# 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 : 2022-09-13-minutes-5326.txt BOARD : select-board DATE : 2022-09-13 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2022-09-13-minutes-5326.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09132022-5326 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Also Present: Heather Lemieux, Town Manager; Carol Archambault, Fran McNamara, Tom Mahanna, Louis Soracco, Derek Belanger via ZOOM; Paula Bertram, John Fortune, Dave Rodgers, via Zoom; Marc Terry, Town Labor Counsel 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. 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 Ms. Sroka had received a photo of the donation bins area at the Walmart Plaza and they looked horrific. She called the phone number on the donation box and they referred her to Standard Recycling and after speaking to someone, they will be putting cameras on the bins to deter dumping. This will be discussed later under Current Business. Mr. Franco announced the pancake breakfast at the Eagle House Senior Center tomorrow morning from 8 a.m. to 10 a.m. Mr. Alonzo announced tomorrow at 7 p.m. the Zoning Board of Appeals will be holding a public hearing on the 40B proposal for Pond View Commons Development (200+ units) on Howard Street here at Town Hall. Ms. Lemieux noted the comprehensive permit for this development is on the Town website. She also reminded everyone that Special Town Meeting is on November 15th at 7:00 PM at the Middle/High School Auditorium. Warrant articles are due by September 20th at 5:00 p.m. COMMUNICATIONS FROM OTHER BOARDS School Committee Chair Carol Archambault, 662 Page Street, read aloud a letter sent to the Select Board from the School Committee. "Dear Lunenburg Select Board, The Lunenburg School Committee respectfully requests the town of Lunenburg use appropriate funding, including ARPA funds, to increase the safety and walkability of Lunenburg with additional sidewalks. Many students live near the Turkey Hill Elementary School and Lunenburg Middle High School. Walking to school for many of these students is dangerous due to the lack of sidewalks near these buildings. We do understand that Massachusetts Avenue is under state control, therefore the town has no jurisdiction over sidewalks there. We are also writing to our state legislators to ask for assistance increasing sidewalk availability on Mass. Ave., particularly east of school property. ===PAGE 2=== do the sidewalks made sense. Ms. Archambault stated we have a 3 prong approach to transportation that we thought we had communicated to families and apparently families did not hear it for whatever reason. The first was a short-term solution and that was to get kids on the bus. We had three families that were concerned about the bus and then after it was brought up at the Select Board meeting we had 241 families. Somebody requested busing last week and they were the last ones to be placed, but this is obviously not sustainable because it's stressful on parents, on us and on the kids. The long term is to look at this policy and see if we can in fact say that we can bus all children. Busing all children; making that decision is multifaceted because we know that at the moment we can bus all the kids. We have about 100 high school kids that drive to school but if we say we can bus everybody, we have to have room to bus everybody. If that doesn't work then we have to make a decision, do we once again set a mileage barrier and say if you're beyond whatever mileage you cannot ride the bus. We added a bus this year which enabled the extra kids to go on; another bus costs an additional $143,000 (per bus). Obviously we don't have an extra $143,000, so that would be the decision that has to be made by the school committee and is being talked about through this fall. If something like the 40b development should go through the policy may have to be looked at again because that is way far out and we would have to bus those kids. Any of those decisions as far as increasing housing in town certainly affects this decision. We're working on a long-term solution and we're working on why this message did not come out the way we thought it had. Discussion about the policy ensued. Presentation from the Lunenburg Water District and Tighe & Bond on re-activation of Hickory Hills well Background: The Lunenburg Water District was established in 1939 through a legislative act. The district is a separate and distinct municipal entity within the boundaries of Lunenburg. The current district supplies water to about 70% of the town and operates on the same laws and requirements that are required of towns. The Water District Commission requested to come before the Select Board to present information about the Hickory Hills well reactivation to the public. Mr. McNamara, Superintendent, noted that Lunenburg is in the Nashua River Watershed. Currently all the water that comes into Lunenburg comes from the Catacunemaug Brook basin, via Lake Shirley which gets discharged into the Mulpus Brook and Baker Brook. If we get the Hickory Hill well back on line we will have another basin to draw water from and we will need that if we want to have water treatment plants. We are going after funding as more systems are finding PFAs (polyfluoroalkyl substances) in the water. We're going to set a date for a special meeting and I want to get the support of the Select Board and residents to show up at that meeting and vote to appropriate the money needed to do a pilot study. The pilot study means we're going to investigate if that well can be treated to go back online and we're not going to know until we do this testing. Mr. Mahanna and Mr. Sorraco of Tighe & Bond, an engineering consulting firm, gave a presentation on why they need the pilot study and ways they can do the study. ===PAGE 3=== ypical avage daily water consumption is less than 500,000 gallons per day " 1.2 million gallons pumped per day during peak demand periods WATER MANAGEMENT ACT PERMIT • Water District must operate their water supply under the conditions of their Water Management Act Permit which is issued by MassDEP. • Water District can only withdraw on an annual average 0.54 million gallons per day (MGD) from all of its wells • Permit balances a variety of factors including: • Reasonable protection of existing water uses, land values, investments and enterprises • Reasonable conservation consistent with efficient water use • Reasonable protection of public drinking water supplies, water-based recreation, wetland habitat, fish and wildlife • Reasonable economic development and job creation Approved maximum withdrawal rates for all sources as listed in the Water District's Permit: Name Table 3: Maximum Daily Withdrawal Rate PWS Source ID Code Maximum Daily Rate (MGD) Well I 2162000-01G 0.18 Well 2 2162000-02G 0.11 Well 4 2162000-04G 0.29 Wellfield 5 2162000-05G 0.4 Hickory Hills Well 2162000-06G 0.72 Keating Well Site 2162000-0AG* 1.44 * The final Source Code ID will be assigned when your source is approved to activate. The rate will be finalized with Zone I! approval and may vary from this draft permit. • Hickory Hills Well has been off-line since 2012 due to high manganese levels. • If Keating Well fails or becomes inactive, Water District will have to rely on Lancaster Ave. wells only to meet demands. • Water District's ability to meet demands will be significantly compromised if Keating Well (1.44 MGD) becomes inactive • Lancaster Ave. wells have limited capacity and cannot meet peak demands alone • Well No.1 and No.4 (0.47 MGD) cannot operate continuously and will shut down after 2-3 days from over pumping • Restoring Hickory Hills Well (0.72 MGD) is critical for Water District to provide resiliency in their water supply ===PAGE 4=== Potential Health Effects for Manganese Current Massachusetts Regulatory Limit Office of Research and Standards Guideline (ORSG): Target Population General population General population Infants/children less than 1 year of age Exposure Period Lifetime 10-day < 10 days (Address within 10. days or sooner if possible) ORSG, mg/L (ppm) 0.3 1.0 0.3 *parts per million (ppm) Hickory Hills Well exceeds ORSG Limit of 0.3 mg/ IRON AND MANGANESE TREATMENT PROCESSES • Sequestration • Use of chemicals to prevent iron and manganese from precipitating out in distribution system and household fixtures • Only effective at low concentration levels Softening/lon Exchange • Use of resins to filter minerals and reduce "hard" water impacts • Chemical Oxidation • Addition of chemicals to oxidize iron and manganese Conventional treatment (oxidation and settlin Oxide coated media filtration: GreensandPlus™!, LayneOx™M, and ===PAGE 5=== JASOC Per and Polyfluoroalkyl Substances (PFAS) are considered an emerging contaminant • Long term PFAS exposure can cause harmful health effects to humans Pesticides Stain Resistance Products Fast Food Packaging/ Wrappers Firelighting Foams Candy Wrappers Microwave Popcom Bags oodwoys Water Resistant Clothing PRODUCTS THAT CONTAIN PFAS Eye Makeup Non-Slick Cookware Paints, Sealants, and Varnishes Dental Floss Nail Polish Cleaning Products EPA PFOA and PFOS MCL EPA Interim Health Advisories MassDEP PFAS6 MCL MassDEP Action Level ===PAGE 6=== Hickory Hills Well PFAS Samples Initial Well Sample Repeat Well Sample (low flow) Lake Surface Water 37 ppt 30 ppt 19.4 ppt WHAT IS A TREATMENT PILOT STUDY? 1. Uses treatment equipment to conduct either small or full-scale test of effectiveness of treatment processes being evaluated 2. Required by MassDEP before constructing permanent treatment facility 3. Source water from wells) is used for testing treatment effectiveness 4. Multiple filter columns can be utilized to test various scenarios 5. Pilot Study benefits: / Proves effectiveness of treatment • Pilot/Demonstration studies provide useful data needed for design of full scale/permanent treatment facility PFAS BENCH TESTING • Rapid Small Scale Column Testing (RSSCT) • Alternative approach for pilot testing of different filter media • Useful for PFAS media comparisons • Provides limited performance data for use in full-scale facility design • Approach is not feasible for evaluating manganese treatment ON-SITE PILOT SCALE STUDY • Can be used for pilot testing treatment for iron, manganese and PFAS • Provides practical data for full-scale sizing of permanent treatment facility • Pilot study duration can last 1 week - 1 year • Equipment is housed in small trailer or available space at well facility • Typical pilot study requires: • 6-inch diameter filters ===PAGE 7=== • Either pilot or full-scale PFAS treatment would be provided depending on PFAS concentrations • Full-scale treatment effectiveness can be evaluated before Water District invests in a permanent treatment solution • Estimated cost $2M-$4M PILOT STUDY - OPTION 1 • Biological Filtration Pilot Study Only • This option includes conducting a pilot study that utilizes biological filtration to remove iron and manganese. It appears that the iron and manganese levels present in the well are at sufficient concentrations at low flow rates of approximately 100 to 200 gpm to be able to conduct the pilot study without having to pump the well at a higher rate. A PFAS pilot study would not be included under this option if the Water District decides to use granular activated carbon (GAC) media for treatment.The media would need to be included on MassDEP's approved technology. list. MassDEP will require full scale sampling to confirm that adequate PFAS6 treatment is being provided once the permanent facility is constructed. This approach will not provide the Water District with any specific operation and maintenance (i.e. media replacement) costs for the PFAS treatment system, and it commits the Water District to using GAC media. • Duration of this Pilot Study is approximately 2 to 3 months • Total budget for this option is approximately $160,000 PILOT STUDY - OPTION 2 • Biological Filtration Pilot and PFAS Bench Scale Testing • This option includes conducting a biological filtration pilot study as described in Option 1 along with a Rapid Small Scale Column Test (RSSCT) for PFAS removal. The RSSCT is used to test and compare multiple filter medias for PFAS removal and obtain theoretical breakthrough curves. The well would also be pumped at the lower flow rates (100 to 200 gpm). As PFAS concentrations appear to be directly proportional to the flow rate of the well, the RSSCI would allow the sample water to be spiked to the desired level of the various PFAS compounds without operating the well at full capacity for an extended period. This option will be more expensive than Option 1, however it will provide the Water District with specific information on the cost difference between the multiple filter media tested. Option 2 will not predict actual breakthrough times, so conservative estimates will be used to calculate the required media replacement frequency. • Duration of this pilot study option is approximately 2 to 4 months • Total estimated budget for this option is approximately $210,000 ===PAGE 8=== can then be used to determine actual media replacement frequency. This will provide more accurate data to estimate the long-term operation and maintenance costs for the future treatment facility. Duration of this Pilot Study option is approximately 16 months • Total estimated budget for this option is approximately $360,000 PILOT STUDY - OPTION 4 • Biological Filtration and PFAS Demonstration Study This option utilizes full scale treatment equipment (6-feet and 12-feet diameter filters) to conduct a long-term demonstration pilot study for the removal of iron, manganese, and PFAS6. After completion of the demonstration study, this treatment equipment could then be installed in the permanent treatment plant.Under this option, the well will need to be pumped at the projected annual average flow rate. Since the demonstration study will be capable of' producing water that meets drinking water standards, the well could be pumped directly into the distribution system during the entire duration of the pilot study. If the Water District decides to proceed with this option, Tighe & Bond will seek MassDEP's approval to conduct the pilot study while pumping directly into the distribution system. This is the most expensive pilot study option as it requires full-scale treatment equipment and a facility to house the equipment. However, it will provide the most accurate data and information on the effectiveness of this equipment to meet the desired treatment goals. • Duration of this study is approximately 16 - 18 months from the time the filter equipment arrives at the site. Procurement of the treatment equipment can take up to one year based on our experience with similar projects. " Preliminary estimated budget range for this option is $2M - $4M. FULL SCALE WATER TREATMENT PLANT • What to expect in new facility • 6 ft.-12 ft. diameter filter pressure vessels installed within a building or building addition • Filter size will require building height of approximately 30 feet. • Chemicals required will be same as currently used at well • Biological filter residuals are captured in settling tanks. Backwash water is recycled to concentrate solids before being hauled away • PFAS media is replaced approximately every year or less frequent pending pilot results • Spent PFAS media is hauled away for disposal ===PAGE 9=== Mr. Sorraco stated though the well is in close proximity to the lake, it has been tested and permitted as a groundwater source not under the influence of surface water. DEP requires you run through tests to confirm where the water is actually coming from. There's concern that the level of the lake might be negatively impacted if the well was turned back on. Surface area of the lake is roughly 319 acres; roughly 2 inches of rain during the summer months would replenish any water that would have been taken from the source had it a direct connection to the lake from the well. We surmise that the impact is quite minimal but during a pilot test those levels will be monitored. Question was asked how long was the Hickory Hills well operational before it's the use was terminated? Mr. McNamara answered the original well was found in 1985. The permanent well was put online in 1995 and we took it offline in 2012 due to the manganese levels. Question was asked about the PFAs numbers in the wells. Mr. McNamara answered we've tested every site numerous times; the Lancaster Ave. wells range from nine to none detected. We have some that there's no PFAs at all detected. The average is a reading of like four or five. The Keating well, the highest producing was in the same range, five or six for the reading. But with the new regulations we hear they're going to break it out into certain segments. That's why we're trying to prepare for the future so that if it does affect us, then we're ready to go. Mr. McNamara stated the actual treatment plant might have to be placed on adjacent land because the well site is very small but we need the pilot study to determine the needed size. Paula Bertram, Townsend Harbor Road, and John Fortune, Hemlock Drive, board members of the HHL Association, expressed concerns about the impact to the lake. Representatives of the lake have been meeting with the Water Commissioners. Ms. Bertram stated their concerns stem from the 1994 pumping report. We've discussed our apprehension that continual pumping of the well may result in lowering of the lake level. This is a very shallow well and in very close proximity to the lake, less than 50 feet. We're concerned about the continuation of existing recreational uses. Marielle Stone, DEP Water Division Deputy Regional Director has said that while the approvals issued in 1994 and 1995 remain in effect, a 48-hour pumping test at the full withdrawal rate may be necessary to re-evaluate water quality and in some cases monitoring of the surrounding groundwater and surface water. The review the scope before it goes out for bid. Our biggest issue is modifications to the well to provide treatment and returning the well to service can't negatively impact the Hickory Hills about other well options. Ms. Bertram stated there is a dispute between the HHL Association and the Water Commission about the size of the restrictive casement around the well and what it includes. Mr. McNamara stated we are looking at Option 3 for the pilot study. When we finalize the proposal we will also send it to the DEP for approval. ===PAGE 10=== Option 3 for testing Hickory Hills lake water Discussion ensued about a future treatment plant site. Mr. Alonzo clarified at this point he was only in support of the pilot study. Vote: All in Favor Dave Rodgers, Highland Street, via Zoom, recommended reexamining the intermunicipal agreement with the City of Fitchburg for supply of water as a fallback measure. Mr. McNamara stated they had discussions with Fitchburg but looking at the financial costs, decided it was cheaper to look for our own source. Also we do have the ability to do that but it would need to be pumped (additional cost) from some other location in Lunenburg due to water pressure differences. Mr. Jeffreys thanked the water commission and Tighe & Bond staff for coming in this evening. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS • Ratification of the Town Manager's Appointment of Heavy Equipment Operator- Max Anderson Ms. Lemieux stated Mr. Anderson has worked for Sterling Concrete since 2017 as their concrete mixer trucks and other heavy equipment and has worked at a landscaping company, a construction company and tire service company. He has his CDL-B license as well as his 2A hydraulics license and his IB crane operator's license. Motion: T. Alonzo To ratify the Town Manager's appointment of Max Anderson as heavy equipment operator 2"': H. Sroka Vote: All in Favor TOWN MANAGER REPORT Announcement on Existing Vacancies The following is a list of current vacancies on the following committees: • Finance Committee (2 vacancies) • Green Communities Committee (2 associate vacancies) • Historical Commission (1 vacancy) • Planning Board (1 vacancy jointly appointed by the Planning Board and Select Board until the next ATE) 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) 582-4144. Current Employment Opportunities with the Town The following is a list of current employment opportunities with the Town: Heavy Equipment Operator (Full Time Benefitted) • Library Assistant (Part Time Non-Benefitted) ===PAGE 11=== delivery date is 9 months out. All three purchases combined are $1,140 over the capital appropriations. The DPW has been busy with catch basin repairs and tree removals. Our line painting contractor told the DPW Director that the line striping was scheduled for this week. Police: One of the new cruisers is now on the road and the other cruiser will be on the road in the next few weeks. The department has their acreditation meeting in October. Council on Aging: Thecollaborationplatform Elder Connect between the Police, Fire, and Senior Center is ready to go live once one remaining component regarding a Privacy Statement is addressed by our Town Counsel. There will be a legislative break fast on 10/31/22 at 9 am at the EagleHouse. Pre-pandemictherewasa moveto become an AgeFriendly Community(wealready achieved thestate'sdesignationas Dementia Friendly community) and therewillbeare-kickoffof this Thursday. The Meal Site Manager has already started to "beefup" the nutrition program at the Eagle House with a menu of home cooked meals and this should attract a lot more peopleto these meals. Theamount the Town willrecei ve in Formula Grant funds has been finalized by the State; the population figures will bebased on the UMass Donahue Institutepopulations sincethe federalcensus numbers will not beavailable until spring. This population statistichas Lunenburg at 3,155 persons over 60 and based on $12/elder the Town willreceive$37,860 in formula grant funds, an increaseof $12,588 overFY22. The Facilities Directorand COA Director will bemeeting with McCarty Engineering this week regarding the ADA Patio, but the original estimate of $100,000 for this project appears it will not be sufficient. Once a more firm estimate of costs is known, I will update Land Use: The Planning Board approved the Site Plan and two special permits for Uma Flowers at 43 Summer Street on August 22, 2022. The Lunenburg Central project has been progressing according to their schedule, with the walls being constructed, and the line striping in place at the intersection of Leominster Shirley Road and Fort Pond Road. The owners of Lunenburg Central are interested in purchasing 300 acres of the property across the street at 400 Leominster Shirley Road, owned by PJ Keating. Assessors: ThePrincipal Assessor is currently working with the Assistant Town Managerin putting out an RFP for Data Collection to meet the required 5 year valuation schedule. Public Access: Reviewing the Production Technician position description to attract more qualified candidates. Public access has finished filming the band concerts and will move onto filming the LHS Football games. IT: Our IT consultant plans on transitioning the remainder of town email accounts for board, committee, and commission members in October. Correspondence will go out in advance to notify everyone involved. The remote meeting equipment for the Ritter building and DPW Conference Room has been received and is awaiting installation by our Network Administrator: Facilities and Grounds: The new Facilities Director started on August 31 st. Paul has toured all the facilities, had meetings with various contractors including the landscaping, cleaning, current building project contractors, is looking at fire safety, pest control, alarm systems, and other building related items at all our facilities. He and the DPW Director have been in constant to this new department. Paul has reported that the PSB Chiller project will begin in 2 weeks, Monty Tech has begun the Ritter Breakroom project this week, and he will be working with the Assistant Town Manager on putting various projects out to bid. Paul is now the point of contact for the 30 School Street project for removal of the remaining hazardous materials and demolition of the building and will be meeting with the architect and team this week. The Facilities Director, DPW Director, Assistant TM and I had a very productive meeting with the Superintendent, new School Facilities Director and new ===PAGE 12=== expiring, I worked with the Assistant Town Manager in putting out a Request for Proposals for a new lease. Proposals are due October 18th. A Request for Proposals will be issued next week for the cleanup of solid waste materials at the Woodruff Property (104 Fairview Road). Bids will be due by October 24th. Meetings, Events, and Other Announcements: • The Zoning Board of Appeals will be having the first hearing on the Pond View Commons 40B comprehensive permit application tomorrow, September 14th at 7 PM in the Town Hall meeting room. This is an in person meeting and there is no virtual component. Nashoba Associated Boards of Health will be holding a Flu Clinic at the Lunenburg Library on October 3rd 3-5 PM for all ages. Pre-registration is required. More information can be found on the Lunenburg Board of Health web page. • TheLunenburg Business Association isplanning on doing the Trunk or Treat event again this year. They have been intouch with theschool and a tentativedate is Sunday, October 30th 12- 3 PM at the LHS Upper Parking Lot. • The Lunenburg Farmers Market is every Sunday until Sunday, September 25th and the Historical Society Building is open during the Farmers Market. • The Special Town Meeting warrant is open for submission of articles until 5 pm on September 20th and the STM will be on November 15, 2022 at 7 PM at the MS/HS Auditorium. OLD BUSINESS Discussion of 300th Anniversary Committee Charge Mr. Franco presented the second draft of the committee charge with tracked changes. It addresses the composition of the board; not to exceed 11 members; clarifies that the Select Board appoints the members and it we want continuity their term lasts through completion or discharging of all the functions and the dissolution of the committee. Discussion ensued about some other changes. Mr. Franco will send the amendments to the Town Manager to distribute before the next meeting. Review Special Town Meeting Warrant Articles Two more articles have been added to the warrant totaling five. To see if the Town will vote to transfer a sum of money to the Special Purpose Stabilization Fund; or take any other action relative thereto. (Submitted by the Town Manager) To see if the Town will accept the provision contained within M.G.L. c. 32 § 4(2)(b) written as "For a reserve or permanent-intermittent police officer or a reserve, permanent-intermittent or call firefighter retiring from a governmental unit accepting the provisions of this sentence, the board shall credit, in addition to the five years of credit allowed pursuant to the preceding sentence, as one day of full-time service each day in any year which is subsequent to the fifth year following said appointment and on which a reserve or permanent-intermittent police officer or a reserve, permanent-intermittent or call fire fighter was assigned to and actually performed duty as a reserve or permanent-intermittent police officer or reserve, permanent- intermittent or call fire fighter; provided, however, that such service as a permanent-intermittent or call fire ===PAGE 13=== employees so what you're ultimately doing there is accepting a provision that allows a person to get additional credit of years of service. I'm happy to look at it more closely for you and get back to you. Status Update on Town Manager and Select Board Goals Mr. Jeffreys stated our first goal or objective is: Continue to pursue a project acceptable to the Town regarding the property and building at 30 School Street a continuation of FY21 and FY22 Select Board Goal - Objective 1, with modified actions). The first action is overseeing hazards material abatement and demolition of the old Primary School; this is in process with Ray Dunetz Landscaping and then the rest of the actions here; seeking public engagement to review and evaluate landscape architect plans. We're waiting for Municipal Building Design Committee on some of this. The third action is create working title that provides a clear unique purpose. There's more work that has to be done there and then also action for communicating a funding source so there's still more work to be done in the course of the year on that objective. Objective 2: Discuss and determine the eligibility criteria for seniors to be able to qualify and participate in the program. Mr. Alonzo reported he is halfway through the framework he needed to call the next meeting of the subcommittee. Mr. Jeffreys moved on to Objective 3: Review Select Board bylaws and propose updates for 2023 Annual Town Meeting. Action ii: Review Select Board Policies and Procedures. We should be done after next week's meeting. Action iii: Review all Select Board bylaws and prepare modifications/updates to improve clarity and consistency with the Town Charter. This should be coming up on an October agenda. Mr. Jeffreys believed they were making good progress. Town Manager Goals: Ms. Lemieux reported not much change from the last update; for the 925 Mass Ave goal, I contacted the abutter who had private property on that property. That has been removed and that was a necessary step for the EPA for when their contractor comes in to do the remediation because it's a very tight site. For long-term planning/Capital Planning, I'm working on right now and that includes all of assets of the Town. I previously updated the board on the pavement management plan so that company was out within the last month to do that work for the Lidar. The last goal for employee recruitment recognition and retention, I don't have any updates tonight for them. CURRENT BUSINESS Donation Bins at Walmart As stated earlier in public comment, Ms. Sroka reported she spoke with Standard Recycling (owners of the bins) and they rent the space from Brixmor. They will be putting up cameras to deter dumping. I will reach out to him after they are installed to see if they made a difference. ===PAGE 14=== electricity costs and what we re being quoted for rates that would take over in November. The municipal aggregation program can take on our accounts, but there would be a one-time cost increase to the program because of our annual consumption. We use about 1.7 million kilowatt hours annually between the town and school accounts, so this would increase that rate from 11.21 cents per kilowatt to 11.732 cents per kilowatt, which is about a half penny increase. They would send out a single notice to all the program users; it's always an opt-in opt-out program with the municipal aggregation program and just for point of reference the current basic service rate with Unitil is 13.436 cents/kilowatt and that's their current rate. There should be a significant rise in their winter rate, so the municipal aggregation by far is a much better option for electricity supply. Our municipal aggregation program contract is through November 2024. Authorization for Town Manager to file Asset Management Grant Application and Execute Related Agreement with MassDEP Ms. Lemieux stated she is requesting authorization as required by the grant at a public meeting; she has filed the grant paperwork and this is the last component of the documents. This is related to stormwater. Motion: T. Alonzo 2nd: L. Franco To authorize the Town Manager to file the Asset Management Grant application and execute related agreement with Mass/DEP Vote: All in Favor Discuss Site Visit to Town Properties Mr. Jeffreys referred the board to the list of properties under the care and custody of the Select Board and the map of them. One of the things that I'm looking for us to do over the next couple of months is to conduct site visits to some of these properties. We've had two town meetings where residents showed up and identified that we had not walked town property and that there was debris and household trash there for a significant period of time. This is for us to be proactive in trying to monitor some of this property and next week when we hear about pollinator habitats and community gardens, we may want to have some sites in mind. I'd like to coordinate a couple of site visits; I'd like to target our three largest parcels first: the Woodruff parcel on 104 Fairview Road; 225 Pleasant Street and 671 West Street. Some of these properties are being maintained, some have hay fields on parts of them. He asked the board members about their availability on Saturdays. This would be to inspect the properties in order to formulate some rules on how we provide access to using the properties and to identify potential future uses of them. Discussion ensued about visiting them. Approve Minutes of August 16, 2022 Motion: T. Alonzo To approve the Minutes of August 16, 2022 as written 2": H. Sroka Vote: All in Favor Warrants The board signed a payroll warrant in the amount of $1,245.08; an accounts payable warrant in the amount of $457, 483.39; a payroll deductions warrant in the amount of $23,509.31 and another payroll warrant in the amount of $922,583.86. ===PAGE 15=== UPCOMING MEETINGS Mr. Jeffreys noted the board will meet again on September 20t and have a joint meeting with the Finance Committee. They will also meet the first three Tuesdays in October. PUBLIC COMMENT- Ms. Sroka suggested showing the goals of the Town Manager and Select Board to the public when they are updating them on a monthly check-in. Mr. Franco had discussed a proposal for a bylaw change with the Sewer Commission and although it was well received, they did not want to see this on the Special Town Meeting Warrant. They will revisit it for the 2023 annual town meeting. Mr. Jeffreys announced the board would be entering Executive Session. Motion: L. Franco 2': T. Alonzo 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) Vote: Ms. Sroka-aye, Mr. Franco-aye, Mr. Alonzo-aye, Mr. Jeffreys- aye **** *****EXECUTIVE SESSION MINUTES ARE SEPARATE************** The meeting adjourned at 9:39 PM Respectfully submitted, Elaire M. Peterson Elaine M. Peterson Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2022-09-20-agenda-5327.txt BOARD : select-board DATE : 2022-09-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2022-09-20-agenda-5327.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09202022-5327 ======================================================================================== ===PAGE 1=== SELECT BOARD Tuesday, September 20, 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. https://zoom.us/j/86986746893 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 869 8674 6893 # 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 di al *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 7:10 PM Joint Meeting with Finance Committee to discuss Debt Capacity, Select Board Policies and Procedures, Article III Financial, and Special Town Meeting Proposed Bylaw on Capital Planning from Finance Committee V. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS VI. TOWN MANAGER REPORT VII. WORKSHOP 1. Review Select Board Policies and Procedures, Article II Section 2.07 Appointments 2. Review Select Board Policies & Procedures, Article IV Regulatory 3. Review proposed new Environmental Policies VIII. OLD BUSINESS 1. Review Special Town Meeting Warrant Articles 2. Donation Bins at Walmart 3. 300th Anniversary Celebration IX. CURRENT BUSINESS 1. Approval of Minutes of August 23, 2022 a) Minutes: Vote to Release the following Executive Session Minutes: March 24, 2015; April 21, 2015; May 12, 2015; December 15, 2015; January 5, 2016 2. Warrants/Action Items 3. Committee Reports ===PAGE 2=== X. UPCOMING MEETING/EVENTS SCHEDULE 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 : 2022-09-20-minutes-5327.txt BOARD : select-board DATE : 2022-09-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2022-09-20-minutes-5327.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09202022-5327 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== Also Present: Heather Lemieux, Town Manager; Ana Lockwood Finance Committee Members present: Peter Beardmore, Evan Watters, Tom Balish, Tom Gray, Jay Simeone 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. 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 Mark Bursch, 20 Buttonwood Place, Chair of the Lunenburg Water Commission, reported their special meeting concerning voting to spend $360,000 to study water treatment and reopening of the Hickory Hills Lake well, will be on October 19th at 6:00 PM at 496 Mass. Bill Tyler, 5 Graham Street, speaking on behalf of the Historical Society, announced this Sunday is the last chance to buy a raffle ticket for the Whalom Park bench. This will help offset some of their expenses. The drawing will be this Sunday at Noon. He also thanked the Town Manager for including them in her event reports every week. ANNOUNCEMENTS Ms. Lemieux announced former chief administrative and financial officer for the Town, Bill Gustus, died on September 19t". No funeral arrangements have been announced yet. COMMUNICATIONS FROM OTHER BOARDS Ana Lockwood, 91 Main Street, Park Commission Chair, read aloud a letter on behalf of the commissioners: At our September 14th meeting we discussed the Luffa Farms project that is happening on 361 Mass Ave. This property abuts a Lunenburg park property that is located on 961 Northfield Road that was acquired in 2020 from the Saliba family. It is our goal as a commission to develop this property in the near future. As we look to develop this property we would like to minimize the trafficking pact of a new park on the residents of Northfield Road. We also would like to provide the safest way to access this park. Currently the only access point would be through the Northfield Road and Chase Road intersection, a busy intersection which raised concern of safety. As the town proceeds to work with Luffa Farms to launch this project we ask that Select Board and Planning Board to negotiate to request access through an easement from 361 Mass Ave. property to the Northfield Road park. This easement would give us another access point to explore when the time comes to develop this property. This may seem early since our plans should ===PAGE 2=== Mr. Jeffreys asked if the board members was comfortable sending a communication to the Planning Board members about endorsing the concept. They concurred. Joint Meeting with Finance Committee to discuss Debt Capacity, Select Board Policies and Procedures, Article Ill Financial, and Special Town Meeting Proposed Bylaw on Capital Planning from Finance Committee Chair Watters called the Finance Committee meeting to order at 7:10 p.m. The discussion began with the following proposed warrant article: To see if the Town will vote to amend the Code of Lunenburg, Chapter 81 by adding a new section 11 titled "Amending Capital Appropriations" by inserting the following: "§ 81-11 Amending capital appropriations. Warrant articles and floor motions shall not restrict Town Meeting voters' ability to propose and approve amendments in totality, description, and/or scope to individual items or projects in capital appropriation articles and motions. Notwithstanding the above, amendments shall not limit the Town Manager's authority to reapply capital funds among the individual items and projects in the capital plan, nor shall Town Meeting be authorized to increase the total capital plan appropriation printed in the warrant, or take any other action relative thereto. (Submitted by the Finance Committee) Mr. Watters stated the members voted unanimously to accept or adopt the language that was proposed by Mr. Beardmore who worked with Town counsel to develop. The genesis of this bylaw was actually due to what happened at Annual Town Meeting where we were discussing the possibility of amending some of the items or one of the items specifically in the Capital Plan. It went through a couple of different attempts to go through Town Moderator and Town counsel to see if it was allowed but there wasn't a definitive answer. There was sort of an interpretation made but it wasn't concrete enough for us in our opinion. Mr. Beardmore took the lead on this and worked with Town counsel to draft what we believe is the best way to allow Town to act as the appropriating committee as they should on a potentially large chunk of our budget. Mr. Beardmore stated what the Charter basically outlines is the process that we follow and will continue to follow. Department Heads bring their requests to the Capital Planning Committee through the Town Manager: The committee goes through the process of prioritizing and vetting those requests and provides to Town Manager a priorities list, which she brings to the Finance Committee and Select Board for discussions and recommendations. The Town Manager without any direct influence from either of those committees, decides the funding amount and that is to a certain extent formula driven. There are funds that come from Free Cash, raise and appropriate, unexpended capital and other sources to come up with whatever that amount is for the Capital Plan. She also has the authority to reprioritize and put forth a Capital Plan as she sees fit based on the recommendations that come from the department heads. The Capital Planning Committee, Finance Committee, Select Board and she bring that Capital Plan to Town Meeting. There have been criticisms that this warrant article totally changes the process, that it makes the Capital Planning Committee irrelevant and that we're instituting some sort of veto authority. What this does is restore legislative authority to Town Meeting which is where I believe it ===PAGE 3=== continued to have reservations, asked for information that I did not get and it came down to department heads saying you have my recommendation knowing that it was going to be part of the Capital Plan. There should have been an opportunity for Town Meeting to have their opportunity to have that oversight and to say is this something that that we truly need and to make that determination knowing that it had gone through a good vetting process. The Finance Committee is the only board that represents Town Meeting. During the past year we were limited in terms of the advice that we could bring to Town Meeting and Town Meeting was limited in terms of what they could potentially do because of the way the Capital Planning article was written. Currently the Capital Plan is brought forth in a way that can't be amended by Town Meeting because of the way the article was written. The best way to deal with this is to bring the issue to the voters of Town Meeting and give them the opportunity to weigh in on whether or not they should have the ability to amend the Capital Plan or Capital appropriation and so that's what we have here today. It also preserves in writing certain authorities that the Town Manager has such as moving funds amongst items; it gives her flexibility to move capital appropriations within those approved items and this would preserve her right to do so. It also limits Town Meeting's ability to inflate numbers. This is just affording ability to make amendments on Town Meeting floor. Concern was expressed by Mr. Dwyer that every Capital item listed would become a debate on Town Meeting floor, adding the Capital Planning Committee and the process was formed to streamline Town Meeting. If there are controversial articles coming up before the town, it may behoove the committee and Town Manager to separate those items out ahead of time for debate rather than trying to pull out every listed item on the plan. Mr. Franco was undecided on this article, he did see the potential for debate on every item as well. But he believed the article should be provided for the voters to decide. Ms. Lemieux noted the Capital Planning Committee spends a lot of time and effort reviewing proposed projects, as well as department heads answering questions and follow up questions throughout the process. We have spent additional funds annually on the Capital Plan due to available funding, so the number of projects has increased, although in FY 22 we had fifteen projects, the previous year we had 23. In anticipation of increased available funds this year, she expected that number to be the same or more. To go through each item separately would significantly lengthen Town Meeting. Mr. Jeffreys was not in favor of the article but believed it would advance to the warrant. He was not in favor of Town Meeting being the place for detailed Capital Planning review. One way to disinterest a huge group of people is by discussing for hours how we're going to spend somewhere between $750,000 and $2.8 million. Discussion ensued further on the pros and cons of the article and different scenarios that could occur as a result of being approved by Town Meeting. Discussion then turned to Debt Capacity. Mr. Watters stated we have these committees; TCP Building Design and now Municipal Building Design doing fantastic work for the Town coming up with projects that they would like to work on. Then we get to Town Meeting and ===PAGE 4=== Meeting. Mr. Dwyer noted when these projects are undertaken we have a budget number already and it goes through the design process based on input from various boards and committees. It ultimately comes out higher than we anticipated. So he was not sure that approach would change the design process much. Mr. Jeffreys noted the majority of our debt capacity are school renovations or new schools and after that there isn't much left. Given the cost of schools we are never going to get out of the cycle. The year 2045 is when we are finished paying for the Middle/High School. Discussion continued on about bringing in outside financial planning for the Town. Ms. Lemieux stated the annual financial forecasts are where we look at debt capacity. Mr. Beardmore noted the financial forecasts only address the debt we have, not what we need to do. It was noted you could do financial planning but that does not address unexpected events like a pandemic or inflation or a recession. Mr. Jeffreys asked the Finance Committee what the Select Board needs to do to be more supportive of their function. Mr. Beardmore stated he did not feel unsupported. He believed they get excellent support from the Town Manager and Finance Director. He suggested the Select Board have these type of conversations annually and watch the Finance Committee meetings during budget season to stay informed. The Select Board agreed these conversations should be more often. Mr. Jeffreys suggested that perhaps Town Manager's attendance at the Finance Committee meetings should be scheduled for the first 90 minutes of their meetings. Everyone should be mindful that the Town Manager is an employee who does have normal work hours. He also suggested if the Finance Committee has a request that is above and beyond what an employee normally does, to send it through the Select Board. Mr. Jeffreys believed the Finance Committee has been walking a fine line between guiding and advising Town Meeting and advised maintaining some balance between the guiding versus the ability just to advise because just like our voice, your voice is equally important. He appreciated their work on behalf of the residents of Lunenburg and thanked them. Ms. Sroka thanked Mr. Beardmore for serving on the Finance Committee. (Note: he will be resigning at the end of September to serve on the School Committee The Finance Committee adjourned their meeting at 8:39 p.m. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Ms. Lemieux reported Sarah Cammer has resigned from the ad hoc Open Space Committee. Now there is a vacancy for a Member at Large position. TOWN MANAGER REPORT Announcement on Existing Vacancies The following is a list of current vacancies on the following committees: Finance Committee (2 vacancies) ===PAGE 5=== to the Select Board's Office. Anyone that has any questions on volunteer opportunities can contact the Select Board's Officeat (978) 582-4130 x 144. Current Employment Opportunities with the Town The following is a list of current employment opportunities with the Town: • IT Administrative Assistant (Part-time Non-benefitted) • Public Safety Front Desk Clerk (Full-time Benefitted) • Library Assistant (Part-time Non-Benefitted) Police Officer (Full-time Benefitted) • Tax Collector Principal Clerk (Full-time benefitted) • Production Technician (Part-time Benefitted) Van Driver (Part-time Non-Benefitted) • Videographers (Part-time Non-Benefitted) Traffic Line Painting and Sidewalks • Trafficlinepainting that thetown'scontractorinformed the DP W Director wouldoccur last week did not happen and the contractor is now saying this will occur the week of October 2nd. • PJKeatingistentativelyscheduledto makerepairsto thesidewalkon Lancaster Avenuefrom Whiting Street to Rolling Acres on September TheDPW Directorattended an informational meeting on Safe Routes to Schools in August and hopesto apply for this grant funding next year in a joint effort between the DPW, Schools, and other departments. The DP W Director will participate in a planned walk on someoftheroadsto the schools to highlight sidewalk viability in those areas at a later date. Streetlights Purchase from Unitil The closing for the purchase of the streetlights from Unitil was last Thursday and the Town is now the official owner of those fixtures. The DPW has posted on their website and on Facebook that any requests to repair streetlights to contact the DPW at 978-582-4160 or to use the online "Public Works- Request for Service" form found on the Town's public works web page. The Green Communities Committeeiscurrently workingon a Request for Proposals for Designand Installation of LED Streetlights and hopeto have a draft for the Assistant Town Manager and meto review shortly. Ritter Breakroom Project The students from Monty Tech began the Ritter Breakroom project last week but there has been a pause in the project after observing a water leak that stems from possible water infiltration through foundation cracks. The Facilities Director will work with the DP W to excavate the area required in order to inspect the foundation and the Monty Tech instructors have volunteered to investigate and attempt the repair using their masonry department.Until this issue is resolved, this project will be on hold. ===PAGE 6=== Departments were sent the information necessary to complete tor any capital requests tor riscal years 2024 until 2033. Submissions are due back on October 13th. The Capital Planning Committee will meet on Monday, September 26th at 5 PM to reorganize due to a change in membership and to review the capital planning schedule. Fraud Risk Assessment The Finance Director and I had our kickoff meeting last week with the firm that will conduct the Fraud Risk Assessment. All relevant staff and administration from the School will be asked to complete questionnaire forms on process and ultimately we will receivea report summarizing the results ofthe town'soperational procedures, identify any areasof risk, and developadministrativeand departmental action items to minimize risks. This should be complete in the next couple of months. Legislative Update The legislature is revisiting the Economic Development Bill now that the 1986 tax relief law known as Chapter 62F, which will return more than $2.9 billion back to taxpayers via checks and direct deposits. I reached out to Representative Kushmerek's Office regarding House Bill 3727 on the Library Trust Funds and this bill was signed by the Governor on August 24th and is titled Chapter 189 of the Acts I sent an email to all three of our legislators regarding the status of the funding for Lunenburg in the Economic Development Billand asking if weshould berequesting projects forconsideration of the supplemental budget bill. Meetings, Events, and Other Announcements: Fall Yard Waste Days will be at the old Landfill, off Young's Road, from 8 am until 4 pm on the following Saturdays: October 8th, 15th, 22nd, 29th and November 5th, 12th and 19th. This is open to Lunenburg residents only. • The Zoning Board of Appeals will be having the next hearing on the Pond View Commons 40B comprehensive permit application on October 12th at 7 PM in the Town Hall meeting room. This will held in person and via Zoom. • The Nashoba Associated Boards of Health will be holding a Flu Clinic at the Lunenburg Library on October 3rd from 3-5 PM for all ages. Pre-registration is required. More information can be found on the Lunenburg Board of Health web page. • The Lunenburg Business Association isplanning on doing the Trunk or Treat event again this year. They havebeen intouch with theschool and atentativedate is Sunday, October 30th 12-3 PM at the LHS Upper Parking Lot. The last Farmers Market will be this Sunday, September 25th. The Special Town Meeting will be on November 15, 2022 at 7 PM at the MS/HS Auditorium. WORKSHOP 1. Review Select Board Policies & Procedures, Article IV Regulatory Mr. Jeffreys read aloud each section/title and asked for comments or suggestions. Discussion occurred about Section 4.04 Earth Removal Permits, but no action was taken other than a suggestion to add a period to the end of the sentence in section 4.04. ===PAGE 7=== applications be given a sense and copy of the appointment process. As Board-appointed vacancies occur, the Town Manager will ensure that local newspapers are advised of the vacancies, and that vacancy notices are posted on the Town bulletin boards and advertised on the Town's website and local cable television channel. Vacancies shall be so advertised on the Town's bulletin board for no less than (104) days per Section 7-10 of the Town Charter. As practice, the Board shall appoint on or after the twenty-first day following the posting of a vacancy. The chairman of the Board on which a vacancy occurs will seek talent bank forms, and nomination recommendations from a majority of the relevant committee. Il. Appointments Subject to applicable State Law and the Town Charter, the Board shall make its annual appointments at the first and second regular meetings in June. Appointments made at thatose meetings shall have terms beginning on July 1 and expiring on June 30. In addition, as the need arises, the Board may make appointments throughout the year for terms to take immediate effect with expiration dates of June 30. Terms shall not exceed three years, unless specifically allowed by Massachusetts General Law. Appointments shall be based on merit and qualifications that relate to the duties of the subject board, committee, or position. Where possible, the Board will seek variety in backgrounds, interest, ages, genders, and geographic areas of Town residents, so that multi-member bodies Town boards and committees will reflect a true cross-section of the community. In order to attract qualified and interested persons, the Town Manager will provide a list of vacancies and reappointments to the Board by March 15 and employ a multimedia strategy by April 1, as far in advance of the appointment as practicable to advertise all vacancies. The Town Manager will ensure that the Select Board receive with its Board material for the first and second meetings in June, a list of appointments and reappointments to be filled by the Board that includes all applicants, with notations for those seeking reappointment. The Board shall conduct interviews when there are multiple applicants for a vacancy. Members may also request, before May 25, for all applicants to an identified board or committee to have scheduledinterviews. Reappointment shall not be considered automatic, but the Select Board will consider shall be based on an evaluation of the appointee's past contributions in the role into which they are seeking reappointment. te the body beard, committee, or position. As part of the annual appointment process, the Town Manager will ask incumbents whose terms will expire on June 30 to fill out complete and return a Reappointment Application modified talent bank by April 30 regarding their desire for reappointment and description of their past contributiens. By May 10, The Town Manager's office will forward the Reappointment Application forms to the other members of the multi-member body of which a resident is seeking reappointment, board or committee and request asking for their review and response relating to the reappointment of the person as well as the written comments in the application, prior to June 1. date of the meeting at which the reappointment will take place. The board will review and consider such comments. ===PAGE 8=== charge, which shall include the work to be undertaken, the time in which it is to be accomplished, and the procedures for reporting to the Select Board. The Board will discharge committees upon completion of their work. The charges and membership of advisory committees shall be reviewed at least annually to assess the necessity and desirability of continuing the committee. This policy does not apply to appointments made to an elected Board vacancy that is done jointly between the Select Board and the Board that has the vacancy. VI. Guidance forAppointed Officials Swear In: Appointees must contact the Town Clerk to be sworn in and be provided with information on the Open Meeting and Conflict of Interest Laws. Learn: All appointees should familiarize themselves with the Policies and Procedures of the Select Board, with attention to the procedural and operational policies identified in Articles I and II. Appointees should also familiarize themselves with the Town Charter and all applicable by laws and regulations related to the body of which they are a member. Robert's Rule of Order helps inform general parliamentary procedure, though multi-member bodies may employ a myriad of modifications. Collaborate: Service to the Town in an appointed position of trust requires collaborative and honest work in an environment that encourages diversity of viewpoint and perspective. All who serve have a duty to exhibit the highest standards of interpersonal decency and demonstrate respect and consideration for others while in the performance of theirduties. Agendas and Minutes: All multi-member bodies committees appointed by the Board shall ensure that all agendas and minutes are submitted to the Town Clerk for posting on the Town's website and comply with all other in addition to the open meeting posting requirements. Bodies that require assistance with minute-taking should contact the Town Manager's office for staff assignment, if available. Organization: Each multi-member board should establish written operating procedures and have an elected chair and other officers to facilitate meetings and the operations of the body. All written operating procedures and policies should be submitted to the Select Board at least 14 days prior to being in effect. Reporting: Each multi-member body committee must provide an annual report in writing each November or in person each fall that includes a summary of the body's work throughout the calendar year and recommendations to enhance or advance the operations of the body. at least annually to the Select Board and meet with the Beard at least once a year. Each committee shall be provided with information on parliamentary procedures. Town Employees: While Town employees do not report to appointed officials or boards, many work with them. Appointees who work with staff are encouraged to develop a positive rapport with them to help ensure a positive feedback loop between policy and best-practices. Ineffective professional relationships with staff should be addressed with the Town Manager. Removal: A decision to terminate an appointment may be made by a majority of the Select Board subject ===PAGE 9=== April 30: Reappointment applications from incumbents are due to the Town Manager's office May 10: Town Manager's office forwards reappointment applications to multi-member bodies with vacancies and requests review and a response. June 1: Responses by multi-member bodies on reappointment requests are due to the Town Manager's office. First and Second Tuesday in June: Annual Select Board Appointments September-November: In-person or written annual updates to the Select Board by appointed multi- member bodies or their representative Discussion ensued about the phrase "Ineffective professional relationships with staff should be addressed with the Town Manager." It was suggested to insert "employee's supervisor or Town Manager" rather than Town Manager. Discussion ensued about the reappointment section. Suggestion was made to eliminate the reappointment process and just make it an appointment process if everyone is going to be treated equally. Mr. Jeffreys directed the members to the draft Volunteer Application and the Reappointment Application forms. Committee descriptions were eliminated and applicants are referred to the website. Precinct was eliminated and more room was added for listing related skills. Discussion ensued about the forms. Mr. Jeffreys will make some revisions and send them to the Town Manager and she will send them back out to the board members for future discussion. Due to the lateness of the evening, Environmental Policies was tabled as well as Old Business. CURRENT BUSINESS Approval of Minutes of August 23, 2022 Motion: H. Sroka To approve the minutes of August 23, 2022 as written 2': T. Dwyer Vote: All in Favor Executive Session Minutes approval was passed over until the next meeting to allow everyone to read them. Committee Reports Ms. Sroka reported the School Committee meets tomorrow. Mr. Dwyer reported the Storm Water Task Force met and reorganized after welcoming three new members. He was elected Chairman. They meet again on the 3r° Thursday in October. Mr. Jeffreys reported the Zoning Board of Appeals met last week and it was a packed room. It was a preliminary introduction to the project over on Howard Street in which the project ===PAGE 10=== those boards have the authority to expand the districts; that is a legislative function of Town Meeting. Municipal Building Design Committee met last night and discussed three scenarios that we came up with and the pros and cons of each, the monetary implications etc. We are looking to have a joint meeting with the Select Board on October 11" to discuss them. We will be seeking feedback from this board on how to proceed. We will meet prior to that to finalize the presentation. Upcoming Meetings: this board meets again on October 4, 11' and the 18th. PUBLIC COMMENT Mr. Jeffreys noted for those watching at home and following along, that the board has been going over their policies in a meeting workshop format, usually the second or third meeting of the month. It is healthy for us to build these dynamics amongst each other to work through these meteor topics. Motion: L. Franco To adjourn the meeting 2nd: T. Dwyer Vote: All in Favor The meeting adjourned at 9:39 P.M. Respectfully submitted, Claire M. Peterson Elaine M. Peterson Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2022-10-04-agenda-5305.txt BOARD : select-board DATE : 2022-10-04 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2022-10-04-agenda-5305.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10042022-5305 ======================================================================================== ===PAGE 1=== SELECT BOARD Tuesday, October 4, 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://us02web.zoom.us/j/84090413053 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: Meeting ID: 840 9041 3053 # If you have not registered with Zoom you will be asked for your name and an e -mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. 7:00 PM CALL TO ORDER AND PLEDGE OF ALLEGIANCE I. PUBLIC COMMENT*** • BOARD • PUBLIC II. ANNOUNCEMENTS III. COMMUNICATIONS FROM OTHER BOARDS IV. APPOINTMENTS 7:10 PM Review of Special Town Meeting Warrant Articles with representatives from article sponsors including Fire Lt. Lekadakis on acceptance of MGL c. 32B, Land Use Director/Planning Board, Parks Commission, and APDC V. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Ratification of the Town Manager’s Appointment of Heavy Equipment Operator Matt Lubao VI. TOWN MANAGER REPORT VII. OLD BUSINESS 1. Discussion and Vote on 300th Anniversary Committee Charge 2. Donation Bins at Walmart 3. Status Update on Town Manager and Select Board Goals 4. Review Special Town Meeting Warrant VIII. CURRENT BUSINESS 1. Review American Rescue Plan Act (ARPA) Funding Requests 2. Renewal of BAN for Saliba Property & Ladder Truck 3. Approval of Minutes of September 6, September 13, 2022 a) Minutes: Vote to Release the following Executive Session Minutes: March 24, 2015; April 21, 2015; May 12, 2015; December 15, 2015; January 5, 2016 4. Warrants/Action Items 5. Committee Reports ===PAGE 2=== IX. UPCOMING MEETING/EVENTS SCHEDULE October 11th, October 18th, November 1st, November 8th, November 15th (STM), November 22nd X. PUBLIC COMMENT*** • PUBLIC • TOWN MANAGER • BOARD XI. ADJOURN *** Per Policy, Public comment is limited to 15 minutes, with no more than 3 minutes per speaker except at the discretion of the Chairperson. ======================================================================================== DOCUMENT : 2022-10-04-minutes-5305.txt BOARD : select-board DATE : 2022-10-04 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2022-10-04-minutes-5305.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10042022-5305 ======================================================================================== ===OCR macOS Vision=== ===PAGE 1=== SELECT BOARD MINUTES October 4, 2022 Town Hall, 17 Main Street and via ZOOM Members present: Michael-Ray Jeffreys, Chairman; Tom Alonzo, Vice Chairman; Lou Franco, Clerk; Todd Dwyer, Heather Sroka Also Present: Heather Lemieux, Town Manager; Lt. Christos Lekaditis, Adam Burney, Land Use Director via ZOOM; Ana Lockwood, Karin Menard via ZOOM; Park Commissioners, Cullen Dwyer Chairman Jeffreys called the meeting to order at 7:01 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. 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 reported the Zoning Board of Appeals is hearing a 40B housing development application that opened a few weeks ago for Pond View Commons on Howard Street. This project could possibly impact the sewer district and therefore people who are in the district and pay sewer fees. This could also affect the water district and the users. He encouraged people to attend or listen to those meetings because it could affect those districts and their rates. The next hearing is Wednesday October 12'" in this meeting room at 7:00 p.m. Mi. Jeffreys expressed condolences to Cheryl Lauziere who lost her life partner, Linda Betti. He asked those who know Cheryl to offer love and support to her. Mr. Alonzo reported that Bill Gustus, the Town's first CAFO after the Town adopted the Charter had passed away. He expressed condolences to his family on his passing. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Ratification of the Town Manager's Appointment of Heavy Equipment Operator Matt Lubao Ms. Lemieux reported Matt Lubao is being recommended by the DPW Director and the Superintendent. Mr. Lubao worked for the water department as systems mechanic in Arlington and before that at Mayor Tree Service. He has his CDLB and his hoisting licenses. He is also a resident of Lunenburg. Motion: T. Alonzo 2"d: L. Franco To ratify the Town Manager appointment of Matt Lubao as heavy equipment operator Vote: All in Favor Ms. Lemieux announced the resignation of Nadia Madden as Conservation Administrator. She has taken a position with the DCR. ===PAGE 2=== Review of Special Town Meeting Warrant Articles with representatives from article sponsors including Fire Lt. Lekaditis on acceptance of MGL c. 32B, Land Use Director/Planning Board, Parks Commission, and APDC The first warrant article discussed was E. To see if the Town will accept the provision contained within M.G.L. c. 32 § 4(2)(b) written as such: "For a reserve or permanent-intermittent police officer or a reserve, permanent-intermittent or call firefighter retiring from a governmental unit accepting the provisions of this sentence, the board shall credit, in addition to the five years of credit allowed pursuant to the preceding sentence, as one day of full-time service each day in any year which is subsequent to the fifth year following said appointment and on which a reserve or permanent-intermittent police officer or a reserve, permanent-intermittent or call fire fighter was assigned to and actually performed duty as a reserve or permanent-intermittent police officer or reserve, permanent-intermittent or call fire fighter; provided, however, that such service as a permanent-intermittent or call fire fighter shall be credited only if such fire fighter was later appointed as a permanent member of the fire department; provided, further, that this sentence shall take effect in a city by vote of the city council in accordance with its charter, in a town which maintains a separate contributory retirement system by vote of the town meeting, in a town whose eligible employees are members of the county retirement system of the county wherein such town lies by vote of a town meeting and by acceptance by the county commissioners of said county, in a district which maintains a separate contributory retirement system by vote of the district meeting, and in a district the eligible employees of which are members of a county retirement system by vote of the district meeting and by acceptance of the county commissioners of said county."; or take any other action relative thereto. (Submitted by the Town Manager) Lt Lekaditis introduced himself adding he was also President of the Lunenburg Professional Firefighters. What we're looking is to adopt the local option of Massachusetts General Law c. 32 § (4)(2)(b) which allows call firefighters that worked for Lunenburg, that became full-time firefighters in the town to buy their call time that they previously worked known as credible service to put towards their retirement. Currently call firefighters pay into a deferred compensation, not the Worcester County Retirement System. So what we're currently able to do is to buy back up to five years of credible service. That's time actually worked based on hours. He believed on January 28th the Worcester County Regional Retirement Board submitted to PERAC (Public Employees Retirement Administration Commission) that they approved the local option for the board to allow members that pay into Worcester County to buy back more than five years. On April 22'd PERAC approved that regulation which is before you. Now they're able to process claims should members have more than five years. Of the full-time staff at the Fire Department, we currently have four members that could benefit from adopting this local option, gaining these employees anywhere from six months to two years of additional credible service. It's beneficial because we have some members that will never reach maximum retirement due to the age they started. It will allow the Town to now recognize that they put this time in and give them a little bit of a higher pension when they retire. It's on the Retirement Board to calculate what the employee is able to purchase back based on the hours submitted from the Town. It's optional for the employee to buy back those credible years. There's no impact on the operating budget for the Town. However, in discussions with the Town Manager there could be an impact as far as the Town's obligation to retirement benefits. That is nearly impossible to calculate because you never know when someone's going to retire. ===PAGE 3=== The board thanked Lt. Lekaditis for his explanation of the warrant article. Discussion ensued about the potential financial impact on the Town. Ms. Lemieux has reached out to the Worcester County Retirement Board as what the impact would be, but has not heard back from them yet. She also reached out to our Actuarial about OPEB and the cost is minimal. It's really the town assessment from Worcester County that could be affected. Motion: T. Alonzo To accept the article as presented and place it on the Special Town Meeting warrant 21d: T. Dwyer Vote: All in Favor Next up was the Planning Board proposed warrant article: L. To see if the Town will vote to amend the Code of Lunenburg, Section 250-4.1G, which is a Section of the Protective Bylaw entitled "Use Table," by changing 4.1K(10) Motel in the Commercial District from "Y" to "SP-Z"; or take any other action relative thereto. (Submitted by the Planning Board) Mr. Burney stated it came to the attention of the Planning Board that in the Use Table, the use of Motel was permitted by right in the Commercial District. The Planning Board discussed whether they felt that was an appropriate approval standard for Motel and while they don't want to prohibit the use of Motel, they felt that the commercial districts in town are very proximal to residential uses. A by right use of Motel could present some conflict for residents' quiet enjoyment of their property. They felt that a Special Permit process through the Zoning Board would allow Motel but gives the Town some ability to be subjective and shape the use based on what/where the proposal is; how it may or may not impact abutting properties and the neighborhood in general that it would be located in or near. Motion: T. Alonzo To include the Planning Board article in the STM warrant 2°°: L. Franco Vote: All in Favor Mr. Burney thanked the board and exited the meeting. The next article presented was the Parks Commission article: E. To see if the Town will vote to raise and appropriate or transfer from available funds a sum of money for the property known as the Marshall Park, 100 Chestnut St, shown on Assessor's Map 060, Lot 018, and for final engineering and design recreation/open space services area at this property, including all costs related or incidental thereto; or take any other action relative thereto. (Submitted by the Park Commission) Parks Commissioners Chair Ana Lockwood was present and Karin Menard was via ZOOM. Ms. Lockwood stated the article is requesting funding for the engineering phase of the Marshall Park Master Plan. We would like to expedite that phase of the project because there is a lot of money coming out of the federal government. During the last state session there was a Bill that we could possibly get funding through that's going to come up soon. So as soon as we can get engineering done the sooner we can go out for those other funding. When asked what amount of money was needed, Ms. Lockwood replied the engineering cost starts at $165,000. On other projects they have seen the engineering costs at around seven and a half percent which put us at around $300,000 - $400,000. We don't know what that number is yet. A number will be needed on Town Meeting floor. Motion: T. Alonzo 2"d: H. Sroka To include the Parks Commission article in the Special Town Meeting warrant ===PAGE 4=== Vote: All in Favor The next article discussed was the Architectural Preservation District Commission's. Chair Cullen Dwyer stated the article cleans up the language of the APD bylaw, particularly procedures which we found were impractical once we tried to apply them as well as the timeline. The change is to get rid of some of the timeline restrictions and that we will render a decision one way or another within that 90-day window. The other issue that we ran into was a legal flaw with the way the bylaw was originally drafted. Many instances where the bylaw says the applicant should do this when literally what we meant was they must. We would remove all instances of the word should and replace it with must. Another change would be in the determination issued by the APDC; specifically if the APDC doesn't submit a determination within 20 days after the hearing, the certificate to alter is waived. Discussion about some of the wording and consistency of some wording throughout the document or lack of, and the timeline changes ensued. It was noted that the homeowner could wait three months to find out their application was denied and then have to start all over again in the process. It was suggested to take the article and amend it to state the applicant will be notified within 5 business days whether the application is complete or not. Mr. Dwyer stated the APDC could discuss this further on Thursday. Town Manager had suggested that a summarized version of the changes be submitted rather than submitting the full bylaw with changes, as it would possible to amend other parts of the bylaw on town meeting floor if they were included. Ms. Lemieux asked why the Certificate to Alter form submissions to the Planning Board office was removed. Mr. Dwyer stated they wanted it moved to their guidelines rather than returning to Town Meeting every time they want to change something that isn't working. Ms. Lemieux asked if the guidelines have been changed since they adopted them. Mr. Dwyer stated no. Further discussion ensued about the difference between making changes to a bylaw versus the APDC guidelines as well as the lack of requiring a hearing somewhere in the timeline after the application is submitted. Mr. Dwyer will return on either the 11'" or 18" with the amendments. TOWN MANAGER REPORT Announcement on Existing Vacancies The following is a list of current vacancies on the following committees: • Finance Committee (2 vacancies) • Green Communities Committee (2 associate vacancies) • Historical Commission (1 vacancy) • Open Space Committee (1 Member at Large vacancy) • Planning Board (1 vacancy jointly appointed by the Planning Board and Select Board until the next ATE • 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 5=== Current Employment Opportunities with the Town The following is a list of current employment opportunities with the Town: • IT Administrative Assistant (Part-time Non-benefitted) • Public Safety Front Desk Clerk (Full-time Benefitted) • Library Assistant (Part-time Non-Benefitted) • Police Officer (Full-time Benefitted) • Tax Collector Principal Clerk (Full-time benefitted) • Production Technician (Part-time Benefitted) • Van Driver (Part-time Non-Benefitted) • Videographers (Part-time Non-Benefitted) • Conservation Administrator (Full-time Benefitted) • Heavy Equipment Operator (Full-time Benefitted) More information on each position can be found on the job postings, which are located on the town website. Business View Magazine Article on Lunenburg Business View Magazine has chosen the Lunenburg as a feature in Business View: Civil & Municipal which focuses on community development and growth in Massachusetts towns and cities under 100,000 in population. Theyhavedonefeatureson Brockton, Taunton, Newburyport, Foxborough, Easthampton, Weymouth and Gardner. The Land Use Director and I spoke with them to provide them demographicaland historical information, as wellas information on current and upcomingprojects, sustainabilitymeasures, waysthe Townhas worked with the business community, and infrastructure that the Town has invested in. This feature is expected to come out in November. Invitation for Bids/Request for Proposals • IFB for Assessors Data Collection Services: Due October 11th : UPB Survey Work at Marshall Park: Due October 13th RFP for Lease of Space at Town Hall for Communications Equipment: Due October 18th REP for Cleanup of Solid Waste Materials at Woodruff Property: Due October 24' Department Updates • DPW:TheDPW Directorisapplying for Workplace Safety Grant from the Department of Industrial Accidents. The primary purpose of this Safety Grant isto fund programs that reduce the risk of injury and illness to workers and promote safe and healthy conditions in the workplace through training, education, and other preventative measures. The maximum grant award is $25,000. The traffic line painting company has once again pushed off their date to be in town until next week. The Highway crews have been catch basins. The DPW Director attended the walking tour of sidewalks in the area of Northtield Road, Highland Street and Chestnut Street. The Director met with different contractors about the ponding issues at Town Hall and looking at different solutions. Our paving and reclamation contractor will be reclaiming the Senior Center circle parking lot and adding a catch basin to eliminate the puddling in the parking lot at the entrance of that building. • Facilities: The Facilities Director is currently working on consolidating all building monitoring work under one vendor. Heisworking with the COA Director and engineer on the ADA Patio design and getting soil testing the week of October 3rd. During an inspection ===PAGE 6=== of HVAC systems at the Public Safety Building two roof leaks were identified and he is working on getting a quote. The Facilities Director has overseen and worked with PSB Chiller project contractor, which should be wrapped up shortly. A remediation company removed the asbestos at the McNally Park building and the Facilities Director will work with DPW to see if demolition can be done in house or if not, outside contractor. He is currently getting proposals for roof work at the Senior Center, quotes for generator and condensers at Senior Center, carpeting at the PSB, and will work with the Assistant Town Manager on all the projects that require to be put out to bid. He is also working on building organizational plans and ID's for staff. Assessors: The Principal Assessor noted that the IF that is out for data collection services will cover 1,500 parcels, 95% which are residential and the work will be wrapped up in April 2023. Currently working on finalizing New Growth to be submitted to the Division of Local Services. • Land Use: Comments for the October 12th ZBA hearing for Pond View Commons are due by October 10th. This hearing will focus on Water and Sewer. The Land Use Director is going to revisit the rocks at the corner of Reservoir Road with PJ Keating and see ifthey will work with the Town on removingthem. • Fire: Calls have increased for the FD as the local private ambulance companies are not fully staffed, so there is an increase in calls for mutual aid. The 3rd Paramedic takes their exam on October 23rd and the 4th Paramedic graduates in December 2022. • COA: Theannual Volunteer Recognition program is on October 31st at 9:00 AM as well as a legislative update and presenting of $100K check for the ADA patio from Senator Cronin. • Town Manager: I have scheduled a benefit seminar from for employees that are members of the Worcester Regional Retirement System on November 7th. The date for a joint "Meet and Greet" with the School Facilities Director and Athletics Director did not work out so I am working with the DPW Director and Facilities Director on an alternate date to do before a Select Board meeting Ritter Breakroom Project The students from Monty Tech were able to recommence the break room project at the Ritter building to continue addressing all the preliminary work while the Town works on finding the source of the leak in the foundation on October 6th. 30 School Street Hazardous Materials Abatement and Demolition The Facilities Director has been working with Ray Dunetz and the environmental consultant on the scope of work for the remaining hazardous materials abatement and demolition of the building. A draft specifications and progress drawings have been submitted for our review with a goal of putting this project out to bid in January with an early spring start. Page Street Culvert Design and Construction McCarty Companies is 90% done with the bid documents and will be meeting with the DPW Director this week. There is $150,000 in FY 2023 Capital Funds to pay for this project. Flat Hill Bridge Replacement Project Our'engineer for this project is currently working on the utility coordination and easement coordination and this is expected to be completed by February 2023. They have produced an updated utility plan and are contacting the utility companies about an on-site meeting for next week. Weplan to advertise the project in March of 2023. This will allow the contractor time to ===PAGE 7=== fabricate the culvert in time for October 2023 when the water in Lake Shirley is lowered and construction is preferred. Flat Hill Road Drainage Study Project On August 1, 2022, we contracted with McCarty Companies to provide consulting services with an estimated cost of $4,803.00 to conduct a review of the approved design for the Village at Flat Hill subdivision. Specifically, to review the available drainage design and documentation to compare its compliance with current day storm water regulations in an attempt to identify the potential causes of flooding conditions and provide recommendations to minimize or alleviate them. McCarty Companies started the drainage review but has not found any obvious sources in the materials provided by abutters. He will be meeting with the Land Use Director this week to review any additional plans and drainage calculations he may have. It is his preliminary opinion that the flooding is a factor of groundwater elevations rising, groundwater I&I into the drainage pipes, and no maintenance being conducted on the detention/infiltration basins. Legislative Updates I received a responseregarding whether we should be asking for funding for projects in the State's supplemental budget bill and was informed that thereare not any opportunities forlocal funding earmarks in the bill. Meetings, Events, and Other Announcements: Fall Yard Waste Days will be at the old Landfill, off of Young's Road, from 8 am until 4 pm on the following Saturdays: October 8th, 15th, 22nd, 29th and November 5th, 12th and 19th. This is open to Lunenburg residents only. • The Zoning Board of Appeals will be having the next hearing on the Pond View Commons 40B comprehensive permit application on October 12th at 7 PM in the Town Hall meeting room. This will held in person and via Zoom. • The Lunenburg Business Association is planning on doing the Trunk or Treat event again this year on Sunday, October 30th 12-3 PM at the LHS Upper Parking Lot. • The Finance Committee will have their Public Hearing on the STM warrant articles on Thursday, October 13th at 7 PM at Town Hall/Zoom. • The STM will be on November 15, 2022 at 7 PM at the MS/HS Auditorium. Mr. Jeffreys reported he is working with a longtime homeowner on Pratt Street who is trying to sell her house. She went through the Title V inspection in June and it partially passed as she needs to replace her distribution box and tank. I reached out to the Nashoba Board of Health for a list of vendors to do the work. I must have called 40 to 50 people to try to get someone to do this work; half the people on the list said, "We don't work in Lunenburg anymore, the process is too slow. They don't do permits quickly enough." It takes a month to get a permit back and many other people just wouldn't respond, so finally the work was contracted with Bobby Proctor. They pull the permit, and this was three months after the Title IV and then Nashoba Board of Health says, "Your Title V is incomplete, you need to do a groundwater test." For the homeowner if you think about property values and interest rates and what they've done from June to now, this type of stuff' is harmful. Mi. Jeffreys asked Ms. Lemieux how we are tracking customer service satisfaction. Many people aren't going to complain about the Board of Health because they need them to approve what they're doing and that same logic falls for all of inspectional services. I understand the Nashua Board of Health has staffing issues but again the question is how do we track customer satisfaction with Town services. ===PAGE 8=== Ms. Lemieux stated obviously different departments receive calls on service calls or complaints to resolve issues and that's an everyday occurrence. If you deal with an elected board I would say you need to go to the elected board. Mr. Jeffreys stated he would discuss this further with her. OLD BUSINESS Discussion and Vote on 300th Anniversary Committee Charge Mr. Franco read the most updated version aloud: Lunenburg 300th Anniversary Committee The year 2028 will mark the 300' Anniversary of the incorporation of the Town of Lunenburg. In order to recognize and celebrate Lunenburg's Tricentennial, the residents of Lunenburg, by Town Meeting vote of May 7, 2022, authorized and established a steering committee, subsequently designated the "Lunenburg 300" Anniversary Committee," and hereinafter referred to as "the Committee." The Committee shail be comprised of no greater than eleven (11) members, each of whom shall be appointed by the Select Board for a terin to begin on the date of appointment and terminate when, as determined by vote of the Select Board, the Committee has discharged all of its defined functions and is dissolved. As a body, the Committee shall: 1. Develop a celebratory plan including a timeline, proposed events, publicity plan, volunteer roster, funding requirements, and funding sources. 2. Coordinate with other entities and officials within the Town government, including the police chief, tire chiet, DPW director, historical commission, and superintendent of schools, in order to facilitate safety and maximize resident participation. 3. Solicit, evaluate, and generate recommendations as to how the Town should manage the commemoration of its tricentennial, and the celebration of its rich history. 4. Oversee subcommittees established for specified purposes, and supervise and assist these subcommittees in their functions. 5. Recruit, organize, task, and oversee volunteers from among the townspeople in furtherance of the overall celebration and the execution of specific functions of the Committee and/or its subcommittees. 6. Plan, coordinate, manage, sponsor, and implement commemorative events including, but not limited to, recreational and educational activities and social/cultural gatherings intended to enhance among the townspeople awareness and appreciation for the history of the Town and the contributions that its residents have made locally and nationally to various fields of human endeavor including, for example: architecture, arts, civil rights, government, engineering, environmental protection, industry, invention, law, literature, medicine, the military, politics, public policy, public safety, and science. 7. Encourage through effective communication and outreach maximum inclusion, attendance, and participation by the townspeople in events and celebrations. 8. Partner with local businesses and community organizations to develop events that appeal to all ages and encourage maximum participation by town residents ===PAGE 9=== 8. Partner with local businesses and community organizations to develop events that appeal to all ages and encourage maximum participation by town residents. Motion: T. Alonzo 2"': T. Dwyer To adopt the 300" Anniversary Committee charge as eloquently read and written by Mr. Franco Vote: All in Favor Mr. Jeffreys noted the next step is to advertise for the membership. Donation Bins at Walmart When asked, Ms. Sroka stated the area had been cleaned up again but stuff continued to accumulate. She did not notice any cameras either. Mr. Jeffreys had a letter composed for Brixmor and the managers at Hannaford's and Walmart that he will bring to the next meeting. Status Update on Town Manager and Select Board Goals Objective 1: Continue to pursue a project acceptable to the Town regarding the property and building at 30 School Street (a continuation of FY21 and FY22 Select Board Goal - Objective 1, with modified actions). 1. Action: Oversee hazardous material abatement and demolition of Old Primary School through weekly updates and timeline review with Town Manager Mr. Jeffreys noted we're waiting for a presentation next week from the Municipal Building Design Committee, Also as Town Manager noted the RFP is expected to go out in January with a start date for demolition in early spring. That would satisfy some of action 1. Then we have additional actions on what those future plans will be so obviously that goal is about 25 % in the process. Objective 2: Work with Town Manager and Finance Director to establish a means- tested senior citizen property tax exemption or abatement. Mr. Alonzo reported there is no change. Mr. Jeffreys noted this is about 25% complete as well. Objective3: Review Select Board bylaws and propose updates for 2023 Annual Town Meeting 1. Action: Review Select Board Policies and Procedures Mr. Jeffreys noted they would be complete in reviewing the policies by the 18th. The next thing is reviewing bylaws over the winter. So we are about 25% completed on this one as well. Ms. Lemieux reported the only update on her goals is related to 925 Massachusetts Ave. She spoke with the EPA representative that she's been working with and the work to be done on the property is expected to be done by the end of this calendar year. Review Special Town Meeting Warrant Ms. Lemieux noted some changes; the wording on the Capital Plan Amendment for the AC project. Town counsel is providing wording that will conform to how it was voted at town meeting. I already noted for the APDC bylaw that he had provided for alternative wording for that article. The prior year invoices total about $1800.000 (there are two invoices) for that ===PAGE 10=== article. The funding amendment to the budget article; I don't have any final figures on that yet, still waiting for new growth to be certified. That will affect that article that's available. The Police Union agreement will be need to be voted on the final MLA at a future Select Board meeting. I've recommended changes of the order of the articles; keeping all the funding articles up front; all the funding articles to the beginning and doing the bylaws in order of where they fall on the bylaw town code. Also related to the Capital Planning article from the school, there should be an answer from them by our next meeting on whether it's needed or not, they should have an estimate. We have a few more sponsors for the citizen petition articles coming next week. There are two and one cannot attend. Ms. Peterson reached out to the sponsor of the one to change the annual town meeting/annual Town election dates. She cannot attend but submitted in writing the rationale for that. I've also asked Ms. Peterson to put together in the google drive is how that would affect our entire budget calendar. It would move things up five weeks which is a significant change and there's a lot of unknowns in the process as you're going along the budget process and it would further the unknowns at the time of perspective in Annual Town Meeting in April. The Personnel Committee will be coming in next week regarding their article. CURRENT BUSINESS Review American Rescue Plan Act (ARPA) Funding Requests Mr. Jeffreys stated the intent tonight is to ask any questions regarding the requests and we will review again in November. We received $5.2 M in requests and we have $3.6 M funding available. Ms. Lemieux reported the process is entirely discretionary. The requirements are that funds have to be committed by December 31, 2024 and fully expended by December 31, 2026. There's certain requirements the Town has to do as far as auditing the funds. We have to do reporting to the U.S Treasury on the expenditure of the funds so that's an administrative cost that we'll be looking to outsource. But beyond that the U.S Treasury and their final rule on use of the funds opened it up to any category under Lost Revenue if you're a community that gets $10 million or less in ARPA funding; we fall in that category. She recommended the board use a process similar to Capital Planning to create certain criteria. The requests are as follows: 1. Council on Aging: Recreation Area Patio Construction; ADA compliable patio to be constructed in the existing recreation area at the Lunenburg Senior Center. Elders and others with mobility challenges will be those who benefit most from this project. Estimated cost $400,000. Have $100K local appropriation, $10OK state earmark, and seeking grants as well. 2. Police Dept.: Mental Health Co-response Clinician; The Department is proposing a Mental Health Clinician be embedded within the Department. The clinician will be assigned to a Patrol Officer to respond to Mental Health calls and follow ups. The members of the community would directly benefit from this program, as well as Department employees. Total cost of the project is $150,679.58, which is being shared by Lancaster. Lunenburg's estimated cost $75,339.79. 3. Public Aceess Cable Committee; Communication and Media improvements: Add new and/or upgrade current video and communication equipment to help increase quality and efficiency of public access performance. The Town will benefit from all improvements. $67,590 4. Fire Dept.: Replacement of Ambulance (Rescue 1); Request for $460,000 to replace Rescue 1 (2014 Ambulance). This unit would become the primary ===PAGE 11=== Ambulance for the Town with Rescue 2 becoming the backup unit. Primary beneficiaries would be the Town residents in general. 5. Townwide: Hazard pay for Front Facing Staff: Proposal is for one-time payment of $1000 for all front facing staff that were required to regularly interface with the public during the first year of the Pandemic. (4/2020-4/2021) Estimate is based on the following staff who were not able to work remotely and, by nature of their work had to directly interact with other staff and residents on a daily basis. DPW - 10; Staff Fire- 41; Staff Police- 28; Staff I/T Services- 3 (Does not include Dept. Heads as they are not eligible; Facilities personnel included under DPW) $82,006. 6. Public Safety- Police/Fire: Update/Upgrade of Public Safety Communications Infrastructure: Project would replace 12+ year old UHF repeater/receiver systems for Emergency Service communications within the town. Project would also upgrade current receiver only sites to full simulcast transceivers, boosting effective radio coverage for a large part of town. System would also be configured to allow for future expansion/coverage in areas of town where radio coverage is poor: $485,020 7. Department of Public Works: Sewer Pump Station Upgrades; Funds will be used upgrade the aged pump station controls, pumps, and standby generators. $300,000 8. Sewer Manhole Repairs: Make repairs to sewer manholes to prevent infiltration and inflow of outside water sources. This includes engineering to help produce a contract. The estimated cost of the project is $200,000. 9. School Committee: Sidewalk Expansion; Add sidewalks near the Lunenburg Middle-High School and the Turkey Hill Elementary School. The students at these schools as well as the general public will benefit from increased safety while walking these roads. $101,640 Northfield Rd. to Turkey Hill Rd, Turkey Hill Rd. to Oak Ave.; Turkey Hill Elementary School to Northfield Rd. and Marshall Pond to Marshall Park (this is a portion of Highland St. to Chestnut St. 10. Town Manager: Regional Business Investment Fund; Funding to support a new Regional Business Investment Fund through a program created by North Central MA Chamber of Commerce. The fund is to provide low or no cost funds to developers for engineering, soft costs, site work, infrastructure and hard costs for project specific developments in the 26 communities within the One North Central business development plan service area. $50,000 11. Town Manager: Financial Consulting and Audit Services to ensure compliance; There are reporting requirements tied to the use of ARPA funding that will need to be submitted to the federal government and we will need to conduct a special audit each year until completion as part of this requirement. $60,000 12. Department of Public Works: Sewer Mobile Generator; Funds will be used to purchase a mobile generator set. The generator will be capable of providing full electrical power to our 10 pump stations in the event of an electrical power failure and a failure of the existing generator at the pump station it is needed at. The generator will be mounted on a trailer that is towable by a truck. It will be stored at the DPW. $90,000 13. Town Manager; COVID Related Expenses; All related additional expenses to administer COVID related activities, including but not limited to BOH and Remote Meetings $50,000 14. Park Commission: Marshall Park Master Plan Engineering and Schematic Design; ===PAGE 12=== The funds will be used to develop the engineering and schematic design for Marshall Park so the project will be bid ready. $500,000 15. Park Commission: Marshall Park Construction; Funds will be used towards construction site development of the overall master plan of Marshall Park. We are seeking $2,000,000 of ARPA funds to be used towards part of the construction of Marshall Park Master Plan - the total cost of the project is $5,131,584. 16. Town Manager; Communications Tower; Funds would be used towards constructing a communications tower that would provide better coverage for residents and a revenue stream with cell providers.$500,000 17. Town Manager: Food Pantry Assistance; Funds would be used to assist the Food Pantry in equipment or other resources needed to further promote food security. $50,000 Mr. Alonzo will take the Capital Plan process and try to adapt it for this process and have it ready for the first meeting in November. Mr. Alonzo asked the other members to send ideas on how to prioritize the requests. Renewal of BAN for Saliba Property & Ladder Truck Ms. Lemieux reported a bond anticipation note is up for renewal. It is for $304,998 with an interest rate of 3.75%. It should be paid off in five years or we could pay it off early in anticipation of rising interest rates. Motion: T. Alonzo 2nd: T. Dwyer To approve the BAN for the Saliba property and ladder truck as presented by Town Manager Vote: All in Favor Approval of Minutes of September 6, September 13, 2022 Motion: L. Franco To approve the minutes of September 6 and September 13, 2022 as presented 2"d. T. Alonzo Vote: All in Favor Vote to Release the following Executive Session Minutes: March 24, 2015; April 21, 2015; May 12, 2015; December 15, 2015; January 5, 2016 Motion: T. Alonzo To release the executive session minutes as listed 2"d: L. Franco Vote: All in Favor Committee Reports Ms. Sroka reported the School Committee met two weeks ago. They discussed their new hires. They had 16 new LEA members, 10 new paraprofessionals, 3 new custodial workers and 3 lunch workers. A total of three new positions were created: athletic trainer, Lunenburg Primary School social worker and a Lunenburg High School interventionist teacher. LEA includes social workers, guidance and nurses. They also have 3 grant-funded positions that are new; LPNs for the Ace Program, Lunenburg Primary School and the Turkey Hill Elementary School. I asked for clarification on the bus transportation; they had 162 late requests for regular bus transportation that didn't include the walkers. That was just people who didn't accurately understand the email that went home in the spring. They are working on the Superintendent's goals right now and one of them is effectively communicating. Mr. Beardmore was participating in that meeting. They meet again tomorrow. Mi. Alonzo reported Capital Planning met a week ago and he is now the Chair and Mr. Passios is the Vice Chair. We meet again on October 17" and we will begin reviewing department head requests. ===PAGE 13=== Mr. Jeffreys reported we were invited by the school committee to attend a walk; DPW Director Bernard was also present as well as Officer Russell from Police Department. We walked down Northfield Road towards Turkey Hill Road, came back and walked to Marshall Park. There were a lot of cars as the elementary school was getting out and we did not see any students walking. We also observed some traffic concerns because a lot of cars were making U-turns at Northfield Road. This will need to be resolved. Ms. Sroka noted there is no yield sign there. Mr. Jeffreys reported we identified right at the elementary school that it seemed to be a beneficial concept to put a sidewalk that would continue from where it currently ends around the corner onto Northfield heading toward Turkey Hill. I think the idea was a full loop of sidewalks going down Northfield to Turkey Hill banking right and coming back towards center of town. That would be a complete loop. Also the sidewalk going towards Marshall Park ends at Marshall Pond and that was another area where we noticed there wasn't a lot of traffic going down Chestnut Street. Highland's very busy and then at the intersection of Oak Ave., Highland Street and Main Street where they come together, we were watching to see how many people actually use that intersection. Somebody jogging actually used crosswalks but everyone else just went around a blind corner and you can't really see. The school was very interested in a sidewalk that would continue from Marshall Pond all the way to Marshall Park and those were the limited areas of sidewalks. The walk was very insightful. We need to do another one when the high school gets out. I also attended the Green Communities Committee meeting last week. It was a meeting with an MIRPC representative present. The meeting was about the requirements to complete the annual reports that keep track of energy consumptions, fossil fuel consumptions, etc. MRPC was advising about different programs they have available to provide support. I asked what could be done to get solar panels at the old landfill. There's a lot of money for Brownfield development; one of the requirements is that it needs to be an economically distressed area which basically means no town is going to be eligible. It's really for urban areas. MRPC had a lot of information about this. I think we have an opportunity with ARPA funding that we could create a model where we are the sole owner of the solar parels and after the initial investment we pay ourselves back and have a steady stream of revenue coming from it for years to come. The Green Communities Committee is going to look into this. Municipal Building Design Committee met and we went over the three option/concepts and the key points in all three concepts. Our goal was to come up with three distinctively different concepts in which we're looking at different ways to use the buildings and there was a suggestion for a hybrid concept which in some ways takes some of the best aspects of all of them by addressing more needs. The joint meeting with the Select Board will happen next week when the Municipal Building Design Committee will come forward and present these options. There's also a request to the Planning Board and to the School Committee for the MBD Committee to meet with either of those boards if they so choose to provide more insight into the concepts and to get feedback. UPCOMING MEETING/EVENTS SCHEDULE October 11th, , October 18th !, November 15t, November 8th, November 15'" (STM) Discussion ensued about whether to meet on November 22'°. No decision was made. Public Comment- there was none Motion: T. Alonzo To adjourn the meeting The meeting adjourned at 9:56 PM 2'': L. Franco Vote: All in Favor ===PAGE 14=== Respectfully submitted, Each Peterson Blaine M. Peterson Executive Assistant to the Town Manager ======================================================================================== DOCUMENT : 2022-10-05-agenda-5328.txt BOARD : select-board DATE : 2022-10-05 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2022-10-05-agenda-5328.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10052022-5328 ======================================================================================== ===PAGE 1=== SELECT BOARD Wednesday, October 5, 2022 5:30 PM AGENDA 5:30 PM TOWN PROPERTY SITE VISITS: Locations will be visited beginning with Young’s Road.  27 Young’s Road  671 West Street  225 Pleasant Street  40 Lakeview Avenue ADJOURN ======================================================================================== DOCUMENT : 2022-10-11-agenda-5290.txt BOARD : select-board DATE : 2022-10-11 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/select-board/2022-10-11-agenda-5290.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10112022-5290 ======================================================================================== ===PAGE 1=== SELECT BOARD Tuesday, October 11, 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://us02web.zoom.us/j/87987952290 or from a telephone, dial the toll free number (888) 475-4499 and enter Webinar ID: 879 8795 2290 # 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 • Conservation Commission re: 35 Leominster Road IV. APPOINTMENTS 7:10 PM Request from Lunenburg Boys & Girls Club to hold Haunted House Event on Memorial Drive on 10/29/22 6:30-9:30 PM 7:30 PM Review of Special Town Meeting Warrant Articles with representatives from article sponsors including Personnel Committee/HR Director, School Committee/Superintendent, Citizen Petitioner for 199 Mass Ave, and APDC 8:30 PM Joint Meeting with Municipal Building Design Committee V. INTERVIEWS/APPOINTMENTS/ RE-APPOINTMENTS/ RESIGNATIONS Resignation of Full-time Police Officer Nicholas Marino effective October 12, 2022 Ratification of Town Manager’s Appointment of Paul Theodoulou to Full-time Police Officer effective October 12, 2022 Ratification of Town Manager’s Appointment of George Tibbetts to Reserve Officer effective October 12, 2022 VI. TOWN MANAGER REPORT VII. OLD BUSINESS 1. Review Special Town Meeting Warrant Articles VIII. CURRENT BUSINESS 1. Approval of Minutes of September 20, 2022 2. Warrants/Action Items 3. Committee Reports ===PAGE 2=== IX. UPCOMING MEETING/EVENTS SCHEDULE Site Visit- October 15th, October 18th, November 1st, November 8th, November 15th (STM), November 22nd (Tentative) X. PUBLIC COMMENT*** • 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.