# select-board — 7 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 : 2022-06-14-agenda-5301.txt BOARD : select-board DATE : 2022-06-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2022-06-14-agenda-5301.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06142022-5301 ======================================================================================== ===PAGE 1=== SELECT BOARD Tuesday, June 14, 2022 7:00 PM AGENDA Bilotta Meeting Room, Town Hall And via ZOOM In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast live over the Lunenburg Public Access channel, on FacebookLive on the Public Access Facebook page (https://www.facebook.com/Lunenburg-Public-Access-Cable-157427270975305/) and will be uploaded to the Lunenburg Public Access YouTube channel 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 req uest 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 those reasonably anticipated by the Chair. Votes ma y be taken as a result of these discussions. Some items listed may be discussed and other items not listed may also be brought up for discussion to the extent permitted by the Open Meeting Law. 7:00 PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE I. PUBLIC COMMENT***  BOARD  PUBLIC II. ANNOUNCEMENTS III. COMMUNICATIONS FROM OTHER BOARDS IV. APPOINTMENTS 7:15 PM FY21 Audit Review by Powers & Sullivan 7:30 PM Meeting with Finance Director and Fire Chief to present Ambulance Abatement, Collection and Hardship Policy V. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS  Ratification of Town Manager’s Appointment of Heavy Equipment Operator-Keith Babin  Rescission of Appointment of Full Time Police Officer Joel Ortega and return of Officer Ortega to a Reserve Officer  Town Manager Appointment to Americans w/ Disabilities Commission – Carolyn Rossi, 750 Northfield Road- term to expire 2025  Annual Appointment- APDC – Richard McGrath- Historical Commission rep-term to expire June 30, 2024 VI. TOWN MANAGER REPORT VII. OLD BUSINESS VIII. CURRENT BUSINESS 1. Discussion and Amendment of Liquor License Policy Section 4.01, 1.21 Applications and Fees 2. Minutes/Warrants/Action Items 3. Committee Reports ===PAGE 2=== IX. WORKSHOP: SELECT BOARD AND TOWN MANAGER GOALS FOR FISCAL YEAR 2023 1. Review FY 2022 Select Board Goals 2. Discussion on setting FY 2023 Select Board and Town Manager Goals X. UPCOMING MEETING/EVENTS SCHEDULE June 16th 5:30 – 7:00 PM Volunteer Appreciation Reception June 21st : Regular Meeting and Workshop: Review Select Board Policies and Procedures, Articles I & II XI. PUBLIC COMMENT***  PUBLIC  TOWN MANAGER  BOARD 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 : 2022-06-14-minutes-5301.txt BOARD : select-board DATE : 2022-06-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2022-06-14-minutes-5301.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06142022-5301 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Also Present: Heather Lemieux, Town Manager; Frank Serreti, Ben Adsit, Karen Brochu, Finance Director; Patrick Sullivan, Fire Chief Chairman Jeffreys called the meeting to order at 7:00 p.m. He announced in accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast live over the Lunenburg public access channel, on Facebook Live and it will be uploaded to the Lunenburg public access YouTube channel within 24 hours after the meeting. He noted Zoom is available for remote participation in the meeting and gave the sign-in instructions. The agenda lists all the topics which may be discussed at this 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 the Open Meeting Law. He asked everyone to stand for the Pledge of Allegiance. PUBLIC COMMENT Ms. Sroka wished Mr. Dwyer a Happy Birthday. Mr. Alonzo thanked everyone who attended the candlelight vigil this past Friday. About 100 people attended and 85 people signed the resolution and anyone who would like to sign it can go to Town Hall or the Library for about a week or so. Dave Passios, 81 Whiting Street, welcomed Ms. Sroka to the Select Board. He asked for clarification about the APDC appointment later this evening. Mr. Jeffreys confirmed Mr. McGrath is the Historical Commission's representative to the APDC, but the Select Board makes the APDC appointment. Mr. Jeffreys noted the Council on Aging/Senior Center celebrated their 55' anniversary earlier today. He also reminded about the Volunteer Appreciation Reception this Thursday from 5:30 - 7:00 p.m. at the Senior Center. COMMUNICATIONS FROM OTHER BOARDS From the Parks Commission Chair: the Town Beach will be opening this Saturday the 18th APPOINTMENTS FY21 Audit Review by Powers & Sullivan Frank Serreti thanked the board for having himself and Ben Adsit here to present the results of the Fiscal Year 2021 audit. They completed their preliminary work in early June 2021 and came back for their year-end audit work in October. Part of the year end audit is testing a series of transactions and all the different transaction cycles; looking at revenues and expenditures, and looking for supporting documentation. We did not find any issues. We check that everything has been done according to your financial policies and procedures. We look at the reconciliations for cash and receivables and to see if you have good reconciliation procedures in place. We found the reconciliation is being done on a monthly basis. There were no outstanding issues there as well. ===PAGE 2=== Free Cash voted to fund the FY22 budget. That left you with a General Fund Unassigned fund balance of $7.2 million dollars which is about 16% of your budget and your unassigned fund balance has increased since 2013 when it was $1.6 million or about 6% of the budget. That's a very positive trend because you're developing substantial reserves which will help you with the credit rating agencies and to improve your credit rating to possibly an AAA rating along with other factors that the rating agencies look at. Your stabilization funds are included in the general fund balance. Your general stabilization fund totaled $2.5 million. That has steadily increased since 2013 when it was a million dollars, that's another positive trend that you're setting money aside for unforeseen and unexpected things. Zoning stabilization totaled $230,000, consistent with the prior year and you also have a vehicle equipment stabilization fund that totaled $1.2 million which was about a $250,000 increase from the prior year. Real estate and personal property tax collections continue to be strong at about 98% of the commitment. The general fund balance increased by $872,000 and that was mainly due to a revenue surplus of $966,000 related to motor vehicle excise tax liens and intergovernmental revenues. Expenditures came in $1.4 million under budget and that was mainly related to general government expenses, education and employee benefits. Those two things increased your fund balance and you had some things that decreased it. You used $858,000 of Free Cash to balance the FY21 budget and your encumbrance has decreased by $522,000 and those budget results are very good. You have a sound budget process and good budgetary controls in place. Your enterprise funds, sewer fund balance totaled $1.6 million, about a $227,000 increase from the prior year. If you look at the financial statements that's on a gap basis, this includes fixed assets such as OPEB liability, your pension liability, and all your long-term liabilities that you do not budget for. Similarly with the solid waste recycling fund; your fund balance was $134,000 at the end of the year, about a $123,000 increase from the prior year. Cable television enterprise fund totaled $857,000, about $107, 000 increase from the prior year. You have built up your reserves and with all of those funds you had positive results and your rates and your fees covered your costs and then some. Next is the OPEB liability; the Town contributed an additional $111,000 to the OPEB trust fund. In 2021 the fund balance at the end of the year was $589,000. You had a good return on investments during the year, about a 24% return and earned about $104,000 of investment income. Your net OPEB liability totaled $65.6 million, about a $9.8 million increase from the prior year. The actuary takes a look at what your balance is and what you have to pay out over time and depending on what your balance is, you can qualify for a higher discount rate. Your discount rate was 2.75% so you got credit for having money in your trust fund. You're basically at a blended discount rate and a 1% change in the discount rate gives a pretty significant impact on your liability, the more you fund the better your discount rate is going to be in the future. You're slightly less than 1% funded on the OPEB trust so you have a ways to go. For net pension liability, the Town is a member of the Worcester Regional Retirement System for people that don't qualify to be in the Mass Teachers Retirement System. Teachers and certain administrators qualify for the Mass Teachers Retirement System and their pensions are paid for by the Commonwealth. The others are in the Worcester Regional Retirement System, your liability associated with that is $19.8 ===PAGE 3=== As far as debt, you had $610,000 of outstanding short-term debt that was to fund the capital plan and a land purchase and for long-term debt. You didn't issue any new long-term debt during the year for your governmental activity. You had $37.6 million outstanding and for your sewer activities you had $4.5 million outstanding. Your general fund debt service is at roughly 9% of your total appropriations and over the past eight years you were as low as 6.8% and as high as 10.6% percent; you're kind of in the middle of that range. The report on Federal Awards is required for any municipality that spends more than $750,000 a year in federal funds. The Town expended $1.9 million, of that $338,000 was related to school lunch, $702,000 related to the Coronavirus refund grant. That was your largest federal expenditure related to COVID and then more COVID money related to the education stabilization fund grant, about $200,000 and then another $663,000 on other educational grants. We had to test the Special Education cluster and the Coronavirus relief fund grants as major programs. We determine which grants we need to look at each year based on the level of expenditures, the risk and when was the last time they were audited. We were able to issue unmodified opinions on the compliance with the program requirements so we didn't have any issues related to compliance with the grant requirements. No deficiencies were noted in internal controls so it was a clean report. The last report is the Management Letter. These are prior year comments that have been there and being worked on and there's been some significant progress. One relates to old outstanding checks and there was a lot of progress made on that in 2020 and 2021. The balance at the end of 2020 was $61,000, now down to $9,000. You want to keep that number low because there's a risk to having old outstanding checks/checklist from an internal control standpoint. We always make that recommendation and the last piece is that a formal policy be established so there are guidelines for the treasurer in terms of contacting the person that the check was issued to try to see if it was lost and it needs to be reissued. There's a process where you move it to a tailings account and once it goes into the tailings account it comes off the outstanding checklist which is a more secure place to keep it. Once it's in the tailings account you can go through a process to advertise and if they don't get claimed you can bring them back in as miscellaneous revenue to the town. We're recommending that a formal policy be established with aging milestones and when that process should be started. There was a comment related to uncollectible ambulance receivables. The ambulance receivables balance at the end of the year totaled $622,000 and $552,000 of that was over 180 days old. I know the Town has been working on this and it's a tedious process to go through all of these accounts, but there has been considerable progress made. That's something you're talking about tonight; establishing a policy so there's guidelines going forward to deal with the uncollectible accounts on a timely basis. The last comment relates to conducting a fraud risk assessment. This is a comment that we put in all of our clients' management letters and it is looking at the different areas in Town where cash is collected or where there's machinery and equipment and considering the risks associated with someone being able to take these items and having proper controls in place to safeguard these things. It's a cost-benefit analysis ===PAGE 4=== policies. The board thanked Mr. Serreti and he and Mr. Adsit exited the meeting. Meeting with Finance Director and Fire Chief to present Ambulance Abatement, Collection and Hardship Policy The following draft is being presented this evening: AMBULANCE BILLING COLLECTION PROCEDURE PURPOSE: The purpose of this procedure is to establish a uniformed process for addressing aging ambulance billing receivables and hardship requests on ambulance billings. BACKGROUND: The Town of Lunenburg contracts with an outside billing company to administer the billing and collections for ambulance service provided by the Town through its Fire Department. The Town of Lunenburg, as part of an agreement with the outside billing company, requires a standard method of pursuing collections to ensure payment is secured that is owed to the Town, under prices set by the Town and allowable under federal or state medical reimbursement expenses. In order to achieve these goals, the Town may hire a credit and collection company or alternative means to pursue delinquent accounts. PROCEDURDS: A. WRITE-OFF OF UNCOLLECTIBLE AMBULANCE RECEIVABLES 1. The Town of Lunenburg shall receive and review a monthly balance of accounts, including all aging and current accounts, prepared by the outside billing company. Said monthly statement shall be reconciled by the Town and outstanding balances and receipts received shall be confirmed. The Town and outside billing company will determine whether or not the billing company has the correct mailing address for the outstanding accounts and the correct insurance information. Any differences must be immediately resolved and corrected between the Town and the outside billing company. 2. The Town of Lunenburg shall meet/review with the outside billing company on a quarterly basis to discuss aging receivables that have shown no activity within the prior 180 days to review the processes utilized by the billing company to pursue said collection on accounts. Said methods of collections that are considered to be a fair and reasonable effort at collection are: a. Correspondence to the insurance company, if the patient was insured, or to the patient directly, if uninsured; b. Facsimile transmissions to the patient or their insurance company. 3. The Town of Lunenburg after receiving proof that items 1 and 2 have been met and collection has not been successful, may authorize the billing company to write-off these receivables as uncollectible accounts. Said determination does not constitute a forgiveness of the debt and it is still payable by the ===PAGE 5=== collections to the Town separately from the Town's billing company. 5. The Collection Agency shall report to the Town on a semi-annual basis a synopsis of their collection efforts and recommendations for further write-offs as bad debt. The Town of Lunenburg shall review the recommendations, and make a final determination if any of the accounts should be written off as bad debts. Said determination is to be based upon the inability of the collection agency, the billing company, or any agents they or the Town may use, to locate or obtain direct contact to the patient, either by a registered receipt letter or some other means. Upon the preparation of said final list of determination, this shall be forwarded to the Town Manager. Upon approval, that said final list will be deemed uncollectible and removed from collection and forwarded to the Town Accountant. B. HARDSHIP REQUESTS 1. Requests for waiver of a portion or all of an ambulance bill shall be submitted by the patient to the outside billing company for review and determination of financial conditions of the patient and ability to pay. The request may be required to be submitted upon approved forms supplied by the outside billing company and may require documentation, such as hospital free care confirmation, a signed copy of the income tax return for the prior year, a letter from a third party such as a social worker, or a letter from the patient himself attesting to such hardship that has been signed under the pains and penalties of perjury. 2. The outside billing company will review all requests for waivers based upon financial hardship and shall issue a recommendation based on the Mass. HUD income guidelines whether a waiver should be granted by the Town of Lunenburg. The Town will make the final determination. 3. Amounts due of $50.00 or less to which patient returns the bill proving hardship with supporting documentation will be written off. 4. The Fire Chief will have the authority to recommend if a waiver shall be granted where the balance is $250.00 or less and the Town Manager shall have the authority to determine if the waiver shall be granted. They will report the approval to the Town Accountant. 5. For balances in excess of $250.00, the Town of Lunenburg through the Town Manager shall review the decision of the outside billing company for each requested financial hardship waiver. Unless mitigating information is presented or obtained that would require a new review of the request, the Town Manager shall confirm the decision of the outside billing company relative to the requested financial hardship waivers. 6. The Town of Lunenburg shall notify the outside billing company of the decision of the Town ===PAGE 6=== portion of that has been outstanding for a long time. In the auditor's opinion they would consider a large portion of that receivable balance to be uncollectible. What this procedure will do for the Town is it will establish a written policy whereby we can collect those aging receivables. Or we would go through our third party billing company and write off amounts that are deemed to be uncollectible so that we have a realistic real receivable balance. Chief Sullivan stated from their end a lot of this was going on and the part that wasn't happening was it wasn't being written off at the final point. Ms. Brochu noted they have to do a little work to do with Coastal in order to determine that number that has been out for collection for a long period of time. That would be the dollar amount that we would be looking to write off of the receivable. I don't know when they cut it off and say we're not going to collect this anymore but we would still make every attempt to collect that revenue. It would just be a reduction of the receivable on the balance sheet to a more realistic number that we actually expect to see. Chief Sullivan stated we get a monthly statement from the billing company after a certain point, after making attempts to collect they go out to the collection agency that they've tried to track down it make sure we have all the proper billing information. That they make multiple attempts to contact the people. If we've had no contact from them at all it goes out to collection. It would still be with the collection agency but that's in a nutshell of narrowing that down. The second part of this is a hardship policy which we've also had for quite some time and it's just wrapping that into this; that people can show financially that they cannot absorb this and that they meet HUD standards for poverty level. We have a process to abate those bills for someone that can show a legitimate hardship. Discussion about using a credit card as a payment option ensued. It is now an option. Motion: T. Alonzo 2°: T. Dwyer To approve the ambulance billing collection procedure and hardship policy as presented Vote: All in Favor Ms. Brochu and Chief Sullivan thanked the board and exited the meeting. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS • Ratification of Town Manager's Appointment of Heavy Equipment Operator-Keith Babin Ms. Lemieux stated as the board is aware we've had three vacancies for the heavy equipment operator position at the DPW, so this will fill one. Keith Babin has worked for a family business doing land tree design and landscaping. He has his commercial driver's license and has done snow plowing and all the heavy equipment operation work when he worked for his family business. I met with him and he's a great personality. I think he's going to fit in very well down at the DPW and he's excited to come on board. Motion: T. Dwyer 2': T. Alonzo To ratify the appointment of Kevin Babin to Heavy Equipment Operator Vote: All in Favor • Rescission of Appointment of Full Time Police Officer Joel Ortega and return of ===PAGE 7=== Rossi has been on the board previously and attended a number of meetings, especially when we did the Complete Streets walks, so I am happy that she has asked to be reappointed. • Annual Appointment- APDC - Richard McGrath- Historical Commission rep-term to expire June 30, 2024 Ms. Lemieux read aloud the composition of the APD membership: The Board of Selectmen shall appoint a five-member Architectural Preservation District Commission (APDC) to oversee that pursuant to this by-law. Initially two members shall be appointed for one year, two for two years and one for three years. Each successive appointment shall be made for three years. The Board of Selectmen may also appoint up to two alternate members initially for terms of one, two, and three years and for three year terms thereafter. If members are absent unable or unable to act or recuse from voting due to a conflict of interest the APDC chair may designate one or both of the alternate members to serve in their place to the extent achievable. The APDC shall be comprised of the following persons: a member of the Lunenburg Historical Commission, a design professional, a craft person or building contractor familiar with historic restoration and one resident of the APD and one resident at large members and alternates of the APDC shall reason by reason of experience and or education have demonstrable knowledge interests and ability to effectively carry out the APDC's responsibilities. Question was asked why this reappointment is only for two years. Ms. Lemieux stated the Executive Assistant reviewed the appointments and this is to correct the alternating three year terms. Motion: T. Alonzo 2": T. Dwyer To appoint Richard McGrath to the APD as a Historical Commission representative with a term expiring June 30, 2024 Discussion: Mr. Alonzo wanted to thank Mr. McGrath for his time already served on the Historical Commission and the APDC and while there has been some past conflict on certain things, he does an excellent job; he comes with a wealth of experience. He has the best interest of the APD in mind as well as the town and I think he has certainly earned the right to continue on this commission. Mr. Dwyer concurred. Vote: 3 in Favor, 1 opposed (Jeffreys) TOWN MANAGER REPORT Announcement on Existing Vacancies The following is a list of current vacancies on the following committees: • Agricultural Commission (1 vacancy) • Economic Development Committee (1 person recommended by the Open Space Committee) • Green Communities Committee (2 Associate vacancies) • Finance Committee (1 vacancy) • Historical Commission (1 vacancy) ===PAGE 8=== 4 Heavy Equipment Uperators (Full-time Benetitted) • Meal Site Manager (Part-Time Non-Benefitted) • Production Technician (Part-Time Benefitted Position) • Van Driver (Part-Time Non-Benefitted) • Videographers (Part-Time Non-Benefitted) More information on each position can be found on the job postings, which are located on the town website. Pavement Management Plan Update The DP W Director and I met with an engineering firm that commonly does Pavement Management Plans to discuss updating our plan. We requested a proposal that would use LiDAR (Light Detection and Ranging) technology that would provide an updated evaluation of all our pavement and this process would also capture our traffic signs, sidewalks, reveals, etc. and is a GIS-based platform that will integrate into our GIS mapping software. Flat Hill Road Drainage Study Proposal Brian Marchetti of McCarty Engineering provided a proposal related to the FY23 Capital Planning Project for the Flat Hill Road Drainage Study and it has been reviewed by the Land Use Director, DPW Director and myself and we all agreed it did not fully cover the scope of the work needed to be done. Mr. Marchetti has been asked to revise the original proposal for this work and I will provide an update to the Board when I receive a revised proposal that covers the full scope of the project. 265 Pleasant Street PILOT The Principal Assessor and I have been meeting with Nugen, owner of the property at 265 Pleasant Street, about a Payment in Lieu of Taxes agreement for the solar personal property equipment at that site. The Town voted to authorize the Select Board to enter into a PILOT agreement for this site at a previous town meeting. Once a valuation method is determined to come up with payment terms that is fair, this will be presented to the Board. PAYT Trash and RecyclingUpdate Due to the lack of applicants for the grant funded position of Trash and Recycling Coordinator, I sought proposals from consultants that would take on these same tasks of improving the Town's solid waste and recycling program. I received only one proposal, from Supportive Business Alternatives, a Lunenburg company owned by Jamie Toale. The goal is to improve our processes surrounding the trash and recycling program, develop and distribute educational materials on our programs, work with the School on educational programs regarding recycling, and improve the service between the Town, its vendor, and the residents. This project will kick-off in June and is expected to be complete by January of 2023. COVID-19 Rapid Test Kits from theState Thisweekthe Baker-Polito Administration willbegin distributing over 2 million free COVID-19 rapidtest kits for towns to distribute to residents. Each municipality will determine how to distribute tests to their residents and in Lunenburg, the Board of Health will be responsible for distributing the test kits. Information will be announced once locations for pick-up are official. ===PAGE 9=== settle other terms of the agreement. Meetings, Events and Other Announcements • Dueto the new state/federal holiday of Juneteenth, town buildings will be closed on Monday, June 20th in observance of the holiday. • The Lunenburg Farmers Market will be every Sunday until Sunday, September 25th. • The Band Concerts will on the following dates: July 11th, July 18th, July 25th, August 1st, August 8th and a rain date for any of those dates on August 15th. Band concerts will once again be held on the lawn in front of the TC Passios Building. Mr. Jeffreys noted the Historical Society has been open during the Farmers Market on Sundays and he had the opportunity to visit them this past Sunday. He encourage people to check it out. He also thanked Ms. Lemieux for making his transition to Chairman easy and wanted to acknowledge all her hard work for the town. WORKSHOP: SELECT BOARD AND TOWN MANAGER GOALS FOR FISCAL YEAR 2023 The board began with the previous year's goals. FY2022 Lunenburg Select Board Goals Objective 1: Continue to pursue a project acceptable to the Town regarding the property and building at the Old Primary School Site (a continuation of last year's Select Board Goal - Objective 1, with additional actions). i. Action: Engage, via the RFP process approved at the 2021 Annual Town Meeting, with a landscape architecture firm to discuss the vision of a multi-use open-space/green space project at the site. Invite the APD to participate in this kick-off meeting (and, potentially, subsequent meetings) to evaluate the potential of incorporating some aspect of the current building in order to address, include and/or memorialize its historic value. ii. Action: At appropriate times during the process, advertise and hold public hearings in order to present the current working plans at the time and to get feedback and guidance from the public regarding the project. ili. Action: Work with the landscape architecture firm to develop an article for the proposed project at the site to be presented to the 2022 Annual Town Meeting (or some later Town Meeting) for vote, including all estimated costs, plans, timeline and necessary funding. iv. Action: In preparation for a Town Meeting vote on the project, prepare for any/all permits required to achieve the project. ===PAGE 10=== Objective 2: Work with Town Manager and Finance Director to establish a means-tested senior citizen property tax exemption or abatement. i. Action: Discuss the authority allowing us to pursue this program. Evaluate examples of how other towns have already adopted similar programs. ii. Action: Discuss and determine the eligibility criteria for seniors to be able to qualify and participate in the program. ili. Action: Work with Town Manager and Finance Director to create financial models and illustrations to allow the Select Board to weigh options and to fine tune any proposal. At a minimum, these illustrations should include what the exemption and/or abatement would be to the eligible seniors and what the impact would be on all other taxpayers. iv. Action: Hold public hearings when necessary (but at least one) to present the proposal and get feedback from the public. V. Action: Prepare a Town Meeting warrant article, when ready, detailing the final proposal for Town consideration. Mr. Jeffreys stated the board had anticipated this would be a multi-year goal. Mr. Alonzo as a member of the two Select Board subcommittee, noted that he and Mr. Franco along with the Town Manager, Finance Director and Principal Assessor have achieved action i. and ii, and we are somewhere in the middle of iii. We have the other remaining actions in our sites. Objective 3: Develop a policy designed to encourage volunteerism in Town, especially with regard to town boards, committees and commissions. The policy should aim to determine how to improve existing methods, what new methods might be tried, and how obstacles might be removed to garner more active involvement from the public. Input from all current municipal body members and the public, at large, should be actively pursued Mr. Jeffreys did not believe they had made much progress on this goal. Mr. Alonzo stated when we brought this up there was a lack of ideas because everybody's been trying all these different things and I don't know what else we're going to try. So I think we put it on as a policy and we'd have to review the televised meetings about what the discussion was at the time, but I would encourage the current Select Board to avoid such things that are hard to define and harder to implement. Even if you had a policy that's not necessarily any expectation that you would encourage more people even if you had the best ideas. Volunteerism is a tough thing to come by and it seems to be getting harder, but it hasn't gotten better. Mr. Jeffreys stated I don't know what we say or do in terms of not making any progress on this objective because I just don't have an answer when there's a lot of expectations but a lack of willingness to be part of a solution. ===PAGE 11=== resubmitting the design project or the request as a town meeting article for the design money to do the landscape architect's project and really promoting it. Ms. Lemieux noted that from the recent report of the Municipal Building Design Committee, the path they are on is in conflict with this goal. She suggested engaging discussion with the members as they may be looking at the site for a future Town Hall. Mr. Dwyer stated they needed to get more public engagement so we can be more effective as a board when we make these decisions and have confidence bringing a proposal to town meeting. Mi. Alonzo noted it depends on who shows up at town meeting, sometime different people show up depending on the warrant articles. So you can have a diversity from one meeting to the next. Moving on to a third goal, Mr. Jeffreys suggested creating citizen awards; some sort of recognition program to acknowledge all the good work that happens around town. Discussion returned to wording the action items for #2. Mr. Jeffreys will work on the wording and the board members should send any suggestions to him during the week as well. The Board moved on to the Town Manager goals. TOWN MANAGER GOALS AND OBJECTIVES Fiscal Year 2023 1. Goal #1: Continuation of the Goal to Redevelop/Reuse 925 Mass Ave: Objective: To address a blighted property that has been in tax title for over a decade. i. Action: The Town Manager will perform all necessary tasks associated with the funding from the Targeted Brownfields Assessment funding that is expected by late summer. ii. Action: Identify the best method of disposition of the property by working with appropriate town boards and work with Treasurer/Collector and auction company if property will be auctioned or put together IFB/RFP if property will be disposed through Ms. Lemieux is continuing her goal for 925 Mass. Ave., because she would like to see it through to completion. 1. Goal #2: Long Term Planning: Objective: To enhance the Town's long term planning in the areas of capital assets, staffing, and infrastructure plans. i. Action: Capital Planning: Include asset inventory list and expected date of replacement of all vehicles, equipment, infrastructure (roads, culverts, bridges, sidewalks), buildings, and grounds in capital planning documents. Utilize a platform that will create greater transparency during the capital planning process. ===PAGE 12=== i. Action: Recruitment: Assess current recruitment methods and establish new employee recruitment strategies: a. Work with area towns/cities on regional approach to recruitment. b. Design job postings that market the town and the position to attract greater pool of applicants. c. Attend college job fairs and explore internship program with local colleges. il. Action: Create formal recognition plan: a. Create recognition program that highlights town employees at public meetings. b. Formalize annual employee appreciation event including "awards" for years of service of employees. ill. Action: Retention: a. Survey department heads and staff on topics for trainings and conduct quarterly professional development training schedule. b. Conduct employee survey to assess job satisfaction. Based on results, create an action plan. When asked for comments from the board, Mr. Alonzo stated the goal #3 seemed like a lot to try to achieve in one year. Discussion ensued on small types of rewards for employees that would be appreciated and also provide local businesses with revenue. The board will revisit their goals once Mr. Jeffreys has worked on the wording. CURRENT BUSINESS 1. Discussion and Amendment of Liquor License Policy Section 4.01, 1.21 Applications and Fees Ms. Lemieux noted the board has a policy that when an alcohol license becomes available, it shall be advertised for 30 days before anyone can apply for it. The policy does not address how the applications will be reviewed or determine who gets the license if there is more than one applicant. Mr. Alonzo recalled the board had added the advertising part due to a miscommunication in the past that had prevented someone applying for an available license. But we never had an issue with how we determined who gets the license. Ms. Lemieux stated it could be as simple as when the first complete application is received because there have been times when applications are not complete. But it would be good for applicants to know how they are being evaluated. Mr. Jeffreys will speak to Mr. Franco about creating a draft. Warrants: The board signed an accounts payable warrant in the amount of $939,717.33. Committee Reports: Ms. Sroka attended the Council on Aging meeting and they were confused about the appointment made last week because newly appointed COA member, James McGuigan did not have to go through an interview, which has been past practice. Discussion ensued and Mr. McGuigan will be invited back to be interviewed and have his appointment ratified at their next meeting. Ms. Sroka stated they also would ===PAGE 13=== reappointments. Mr. Jeffreys reported the Trustees of the Library are meeting this week and the next Municipal Building Design Committee meets the last Monday of the month. UPCOMING MEETING/EVENTS SCHEDULE Mr. Jeffreys noted the June 16"" Volunteer Appreciation Reception and the board's next meeting is June . He requested the board review the Select Board Policies and Procedures, Articles I & II, as it will include a workshop on this. PUBLIC COMMENT Discussion ensued about the library clerk positions and who should apply for them. Motion: T. Alonzo To adjourn the meeting 2': T. Dwyer Vote: All in Favor The meeting adjourned at 9:22 PM. Respectfully submitted, Elainem. Pelerson Elaine M. Peterson Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2022-06-21-agenda-5321.txt BOARD : select-board DATE : 2022-06-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2022-06-21-agenda-5321.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06212022-5321 ======================================================================================== ===PAGE 1=== SELECT BOARD Tuesday, June 21, 2022 7:00 PM AGENDA Bilotta Meeting Room, Town Hall In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast live over the Lunenburg Public Access channel, on FacebookLive on the Public Access Facebook page (https://www.facebook.com/Lunenburg-Public-Access-Cable-157427270975305/) and will be uploaded to the Lunenburg Public Access YouTube channel 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 req uest 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 those reasonably anticipated by the Chair. Votes ma y be taken as a result of these discussions. Some items listed may be discussed and other items not listed may also be brought up for discussion to the extent permitted by the Open Meeting Law. 7:00 PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE I. PUBLIC COMMENT***  BOARD  PUBLIC II. ANNOUNCEMENTS III. COMMUNICATIONS FROM OTHER BOARDS IV. APPOINTMENTS 7:10 PM Public Hearing for Special Event License for Chloe Prokowiew for July 13th; 4:00 PM on the Ritter Building lawn 7:25 PM Meeting with APDC Chair Richard McGrath on Historical Commission and APDC Activities V. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Appointment to Council on Aging- James McGuigan, 187 Leominster Road –term to expire June 30, 2024 VI. TOWN MANAGER REPORT VII. WORKSHOP: REVIEW SELECT BOARD POLICIES AND PROCEDURES, ARTICLES I & II VIII. OLD BUSINESS 1. Review and Vote on Town Manager and Select Board Goals for FY 2023 IX. CURRENT BUSINESS 1. Request from Town Manager for Vacation Carryover or Payout 2. Minutes/Warrants/Action Items 3. Committee Reports X. UPCOMING MEETING/EVENTS SCHEDULE July 5th, July 12th (Workshop: Review Select Board Policies and Procedures, Articles V & VI), July 19th ===PAGE 2=== XI. PUBLIC COMMENT***  PUBLIC  TOWN MANAGER  BOARD XII. EXECUTIVE SESSION: Motion to enter into Executive Session and to adjourn after exiting Executive Session: Pursuant to MGL 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. (Police Union) XIII. 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 : 2022-06-21-minutes-5321.txt BOARD : select-board DATE : 2022-06-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2022-06-21-minutes-5321.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06212022-5321 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== ASo Present: tow Manager Healer Leme va LOOM; Cle Prokowiew, James McGuigan, Richard McGrath Chairman Jeffreys called the meeting to order at 7:03 p.m. He asked everyone to stand for the Pledge of Allegiance. PUBLIC COMMENT- there was none at this time. COMMUNICATIONS FROM THER BOARDS Mr. Jeffreys reported the Parks Commission would like to meet with the Select Board for a presentation of their plans for Marshall Park. A meeting will be scheduled for August. APPOINTMENTS Public Hearing for Special Event License for Chloe Prokowiew for July 13th; 4:00 PM on the Ritter Building lawn Mr. Jeffreys read the hearing notice: The Lunenburg Select Board will hold a public hearing on June 21, 2022 at 7:10 PM in Town Hall, 1/ Main St., 2nd Floor, Lunenburg, MA on the application submitted by Chloe Prokowiew for a Special Event License for use of the Ritter Building Lawn, located at 960 Massachusetts Avenue on July 13th at 4:00 PM for a Gay Pride event. Anyone who would like to submit written comments in advance of the meeting should submit them to the Select Board office, 17 Main Street, P O Box 135, Lunenburg, MA. Ms. Prokowiew, 733 West Street, was requesting use of the Ritter Building lawn for a small Pride gathering on July 13" from 4:00-5:00 PM. She is a sophomore at Lunenburg High and as part of her Civics and Community Engagement Class she decided to hold an event is support of the LGBTQ+ community of Lunenburg. So far that includes speakers from NOWOCO Pride who are also planning on holding a Gay Pride flag raising that day in town. Other speakers are from GSA Link, an organization that LGBTQ+ students and their families use through mentorship and group support meetings. Her plan is to gather donations for a raffle and the proceeds will go to GSA Link. She is planning to have informational pamphlets so people can find support and resources. She plans to ask the Library to display LGBTQ+ literature also. She needs to finalize the liability insurance and work on a parking plan for public safety. She plans to put up posters, if approved. She did not expect more than fifty people to attend. She will advertise the event via the posters and Facebook posts. She has recorded a video for GSA Link. It was noted the Board of Health has informed her she can't sell baked goods. Mr. Alonzo did not have any additional questions but fully supported the event. The board concurred on waiving the liability insurance requirement and discussion ensued about the board reconsidering what constitutes a "special event." Motion: T. Alonzo To waive the liability insurance requirement for the gathering 2nd: H. Sroka Vote: All in Favor ===PAGE 2=== .AA- awareness event doesn't require a lot of setup and safety issues; we should be able to evaluate that to make this more streamlined. Vote: All in Favor The board wished Ms. Prokowiew good luck with her event and advised her to check with the Town Manager's office for follow up on the power supply for the microphone. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Appointment to Council on Aging- James McGuigan, 187 Leominster Road -term to expire June It was noted Mr. McGuigan was appointed at the Select Board meeting two weeks ago but were reminded by the Council on Aging members that he was not interviewed per past practice, so he is here tonight. Mr. McGuigan has lived in town for 43 years. He served in the Army for four years, the last year in Vietnam. He has a mechanical engineering degree and has been retired since 2010. He heard about the COA van driver position and enjoyed holding the job for twelve years. The staff in the Senior Center are great. He decided this year he was going to retire again. Deb Lincoln reached out to him about the vacancy. Motion: T. Alonzo 2": H. Sroka To appoint James McGuigan to the Council on Aging with a term to expire June 30, 2024 Vote: All in Favor The Board thanked him for coming in. Meeting with Architectural Preservation District Commission (APD) Chair Richard McGrath on Historical Commission and APDC Activities Mr. McGrath, 22 Cushing Lane, greeted the board members and read an excerpt from a 1903 Old Homes Week booklet relevant to Lunenburg: "Old home week was a five-day summer celebration when people originally from Lunenburg came from all over the country to visit family, friends and reconnect with their roots. Reverend Alonzo Sanderson spoke at the opening ceremony and lamented," Some of our homes are gone...the greed of avarice has destroyed them and much that was beautiful around them. During the week-long festivities people walked or rode about the village to visit once more the old Putnam house or Whiting household with its big brass knocker or the Cunningham mansion on Leominster Road with stately pillars and wide piazza, or the Cushing house erected in 1724. Greatly missed was the old tavern, the Revere house which was where the Ritter building is currently, for many years conspicuous in the village center but recently torn down. It was hard for old timers to understand how the place could exist without stagecoach and tavern. They discovered too that the last little brick schoolhouse built on the common was changed into a neat cottage house. Other homes around the square soon to be graded are those of A.K. Francis whose barn was the first structure in town built without rum. The home of the Johnsons, that of George Jones, transformed from a school building, and the store and home of Warren Lewis which also included the post office. One old man leaning on his cane stood beside the roadway looking with puzzled eyes at the fine new house before him. A younger man spoke to him in passing, " How do you do sir?" "I'm sos to be crawling, thank you, was the cheerful answer. "Do you know where the Putnam place was?" "I think it was about here bouts, but I can't make out it, don't look just right to me." "Do you expect to find an old house here?" the citizen inquired. "Well yes I had that notion, but I ought to know better, we Americans don't keep old houses for souvenirs." With a tremulous smile he trudged on." ===PAGE 3=== have in this town. He stated New England is a unique area; I've done work on the old Custom House in Boston and along the historic waterfront pier and I've met people who come from all over the world to tour its historic cities and towns. Many people move here because of its history and ambiance. We had two people from Texas buy houses in the district and they're thrilled. One family from California searched all over to find a home to raise their children and chose Lunenburg with plans to restore their historic home and pass it on to their progeny. Studies show real estate values appreciate faster in historic districts and adjoining neighborhoods than in other parts of town. The Historic Commission voted me to continue as Chair at our last meeting. It just seems to be my lot to end up being chair in the position. Bill Lakso is going to continue as vice chair and we have a new scribe, Kevin Boussom. Our commission is composed of five members; the full commission has six. We're short one member; we're working on changing the bylaw language as six doesn't work. We've had a consistent problem with getting a quorum. A couple of years ago the Historical Society approached the commission with a proposal for a memorial to restore the desecrated cemetery of the Arnold and Litch families located on West Street Terrace. The commission voted to take part in the project. Mr. McGrath discovered one of the stones at a nearby residence. The cemetery had been dismantled by a land developer in the 1950s and the gravestones placed face down for a white marble sidewalk at the developer's nearby home. The one retrieved stone was broken and the others had been given away or are lost. He made a drawing of the memorial which is in your packet. The Historical Commission had a bronze plaque made with the names of the interred. A blank marble grave slab was found in the nearby barn of the Comeau family and they donated it to the project. He set the bronze plaque into the stone which was to be erected at the site. Former DPW Director Rodriquenz guided us in the memorial placement. Lever Excavating of Lunenburg cleared brush, cut trees and dug and provided the foundation and assisted with setting the stones. Pretty much everything was volunteer work. Lots of hours went into that project. Neighbors helped in setting the stones and clearing brush. Powell Stone and Gravel donated curbing to the project to be used as a perimeter. The commission bought the granite base stones in which the marble stones were to be set and the Historical Society paid for equipment to set the curbing and did all the research. COVID-19 set us back with the time of completion, but we should be done in the next few weeks. The commission has instituted a research project on the history of African Americans and their contributions to Lunenburg history. Presently there's no records of the history of African Americans in this town, so we have to dig through census reports and research from other historical societies. Fitchburg might have some records as they were part of the Underground Railroad. I would also like to initiate a project to research the contribution of LGBTQ citizens to the town history. That might require a lot of digging in old diaries and records because it was hidden. These projects are important to fully understand the history of our town. We're providing historic plaques at notable sites in town outside the APD to bring attention to the rich history of Lunenburg and are forming a plan to do a town-wide survey of historic homes. The Massachusetts Historical ===PAGE 4=== TAAA historic value and appearance of these properties. Our purpose is to educate and guide building owners as well as to advocate for the district's properties preservation and to facilitate the APDC rules, regulations and process. I've appointed Tony Sculimbrene to the Lunenburg Municipal Design Committee. He should prove to be a valuable asset to you and the committee; he's very well qualified. He seems to be enthusiastic about it. Were working on an educational brochure about the APD and APDC and hopefully we will have a walking tour of the town to visit different sites. We hope to have bronze plaques at different places like the Town pound denoting the historical significance. Education helps to make strong district support from the residents and general public as well as a Town Manager and Select Board are vital for strong APD and National Historic districts. We have a public hearing on the 27th at the Ritter Building for the Certificates to Alter for Town Hall and the Ritter Building to review proposed upcoming work on them. The architect that the Town hired and his plans were quite excellent. He was a pleasure to meet with. The plans were very clear and well done from an artisan's point of view. Language in the APD bylaw and the rules and regulations needs some changes, particularly concerning timelines; they don't work with meeting schedules or allow time for questioning or any problems that might come up. We'll be working on updating this language this year. For example, drafting the rules and regulations was a long process, taking over two years. We had to bring it before the Select Board a number of times for review, consider their suggestions and then redo and bring back, as well as hold a public hearing. I plan for the two commissions to publicly update you as to our proceedings regularly. Good communication creates good relationships and clear understanding. Ms. Sroka thanked him for all the information. Mr. Alonzo thanked him for his work on both commissions. He noted Mr. McGrath has a wealth of information, experience and a passion for this to contribute. He supported reducing the membership of the Historical commission to five members. Mr. Jeffreys thanked him, noting the Historical Commission has the youngest volunteer in town (Kevin Boussom). He acknowledged APDC member Tony Sculimbrene's contributions to the Lunenburg Municipal Building Design Committee meetings. Referring to the APD, he wondered if there was a way to inform new homeowners that they are living in a district with special rules and regulations. Perhaps providing a brochure to them through the Assessors' office when a home is sold or the Building Department if they are doing renovations? Mr. Jeffreys suggested creating a map of key historical Locations around town as it would be helpful for civics students for school projects and the general public. Mr. McGrath stated they were working on something based on other town's models to educate people on how special Lunenburg is. When asked if there were questions about the restoration of the disturbed graveyard, Mr. Alonzo thanked all for their donations and work on recreating a place of respect for the families. Mr. Jeffreys thanked him for coming forward with the information not only for the board but for the public. ===PAGE 5=== • Agricultural Commission (1 vacancy) • Economic Development Committee (1 person recommended by the Open Space Committee) • Green Communities Committee (2 Associate vacancies) • Finance Committee (1 vacancy) • Historical Commission (1 vacancy) • 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. Anyone that has any questions on volunteer opportunities can contact the Select Board's Office at (978) 582-4130 x 144. Current Employment Opportunities with the Town: The following is a list of current employment opportunities with the Town: • 2 Library Assistants (Part-Time Non-Benefitted) • 3 Heavy Equipment Operators (Full-Time Benefitted) • Facilities Director (Full-Time Benefitted) • Meal Site Manager (Part-Time Non-Benefitted) • Production Technician (Part-Time Benefitted Position) • Van Driver (Part-Time Non-Benefitted) • Videographers (Part-Time Non-Benefitted) More information on each position can be found on the job postings, which are located on the town website. Planning Assistance Grant through MRPC We were notified last week that the Executive Office of Energy and Environmental Affairs awarded MRPC the grant funding to pay for planning staff from MRC to assist the Town in exploring methods of compliance with the G.L. Chapter 40A §3A, the MBTA Zoning Requirements. This would need to be completed by June 30, 2024. Meetings, Events and Other Announcements • The Lunenburg Farmers Market will be every Sunday until Sunday, September 25th. • The Band Concerts will be on the following dates: July 11th, July 18th, July 25th, August 1st, August 8th and a rain date for any of those dates on August 15th. Band concerts will once again be held on the lawn in front of the TC Passios Building. Mr. Jeffreys reminded all that the Historical Society is open during the Farmers market hours on Sundays. WORKSHOP: REVIEW SELECT BOARD POLICIES AND PROCEDURES, ARTICLES I & II This agenda item was postponed until the August 12' meeting. ===PAGE 6=== Lemieux had no preterence. It was suggested to allot a payout due to her not having time to take all her vacation days. Mr. Alonzo agreed but encouraged her to take full vacation time, as he does for himself, and really take it as a vacation, because it's not only a benefit, but you get to spend time with family and do other things, and also to "regenerate,' and be removed from the daily stress of running the town. Mr. Jeffreys noted that although he values her contributions to the town, Ms. Lemieux works while on vacation and he echoed Mr. Alonzo's comments adding there are other staff that could cover for her. Motion: T. Alonzo 2"°: H. Sroka To approve payout of five unused vacation days from FY22 to Ms. Lemieux Vote: All in Favor Warrants: The board signed an accounts payable warrant in the amount of $483,239.12, a payroll warrant in the amount of $937,240.42, a payroll warrant in the amount of $311,175.51, a deductions warrant in the amount of $605,287.99, and a deductions warrant in the amount of $215,078.13. Action Items- there were none this evening. Committee Reports: Ms. Sroka attended the School Committee meeting and Sadie Shapiro has resigned in order to focus on continuing her college education. A resignation letter is needed before the vacancy can be posted. There were questions from the School Committee to Ms. Lemieux, who also attended the meeting, about the town debt policy related to future Turkey Hill Elementary improvements or a rebuild. Mr. Alonzo stated they are asking now because the process with the Massachusetts School Building Authority is lengthy and needs to be planned well in advance. Ms. Sroka reported there were pre-recorded presentations discussed but not presented at the meeting for the public. She believed they were on the School Committee website for viewing, but it was difficult to follow along without knowing what they had watched. Ms. Sroka was encouraged to give feedback to the School Committee Chair. Mr. Alonzo reported prior to this meeting the Finance Committee Appointing Committee met and reappointed Peter Beardmore and Evan Watters to the Finance Committee for another three year term. Mr. Jeffreys reported the Library Trustees met last Thursday and discussion centered of having more control over library trust funds. An Edward Jones representative was present to discuss their options. Wording in a previous warrant article was intended to give them the ability to invest their funds in a more diverse pool than what is available for municipal funds but it conflicts with the legislative wording. The Municipal Building Design Committee is meeting next week. UPCOMING MEETING/EVENTS SCHEDULE Mr: Jeffreys reviewed the upcoming meeting schedule for the board; July 5, July 12 and July 19. The July 5'' meeting may be canceled if there is not pressing business. PUBLIC COMMENT-there was none this evening. Mr. Jeffreys announced the Board would be entering Executive Session pursuant to MGL c. 30, ===PAGE 7=== ********************EXECUTIVE SESSION MINUTES ARE SEPARATE************** Respectfully submitted, Claire M. Petuson Elaine M. Peterson Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2022-07-12-agenda-5322.txt BOARD : select-board DATE : 2022-07-12 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2022-07-12-agenda-5322.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07122022-5322 ======================================================================================== ===PAGE 1=== SELECT BOARD Tuesday, July 12, 2022 7:00 PM AGENDA Bilotta Meeting Room, Town Hall In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast live over the Lunenburg Public Access channel, on FacebookLive on the Public Access Facebook page (https://www.facebook.com/Lunenburg-Public-Access-Cable-157427270975305/) and will be uploaded to the LunenburgAccess YouTube 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 af ter 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. Vote s 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. COMMUNICATIONS FROM OTHER BOARDS IV.APPOINTMENTS 7:10 PM Petition Hearing for new pole on W. Townsend Road, Plan 975-L dated 6/6/2022 7:20 PM Public Hearing for One Day Alcohol License and Entertainment License for Conrad’s Drive-In for July 16 7:30 PM NoWoCo Gay Pride Week Flag Raising Request for July 13th; 3:00 PM V. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS  Ratification of the Town Manager's Appointment of Police Officer Deven O'Brien  Ratification of Town Manager’s Appointment of Lunenburg Special Police Officers (Townsend List) VI. TOWN MANAGER REPORT VII. WORKSHOP: REVIEW SELECT BOARD POLICIES & PROCEDURES, ARTICLES I & II VIII. OLD BUSINESS 1. Review and Vote on Town Manager and Select Board Goals for FY 2023 IX. CURRENT BUSINESS 1. Approve Minutes of May 3, May 10, May 17, 2022 2. Warrants/Action Items 3. Committee Reports X. UPCOMING MEETING/EVENTS SCHEDULE ===PAGE 2=== July 19th, August 2nd (Workshop), August 9th XI. PUBLIC COMMENT***  PUBLIC  TOWN MANAGER  BOARD 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 : 2022-07-12-minutes-5322.txt BOARD : select-board DATE : 2022-07-12 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2022-07-12-minutes-5322.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07122022-5322 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Also Present: Heather Lemieux, Town Manager; Police Lt. Thibodeau, Deven O'Brien, John Kimball, Unitil Representative, Michael Molino, David Leet, Scott Perry, Jacqueline Mayo Chairman Jeffreys called the meeting to order at 7:00 p.m. He asked everyone to stand for the Pledge of Allegiance. He announced in accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast live over the Lunenburg public access channel, on Facebook Live and it will be uploaded to the Lunenburg public access YouTube channel within 24 hours after the meeting. He noted Zoom is available for remote participation in the meeting and gave the sign-in instructions. The agenda lists all the topics which may be discussed at this 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 the Open Meeting Law. PUBLIC COMMENT Mr. Alonzo noted the first town band concert was last night. They are located in front of the TC Passios Building and will be playing for the next four Mondays with an additional rain date of August 15" if needed. Mr. Jeffreys stated he had visited the Lions club food pantry and he was impressed with the quantity and quality of the food. COMMUNICATIONS FROM OTHER BOARDS There were none this evening. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS • Ratification of the Town Manager's Appointment of Police Officer Deven O'Brien Lt. Thibodeau read a letter from Police Chief Gammel: "As you are aware we have an immediate opening for a full time Police Officer within the department. As we were preparing to address the vacancy a former full time Lunenburg Police Officer, Deven O'Brien, reached out to us to inquire if we had any vacancies. Lt. Thibodeau and I met with Deven to discuss the position with him. We discussed the importance of commitment to the Town and the department, which he fully understood, and assured us that Lunenburg is where he wants to be. Lt. Thibodeau and I felt that with Deven's experience, training, and knowledge of the Town, he would be good fit for the department. I am pleased to recommend Deven O'Brien to the position of Full Time Police Officer. Deven has met all of the requirements set forth by the Peace Officer Standards and Training Commission, and has been certified until June 22, 2025. A full background investigation was completed, and no issues were found in his background. Deven was a lifelong resident of Lunenburg, and is again temporarily residing in Lunenburg until his home his competed in Holden. Deven is a graduate of Montachusett Regional Vocational High School and holds an Associate Degree in Applied Science of Criminal Justice from Eastern Gateway Community College, graduating in 2020. Deven is currently pursuing a Bachelor of Science degree in Criminal Justice from Central State University, with an 222222 anticipated completion date of December of 2023. ===PAGE 2=== Deven is a certified Accident Reconstructionist and was assigned to the CEMLEC Accident Reconstruction Team. In 2022, Deven accepted a position with the Massachusetts State Police (MSP), and began the academy in May of 2022. During this time Deven felt that the MSP and attending another academy was not the right decision for his family. Deven decided that he would resign from the MSP, and return to municipal policing. During his background investigation I was not surprised to find such statements as "good kid, squared away, and would recommend hiring him." These statements were in fact evident while Deven was previously employed with the department. While with the department Deven was well thought of and got along well with his fellow officers. His work ethic was excellent, and was a very active patrol officer. To say the least I was sad to see him leave, but at the time of his departure I fully understood his reasoning, knowing that Marlborough PD could offer him more opportunities than we could. Now, as the department continues to grow we can offer similar opportunities, as well opportunities afforded to us by being a member of the CEMLEC regional team. I am extremely pleased that Deven has decided to return to the department, as he was a valuable member when he was here. He recognizes the importance of Community Policing, and the importance of collaboration with our community members. I believe that Deven will be an outstanding asset not only to the department but to the community we serve. I request that Deven O'Brien be appointed to the position of Full Time Police Officer effective July 13, 2022. " Deven O'Brien repeated his employment history as stated in Chief Gammel's letter and added, "I'm excited to be back here working in the town under some great leadership and alongside some great police officers and really excited to get back to get back to work." The board welcomed him back and thanked him for coming forward. Motion: T. Alonzo To ratify the Town Manager's appointment of Deven O'Brien as full-time police officer effective July 13, 2022 2"i: T. Dwyer Vote: All in Favor Mr. Jeffreys congratulated Officer O'Brien and applause resounded through the meeting room. Pole Petition Hearing for new pole on W. Townsend Road, Plan 975-L dated 6/6/2022 LOCATION (1) W. Townsend Road: Proposed New Pole, #22A, approximately 993 feet south of Howard Street and approximately 1245 feet north of Chase Road, as shown on map. Plan 975-L dated June 6, 2022. John Kimball, Unitil Representative, stated this is for a single-family home similar to the previous Watt Street pole petition, it's a matter of property lines, that's why we need to put the pole where we need to put it and we're not going to be crossing anyone else's property with the lines. The board had no questions. Abutter Michael Molino, 203 W. Townsend Road, did not have a problem with the pole but stated the property behind him is being cleared and he anticipated more poles going in along his property line. Could Unitil put in underground service? Mr. Alonzo stated the only option would be to have the service go underground from the pole to the new home, but that is the homeowner's choice and expense. Mi: Molino stated he was not informed about the surrounding properties when he bought the property so felt ===PAGE 3=== taxpayers and one of those was to purchase street light poles from Unitil and we've been in a very prolonged process to try to purchase this. I'm not directly involved in the process, so I'm commenting that it would be helpful if you can just relay that it would be incredibly helpful if we can actually bring this to a close. It seems as if we're at the finish line as reported by the Town Manager but if you can report back to Unitil that we've been very courteous in making sure that we schedule these petitions as soon as you guys request them; we've been very clear about what our expectations are and we've hopefully been very professional to work with. What we're asking is that Unitil close out this project so we can purchase these lights and save our town and residents some money. Mr. Kimball stated he would speak to his manager in the morning. Motion: L. Franco 2nd: T. Alonzo To approve the pole petition for W. Townsend Road: Proposed New Pole, #22A, approximately 993 feet south of Howard Street and approximately 1245 feet north of Chase Road, as shown on map. Plan 975-L dated June 6, 2022 Vote: All in Favor Mr. Kimball thanked the board and exited the meeting. Public Hearing for One Day Alcohol License and Entertainment License for Conrad's Drive-In for July 16 David Leet, 149 Rolling Acres Road, Manager for Conrad's, located at 835 Massachusetts Avenue, was applying for a one day beer and wine license for Saturday, July 16 from 2-6 p.m. He was having trouble obtaining liquor liability insurance for the event. He anticipated having it by the weekend. He has talked to the Police Dept. about having two detail officers present for those hours. This event is a fundraiser for a resident who needs a kidney transplant. They are also holding raffles and other things to raise money. We are also going to ask for food donations for the food pantry. We have a bartender who has server training. Scott Perry, 429 Arbor Street, helping to coordinate the event, added the funds raised will also go to the Polycystic Kidney Disease Foundation. They also want to have live music. There have been donations from local businesses for the raffle. Parking will not be affected so there is no loss of space. Ms. Lemieux reported the application materials were due last week and we are still not in receipt of the liability insurance. The Police were not in favor of the parking plan/site plan. Lt. Thibodeau noted the original plan did not have a sectioned area for the serving of alcohol; there needs to be a roped off area for consumption. You cannot walk around everywhere with alcohol. There needs to be two detail officers when alcohol is being served. Our original recommendation to deny was based on the lack of liability insurance. Mr. Leet repeated his difficulty in getting liability insurance. Mr. Alonzo asked if those two issues were the only reason they were not in favor of the event. Lt. Thibideau stated as long as the alcohol is contained in the roped off area and insurance is provided, he ===PAGE 4=== parking signs to put up. Mr. Alonzo noted Mr. Leet was not helping his application by doing everything at the last minute and bringing in a site plan scratched on note paper. We are asking you questions that could easily have been answered. He suggested in the future getting these items in on time so we have a chance to review them. He was only in favor of approval if proof of liquor liability is provided to the office by tomorrow. Mr. Franco echoed Mr. Alonzo. Ms. Sroka thought it was for a good cause but suggested next time to delineate the roped off area in feet for clarity. She asked if the beer and wine would be in the roped area. Mr. Leet stated it would be. Discussion about providing a provisional license ensued. Mi. Jeffreys stated part of our job is to be neutral and detached so we can be fair and impartial as we look at things. The nature of Conrad's is that we certainly promote and support your business and so we are not neutral. We have tried as you probably are aware, to be as supportive as we can in this regard. I hold the same opinion as my colleagues that the contingent approval should be number one. Stepping back from that the guidance that the Town Manager and Ms. Peterson have is that if we don't have the documents by Thursday at 5:00 pm, it gets taken off the agenda. That's the general guidance that we operate under and we made an exception understanding that you are trying to do a good cause. I would support conditions of certificate of insurance be provided and also a revised site plan that's to the satisfaction of Lt. Thibodeau while the Chief is away. Could you communicate back to us what parts of this process were so costly that it really dipped into your profit for the cause you're trying to do so if there is a process that we need to revise or modify we can look into that? Motion: T. Alonzo 2"d: L. Franco To approve the one day alcohol and entertainment licenses for Conrad's Drive-in for July 16th from 2 to 6 p.m. conditional on the presentation by end of day tomorrow of the liability liquor insurance coverage to the Town Manager office and that a site and parking plan has been approved by Lt. Thibodeau Vote: All in Favor No WoCo Gay Pride Week Flag Raising Request for July 13; 3:00 PM Jacqueline Mayo, 38 Otis Street, presented on behalf of the request. They would be arriving around 2:30 pm on the 13'" with a sound system so the public can hear the speeches. Two local teenagers will be raising the flag and have been instructed on flag etiquette. We ask for an electricity source for the sound system on the upper common. Ms. Sroka asked how long the flag would be raised. Ms. Mayo stated through Sunday. Discussion ensued on the logistics of taking the flag down. Ms. Lemieux stated the DPW could take it down Monday morning and someone could retrieve it from the DPW. Mr. Jeffreys asked if DP W could provide support during the raising of the flag. Ms. Lemieux will follow up on that. None of the board members will be available due to work obligations although Mr. Franco stated if he could he would attend but would not be speaking. Mr. Jeffreys noted this request was scheduled about a month and a half ago but no one showed up initially. If for the future you could plan at least a couple of weeks in advance to avoid conflicts with other events, it would be helpful. Motion: T. Alonzo 2nd: L. Franco ===PAGE 5=== Gammel for annual appointment as Special Officers: Townsend Police Department James Sartell Mark Giancotti Christopher Peach George Reidy Mark Francis David Phillips Jeffrey Giles Michael Marchand Christopher Low Eric Modica Christopher Tucker Dylan Silvestri Matthew Faria Austin Cote Chief of Police Lieutenant Lieutenant Sergeant Officer Officer Officer Officer Officer Officer Officer Officer Officer Reserve Officer ore fies noted fer the pullicus information that hese appointments are made in case of the need for Motion: T. Alonzo To ratify the Town Manager appointments of the Townsend Special Officers as read 2nd: T. Dwyer Vote: All in Favor TOWN MANAGER REPORT Announcement on Existing Vacancies The following is a list of current vacancies on the following committees: • Agricultural Commission (1 vacancy) • Economic Development Committee (1 person recommended by the Open Space Committee) • Green Communities Committee (2 Associate vacancies) • Finance Committee (1 vacancy) • Historical Commission (1 vacancy) • 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. Anyone that has any questions on volunteer opportunities can contact the Select Board's Office at (978) 582-4130 x 144. ===PAGE 6=== • Paramedic (Full-time Benefitted) • Production Technician (Part-Time Benefitted Position) • Van Driver (Part-Time Non-Benefitted) • Videographers (Part-Time Non-Benefitted) • Police Officer (Full-time Benefitted) More information on each position can be found on the job postings, which are located on the town website. Lufa Farms Proposal at 361 Mass Ave In June the Land Use Director and I met with representatives from a company called Lufa Farms to discuss a possible agricultural business they were interested in constructing in Lunenburg. At that time they had a potential site, 361 Mass Ave for hydroponic growing of vegetables, lettuces, and herbs. This is the same site that Bright Farms was going to purchase to do a large scale indoor greenhouse for lettuces. Lufa Farms specializes in having an online farmers market, reducing food waste, and greater sustainability. They were very receptive to working with our local agricultural community, farmers' market vendors, and the schools if this project were to move forward. Yesterday they submitted a Letter of Intent that they would be applying for tax incentives under the Massachusetts Economic Development Program. It is their intent that they would be applying for state and local tax incentives. There are multiple steps in the process, the Letter of Intent being the first step. I have provided the Board a memorandum from when Bright Farms initiated this same process for a Tax Increment Financing Agreement and related documents. Overall this would be a low impact project that would increase commercial tax revenues for the town, increase local jobs by an estimated 300 jobs, and support our local agricultural community and schools. I will bring any further updates on this to the Board as I receive them. 2022 Fall Special Town Meeting The Board will not vote on a date for holding a fall special town meeting until the end of August but thereare a number of itemsthat we are already aware of for potential warrant articles, including: • Adding Salary Administration Plan positionsto the compensation/classification grid that have been approved by the Personnel Committee; • Funding foran outside consultantto perform a compensation study related to SAP positions Additional funding in Assessors budget needed for our cyclical data inspections (estimated $35,000); • Funding for the Architectural Preservation District Commission administrative expenses • Prior year invoice from FY21 Mr. Jeffreys asked Ms. Lemieux to invite the Personnel Committee to a board meeting if they choose. 925 Mass Ave (old Gas Station) I have a site visit scheduled with the Brownfields Coordinator from the U.S. Environmental Protection Agency regarding our proposed assessment work. The goal would be to review the scope of work in order to be ready to move forward in September when the contract is awarded. ===PAGE 7=== Mr. Alonzo suggested submitting a CTA without the window replacement to get the other work done at the Ritter Building. Mr. Jeffreys stated the town is not obligated to maintain inefficient windows. There has to be a common ground here where we can improve the efficiency of our buildings, decrease the HVAC cost to our taxpayers and still maintain a historic look and feel to our building. Mr. Alonzo agreed. Pavement Management Plan We have engaged the BETA Group to update our Pavement Management Plan that would use LiDAR (Light Detection and Ranging) technology. Assuming a kickoff date of August 1st, we can expect this project would be wrapped up by late October/early November. Streetlights Update An attorney from Mead, Talerman and Costa and I met with Unitil representatives and their counsel on June 29th and discussed certain terms in both the license agreement and Purchase & Sale Agreement that will be a part of the purchase of the streetlights from Unitil. We have another meeting scheduled this Thursday that I am hopeful we can have everything ready to present to the Board at either the July 19th or August 2nd meeting. Our counsel would be present at that meeting to review the terms and any questions the Board may have. Discussion ensued about Unitil providing (or not) any community outreach or other community services to Lunenburg compared to other large businesses. Invitation for Bids/Request for Proposals Bids for Road Materials for FY23 were received and contracts recently awarded. Prices increased anywhere from 20-40% for different materials from our last contract in FY20. An Invitation for Bids was advertised for the reconstruction of the front wall and replacement of a portion of the interior suspended ceiling for the Town Beach Building and we received only one bid in the amount of $54,000. Due to the bid being very high for the amount of work need to be done, we have rejected this bid. The DP W Director, Assistant Town Manager, Facilities staff member and I will be getting together to discuss next steps and rebidding this project. Conference Committee on Bills H-4800 and S-2823, An Act relative to equity in the cannabis industry It came to my attention last week that the House and Senate versions of the bills related to equity in the Cannabis industry were being discussed by the formed Conference Committee. Due to time sensitivity, I submitted a letter to the Conference Committee on certain provisions of the bills, including: • Opposition to retroactive regulation by the Cannabis Control Commission on a Host Community Agreement that the Town negotiated in good faith and was a contractual agreement between the Town and the cannabis business; ===PAGE 8=== The House bill would extend the option to hold remote meetings to March 31, 2023. However, on the House floor, an amendment was adopted via voice vote to mandate remote access and remote participation at all public meetings, including all local boards and commissions, beginning on April 1, 2023. This floor amendment would create a permanent mandate for remote access to all public meetings aside from those in executive session, with a provision requiring remote participation by the public if any public participation is allowed or required at the meeting. Under H. 4991, beginning on April 1, 2023, all local boards, commissions, and committees would be required to meet in person, with at least 1/3 of the members present, in a meeting place that allows public access. In addition, all meetings would require virtual access by the public, with the ability for the public to participate virtually if any part of the meeting contains comments by the public. All video sessions would be required to be live captioned using automated speech recognition or other technology. The bill also includes a new civil penalty of up to $200 on individual board members, including volunteers, for 3 or more violations of these provisions or other aspects of the Open Meeting Law. No funding or local discretion is included in the measure. Last Tuesday, the Senate passed S. 2985, which is a simple extension of the remote meeting allowances that began two years ago as a response to challenges from COVID-19. The Senate bill would extend these authorizations through Dec. 15, 2023. The two bills will need to be reconciled in a Conference Committee but with the current deadline of July 15th that allows for fully remote meetings without a quorum of the board/committee present, we are left again scrambling at the end to provide guidance to our board/committee members that are required to post meetings at least 48 hours in advance, excluding weekends and holidays. Discussion ensued about the financial burden H. 4991 would put on towns to fulfill this requirement. It was suggested to voice opposition as a board. Mr. Jeffreys will reach out to the legislative representatives about this and Bills H-4800 and S-2823. Meetings, Events and Other Announcements The Finance Committee has moved their regularly scheduled meeting from this Thursday to Thursday July 21$t • The Lunenburg Farmers Market will be every Sunday until Sunday, September 25th. • The Band Concerts will be on the following dates: July 18th, July 25th, August 1st, August 8th and a rain date for any of those dates on August 15th. Band concerts will once again be held on the lawn in front of the TC Passios Building. It was noted the Historical Society is open during the same hours as the farmers market. OLD BUSINESS 1. Review and Vote on Town Manager and Select Board (SB) Goals for FY 2023 Mr. Jeffreys presented the SB goals according to the last board discussion: Objective 1: Continue to pursue a project acceptable to the Town regarding the property and building at 30 School Street a continuation of F121 and F122 Select Board Goal - Objective 1, with modified actions). 1. Action: Oversee hazardous material abatement and demolition of Old Primary School ===PAGE 9=== property tax exemption or abatement. I. Action: Discuss the authority allowing us to pursue this program. Evaluate examples of how other towns have already adopted similar programs. II. Action: Discuss and determine the eligibility criteria for seniors to be able to qualify and participate in the program. Ill. Action: Work with Town Manager and Finance Director to create financial models and illustrations to allow the Select Board to weigh options and to fine tune any proposal. At a minimum, these illustrations should include what the exemption and/or abatement would be to the eligible seniorsand what the impact would be on all other taxpayers. IV. Action: Hold public hearings when necessary (but at least one) to present the proposal and get feedback from the public. V. Action: Prepare a Town Meeting warrant article, when ready, detailing the final proposal for Town consideration Mr. Alonzo noted I. is completed and can be removed and Il is almost completed. Mr. Franco concurred. Ms. Lemieux recommended adding the Principal Assessor to Objective 2 and III as he is a key part of the discussion. Objective 3: Review Select Board bylaws and propose updates for 2023 Annual Town Meeting I. Action: Review Select Board Policies and Procedures Il. Action: Review all Select Board bylaws and prepare modifications/updates to improve clarity and consistency with the Town Charter. Ill. Action: Hold public hearings to present the proposal and get feedback from the public. IV. Action: Prepare a Town Meeting warrant article, when ready, detailing the final proposal for Town consideration. Under Objective 3. (III.), suggestion was made to change wording to "Hold public hearings for proposed changes to bylaws to receive and incorporate feedback from the public." Motion: T. Alonzo To approve the FY23 Select Board goals as read and modified 2"d: L. Franco Vote: All in Favor Mr. Jeffreys will make the changes and forward it to all concerned. Ms. Lemieux stated she had presented these at a previous meeting and asked the board to approve them. TOWN MANAGER GOALS AND OBJECTIVES Fiscal Year 2023 ===PAGE 10=== pr we done or put togeer rB/ker i property will be disposed through 2. Goal #2: Long Term Planning: a. Objective: To enhance the Town's long term planning in the areas of capital assets, staffing, and infrastructure plans. i. Action: Capital Planning: Include asset inventory list and expected date of replacement of all vehicles, equipment, infrastructure (roads, culverts, bridges, sidewalks), buildings, and grounds in capital planning documents. Utilize a platform that will create greater transparency during the capital planning process. ii. Action: Long Term Staffing: Create a comprehensive long term staffing plan that will be updated annually and identifies additional space needs and funding sources. ill. Action: Roads and Bridges: Work with the DPW Director to update the current Pavement Management Plan and create similar plan for large culverts and bridges. 3. Goal #3: Employee Recruitment, Recognition, and Retention a. Objective: To establish new employee recruitment methods, create formal recognition plan, and strategies for retention. i. Action: Recruitment: Assess current recruitment methods and establish new employee recruitment strategies: a. Work with area towns/cities on regional approach to recruitment. b. Design job postings that market the town and the position to attract greater pool of applicants. c. Attend college job fairs and explore internship program with local colleges. ii. Action: Create formal recognition plan: a. Create recognition program that highlights town employees at public meetings. b. Formalize annual employee appreciation event including "awards" for years of service of employees. ili. Action: Retention: a. Survey department heads and staff on topics for trainings and conduct quarterly professional development training schedule. b. Conduct employee survey to assess job satisfaction. Based on results, create an action plan. Motion: L. Franco To approve the Town Manager goals and objectives for fiscal year 2023 2'': T. Alonzo Vote: All in Favor ===PAGE 11=== everywhere in the document. He pointed out the second paragraph should begin at (a.) not (g.). But as far as content he had no issues with the actual duties. Discussion ensued about what to call themselves as individuals; Select Board member, Selectman or Selectwoman? General consensus was to call themselves Select Board members for gender neutrality. It was noted the liaison assignments are chosen by the individual members rather than being assigned as indicated under Section 1.07, but no action was taken. Mr. Alonzo noted Section 1.12, Town Meetings, is redundant because it is dictated by bylaw and Town Charter anyway. No action was taken on Sections 1.13, Designer Selection Procedures; 1.14 First Right of Refusal Procedures; Section 1.15 Placement of Questions on a Local Election Ballot and Section 1.16 Senior Workoff Program Policy. Article Il, Operational Policies, was next. Regarding Section 2.02 Remote Participation, Mr. Jeffreys noted this was amended due to the COVID-19 pandemic and remains up in the air due to MA legislative actions extending remote participation and with new legislation possibly coming forth. They moved on to Section 2.03 Use of Information Technology Resources Policy for Elected and Appointed Board/Committee Members. He encouraged all newly appointed and elected committee members to read this section if they haven't already. Next was Section 2.04 Email by Boards/Committees and Compliance with Open Meeting Law and Section 2.05 Social Media Policy for Appointed and Board/Committee Members. Mr. Franco read aloud the policy. Mr. Jeffreys advised all appointed and elected officials to read these as well to be mindful when interacting with the public on social media. Regarding Section 2.07 Appointments, Mr. Jeffreys noted the board had taken quite a bit of time talking about this policy and considering revising it in the past. We were working on it and were kind of split on the consensus. We need to have overwhelming consensus for policy changes. This year we did try to activate this policy as presented. After asking the other members if they would like to review again, it was determined to address it later. Next was the Talent Bank Form, Section 2.07, which is a request for appointment and it will also be reviewed. Section, 2.08 was the Flag Policy. Mr. Franco read it aloud. Section 2.09 Recycled Product Procurement Policy, Section 2.10 Contractors, Section 2.11 Town Communications and Section 2.12 Conflict of Interest/Financial Disclosure were reviewed without comment or action taken. The board members returned to Section 2.07 Appointments. Mr. Jeffreys and Mr. Franco both read portions of aloud Discussion ensued about the reappointment process. Regarding the following: The Town Manager's office will forward the reappointment form to the board or committee asking for their review and response relating to the reappointment of the person as well as the written comments in the application, prior to date of the meeting at which the reappointment will take place. When asked if the boards are requested to ===PAGE 12=== terms. After much discussion, four members agreed that no one should be appointed for more than four consecutive terms, then would have to take time off for one term's length. It was pointed out this board has the discretion already not to reappoint someone in the process. This proposed change will be sent out to the other boards and committees for feedback. Mr. Jeffreys when asked about the Board of Registrars' reappointments, stated the board should not do anything that would negatively impact voting. Some typographical errors were pointed out by Mr. Franco. Mr. Alonzo stated the reappointment process is not well defined. Discussion ensued over whether incumbents should be interviewed along with new applicants or separately and advertising whether an incumbent is applying for reappointment to any new applicants. Discussion turned to the time period of 10 days for posting a vacancy. The board moved on to the Talent Bank Form. Suggestions were made to change it to Volunteer Application Form or Request for Appointment. Recommendations to eliminate precinct #, add more space for background (change Background to Related skills), remove board descriptions and refer to the website for that. Mi. Jeffreys will bring back the suggested changes at a later meeting. CURRENT BUSINESS 1. Approve Minutes of May 3, May 10, May 17, 2022 Motion: T. Alonzo 2"d: T. Dwyer To approve the minutes of May 3 and May 10, 2022 as written Vote: 4 in favor, 1 abstention (Sroka) Motion: T. Alonzo 2"d: L. Franco To approve the minutes of May 17, 2022 as written Vote: 3 in favor, 2 abstentions (Dwyer and Sroka) Warrants: The board signed a FY22 accounts payable warrant in the amount of $673,335.79; a FY23 accounts payable warrant in the amount of $1,693,305.25; another FY23 accounts payable warrant in the amount of $171,616.80 and an assessment warrant in the amount of $118,251. Action Items Mr. Alonzo stated when the town repaves Townsend Harbor Road, we need to paint the center or the side lines as it is a poorly lit road and winding and a very dangerous road at night. Ms. Lemieux will check with the DPW Director about the dates for line painting. Ms. Lemieux stated the Conservation Commission would like to add alternate positions as they are not statutorily defined. We may want to bring in Town Counsel for that. She added the board also needs to create a charge for the 300" Anniversary Committee. Mr. Jeffreys stated there are three areas that he would like to talk about at future meetings; the first is about littering in town, creating a policy or bylaw. He stated some businesses in town are charging ===PAGE 13=== on August 2"d and 9". PUBLIC COMMENT- Mr. Franco reminded about the pancake breakfast tomorrow at the Eagle House Senior Center from 8- 11 am. Mr. Jeffreys stated it is really important to continue to have workshops so we can continue to build better relationships with one another as have open discussions about a lot of things. Motion: T. Alonzo To adjourn the meeting 2': T. Dwyer Vote: All in Favor The meeting adjourned at 10:06 P.M. Respectfully submitted, Claire M. Peterson Elaine M. Peterson Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2022-07-19-agenda-5323.txt BOARD : select-board DATE : 2022-07-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2022-07-19-agenda-5323.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07192022-5323 ======================================================================================== ===PAGE 1=== SELECT BOARD Tuesday, July 19, 2022 7:00 PM AGENDA Bilotta Meeting Room, Town Hall In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and broadcast live over the Lunenburg Public Access channel, on FacebookLive on the Public Access Facebook page (https://www.facebook.com/Lunenburg-Public-Access-Cable-157427270975305/) and will be uploaded to the LunenburgAccess YouTube 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. Vote s 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. COMMUNICATIONS FROM OTHER BOARDS IV. APPOINTMENTS 7:15 PM Joint Appointment with School Committee to Vacancy with a term to expire at the next election. 7:25 PM Meeting with Town Counsel re: Purchase & Sale Agreement and License Agreement to purchase Streetlights 8:15 PM Update from the Conservation Commission Chair on Conservation properties V. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Interview for Appointment to Agricultural Commission-term to expire June 30, 2020: Jennifer Duffy- 684 Flat Hill Road VI. TOWN MANAGER REPORT VII. OLD BUSINESS VIII. CURRENT BUSINESS 1. Discussion on 300th Anniversary Committee Charge 2. Approve Minutes of May 24, June 7, 2022 3. Warrants/Action Items 4. Committee Reports IX. UPCOMING MEETING/EVENTS SCHEDULE August 2nd, August 9th (Workshop), August 16th, August 23rd X. PUBLIC COMMENT*** ===PAGE 2===  PUBLIC  TOWN MANAGER  BOARD XI. EXECUTIVE SESSION: Motion to enter into Executive Session and to adjourn after exiting Executive Session: Pursuant to MGL c. 30, Section 21, Paragraph 3, to discuss strategy with respect to collective bargaining if any open meeting may have a detrimental effect on the bargaining position of the public body and the Chair so declares. (Police Union) 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.