municibid: The Department of Public Works Administrative Assistant advertised surplus vehicles and equipment on Municibid, an online auction site, and four vehicles and one piece of equipment was sold for a total of $12,455. The DPW Administrative Assistant is proceeding to advertise 10 surplus police cruisers on Municibid with the auction going live tomorrow. This will be a general fund receipt and will be considered surplus revenue taken in during F Y21. Update on DPW Director Search: After receiving the DP W Director's written notice on September 21 st that his last day before retirement would be on October 30th, the Assistant Town Manager/HR Director advertised the position that same week on the town website, the American Public Works Association, the newspaper and on Indeed.com with a preference given to applicants that submitted applications by October 14th, but the position will be open until filled. To date we have received 7 applications and after pre-screening the applications we will be interviewing the 4 candidates that met the qualifications. Meetings, Events and Other Announcements: • School Committee is meeting through Zoom on Wednesday, October 21st at 6:30 p.m. • Conservation Commission ismeeting through Zoom on Wednesday, October 21 st at 7:00 p.m. • TCP Building Design Committee is meeting through Zoom on Thursday, October 22nd at 5:30 p.m. • Historical Commission is meeting through Zoom on Monday, October 26th at 6:30 p.m. ===PAGE 10=== WORKSHOP: SELECT BOARD GOAL ON THE OLD PRIMARY BUILDING To identify, define and propose at least one project to the 2021 Annual Town Meeting regarding the use and/or re- use of the Old Primary School building, and/or the land on which it sits (a continuation of last year's Select Board i. Action: Have open sessions with other boards, committees and commissions as well as with the general public in discussing the options defined from last year's goal. Evaluate the pros, cons and costs for each option, potential variations as well as possible timelines. il. Action: Review exist information and documents and/or engage the appropriate professionals to create such documents that provide for the accurate assessment, including cost, of, at least, (a) the demolition of the existing building; (b) removal of hazardous materials from the building and site; (c) conceptual rendering(s) of the property post-demolition; (d) a design (or designs), prepared by a landscape architect, of potential concepts for the property, specifically focusing on open space and a "Town Common" theme ili. 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 2021 Annual Town Meeting for vote, including approximate costs, plans and necessary funding. Discussion ensued about the previous board's consensus to recommend demolishing the old Primary School due to the deteriorated condition of the building. Mr. Alonzo stated the obstacle to this is there are two committees (Historical Commission and APDC) we have to deal with as far as demolishing it. We need to meet with them and come to mutual agreement. Mr. Jeffreys added if we have a vision for a park and we should also include the Parks Commission. Ms. Adams suggested a rendering showing what could be there. Mr. Marino agreed with Mr. Jeffreys and Ms. Adams. Mr. Alonzo stated there is no funding available for a rendering. Ms. Lemieux noted the Board needs to start with the type of space. For example, is it going to be an open space or memorial park? Mr. Alonzo would like to have a warrant article on the 2021 Annual Town Meeting that provides funding needed to demolish the building, remove contaminated materials, etc. Suggestion was made to do a site walk of the area. It was decided to go October 31s at 9:30 a.m., then meet with the other boards in December. Conceptual drawings could be done in January. UPCOMING MEETING/EVENTS SCHEDULE Mr. Alonzo stated their next board meetings are November 3rd and 10th; the special town meeting is the 17" at 7:00 at the middle/high school auditorium. PUBLIC COMMENT Dave Passios, 56 Whiting Street, invited the Select Board to the Finance Committee meeting on October 29'". Green Community Chair Dave Blatt will also be attending. Ms. Adams read her Open Meeting Law complaint aloud. She stated she tried to bring it up a couple of times with this board and that frustration led to her filing the complaint. ===PAGE 11=== article submission. Mr. Alonzo stated they would be entering Executive Session pursuant to M.G.L. c. 30, Section 21, Paragraph 3, to discuss strategy with respect to collective bargaining if an open meeting may have a detrimental effect on the bargaining position of the public body and the chair so declares. (Municipal Employees and Fire Unions) and to not return to open session. Motion: J. Marino 2nd:M. Jeffreys To enter into Executive Session for the above stated purpose Vote: Mr. Jeffreys-aye, Mr. Marino-aye, Ms. Adams-aye, Mr. Dwyer-aye, Mir. Alonzo-aye Mr. Alonzo reminded everyone watching that Halloween hours are posted and asked everyone to adhere to the safety guidelines. ***** ***************Executive Session Minutes are Separate****** ****** The meeting adjourned at 9:57 p.m. Respectfully submitted, Elaine Peterson Elaine M. Peterson Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2020-10-31-agenda-5221.txt BOARD : select-board DATE : 2020-10-31 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2020-10-31-agenda-5221.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10312020-5221 ======================================================================================== ===PAGE 1=== SELECT BOARD Saturday, October 31, 2020 9:30 A.M. 30 School Street, Lunenburg, MA AGENDA 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. Any attendees should follow the safety protocol for Covid-19, such as social distancing of at least six feet apart, wearing face masks, and using hand sanitizer. Please stay home if you do not feel well. 9:30 AM Meet at Parking Lot in front of old Primary School I. CALL TO ORDER II. REVIEW PROPERTY AND PLOT LINES OF OLD PRIMARY SCHOOL III. ADJOURN . ======================================================================================== DOCUMENT : 2020-10-31-minutes-5221.txt BOARD : select-board DATE : 2020-10-31 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2020-10-31-minutes-5221.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10312020-5221 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Members present: Tom Alonzo, Chairman; Michael-kay Jettreys, Vice Chairman; Katey Adams, Clerk; Todd Dwyer, Jim Marino Chairman Alonzo called the meeting to order at 9:35 a.m. in the parking lot of the old Primary School. The Board members walked around the building and a portion of the lot. All members reviewed the plot plan and GIS information provided by Executive Assistant Peterson. Mr. Alonzo stated the building did not seem to have many architectural qualities and that the existing conditions were horrible. He noted the need to communicate with the Architectural Preservation District Commission (APDC) and relevant historical groups. It was the Chair's thought to have a small park in the front of the lot with parking in the middle and a larger park in the rear. Mr. Jeffreys raised questions about how many parking spaces would be necessary. Ms. Adams pointed out some of the natural features of the lot, the importance of increased town center parking and expressed hopes for a bandstand. At the beginning of the meeting she related the history of the lot including the old Center School. She also noted the easement granted to the Lunenburg Historical Society for some of the parking area. Mr. Marino suggested having a landscape designer or artist provide a visual rendition of the ideas. He also documented the site walk with some photographs. Mr. Dwyer talked about the park as a good use of the space as it will preserve the land for other future municipal use. The Select Board concurred that next steps involved communicating with other boards and working on warrant articles for the 2021 annual town meeting to seek funds for initial planning. The meeting adjourned at 10:21 a.m. Respectfully submitted, Katey Adams Clerk