All right. Good evening everyone and welcome to tonight's meeting of the Lunenburgg Select Board. Today is Tuesday, December 9th. Please stand for the pledge of allegiance. I pledge allegiance to the flag of the United States of America and to the
republic for which it stands, one nation under God, indivisible, with liberty and justice for all. In accordance with the requirements of the open meeting law, please be advised that this meeting is being recorded and broadcast live over the Lunberg public
access channel on Facebook live on the public access Facebook page and will be uploaded to the Lunberg Access YouTube channel after the meeting. 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 the open meeting law. We're going to begin tonight with announcements and I have a couple. Just a reminder that the pancake breakfast is tomorrow morning at the Lunberg Adult Activity Center from
8:00 a.m. to 10:00 a.m. Santa's mailbox is in the town center by the flag pole and you can send your letters to Santa and get a response if you drop off your letter by December 19th. And in order to get a response, you need to put a name and address on your letter. And finally,
the Lunberg Public Library has partnered with the Salvation Army this year to host an angel tree. It is located in the lobby of the library, and each tag on the tree represents a local child and their holiday wish list. So, what you can do is go there, pick a tag from the
tree, purchase a gift from the child's wish list, and then return the unwrapped gift to the library with the tag attached so they know who it goes to. They're looking to have gifts returned by Sunday, December 14th. So, if you're able and would like to participate, uh, please head down to the library. Okay.
So, we are going to go a little out of order tonight. Um, we do have an executive session and we have town council here. Uh, I'm not seeing any public for public comment, but I'll ask again once we uh go back into open session after the executive session.
>> So many papers for the agenda tonight. session. >> Okay. Yep. I move to enter into executive session and re-enter open session after exiting executive session pursuant to MGL chapter 30 section 21 A3 to discuss strategy with respect to litigation if an open meeting may have a
detrimental effect on the litigating position of the public body and the chair so declares and this is for Burden George atal versus court manchie atall 2572 cm00296 and town of Lunberg acting by through it
select board and chief of Police versus Burden George B at tall 2585 CV01256 >> second. >> This will be a roll call vote. Mr. McCloud >> I. >> Mr. Leighton >> I. >> Miss Em. >> I. >> Miss Moore >> I.
>> And an I for myself. We are now in executive session. Okay. weirdly loud. >> Did I scratch it? >> Maybe. >> All right, we are back in open session. >> Okay, I'm not seeing any public in the
room or on Zoom for public comment. Is there any public comment >> from the board? >> No. >> Okay. So, moving on to appointments, ratifications, and resignations. We have two resignations to acknowledge tonight.
So, the first is a resignation of Pauline Roy, the outreach coordinator for the Council on Aging. >> Yes. So, um very sad to accept the resignation of Pauline, who's been with the town for some time. A lot of our seniors know her. and then uh through
her official service, but she's well known and well- loved in the community, but she is going off to Tri Valley um to serve as their uh shine shine services coordinator for Tri Valley. So, it's a great for Pauline, not great for the town of Lunenburgg,
but we wish her well. >> Yeah, Pauline was definitely a pillar of the community and the senior center. So, it really is sad to see her go. Um and I wish her all the best. >> Same. I've um Pauline and I have two kids that are in the same grade of her couple of children. So, I've known her for a long time and wishing her all the
best in her future endeavors. >> All right. And the next one is the resignation of Caitlyn Hinnelberger, the young adult staff librarian. >> Yes. So, Katie Himlberger um has been with the town for a couple years. Um she's decided to move on, but again, we thank her for her service and we wish
her best of luck in all her f future endeavors. >> Of course. All right. Thank you very much, Katie. All right, moving on to the town manager report. >> Okay, thank you, Mr. Chairman. So, finance department transition has been a regular standard on my report. Um, so today I am reporting to you that uh in
that transition uh with Katie McKenna exiting at the end of the month. Um, we're trying to figure out what next. So, I have had several conversations with retired finance director Karen Brochu regarding coming back as interim director um and providing accounting
services and great gratefully she has agreed to come on partially out of retirement uh for the purpose um and assist us with a part on a part-time basis. So, we're working out those details of what that looks like um and when she starts. The goal is I said if I
if I had to design my ideal here, it would be that you start an overlap with Katie while she's still here. And I think that we're going to make that work. >> Um but it's nice to have somebody that knows Lunberg and cares about Lunenburgg back to provide some stability um during this time. So, Department of Mental
Health Jail and Arrest Diversion Program. Through our police department, the town of Lunberg working with Lancaster has been awarded a $19,000 in grant funding through the Department of Mental Health Jail Arrest Diversion Program. And with those funds, we have entered into an agreement with Open Sky
Community Services, who will be providing a M's level clinician clinical support to assist officers in both of our communities with providing onseene and immediate uh support for mental health um assessments and crisises. Um the goal of this program is to treat
mental health as a mental health condition and not to treat it as a crime. Um but thank you so much to Chief Tibido and Officer McNamera um who have been working very hard to bring this program into Lunenburgg. Uh they were close about a year ago and uh the grant
funding fell apart. So we are very happy to have this and if there's um an inclination I'm sure officer McNamera would love to come and present about the program and and how they hope that this is going to work. >> Yeah, that's really awesome. How much did you say? >> 109. >> Wow. Awesome news. It's about a It's for
about a year of support services and and we'll see how it goes. But >> Sure. Yeah, that's great. >> It's excellent. Um so, Nishoba Valley Regional Dispatch. Uh last week the members of the administrative board for the regional dispatch center voted to have the town of Sterling join the
regional center. Uh they will be joining Lunberg, Lancaster, Harvard, Boxboro, Bolton, Berlin, Devons, and Hutton who is the most recent uh town to join. Uh with the addition of sterling, our FY27 assessment is anticipated to be relatively flat. Um and with the 911
grants, it will be flat uh or relatively flat for a number of years, about three years with the addition of sterling. After that point, we get a spike. So we're talking right now about how we can level that out, maybe not have a decrease with the addition of sterling and and carry that forward. But all in
all, this is a great thing and uh they should be fully onboarded uh by the end of next year. Uh we have been notified by the division of local services that our tax rate has now been officially set. The FY26 tax rate is $14.39.
Uh we received that notification last week and the assessor and treasur collector are now actively working together to get the file together to send out the third quarter actual tax bills. Capital Planning Committee is meeting tomorrow to hear an additional presentation from IT. At their last
meeting, they heard an additional presentation by the school department. Uh the Massachusetts Municipal Association has a couple of events coming up uh for this board and for frankly anybody that's listening that's on any other board, committee or commission that's interested. The annual
Connect 351 uh conference is just a few short weeks away on January 22nd. members, if any of you are interested in attending, uh, please reach out so that we can make your accommodations and registration um, set, but if there's any members from other boards that are
interested in learning more about the Connect 351, it's not just town managers and select board members that are there. You have finance committee members and planning departments. It is the big it is the big municipal show every year in January. Um, and then this Thursday, the
management association and human resources association are holding a joint meeting. Um, and the assistant town manager and I will be attending. It's their holiday meeting, but the topic is going to be how to transform your New Year's resolutions into actual tangible goals for for your community.
Um, and the town offices will be closed from 12 to 2 on December 17th for the annual staff holiday potluck and Yankee swap. We are looking forward to some festive sweaters or ugly ones and some holiday fun. Uh for project updates,
uh Chris Ruth, the facilities director, is working on the exterior bulletin board for uh the town clerk's bulletin board uh that is used for meeting agenda and postings. Um it is kind of falling apart. It is showing its age. And so rather than purchase a similar
replacement product, um he's having a board designed which will better fit with the aesthetics of the downtown. and the replacement will be constructed um through both the facility staff and somewhat outsourced. I have in here through all the facility staff and then I learned no we gota outsource part of it but it looks great. Um of course
we're going to make sure that the town clerk gives her stamp of approval before anything is finalized. Um access control project. So this project has been lingering for a while. We had the uh equipment installed and all the the door equipment installed and
then we had been waiting for the um additional hardware to come in. That's in. But what we realized in the process is that the library teen center and adult activity center because they are on a different network cannot tie into the system. So we have a small change
order of $5,750 um to get the requisite equipment so we can run everything off of one system. Uh the total appropriation for this project was $185,000. So with that additional um the additional change order, we're short by
about $1,766, which we're going to take from the Wallace Park resurfacing project, which was completed under budget. Uh TCP decommissioning is going quite well. I toured uh TCP yesterday with Chris Ruth to view the work. So far, the water and
heat have been totally turned off, the pipes capped. um for the decommissioned portion of the building. The wall has been built. The fire door is in. That part of the building is off. Um there are still some documents and other items that need to be cleared out from that portion of the building, but we're going
to pause on that until heat returns in the spring. And uh some of the vacant spaces spaces that are now unoccupied but can be occupied um need some cleaning, some sprucing up, and then we're going to start to use some of those spaces that the school was using.
Uh, what else? Oh, um, and the annual clothing drive for the schools will be in one of the recreation classrooms coming up. So, I know that a lot of people donate their clothes, so start cleaning out. Um, trackless snowblower attachment. The DPW has ordered a new
snowblower attachment for the trackless machine. We're expecting delivery mid January. U, we're expecting that sidewalk cleanups will be drastically improved once we have that attachment. Okay. current recruitments. So, a lot of the same recruitments that
you've heard about, the conservation agent, staff librarian, young adult, finance director, payroll and benefits, rec director, dietary aid. Um the new uh position of outreach coordinator, that job description is under review. Um the
job description that Pauline was working under was quite old. There had been an effort to update that job description a couple years ago. So, now we're going to make sure that happens and post that job. We have an offer pending for an intermittent heavy equipment operator. And as you're aware, the land use
director and library assistant, we have offers accepted and appointments will likely be on the next agenda as well as now a meal site manager. There's been an offer accepted and an appointment will likely also be on the December 16th agenda for that as well.
um appointed and elected positions with vacancies uh remain largely the same except that we did receive a notice of um uh vacancy today. Anita Shipers uh will not be continuing on the park parks commission unfortunately and and we
thank her very much for her service and all the work she did especially on the Marshall Park project. But that is a new vacancy and that is the conclusion of my report. >> Okay. Thank you very much. Any questions for the town manager? Will the uh land use director go before the the planning board as well for their ratification?
>> So they they don't appoint the planning board um does not appoint the the planner. So, no, but uh the chair of the planning board was involved in all of the interviews >> because they they did the last time they
they didn't appoint, but they you know, I forget the term, but they >> So, the on on December 16th, the candidate is actually going to be here >> and he's going to come and introduce himself and then we talked with the chair um about he'll come to he's not
going to be starting until February, but he's going to come to a January meeting to meet the to meet the planning board. >> Um, going back to TCP, I heard from a couple of pickle ballers, pickle ball players, that it was hot in the gym.
>> So, they they typically >> I could use some heat here. >> Yeah. So, they typically, I guess, have to keep the door open >> um because it is so hot. >> Yeah. Um, they're actually I've heard that it's less hot this year than it was. So, I'm a little surprised that
that was the feedback. >> Definitely still hot. Yeah. I don't know if it's to keep the pipes from freezing or if it's >> it's just a really old system. It's a really really old system that like >> so where
>> where the gymnasium is is where the stage was with that kitchen behind >> and then that years ago 25 years ago some of that has been bricked up and they actually had to act there was they could hear the belt going in there and
they actually had to they're they're looking at plans and they're seeing that there should be a door here. They had to go in through the ceiling, found a secret room. So there it's a complicated system that was designed for a different time and it hasn't really been upgraded. >> I think they mentioned it to me just
like, hey, if it can be turned down and save money, we don't need it. That's why it was brought brought up. >> It's >> okay. >> Unfortunately, not >> really that adjustment. >> Yeah, they actually they How long ago was because they did damp them few weeks. Okay. They they damped them down
last week. So >> Okay. Okay. If you could report back >> Thanksgiving before Thanksgiving. >> Yeah. So, I I do the the volleyball this indoor volleyball every Thursday and it's it's always Yeah. >> And this >> I just assumed it was early in the morning like in the morning
>> bursting freezing. >> It's not intentional. Just like it's not intentional that we're freezing in here. >> Yeah. It's chilly in here tonight folks. >> Bring the heat from there over here. >> All right. Thank you. Any other questions for the town manager? All right. So, moving on to current
business, we have another slate of license renewal applications that are ready to be voted on tonight. So, what we'll do is we'll start with those and we'll just go license type by license type and um identify if we want to pull any out to discuss. Um so, we'll start
at the top. So, first are the pouring licenses all kinds of alcoholic beverages. Are any of these uh applicants ones that we want to pull out? Um, are any of the ones on the agenda in Melissa's email?
>> No, these are all squared away. The ones that are on the agenda. Okay. >> I didn't cross check, so I just want to make sure. >> Yeah, these are ones that are good to go. >> Okay. Media. >> Okay. So, I'm not hearing any that we want to hold. Um, package door wine and
malt. There's two. Um, do we want to hold any of these? Everything on this list was >> completed. >> Was completed and no issues. >> Correct. >> All the way down. >> Mhm. >> So, I'll ask it this way. Does anyone have any issues with any of the uh applicants as they're printed here?
>> Maybe we don't even need to go through license by license. >> No, I don't. >> I don't. >> Okay. Is there a motion to renew the um annual license renewals as printed on the agenda? >> So moved. >> Second. Any additional discussion? Those
in favor say I. >> I. >> I. >> Those opposed, no. Motion passes unanimously. All right. And then review other license renewal applications as needed. Um, so we did get an email from uh Melissa earlier today. And I did uh briefly chat with her on my way in. Um,
there is uh progress in motion on uh pretty much all of them. I guess there's some that haven't really responded uh but you know, they're working on that. Well, we do have a couple common Vicks that there's been no communication. >> Yeah.
>> So, I have a general question. I probably should know this, but I don't. Um, when it's a landlord that's delinquent and paying a bill, >> how does that impact the tenants? >> It was interesting to see that. >> I've seen boards handle this in multiple
ways. >> Um, ultimately, the tenant is not responsible for that fee though. >> Okay. Right. It seems unfair to withhold the license from the tenant, but at the same time, I don't want a landlord to be delinquent on tax bills or sewer bills
or any bill >> to the town. >> And we have we have no means of I mean, I I did work in one community where we would try to pressure the applicant
>> Mhm. to bring their landlord into compliance, but it's it's complicated. >> I don't want to fault the applicant for this. >> Yeah. No, I mean, withholding the license penalizes the tenant and not the landlord. >> Yeah. Definitely don't want to do that. Um, is there any way that we can reach out directly to like how do we how are
we managing that? >> So, so the there's the normal lean process. There's the normal lean process >> that if they go >> I think we've had this before. >> We have. Yeah. Um, and it's always sort of unfortunate what happens. So, >> um,
>> it's not always successful. >> Yeah. >> And, >> okay. Have members had a chance to, uh, go through Melissa's email and have a good idea of, um, where we're at right now? Any questions on any of these that we want to flag for right now? >> No, I think we're just waiting for more, right?
>> Yep. >> Is there anything that we need to do on any of these at this point? No, I guess I guess what would be helpful to know is we only have one more scheduled Yep. regularly scheduled meeting >> which is next Tuesday, December 16th. Um the board could certainly take a
contingency vote on December 16th approving everything else contingent upon 100% submission of all of the things. Um or the board could like tonight just approve the ones that are completed and then we could have a
special meeting. Maybe not on a Tuesday, maybe on a Tuesday. It's tough with the holidays, but either the 23rd or the 30th. >> I am totally fine with a contingent vote because at the end of the day, they still need to get up to date on everything if they want that license. So, you know, I I would be okay with doing that um for next week. And
>> what happens >> seeing where we're at then? >> All of the current licenses expire on the 31st. So what happens if we do a contingent vote, say for some of the liquor licenses and we don't get that information, >> they should not be serving alcohol as of January 1st. >> That's correct. As long as we are
enforcing that >> fine with a vote, >> same thing with the vehicles. They should not be selling vehicles as of January 1st. They should not be any of the licenses. >> Y I'm good waiting till next week to see if some of these do get everything in order, approve them straight away, do the contingent vote, and then there's
some who we have no response. We can't even do a contingent, I think. >> I mean, we'll give it another week, but I, you know, we'd have to have that conversation next week. There's still no response then. >> Right. >> What do you want to do? You know, >> then perhaps we'll schedule a meeting then. Yes. Yeah. But Melissa um was
working the phones today. She was working the phones last week. We'll have her keep the phones work. >> Great. >> Thank you, Melissa. You're doing a great job. >> Okay. So, that sounds like a good plan. All right. Anything else on this we want to discuss tonight?
Okay, moving on to old business. So, the first is the letter to Governor Mora Healey on local aid in the fiscal year 2027 budget. So, I think I captured everything that came out of the discussion on the last letter that we did. So this one is uh for the whole
town and it is uh with the goal of trying to advocate for municipal needs while the governor uh governor contemplates her budget uh before it is submitted. So I'll just go ahead and read it. Letter to the governor of the
commonwealth and state delegation regarding the urgent need for increased local aid from the state. We, the Lunberg Select Board, write to express our deep concern about the growing fiscal pressures facing municipalities across the Commonwealth and to respectfully request that your FY27
state budget addresses these fiscal pressures in the form of increased local aid. The closure of Nshoba Valley Medical Center has placed immediate strain on our public safety operations. Emergency medical services now face longer transport times, extended emergency department waits, and
significant operational pressures that require additional staffing and resources to overcome. This drain in our EMS resources is occurring at a time when municipalities are struggling simply to maintain existing services. This is just one example of how local
governments are forced to absorb the cost of systemic failures without corresponding support from the state. In a recent report, A Perfect Storm: Cities and Towns Face Historic Challenges, the Massachusetts Municipal Association highlighted that on average, municipalities receive about 31% of
their revenue from state aid nationwide. While for municipalities in Massachusetts, that number is only 26%. Additionally, when adjusted for inflation, unrestrict unrestricted general government aid has fallen by 25%
since 2002. The Commonwealth ranks 37th in state support as a percentage of local revenue. A significant increase in unrestricted general government aid is essential to restore municipal fiscal stability.
Infrastructure funding presents similar challenges. Chapter 90 funding has remained at $200 million since 2012. And as a result, the purchasing power of this program has fallen sharply due to inflation and rising construction costs. Even with historic commitments in the
Chapter 90 bond bill, municipalities today cannot maintain their roads and transportation networks at the level our residents expect and deserve. Expenses such as health care and student transportation costs have far exceeded the limits imposed by Proposition 2 and
a half for many years, forcing communities to make difficult choices between cuts to essential services, deferral on infrastructure and facilities maintenance or overrides that burden residents already coping with rising costs. Education related costs
are especially troubling. We respectfully urge the administr administration to strengthen the special education circuit breaker program, fix the chapter 70 inflation cap, fully reimburse regional and non-regional districts for student transportation, significantly increase rural school aid,
further mitigate the financial impact of charter schools, and invest in staffing and programs needed to support student mental health. Additionally, we must recognize the chapter 70 formula doesn't account for the realities of a 21st century public education and is significantly inadequate in its current
funding. Your administration and the legislature must act with urgency to reform and modernize the program. For these reasons, we urge the Commonwealth to prioritize meaningful investment in municipal government. We respectfully request that the FY27 state budget
significantly increase unrestricted general government aid, address the funding crisis our public schools across the Commonwealth are facing, and clearly demonstrate the Commonwealth's commitment to strong and sustainable partnership with municipalities. Cities and towns deliver the services
that residents rely on every day, such as public safety, education, public works, and more. We cannot continue to meet those obligations without increased support from the state. We look forward to your partnership to ensure communities in Massachusetts remain strong, resilient, and capable of
serving their communities by increasing local aid to municipalities in your FY27 budget. All right. Thoughts from the board? >> I think it's great. >> I think it looks good.
I think we should put something in there indicating that eliminating Proposition 2 and a half is or or altering it is is not an option. I that would be a suggestion because I know from the conversations kind of reading the tea
leaves it seems that's going to be their solution and I I even having been at that uh uh forum in Grten one of the uh residents or you know participants suggested suggested they uh entertain
moving certain aspects off of the um the the the tax roles or whatever specifically like uh the pension benefits or retirey benefits and health care. So any alteration in in that aspect I would not be in favor and and
that is my prediction is what going to be their their uh response despite that that the um the report you referenced, you know, specifically their lack of funding. um they're going to go after
Proposition 2 and a half and not acknowledge the fact that they are not providing us our tax dollars or a reasonable amount of our own tax dollars back. >> But otherwise, yeah, very well written letter. >> Thank you. Yeah, I mean there's
definitely rumblings about uh you know getting rid of Prop 2 and a half. I don't think Beacon Hill is going to seriously consider it in my honest opinion. I think that's just going to remain rumblings. Um I think it's important, you know, there has to be some mechanism of a limit and a process
to override that limit, right? That's how it works. Um but at the same time, like I don't know like I I would be open to considering changes to it. Do I think it needs to just go away? No. I do I know exactly what you're talking about. Um, someone proposed maybe uh a
possibility of creating exemptions for, you know, costs that are um exorbitant and just rising out of control like health insurance and stuff like that to be exempt from Prop 2 and a half. I would be open to considering some sort of reform to it like that. Uh, but I
definitely don't think we should just replace it. Um, those are just my personal opinions on it. Um, honestly, I want to completely stay away from it. I I don't want to take a position for or against it. Um and or really include it to be honest. I want to stay far away from that conversation.
>> Well, I I think for the purpose of this letter, I I wouldn't bring in Prop 2 and a half because I think it dilutes the message. It it conflates the message a little bit. Like this is focused on getting more more funding from the state, more of the unrestricted general government aid.
>> I would agree. I think uh maybe that conversation or letter could happen in the future if things progress. Yeah, >> it's one of those problems though. It's generally too late once that that that occurs. And this this is, you know, nothing in here is new to them.
>> No, but maybe the um increased advocacy could be new, you know, so we'll see. >> I Yeah, they respond, you know, well to strongly worded letters. Well, I think um you know eventually what changes things is when you get that
critical mass of um the quantity of strongly written letters. >> I love your optimism. >> Right. And if it's not acted upon, you know, it would be nice to see more select boards, you know, send letters like this, you know, and then it's kind of hard to ignore then. But we'll see.
>> Some doing something is always better than doing nothing. >> Exactly. >> Yeah. >> Maybe the state should do something. What what do you think? Do you like the letter? >> I like the letter very much. Um I actually think that hearing some of the
conversations to your point about perhaps revisiting Prop 2 and a half is in direct response to the advocacy >> that was heard, >> right? It's it's directly in response to people screaming out about the pressures
that they've been facing in their local communities. And yes, perhaps that is the avenue, right, that is on the table right now. But I think and and you know, folks can have an opinion either way on that, but that wasn't a conversation that was
happening last year. That was a conversation in fact that I specifically was saying why isn't this conversation happening? Like why aren't we talking about this? And now to hear that this these things are starting. I think that the the
leaders on Beacon Hill are realizing that this isn't for many communities. This isn't Chicken Little. This is very real for us and there are very real decisions that are being made and this simply is not going to work. Um
thankfully the town of Lunberg is better positioned than some not as well positioned as others. Um, but you know, the impacts are real. And so I don't think just sending a letter
alone, right, is going to do anything. But sending a letter, showing up in graten, showing up at the forums, you know, they hear it and when they when they feel the pressure, they bring
that back. And the sense that I get is that across the Commonwealth, municipal leaders are screaming that that this is not working. >> The only thing I um >> now I'm roasting >> that I you're roasting. >> I'm still breathing over here.
>> Turn the rotation. >> Um >> that flow doesn't work. I don't know if it's worth emphasizing because I I don't think it's called out is communities like Lunberg are more impacted than others. Like it's not an even impact
across all 351 communities in the state. >> Some people are doing some communities are doing better. They're getting more aid maybe more than their fair share some people would say. Um, so calling
out the specific like Lunberg is we're this in between. We we're someone said it recently, I can't remember how they said it and maybe it was at school committee or something. We're too too rich to get aid and but too poor to
do, you know, we're in this middle, right? >> We don't fit in a bucket and we get >> we're we're passed over, you know, we fall through the cracks. Yeah, it's a good point. Um, I don't know where we would put it in or exactly how we would word it. Do we have any uh
>> I think the highlight because it was highlighted in in the MMA article, right? How some >> gateway cities like in that >> gateway cities are cities >> better than than you know the rural we're >> we're not rural. >> No, I forget I forget where they put us in that.
>> We are until the next census, but Okay. Not really. Yeah, >> we we were in that article in that report. not a school district. >> Right. Right. >> Um that's the only thing I can think to to strengthen it from a Lunberg um focus
>> and in other communities like Lunberg. Um I feel like, you know, maybe we're not heard um as much as the larger cities, >> right? So, okay. Um I could we could rework it, but I feel like we would have
to bring it to another meeting. We would have to reddis, re-review, and then vote on it then. Um, >> is there a rush for? >> No, but you know, we do we do have to get it out probably this month, right? When is with the when when's the
governor's budget usually released? >> Uh, in January. >> January. Yeah. >> So, yeah. So, you could you could >> if you got it did it next week, but not after that. Yeah. after that would be >> um you know and that kind of touches up on something that I was going to write
about and I completely forgot and didn't realize until you mentioned that I was going to mention the municipal empowerment act and how um you know none of the options in there for increased funding which >> the municipality obviously has to front none of it's really coming from the
state none of them really really apply to us you know uh we don't have hotels so we can't really you know use that tax as a way to increase our revenues um the meals tax, we don't really have that many resident uh restaurants. So, if we use that, it would probably be harming
um you know, local industry. So, you know, it does kind of tie into that where maybe that works in Boston or even Fitchburg. It doesn't work for Lunberg. Um so, there is like the this middle ground of communities where we need to recognize a lot of communities fit into
and some of these solutions don't really apply to us. So, I can um I can work with that and try to um add it in here somewhere. >> I think that's the only my only comment. >> Okay. >> Yeah. And that and that speaks exactly to to my concern is their response is to
increase taxes, not to return the taxes that we've already provided to them, right? >> Specifically, the Municipal Empowerment Act with the excise tax, you know, raise raising the excise tax, you know, in my opinion is is, you know, unacceptable.
So that their their their you know their mantra is that they haven't raised our taxes. It's because they cause us to raise our own whether it's through a Proposition two and two two and a half override which when in my opinion when they're passed it sends them a message
that they don't have to send us you know they don't have to correct the very issues that we're trying to have them correct. So, you know, the M municipal empowerment act, I mean, it's in the name. It's like empowering us to raise our own taxes. It's thank you, but uh no
thank you. >> Yeah. So, they don't have to do anything and you know, we kind of just deal with things on our own. So, I'm in full agreement with you there. And and another specific example of that is the you know the the uh storm water utility and that's a way to address issues that
are you know again referenced in the letter that we're not receiving the appropriate uh funds from the state. So, we have to >> Yeah, that's like federal. >> Oh, those are regulations, but the regula I I understand it's federal and local regulations, but those are to to
um adhere to the the permits and regulations that they're, you know, holding us to, but it's still funding from chapter 90 as well as, you know, um all all taxes really. But I know one of the arguments they, you know, for the
for the property owners that spend say $10,000 to to put in a storm water retention uh system, you know, they current discussions will indicate that they would not receive a waiver. Um indicate, you know, the the thought process is that because they drive on
other uh areas in town that they should have to pay nonetheless. But that specifically goes to chapter 90 as well as the gas tax. you know, I I don't think it's fair to, you know, without going down the rabbit hole of a storm water uh utility fee or tax, it's if if
somebody has the system in place, whether it's a business or a resident, they should not be paying uh additional additional taxes. And that's and that just goes back specifically to the lack of funding from the state. It's not to
to to attack the uh the the initiative for the storm water utility because the process that they're most that that they will likely use is allowed. It is a lawful allowed process that the state has allowed again because of the lack of funding in my opinion.
>> So if I can just add one thing for consideration by the board, this is not going to be popular. I'll say that. So, you know, one of the things that I have an issue with from a management perspective is the earmarking process specifically. >> So, after they do after the state does
this, the governor releases her budget, then we get requests for potential projects, >> legislators find out what the number range is. Now, of course, if other people, if other communities are asking for things, right, we want to make sure our projects
get funded, too. But that by the time we get those funds and the time we sign those contracts, we don't even have a year to expend them. They're not the by the time the agency gets you the paperwork and now you get a contract in place to do whatever you have to do. You
don't have a lot of time. That $100,000 for XYZ projects in just straight unrestricted government aid could go so much further. And so I wouldn't want to say, you know, Lunenburgg's gonna say no to earmarks out of principle. Right.
>> Right. >> However, I think that there really should be a conversation about that is those are funds available for appropriation in other sources that are all reserved for earmarking for projects
that, you know, legislators get to come home and champion in their community that they helped get that funding. It's >> a special interest project. But frankly, the cash could have gone a lot further, >> right? Just give municipalities the money and let the town decide where it needs to go, just like ARPA in a way,
>> right? And specifically, you know, your your your line about providing us unrest, you know, more unrestricted general government aid goes to that point. And and and I'm glad you mentioned that point because that, you know, it was a rabbit hole that I wasn't necessarily going to go down, but watching the school one of the recent
school committees with the the earmark they got. So, they're going to buy two vans, they're going to provide training to the to staff and then, you know, uh the the uh stipens. But my question would be, you know, and again, of course, you're not going to turn down earmarked funds,
>> but that came shortly after or a conversation shortly after was teaching positions and um the the aids. The the money could have easily been spent if if we had the ability. I I suspect that the school committee would
have spent that money elsewhere, but now they're going to buy I I presume I think they're buying two vans. And who's going to replace those two vans? in 5 years that becomes a liability for the taxpayers. So it's, you know, just to your point about the earmarks, it's great. Everybody celebrates them.
They're wonderful. It's, you know, like a lot of people like to say, it's free money, which clearly it is not. But that's one of the other problems with the funding from the state. If if they don't have regulations that are unfunded, they provide us funds that are regulated and have to be spent a
particular way. So, it's really frustrating. I mean kind of outside of this conversation but to the second paragraph the Nishoba funds >> nobody has heard >> how those can be expended >> that's why I included it in there
>> we haven't even heard how we can expend them not so never mind when we can get them we haven't even heard what we can expend on >> the amount >> no >> okay >> I I saw it somewhere I could find >> the total but how much in hund of that
>> once that, you know, yeah, it's a that was a great thing for our legislative leaders to make sure that they accomplished, but once that was done and it gets over into a state agency, >> here we set. >> Mhm. >> Yeah, I can definitely I was thinking about that, too. I didn't have all the
details u when I was writing this, so I can if I'm doing a second pass, I can definitely um >> I'm sure would be happy to fill you in with whatever detail. Sure, I can reach out. Um because yeah, we definitely have to uh address that, too. All right, so I think this is really good. I can take a
second pass. Uh have my notes. So, anything else on this? >> No, but thank you for doing that. >> Yeah, of course. >> Yeah, thanks. >> Thank you. >> Okay, moving on. So, two uh policy discussions tonight. The first is a discussion on
the special event policy. Um I do plan on kind of doing a reading of these policies and stepping through and um just compiling feedback and thoughts from the board just so we have a good starting uh spot for these policy
discussions. Um so we are going to step through them and and just see uh what the discussion is like. So the special event policy boy is this an interesting one. Um, so this was implemented uh several years ago kind of in response to
um events that were going on um really just a small handful of private properties and the policy was implemented as a reaction to that. Um it's very cumbersome. uh it's very
restrictive and there are uh many well-intentioned individuals and organizations who have tried to um host a community event and have had to uh navigate this policy and all of its
requirements. Um, so I think it's definitely um worth revisiting to make it a little easier for these well-intentioned community groups to um plan and hold events, community events. Um, going to be perfectly honest with
you, uh, maybe this policy is salvageable. Uh, maybe we need to just start over. Uh, I guess we'll, uh, find out and based on how the discussion goes. Okay. So, I'm going to go off of the document that has some of the annotations from the town manager's uh
initial review of this as well. Uh I'll call them out as we get there and pretty much after like every section u I'm just going to open it up for discussion. Okay. So, special event policy. A special event is event/activity hosted by a private party held on public
property or an event open to the general public held on private property. A license for a special event is required when any item in category A is answered yes or when any combination of seven items in category B is answered yes.
>> You're looking for comments as we go. >> Um yes. So the town manager said that she likes the layout here. Um and it's helpful for staff and applicants alike to have like an initial introduction like this. Um so yeah, completely agree with that.
Okay. So, two, what was it? Two answers for category B or any combination of seven items in category B. >> I just I just have a correctly. >> Did you want to comment on that first? >> Sure. Go ahead.
>> Yeah. I mean, I would strike I I I'm not convinced it could be the whole article could be um saved, but >> I would I would strike or an event open to the general public held on private property. Yeah, and I was going to get into that too because I have opinions on
this. Um, I think um, uh, the restrictions that this policy places on, uh, things that go on on private property are, uh, legally dubious. And I think we should, um, honestly have town council review this policy. I don't know
if he has ever has before. Um, but in my research, there are a couple areas where I I don't even think it's legal to do that. >> It's really kind of outrageous. It it really is. >> I'm wondering if I mean this is your meeting, Mr. Chair, but >> I think this entire policy needs to be
rewritten. Okay. >> I don't know how the whole board feels. It's I I would resend it. I I don't like any part of this. So, I'm not sure how much if the whole board is sort of feeling that way that how much how much it is worth to go section by section. >> Yeah, I guess that's a good place to start. I didn't I didn't know if we
would really be there. So Glenn, you >> I Well, I think I I don't know what would you have to defer to the the town manager, but I I think if we eliminated at least the private property aspect of it, at least would have a prop a policy to go off of in the meantime. >> I don't know how how that how possible
that is, but that I mean that's where my my primary concern is with the private property. And then yes, it and to those who want to have an event on public town property, it is it's very uh clunky. It's >> Yeah, it really is >> streamlined.
>> Um, so I did reach out to um um Josie Gilchrest, the president of the Lunberg Business Association. Um, they're uh going to discuss this and try to um put together feedback from business owners who have gone through this process. Um, so we're actually going to see uh and
consider what it's like for them to have to deal with our policies when they're trying to do something good for the community. Um, I think we also started getting some initial feedback, did we? >> From Yes. So, um, folks had asked that I reached out to the chiefs and DPW directors, started to get some initial
feedback. A lot of it was history about how this came to be. Um, but in that that the intent at the time was to draft a catchall for all types of events. It to capture the parades, to capture the
3-day music festivals, and everything in between. Um but the initial feedback was that perhaps that this needs to be broken into two policies. >> Um one that is for large scale events of the type that folks were initially concerned with
>> and then one for the regular events that we're seeing routinely. Um, I'm sure that if if there was a complete reddraft of this that both chiefs and DPW director would want to >> be dialoguing with you about what their practical considerations Yep.
>> would be. >> Yeah. >> But I think everybody was inclined to at least revisit. Yeah. Rethink. >> Yeah. >> I have no inclination to want to police private property. >> Mhm. >> Personally,
>> yeah. I don't know of communities really many that do do that. >> So with the the one consideration and it's probably without looking at it but taken care of in your alcohol policy is when on private property somebody's getting a one-day
license because they're selling alcohol. So if they are selling alcohol right on private property >> that should be handled one day liquor license. >> Their one day liquor license >> like the St. Bonafest October Fest. >> Yes. Right. Yeah, but the fact that the people have to have a public hearing and if you
>> if you read how this is drafted, there are many events that are happening on people's private property already that would this should in theory be kicking in. >> Yeah. Like someone's graduation party or something could easily qualify for needing a special event license. >> Does does anyone actually get a private
property license? Like does anyone ever actually >> Well, St. was the most recent example. >> There was a worry that there was going to be a property that was going to have like raves, like big outdoor parties is where this stemmed from. >> Yeah. So, the briefly from what I
understand, I wasn't here obviously, but there was a several events that were music events that were going to be multi-day events with folks camping on private property. And this was drafted around that.
I mean I I couldn't get even get past the first p. I struggled finding any logic like the questions in category A and B and why seven yeses and B and not five >> the arbitrary number that the board at the time decided >> and I don't and the questions I don't
know like where it just so I was looking around and found um Pittsfield has one on their website. It's actually very short. It says policy, but it's just sort of like a web page that's much more streamlined. I mean, I I really would be interested in kind of doing a whole
>> because I see that we, you know, we for public property, we should have a process >> for sure. >> I just certainly for town property, >> right? >> And again, I don't even think it's legal to be doing this. So, I I I you know, mentioned that I did some research here. um some of these questions in category B
um you know it's it's hard to uh enforce you know not allowing something on your property because of these things now in in the case of like we don't have a noise ordinance right so there's no actual law there's no bylaw to enforce
and you can't really do that it it seems to me in my readings by having a policy with licensing right u I I think that's pretty um uh suspicious just there. And then the other thing that I was reading too, um, some of these, um, you if you,
if you scroll down after category A, after category B, this was something that I was, um, really going down a rabbit hole on. I'm just I'm just going to read this uh, whole paragraph here. Special events may include, but are not necessarily limited to, athletic
tournaments, concerts, fairs, festivals, holiday celebrations, parades, rotor, bicycle racing races, trainings, and workshops. Properties may hold multiple special events with a maximum of 5day or two multi-day/overnight
events per private property in a calendar year. given blah blah blah blah blah. No two multi-day events may be conducted at the same property with less than 90 days separating the events, etc. >> So, in my reading, it seems to me that
you can't I literally started over >> you can't accomplish this outside of zoning, right? Like it I I just I don't even think it's legal. So, maybe we do need to just start over. >> Prior to starting over, would it be helpful if I shared the review and get
some feedback? Yes, that's where I'm at. >> Do you have examples like have you had this in your other communities? No. >> All special events that take place no less than 100 100 ft from an residential property. That means >> for some of these events just this whole thing is I sure but I still won't want
to scrap it. >> I'm accustomed to having rules at least around the use of public property and parameters around public property but not >> not something like that. >> Yeah. Like you need rules, you know, if you're going to close a street, you need traffic control. You're you know, some things I can I can understand, but some
of these I just don't >> for sure. Okay. So, I'm definitely um of the mindset that we should I'm curious like I want to know the legality of this. >> Well, I mean that's the problem with having you know the concern with having him review it is like he could he could come back and say, "Yeah, the policyy's fine. Well, I don't like the policy."
>> Well, yeah. Either way, we're still rewriting the policy. >> Then, you know, right, for the next discussion, what what can you draft around and what should >> Exactly. I'm I think it's helpful to know either way. Um Okay. anything else that we uh want to discuss on this or um
flag as things that we should take action upon uh before we discuss it next. >> I I do agree alcohol should be allowed >> on town property as she suggested in the notes. >> Yeah, as of right now, according to this
property, um no alcohol can be served on town property for special events. Um which >> it happens. >> Yeah. Uh, >> our insurance company allows it. You just have to work with the insurance. >> We had the pouring license at the farmers market. >> We did. >> So,
>> right. I sent an email to the board that just has the link to the It's the one I was looking at. >> Thank you. >> Just getting way ahead. I wouldn't I wouldn't I I'd like to see it without a corral. >> Oh, >> you know, I I think we could trust people to, you know, walk around a particular area.
>> Well, there needs to be some form of >> We could put a couple signs >> access control. I think that's a state ABC requirement. >> We had to do that with the 250th the conquered 250. We had to have >> we'll have a virtual one around. >> Yeah, because you need to check in,
right? You need to do that verification. >> Yeah, of course. >> So, okay. Anything else that we want to flag as um do we want to reach out to certain people? It sounds like we're starting that already. So, is there anything else that we want to >> Maybe you said Josie is going to they're
going to discuss this. So maybe they some of the businesses have experience in other towns. >> Other towns as well. Oh, that's a really good point. Yeah, let me write that down. How does it compare to other towns? >> What are the processes that they've what they like and don't like? >> Yeah, that's a good one.
Okay, great. All right, moving on. Discussion on appointment policy. Um, the situation on this one is a little different. Um, honestly, I think the process that we have is pretty good. Um however I do think uh the policy and the language of
it um maybe is not and uh we can um work to rewrite it and really simplify it. Um and you know I talked to the town manager about this earlier. Um you know we had um a lot of back and forth discussions about uh reading the policy
and how to interpret it. And you know I would say well the intent is this and you know the town manager would say well that's not how I read it. Um so I think we just we need to clarify it. It's it's kind of convoluted um and some things I think uh require a little more specificity. So, okay, let's hop into
this one. So, section one, volunteer applications. The town manager will ensure the availability of up-to-date volunteer applications in town hall, other town buildings, and on the town's website. They will also ensure that completed volunteer applications are maintained in
an organized and easily retrievable manner, that receipt of each completed application is acknowledged, and that residents who submit applications are given a copy of the appointment process. So, I'll stop there. And we do have um a note from the town manager on this one.
So, that last sentence that residents who submit applications are given a copy of the appointment process. Um just wondering if that process has been followed. uh it's kind of cumbersome when I read this and this is goes to the point of how you know I think different
people can read this and interpret it differently. Um, the appointment process, I read that as really just being like the timeline, you know, >> I think it's you, everybody that applies, you say, "Here's here's policy 207. Here you go." >> The appointment policy, not process.
>> Well, and that's why I wasn't sure. >> Policy defines a process. >> It does. And that's why I I was thinking like, well, if they if the person who wrote this meant the appointment policy, why didn't they just write policy instead of process? Just by writing process, do you mean like, hey, like these are when the applications are due
by? >> I don't know. It's a copy of something. Yeah. You're handing them a copy of something. And I also don't think that they want it like >> No. >> Like, >> well, it could be a digital copy, too. >> It's online. It's this is >> right. >> And no one wants to just be handed a policy to read, you know, like like why
are you giving this to me? What do you actually want me to know? Um, so I think I mean at this point, right, um, someone's applying, what information do you really need to give them, right? Um, it's it's the timeline, right, for our annual
appointments or and this is this is another issue with the policy. There's there isn't really a clear delineation between ordinary appointments and annual appointments, too. So, okay. So, what does what does the board think about this? Do we how do we how are we interpreting this?
>> I interpreted it as the policy like a a defined process. Step one, two, three. >> Yeah, >> that's how I interpret it as written. Um I don't know that we need that. >> I don't think we need that at all. I don't think we should just be handing applicants, you know, a 10-page policy
for for their review. >> Yeah. Have we thought about um digitalizing this process? even something as simple as um a Microsoft form that you know we already have access to >> that could you know it would feed automatically into a spreadsheet and
then people would get an automatic notification that their application has been received >> as well as having the paper ones. Um >> I don't know that we've ever considered it. I've certainly wondered it in the back of my mind. Uh I don't think we've ever discussed it during my time on the
board at least. >> Yeah. I I mean we have a fillable form but it doesn't feed >> right >> a spreadsheet or have an auto >> yeah I mean >> you can do if you >> Microsoft forms is really easy to use. I don't know if you've ever used it. >> You can also on the website if they
apply through the website like if you submit certain portals on the website you can set it up as a web form that if you submit through there you get an automatic response as >> you get an email >> you get an email back from the web. If you use a Microsoft form, you can still set it up to get an email, but it will automatically put it into a spreadsheet
for you. >> Oh. >> Um, >> yeah, >> it's just something we we use it a lot in my other community. Um, >> even for this purpose. >> Can you link that on the website? >> Mhm. >> Right. And then there would be a form to apply on the website and then it will
save a lot of time uh for our staff who have to compile them all and prepare the spreadsheet for us. So that I >> and also the data is always recoverable that way too. If someone changed the changes the spreadsheet, you can still go back in and see what the submissions on the form were, which is nice. >> Yeah. >> Um
>> and we have had issues too with with turnover in the office of volunteer applications getting lost. So if we if we digitize it, we wouldn't, you know, have me sending emails and chasing down those u forms that just disappeared. A fair I will say this a fair amount of
people who are interested in volunteering come in physically. Surprisingly that is one of the few things that people walk up and they say >> actually come in person for. >> It's something that I thought about for the re reappoint process which I sent you some potential draft language as we get there. >> But I think that having the option to
have it both people that are on boards I feel like that want to be reappointed would be super easier much easier for them to just quickly fill out a form. >> Yeah. I think we we still have to have the option of paper. >> Oh, for sure. >> We're far away from getting rid of that. >> I like having both. I think an online
form would be quick and easy for most people. >> Okay. So, we can definitely explore that. I think it's a really good um idea. So, okay. As select 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 10 days per section 710 of the town charter. As practice, the
select board shall appoint on or after the 21st day following the posting of a vacancy. Okay. So, there's there's a few things here. Um, the first is whether or not we still think all vacancies need to
be um advertised in the newspaper in addition to posted on the town bulletin board. Uh, which is something um we may not have done uh in recent practice too. Um, and then this last part is
interesting too. So 10 days is is the um amount of time that uh they need advertised for. Um and it says per section 7-10 of the town charter. Uh and if you go to that section, you will see
that it explicitly excludes appointed boards. So that must have just been in the charter for mostly for staff positions. reading section 7-10 of the charter, it seems to me that it's reading about employees. And so it's
talking about how that notice gets sent and is posted and then it says except for multimember boards, this does not apply. So I think that it got pulled in here >> perhaps somebody I don't know how I
don't know how. Um, I will say that. So, we are not advertising. We are not advertising in the newspaper. We're advertising later on in this policy when we get to the annual process. We're not advertising in the newspaper. >> Uh, checking the board. The last posting
to the board of a downstairs of a vacancy on a board committee or commission on the physical bulletin board was September 2024 >> is the last one that's sitting there. Um I don't think that that's I don't think people are walking into town hall and
flipping that to see where there are vacancies. Um town website it's there's there's not like a a running list although I think if we take the kind of the town
manager's report of section and just keep that current as a these are all of the vacancies >> that makes sense. Um, and local cable pack, they're they're not running them either, but again, they could have a single slide that runs. Um, so I think
that the town website and the local cable makes sense going forward. >> In my opinion, newspaper and bulletin board do not >> right. >> Yeah. >> And I mean, we could probably even create a page on the town website that we have a maintained list of vacancies
on, right? >> Absolutely. And that would be much easier to maintain where the form is doing all of this >> right policy. >> Yeah. So >> I completely good idea right there. >> Those thoughts and that section I just reviewed that part of the charter that's
definitely about employees. >> Well, I think what definitely happened there is it it was added to the charter for some reason. You're right. There's always a reason for these sort of things. And then when um the select board was looking at this appointment policy, they must have read it and said,
"Well, actually, I do think, you know, we should do that for multimemember uh boards." So, they added it in this policy. Um >> or else the two just got out of sync at some point. >> Well, I think someone I think whoever wrote this policy had to have explicitly read that and saw that it was excluded
and thought, "Actually, I do think we should include it in our policy here. It's a practice we want to follow." So, >> well, what do you guys think of that? Do you think it's Should we continue to post all vacancies to the bulletin board
downstairs? >> No. >> No, >> I think that's crazy. >> No, Glenn. >> No, I think that's fine. I I I think if there was something in there that said like a updated list will be held at the the you know, town manager's office. If it assuming someone ever read it, then direct them to it.
>> Yeah. I don't even want it like there, right? like town manager shall ensure that the list is available and is online. >> Well, that way I mean they would just come and ask you and you'll say it's online. I mean it just gives them a place to literally go and say you know I wouldn't think you'd have a up print it
every day and have it on the wall but it would just direct somebody if they actually ever read this policy and wanted they'd like >> right if someone came >> direct them somewhere >> and you go like oh man it's everywhere >> right >> someone came in Melissa just prints it right off the >> Yeah. And especially for these, right,
we're not talking about annual reappoints. We're talking about when vacancies occur. If we have >> the parks commission vacancy. >> Exactly. This is a great example of it. Right. So if we had like a page on the town website that has a list of all of them, maybe even when we update it, we post on Facebook and say, "Hey, we just have this vacancy now. Are you
interested?" And then that could be a way of notifying the public every time we do get a vacancy. >> So anytime a change occurs to that town website, we just also post it on Facebook. Yeah. >> I'm sure that's a lot easier than >> Yes. >> Yeah. Yeah. >> And the newspaper is not free,
>> right? >> I know. I know. I just can't believe it was even in there. >> I have a question. Do you get many people coming in just to I'm interested in committee whatever even though there's not a vacancy just >> Yeah, it does happen actually. >> Yes. >> Yep. We get I get that. >> So, it's not just when there is a vacancy, people just come in and say,
>> "No." And that's when we get to the kind of annual that that was one of the difficulties, right? people. We have all these people and they have them ranked one, two, three, four, five. But that matching up, >> we had that this year. Yeah. >> Yeah. And you know, I haven't been on the board that long. It's only like my third time doing this process. We didn't
have that >> as much as we did in this past year. And I don't know if maybe >> Well, maybe we had more applicants. >> Yeah, I think we did. We I think we did have more applicants. >> We've been pushing pretty hard for it and different venues. So, >> it was interesting to see and I'll even say, you know, it was kind of stressful having to deal with that. I didn't
really like inviting applicants in without saying oh you are here because you are interested in this one committee and you are seeking appointment to that one committee. It was kind of a challenge to interview them and actually it wasn't a challenge to interview them in that sense it was easy but it was
difficult to take that and say okay well we're going to recommend conservation or whatever. It was a lot of juggling and it was pretty stressful. So that's another thing that in the back of my mind I kind of want to figure out how we address that in the policy too. Okay. Appointments. Subject to
applicable state law in the town charter, the select board shall make its annual appointments at the first and second regular meetings in June. Appointment made at those meetings shall have the terms beginning on July 1st and expiring on June 30th. So, the town manager asks for the first and second regular meeting in June. Must it be
prescriptive? Um, I kind of like having that. Um, I like having that as the deadline that you you're set so you know exactly what the timeline is like and what you're working with. Um, what do what do other what do you think? >> Well, that means that if you don't finish, you just had a shall there.
>> I know >> you just so that's saying you will >> do all of your appointments the first or second meeting in June. >> I think in my opinion shall make its annual appointments in June. >> Yeah. and let the chair
>> and the board control that process through June. If it's at the first meeting, great. If it's at the third meeting, great. Yeah. But >> and I think that and it's similar to what we're doing right now with our annual licensing, right? If we know that that happens in December, we know that
these appointments happen in June. So instead of saying it must be done the first and second meeting in June, why don't we just say during June as a month? So that I I think that could work just fine. >> I would agree. >> Okay. Is this explicitly in the charter somewhere?
>> Um, >> I was trying to look. >> Well, it does say subject to applicable state law and town charter. >> I know. I was just going to look at it while I'm in here, but I can't find um >> anything on >> a lot of the board committees and commissions in the charter have the the dates of June 30 that they're expiring.
My my read of the charter on the bylaw review committee is that a lot of the boards, committees, commissions in the charter are elected. I don't know that there are really appointed boards mentioned in the charter. Um >> you search the word appointment and there are a lot of op things that come up. But
>> yeah, but it's probably just generally saying like oh this is the appointing authority for this and that. So I think that's what the charter will uh mention. But I don't think there's anything in the charter for select board appointments in in relation to a
timeline. Um, but I could be wrong, but >> okay. It's nice to have those references to like where it does say in section XYZ of the charter so you know exactly. >> Okay. Term shall not exceed three years unless specifically allowed by master
journal law. Appointments shall be based on merit and qualifications that relate to the duties of the subject board, committee or position. Where possible, the select board will seek variety in backgrounds, interests, ages, genders, and geographic areas of town so that multi-member bodies reflect a true cross-section of the community. No
issues there. In order to attract qualified and interested applicants, the town manager will provide a list of vacancies to the select board by March 15th and will advertise the vacancies and appointment process on the town website, social media accounts, and in a
local newspaper. Um, so this the town manager um changed. So it used to just say employ a multimedia strategy. Uh, the town manager defined exactly what that multimedia strategy is um by April 1st. So no issue with that at all. I
think that is a lot clearer exactly what I remember strategy is >> reading this and saying what does that mean what what exactly am I doing now what is this so I think just no we're going to post it on the website social media and in a local newspaper that's that's >> so that means that people who are
currently on these committees and whatnot need to decide by March 15th if their term is up if they're going to seek reappoint. So, >> no. So, that's the list of vacancies by May 15. >> Go when you go down, >> all terms are expire, the way this policy is written, all terms that are
expiring >> are vacant. >> Yep. >> So, the way we So, if your term is if you are on an appointed board and your term is up June 30th, even if you're seeking reappoint, this policy treats the the >> Okay. >> the position as being vacant.
>> I don't want to do that. I want to change that. >> Okay. Well, we'll get there. >> We'll get there. Yeah, we will. Um, okay. Volunteer applications shall be submitted by May 15th for consideration during the select board's annual appointments in June. All members whose terms expire June 30th of a given year
must apply for reappointment. C section 3 reappoint. And that's an addition from the town manager. I think that's >> Yeah, I added that specifically because you if you stopped reading here and you didn't go down to the reappoint section, you wouldn't know that, >> right? And that's one of the issues that
we experience with the different readings of the policy here. Um yeah, so yeah, I'm glad that you explicitly called that out because it was implicit um that this policy reads sequentially. Um so everything that applies in section
2 appointments implicitly is also considered for reappointments and that should be explicit. The town manager will ensure that the select board receive Oh, that should probably be receives. So, just a grammatical change right there. Receives all necessary material for the first and
second meetings in June. A list of vacancies to be filled by the select board that includes all applicants with notations for those seeking reappoint. That's fine. The select board shall conduct interviews when there are more applicants including applicants for reappointment than there are vacancies. So, I think that's much clearer
actually. I think before how it said multiple for a vacancy. >> Yeah. before it read, "The select board shall conduct interviews when there are multiple applicants >> for a vacancy for a vacancy or any new applicant to a position."
>> Right? So, this is much clearer. So, when there are more applicants than there are vacancies, that that reads much clearer now. Um, so like Go ahead. >> If we go to the previous paragraph that calls out having the necessary material for the first and second meetings in June,
>> we just changed. We just want to >> just get rid of the first and second meetings. I didn't call >> We do need the material to make the appointment. So, we actually need need the material for the first meeting in June. >> Yes. First. >> Yep. >> And take out second here. >> Yeah. Just so we have it for all meetings in June because that could
carry over. >> Yep. >> Okay. Um, select board members may also request before May 25th for all applicants to be to an identified border committee to have scheduled interviews.
Um, so that's that's the way we do it. So if there are let's say there are two vacancies on the conservation commission and there are three applicants that will automatically trigger interviews for all three applicants. If there is a new
applicant that's not seeking reappoint but wants to be appointed for the first time, that triggers an automatic interview. >> Additionally, if any select board member identifies, and this isn't for an individual, this is for a committee or a commission um
that they would like to interview all the candidates for that appointed committee, then that will trigger an interview as well. So do you want to change that to any select board member maybe also request cuz I can't decide if this is like the select board is making
that request or is it any member? >> Yeah, historically that's how it's been. It's been one single select board member. Um and I will also just very honestly and transparently say the one time that I recall that we did it um a select board member said, "Oh, I want to
interview people for this commission." And then the following week they came in, they sat in the audience for the entire meeting. We got to that section of the reappoints and we were all just like, "No, we don't have any questions for you." So, we just wasted their time.
>> So, I want to be mindful, you know, if we do that, >> you need to have some questions for them when they show up the following week. >> I sent some language that I was looking I was working on to you guys. Yes. For appointments, which kind of is relevant to what we're talking about now.
>> Yep. Okay. So, >> so we want to change that to any select board member may also request. >> I don't think >> that's how we want to continue that practice. >> I don't like that practice. I think it has to be >> it has there has to be a reason why parameters around why or how or when
we're going to call out interviews so it doesn't become personal. >> I think it should be a majority. I think it should be a vote. I think why don't >> we are the select board, not an individual person. >> Yep. I think you make your case and make
the board a reason a reason for it. So um I was talking about I'm just looking at the language that I put together. Um, incumbents who have served in good standing may be reappointed without an
interview unless there are one performance concerns, two additional information is required from that member or three there are more applicants than available seats. Um, I also talked about getting um input from the board and
committee members. So, if we can solicit input from them, which I think is already in our policy, but wording it, >> um, you know, if there's concerns, if there basically if there's a legitimate reason why other than just h I think I want to I want to invite these people in versus that people. I just think there needs to be some parameters around why
we're inviting why we're requiring some people to come in and some not. Especially if they're not contested seats when we have we already have an issue with with, you know, so many vacancies. There are sometimes where where that there is a real thing where we might not want to reappoint someone if there is you know if they're failing
to attend if there's you know legitimate concerns if they if they aren't you know upholding the laws of their you know conservation commission they're not doing those things there might be examples where we want to bring people in so I would like to see that there's a reason for it not just >> kind of seemingly arbitrary. So, I think
going back to this last sentence before we get to section three, we could um change this by requesting interviews to be um by a vote of the select board, right? So, the select board as a whole, as a body um makes the decision and maybe adding like for some articulated
reason to be provided in writing, right? Or something like that. Um or even just saying like and the reason for this decision um should be you know well discussed and like clearly defined you
know but then I I did have a question um Amanda do you think so you you said that candidates who are seeking reappoint and if they're in good standing that essentially that it it should be automatic. Is that kind of what you
said? I guess I'm wondering how does how does what what about the case where you have two vacancies or something like that? Um two people are seeking reappointment and then there's a third new applicant. Um do you think that we should interview all three of them? So in that case if it
is contested even if you're reapplying should you be interviewed? >> I do >> because I I think so in that case >> I think if there if the seats are contested >> there should be an interview. I don't think just because you're sitting on a board you should be or a committee that you should automatically get
reappointed. >> Right. >> Right. I just don't think that >> in theory. >> I agree with that too. And in in the case where it's not contested and you're just seeking reappoint then maybe we can even just add in the policy if that's the case and you're in good standing. That's that's sort of how I see it is,
you know, if there's if there's no issues, if we solicit input from the board or committee that they're on, we've received no negative feedback that they're technically however we determine what good standing is and then they're uncontested. I don't know why we wouldn't and they want to run, they confirm via Microsoft forms or whatever
our process is that they want to seek re-election or reappoint. I don't see a problem with it being automatic in that case. >> In that case, I I agree with that, too. >> I agree. I guess I'm just going to add some commentary. This is what has worked for Lunenburgg for a long time. Um, it's
not necessarily customary. >> Um, I think that if you have, let's use that same example. You have a board of five. You have two people up who have been serving who have institutional knowledge and because somebody has interest in it, now those
people have to buy. >> That's that's tough. And it's tough for the board for that institutional knowledge and changeover. It's I know that it works for Lunberg. It's just not customary. >> Well, it's good to know. And >> I think some communities have term
limits for how long you can be on and we don't have that problem, right? Because we don't have that many volunteers, but if there is, you know, fresh blood that wants to come in or other people, just because you've been on a board or committee for 15 years doesn't mean you should automatically get the seat. >> I just don't I don't I just fundamentally disagree with that. >> Yeah. Maybe it's going to ruffle
>> if you have no So, this is two people, right? Because you've you've already identified that they don't have problems because if they had if they were a board member that was not showing up or not following the laws, they're they're two members in good standing,
they're out. I >> Well, no, they're out. They come in for interview. So, what about commission? >> In my opinion, I don't think they have to come in for the interview, though. Like, they could It's an optional thing. Like, if they're in good standing, they don't need to come in. maybe that new person would want to come in to get >> if there if there aren't new applicants
also looking and there's more applicants than vacancies in that case I think it it does kind of always make sense to do the interview like I I think so and maybe nine times out of 10 we do reappoint the people who are seeking >> reappoint that's my thing is that so say
we say we have say this we have three we have two vacancies in the sewer commission I know SE commission is different I'm just using that example because that's just what popped into my head and say We have two people that have been sitting on any any boarding committee. It doesn't have to be the sewer commission >> because that's not even us. That's the
sewer. That's conservation whatever whatever commission we're talking about. Say we have two people that, you know, they show up their bodies, they're there, they're okay with staying on, but then we have an applicant that has like works in the field or super knowledgeable, has great experience, and we have an interview. Well, maybe we
decide we we want to change it. I mean, >> another thought to that, right, is that you have you have those two super qualified candidates who have served forever and you have somebody that's eager and new and they're excited to come for an interview and they get blown
out of the water by the people who have all this institutional knowledge and it was embarrassing and they never want to come back and volunteer again. Another option here, right, is that if we're talking about totally scrapping committees or scrapping policies, sorry, not committees, but is is that we set up
a a subcommittee, you could have for the interview process that happen outside of this room. You could have two of you, screening them, and perhaps some come forward for a full
interview by the board. But that this is very intimidating. I know it is. >> And this is to volunteer. I remember volunteering for the first time for the ZBA and I had no idea what the ZBA did and I went to a meeting and I said >> no thank you. >> Yeah.
>> But um >> idea. >> You know it's it's it's a lot to it's a lot for the members who feel like they've served and they've done a good job to be a new whippersnapper wants to come on and I'm out. And conversely, for that new whippers snapper, that's a
difficult thing to do. >> I mean, also, does it have to be an interview? Can it be a review process of like the reapplication, you know, like if they're filling out a form? Does it, you know, if there is >> something different? >> Yeah. Like if there is if there is a say, say we did decide to do that, make a subcommittee or something that doesn't
have to be in an open meeting. Maybe they don't have to come in for an interview. Maybe they fill out the questionnaire, whatever format it looks like, and then we kind of go from there. Maybe we look at it and we're like, "Hey, the two incumbents are going to keep the positions." It's kind of a no-brainer. >> I think the biggest issue that something
like that could solve is an issue where like last year or this year where we had applicants come in with, you know, four committees listed and that subcommittee could be a really good opportunity to sit down with them outside of a public meeting and say, "Hey, like let's nail down like your interest. Like let's try
to identify like one committee that you're really interested in." Um, that I think could be very helpful. >> No, I think it could definitely be very helpful, too. I think it's getting all the groundwork done before it's time for the public meeting and that all that drama that could show up for, >> right? That's what I want to eliminate.
>> Yeah. >> Yeah. >> The other thing here is there's only 10 days between applications being submitted and select board requesting >> as as written >> um interviews. That's only 10 days.
>> Yeah. 10 days is kind of like the standard um amount of time for advertising vacancies. It's in a couple different locations here. So, >> and depending on how the calendar how those days fall during the week, it it would be like one we'd have one select board meeting that we'd have to what if
we didn't have a quorum. >> I'll tell you what, this May 15th date, we were chasing folks well after May 15th. >> Yeah. And that happened. >> I don't think I mean, can we just loosen that up? Do we have to be so >> well I in this >> we don't hit that >> right I I do think it's important to
have hard deadlines for this because of course we'll you know we're going to extend grace I nine times out of 10 when when you know able um but at the same time if we have a solid timeline here it does I think help get the process going
and getting people to actually send them in >> I think for submission Yes. >> Mhm. >> But if we're going to to do appointments in the month of June, I mean, we kind of have to do it by the end of May, but to just call out May 25th specifically, >> why not just
>> prior to the end of May? >> Prior prior to June. I don't know. Prior to I mean, we could do it the first >> if if we have all month of June to do appointments, we could do it the third meeting in June and decide the first meeting. >> So, wait, >> I just don't want to be so confused. >> Are you talking specifically about this
>> May 25th? >> Yes. Select board members may also request before May 25th for all applicants to be identified to have scheduled interviews. Okay. Yeah. Oh, for this one to before May 25th, >> right? This isn't the applicant may request for applicants to be
identified. I mean, we already said that we're going to do appointments in June, >> right? >> By the first meeting in June. >> June. >> Do you like by the first meeting in June? >> I don't think we have to say anything. >> I'm okay with removing the date. Yeah, that's fine. It's gonna the meetings are going to happen in June. >> Yeah.
>> We're going to have to do it before those meetings. It could be >> do it the first week of June and >> interview the third week of June. I just don't want to be so >> Okay. >> Did we also say we were going to change that not just say select board members but by a vote of the select board? >> Yes. >> Yeah. Yeah. >> So select board members by a vote of the
select board may also request get rid of before May 25th for all applicants to an identified board or committee to have scheduled interviews. So I think that's good. >> Okay. Are you making the changes as we go or no? >> Um I have I'm I have a list. Okay. So I I will. Yes.
>> Um all right. So section three reappoints. Amanda, you were kind of going off of um some of your thoughts on this one. Did you get through all of them already? >> Mhm. >> Okay. So we can just read through this. Reappoint shall not be automatic. Instead, the select board will consider the applicant's contributions in the
role into which they are seeking reappoint. As part of the annual appointment process, the town manager will ask incumbents whose terms will expire on June 30th to complete and return a reappoint application by May 15th. Shortly thereafter, the town manager's office will forward the
reappoint application to the other members of the multi-member body to which an applicant is seeking reappoint wherein said members may provide their review and response. The select board will review and consider such comments. All right, how we feel about that? >> Go ahead. So
>> yes, >> when I was doing the review of this, I did not hear it, but I heard it when you were reading it. >> We should be pretty clear about how that review goes by those other multi-member bodies because you have a potential for
a huge open meeting law violation here. >> Or also like that needs to be >> if that is it the chair alone. Is it the collective of the board? Are they posting a meeting to discuss this? How does that really happen?
>> Yeah, I agree. And I the first thing I thought rewriting this, send it to the chair of the appointed board or committee and maybe they add it to the agenda, invite them in. Maybe this is another way too to help identify interest. Why don't you go to their meetings and like formally actually be
on the agenda? >> But this is for reappoint. This is re reappoint. So >> hold on. Oh, I'm sorry. >> So reappoints. So we're going to keep using the conservation commission. So, um, you know, we're sending Amanda's on the conservation commission. She's interested in reappoint. We're sending
her application for reappoint to the commission. >> How is the commission providing feedback to the select board on their member? >> Yeah, that's completely different. Um, >> I think >> yeah, that seems like it could be very awkward.
>> They can send it to the town manager or individual maybe >> individual individual members. town manager >> not as a body. >> Yeah. Right. All of the members of the board can private individualized >> wherein so wherein individual members may provide their review in response to
the town manager. >> Yes. >> Or to the town manager's office if it goes to the assistant town manager. >> Do you want to say and should not be discussed in a in a meeting of >> and yeah I think it is worth explicitly
calling that out. So, we currently do ask people to reapply that are on boards. Yes, we do. They actually refill out as if they're like a new >> which is what I was saying that there should be a form or something that is much easier than >> It's a different form though. They do have to say what their um what their
contributions have been and what what they've done for that committee. >> Yep. >> I'm not sure I've ever seen that. >> Yep. Yeah, there's a separate one. >> It's actually it's at the very bottom. read one. >> I don't receive think I've ever >> Please detail how you contributed to the board committee during your current
appointment. >> Identify the unique skills or talents that you possess that will further benefit the board committee to which you are seeking reappoint and what resources are needed to facilitate the operations of the board committee on which you serve. I have never seen one of these. >> I don't think I've received one.
>> What do you mean you've you have? >> Are you on any boards not as a liaison? You're not appointed to anything like >> No, no, no. We see as a select board member. >> Okay. >> In the packets, the reappoint ones. >> You may just have not noticed that they're two different forms cuz they look very similar.
>> Well, I don't remember seeing like >> I don't remember seeing any detail about what people have done. >> Exactly. >> I'm going to look back. >> Kind of like year end review, which Yeah, >> maybe it's possible that some people applicants for reappoint filled out the other one, but I know for certain that I've seen that. >> My memory is just off. Yeah, cuz I I
know I've I've seen that and I I just specifically recall noticing that there were two different forms when we went through the process. >> I'm just I'm looking right now at just the reappoint. >> Mhm. >> Yep. They were. >> Yeah, >> they were. They did fill out the reappoint once. >> Yeah. >> I have no memory of them.
>> Okay. When the select board conducts interviews for vacancies, the select board shall interview applicants seeking reappoint with all others seeking appointment. >> Yes, I think that's fair. You don't want to separate them and conduct the interviews differently. So >> nice font. >> Okay. For ad hoc committees, um, see
what did you have here? Okay. Um, I'll just read it. The select board may from time to time appoint standing or advisory committees to aid on matters under the select board's jurisdiction. The use of such committees provides greater expertise and more widespread citizen participation in the operation of government. The select board will
give each advisory committee a written 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 select 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 nec necessity and desiraability of continuing each such committee. and the town manager has a comment here um about reviewing the uh charges and membership of our advisory committees at least annually. Is this
happening in practice? Does this need to happen at this frequency of a cadence? And I will respond by saying no. Um we have not um annually assessed all of the charges and memberships of the ad hoc committees that we appoint.
>> The cadence seems too tight. I >> every year is >> every year because by this if you're standing up a committee >> and getting them going a year they're probably not too far into unless it's a very shortlived committee with a very
specific purpose. >> Sure. And then that's probably identified in the charge anyway. So I don't even think we need this to be honest with you because I think a lot of this is going to be called out in the language of the charge either by saying like like the budget task force this is exactly what you're going to do. here's a timeline and then after that date
you're done, right? Um, >> and there's nothing stopping the select board from requesting an update at >> any and we've done that. We've done that >> twice now. So, >> yeah, I think the whole thing >> Yeah, I don't think we need that. >> I I think you could you can get rid of it, but I think you could also keep it
and just change shall to may be reviewed. Get rid of the at least annually >> or shall be reviewed from time to time. So, you know, you can make it as needed, whatever. >> Yeah, that's that we can do that. Shall be reviewed as needed.
>> Yeah. >> Slipboard or something >> from time to time as needed or requested, right? Because we've done both, right? We've >> I with the budget task force, I remember we changed the charge because we identified some things. I don't remember with the municipal building design
committee. We got feedback and then we modified the charge as a result of that feedback. So, Okay, so let's see. Five, exclusion. This policy does not apply to appointments made to an elected board vacancy which are controlled by the town charter and that's also heavily governed
by state law as well. Um, six, guidance for appointed 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 and you change this from
a should to a shall familiarize themselves with the policies and procedures of the select board with attention to the procedural and operational policies identified in articles one and two. Appoint should also familiarize themselves with the town charter of all applicable bylaws and regulations related to the body of
which they are a member. Robert's rules of orders helps informs general parliamentary procedure though multi-member bodies may employ a myriad of modifications. um completely agree with that modification. At first I thought it was the other way around and then I realized it wasn't and I was like okay good I agree with that. Um
>> does so just to add I know the board of assessors they had to do training so I don't know if you want to put training in this >> in the learning aspect. >> Oh and any Yeah, because conservation commission does too. >> They do. Yeah. And any applicable training for Yeah.
>> Yep. >> Okay. That's a good one. Yeah. I'll make a note of that. any uh applicable training for the board or committee they're being appointed to. Collaborate service to the town in an
appointed position of trust requires collaborative and honest work in an environment that encourage diversity of viewpoint and perspective. Um, 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
their duties. Agendas and minutes. All multi-member bodies appointed by the select 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 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 body should establish written operating procedures and shall have an elected chair may have 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. Okay. >> Does that happen? >> No. And I can't think of any appointed
um committees that have um >> written operated. uh written operating procedures. Uh it may be the case. Um if they do, it's been quite some time since they've been modified and submitted to the select board. Um >> what
I was wondering instead of all maybe any any written operating procedures and policies should be submitted. >> Maybe it is all. >> Yeah, I think that would be better for um the point that the sentence makes, right? So any written or operating
procedures should be submitted. >> Town employees while town employees do not report to appointed officials or >> skip reporting. >> Did I skip what? >> Reporting. >> Reporting. >> I guess I did. Yes. Thank you. Reporting. Each multi-member body must provide an annual report and 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 operations of the body. Um, so these always come in late. >> Well, it's not it's it's November's early. That's really what it is. So, um,
>> you know, the way that this works for the annual town report is the executive assistant solicits the the reports to come in. Yep. Typically, they're coming in sometime in January. >> Yeah. >> So, um
you could just leave that like there could be a reason that you want to do it in November. There could be also a reason why somebody wants to get it out super early and have it done in advance and send the requests >> in September. So, you may just want to say as requested by the office of the select board.
>> Okay. And >> yeah, that's fine. >> Instead of November. >> Yeah. All right. >> All appointed bodies doing this? >> Yes. Uhhuh. >> Yep. And they are included in the town report. >> So
what's what did we get rid of up here? Um >> uh something about an annual report charges and membership. >> Um >> Oh no, that was charges and membership. >> Are you Oh, under the ad hoc. Yeah,
okay. Okay. Um, town employees, uh, while town employees don't report to appointed officials or boards, many work with them. Appointees who work with staff are encouraged to develop a positive report with them to help ensure a positive feedback loop between policy
and best practices. Ineffective professional relationships with staff should be first addressed with the individual supervisor or manager. Concerns that remain unresolved should be discussed with the town manager. Any issues with that? >> Okay. Not hearing any. Removal. A
decision to terminate an appointment may be made by a majority of the select board subject to notice and a right to be heard per the town charter. Okay. Key dates. Uh so I'll just read them. March 15th is when the list of upcoming vacancies are provided to the
select board. April 1st is when the town manager starts to employ that multimedia strategy uh to advertise upcoming vacancies and provides reappoint applications to appointees with terms to expire on June 30th. May 15th is when the appointment and reappointment
applications are due to the town manager's office. May 25th is we're changing that. So there's no actual deadline for that. First and second Tuesday in June, we're going to update that. So it's just the month of June. September to November in person or written annual updates to the select
board by appointed multi-member bodies or their representative. >> And that's that. Um I think that they're talking about the annual town report submission there. >> Yeah, because Yeah, that's that's interesting.
Um I think that might conflict with something else that's in our policies and I'll make a note to look into that myself. Okay. And I think that's um pretty much it. We have the volunteer applications, which I guess we could also review and
consider changing. Um I do like the idea of trying to digitize this, but we should have both, but if we want to update that, um we can. So there's the appointment, there's the reappoint form, and that's the end of the policy. I think one of the things with the not the reappoint form, but the volunteer
application form >> is folks fill out that first paragraph with, you know, their skill sets and their assets and what they're looking to bring and >> and then they check a bunch of stuff. >> Yeah. It would be almost better if they
say next to each each one why they're interested in that particular board or what they're bringing to the board because >> that could be something that's easily set up in the form. >> If you answer yes to this board committee, then it brings you to why and you could you could apply for multiple.
>> Right. Right. But say like, you know, if you have multiple interests, they might seem pretty disparit to somebody, but oh, this makes complete sense now hearing about your background. >> Yeah. Well, it is hard to tell sometimes. And, you know, I like people's careers don't often align with
what they're interested or seeking to do for town government. So, I remember reading some of them, I was just like, okay, so you're interested in conservation and like, you know, none of it really made logical sense. So, if you had the opportunity to add an explanation for each of the interested
positions, that would be very helpful, right? >> Yeah. >> Okay. Anything else that we uh want to discuss tonight? If not, I can um we can work on revising it and getting all of these into uh some
sort of revision here and we can pick it up again next week. Now, is there any intention to like send the final draft to the committees for their fi their review before, you know, finalizing it? >> Uh, we could discuss that. Yeah. >> Or the chairs.
>> We could discuss that for sure. Um, I haven't formally had conversations with them, but it would be nice to, you know, maybe do that in a a real manner. >> Okay. So I am sending myself uh a list of
these notes here and we can move on with the agenda. Okay. Up next, review select board bylaw for potential recommendations to bylaw review committee. Um so this started uh when we did this agenda, we had a
meeting of the bylaw review committee and this expanded to soliciting feedback not only on the select board bylaw uh but also more broadly on some of the licensing uh related bylaws since they do have to do with us as well. Um, so
for tonight though, um, I just want to see if there's any feedback on the actual select board bylaw and then we can start to review some of the other bylaws that have to do with the select board as well. But that's going to um, it's going to take some time because there's quite a lot of uh, licensing
stuff in there >> to find that easily. Mr. Chairman, if folks looked under bylaws, it's under C for chapter 74, select board, by the way. >> Yep. Thank you. I was just going to call that out. Um, now I have to pull it up myself. Hold on one second. So,
operating bylaws for boards, committees, and commissions, generally speaking, don't really have a lot of meat, unless you're like the planning board or something like that. Um, so if members don't have any recommendations, that's totally acceptable as well. Um, so I'm
going to pull it up here. Where is it? Here it is. Really not much at all. So, general duties. The select board shall exercise a general supervision over all matters affecting the interests or welfare of the town. Um, claims or
suits against the town. The select board may settle any claims or suits against the town which in their opinion cannot be defended successfully and then may employ council in suits against the town and in other matters whenever they deem it necessary. Representation of town. The select board may appear either
personally or by council before any committee of the legislature or board or commission to protect the interests of the town, but are not authorized by this bylaw to commit the town to any course of action. Liability on bonds. No member of the select board shall sign or become liable upon the bond of any town officer
required to give bonds. So, I'll just say, you know, I don't I don't even really think we need much of a bylaw here. Um, you know, the the powers and responsibilities that are given to select boards are determined by state
law in our town charter. Um, and anything that is operational in nature, I don't really believe belongs in a bylaw. I believe it belongs in the select board policies because it's a lot easier to change. Um, and you know, I don't think really town meeting should vote on that. I think that's, you know,
a select board decision of how we operate ourselves. So, that's kind of where I'm at. Well, what do other members think uh on this bylaw? >> Do we have examples of how other towns do this? >> I've looked through some.
>> Um I've never had a bylaw before. >> Yeah, it's >> I've had a charter and a special act only. >> Right. >> I've been looking through other towns bylaws. I don't have examples. >> Yeah. Um, I have seen bylaws for other
committees in town that actually have really interesting um, things in them. Uh, but for this one, you know, I don't cuz none of these these are all things that are authorized to the select board to do by state law or by the charter,
right? Like there's nothing in the bylaw that basically what I'm trying to say is that we can do any of these things with or without it being in >> kind of where I was. >> Yeah. My my only question is on the fourth one, the liability on bonds. >> Um but these are
>> these are all powers, right, that you already have vested in you to >> settle claims. And I'm happy to float this one by council as well and say is there any like >> wait why do we have is there >> is there a reason like >> Mhm.
>> Yeah. I mean I I just it seems kind of duplicative. >> It is. Yeah. It's kind of unnecessary. >> So yeah, we could run it by him be okay with it. We did also discuss this um as a board a couple years ago. But we ended up deciding not to change it because we still wanted to have the framework of a
select board bylaw if we ever wanted to add anything to it. So we didn't remove anything. But >> does anybody remember this 2022 annual town meeting where it was >> last? >> I do not. >> No. >> Might be interesting to pull that >> just to see what it was. We could do
that. >> Article 24. >> What year? >> 22. Let me see. When would it be? >> I don't remember off the top of my head, but I think the last bylaw review was a
year late. So that would have been if they started in 2021, they would have brought their recommendations to town meeting in 2022. So it might have maybe it was the last time the B review committee looked at it. I don't know. >> Um
>> it was article I'm just article 24. >> Are you pulling it up now? >> I was. >> Okay. Oh, okay. So, um, in 2022, it's when selectmen went to select board. >> Um, >> yeah. So, it's the last bylaw. Yeah.
Yeah. >> And that that was the change. So, that's why there was a complete repeal. Um it doesn't look like anything else changed. >> Yeah. So that's what it was. It was the last periodic review.
>> Yeah. And so >> All right. So think about this. Maybe we can run it by town council and just get his opinion on, you know, how many towns actually have a select board bylaw and for what reasons. And then we can maybe make some recommendations based on that.
Okay. Communications with boards, committees, and commissions. Um Renee, do you want me to just pass it over to you? Do you want to review this and maybe read the letter as it's uh currently written? >> Sure. Um let me Does everybody have >> Yes, everyone does have one in front of them.
>> Amanda has a >> Yep. >> Should I print that one out? >> Um I don't think you have to print it. I think you could. Yeah, I think it's okay. >> Do you want to print it out? No. All right. >> All right. So, where's my copy? So, um, Ryan shared some edits. I don't know
does anyone did you receive any others or, >> um, Amanda sent some at the beginning of this meeting? Yeah. >> Are they in the folder or No. How How >> do we do this? >> Do you want me to print them >> or drop them in the folder? It would
probably be easier. >> Sure. So, do we want to try to merge these? I guess is >> Well, I guess it would be good to at least know what we're starting with. Um, so maybe you can read that and then um
Amanda, I know you have kind of like a your own sort of with recommendations. So, if you want to, you know, you can just respond to >> the letter as Renee reads it. I would just >> dropped it. >> Okay.
>> I don't really know how to handle it. I'm a little concerned um not concerned is not the right word. >> I was just thinking about about tone and being collaborative. Um >> as I was as I was going through this, >> I I would like it. I I think it should
be read and, you know, just to see where we're at. So, >> so let me try to read them with um Brian's >> okay >> um edits in here um because I think that'll be easier to and I think the message is still there. Um
so, dear fellow tribard members, the purpose of this letter is to strengthen communication within the tri board to support clear budgeting, better coordination, and improve public trust. Effective collaboration is essential to our town success. As we approach budget
season, it is important that we have timely access to accurate information. Clear and consistent communication is vital to our collective decision-making, the integrity of our processes, and the trust of our community. The select board would like to address communication issues among our committees that became
apparent leading up to last month's special town meeting. Information naturally evolves in the weeks preceding any town meeting, and the recent special town meeting was no exception, with details and motion language being finalized up until the meeting.
While we all strive to provide information well in advance, circumstances may prevent us from meeting that ideal, making it challenging for everyone involved. In the weeks preceding the special town meeting, a substantial amount of information was distributed to us by the town manager through town email.
However, statements made in public forums and discussions among committee members suggested that some members may not have seen these communications, creating the impression that information was not provided. The select board is also concerned that there may be an increasing reliance on
social media platforms such as Facebook for updates and discussions. While such platforms can enhance community engagement, they are not official sources of information and may inadvertently contribute to the spread of inaccurate or incomplete details.
To address these challenges, the select board supports the following measures and encourages all tribes to do the same. One, monitor and respond to talent email consistently. Two, utilize appointed liaison as intended to coordinate information
between committees. Three, review recordings of any missed meetings to remain fully informed. Uh, I think this would be four. Prioritize official town communication channels over social media for committee related
information. Um, I think the next comment is redundant with the next sentence. So, one of them would need to go, but um basically just saying that the select board is um looking for other committee members to
share additional suggestions to enhance the transparency and collaboration. Um the select board remains committed to openness, transparency, collaboration, and effective governance. We value the efforts of every tri board member and look forward to continued collaboration to best serve the residents of
Lunenburgg. So, the red edits are new. >> Yeah, those were Brian's. >> Those are Brian's. >> That's I read the red ones >> because that would probably would have changed >> the thoughts. So, I just opened yours, Amanda. Which
You deleted a lot. >> I changed I just rewarded the sentences. But with these edits, I think it's not sure that we >> I like I like Amanda's changes, too, though. At the same time, too. I feel like it's collaboration. >> That is the key, right?
>> Where? >> I haven't I haven't seen it. So, >> it's in your >> What are your It's in the folder now. >> Is it dropped in the drive? >> Okay, let me take a look. Yeah, my effort was more of rewarding stuff, but I I think deleting stuff could be beneficial, too.
>> I don't think I deleted anything without putting something in. I tried to keep all the >> I think I just rewarded stuff. >> Looks like deletes, but >> yeah, all the edits are red. So, >> you can see that I added stuff. >> Some edits are just red and some are crossed out. So, >> yeah.
>> So, crossed out would be stuff that was deleted. This is the way the track changes went. >> Yeah. Yeah. >> Happened. >> Oh, it just stayed red. >> You know what is easiest to do is just >> Oh, I don't want to do it. If you just accept all changes, then it's easier to
>> If you do If you do markup >> Yeah. >> And then just do >> Will it do it for everybody? >> No. Do simple markup. >> Well, now you can't really see the >> It didn't change yours. Okay. >> No. >> Do you want to just go a paragraph at a time?
Um I think we could uh effective collaboration is essential to our work as we enter budget season when information becomes more complex and time sensitive. Clear and consistent communication is
vital to our collective decision-m the integrity of our processes and the trust of our community. Okay. I'm so sorry. >> So, basically, Brian's first is not there. >> I added that because I felt like I wanted like an intro to it.
>> Yeah. >> Um and then the second paragraph is talking about >> uh the issues we had leading up to special town meeting >> um with communication. And I think yeah, you could potentially get rid of that first sentence, right?
Do we really need that? >> Which one? >> The >> the first sentence of the second paragraph. The first sentence of the second paragraph. Amanda had deleted that. I was like, "Oh, yeah." >> Oh, I'm looking Yeah, I got rid of I I'm
looking at the final now without It's just >> Oh, okay. All right. >> Um I can go back to the whole markup. Okay. Um Yep, that's fine. I mean, I don't think the message changes. >> It's it's just word smithing at this point, which is fine.
>> Um >> uh and okay, third paragraph. So the third paragraph is that dilemma of getting rid of the do we want to get rid of the statements made
in public forums? Does it come off too rough? >> Uh we're just sort of reviewing it. So >> the third paragraph, >> they're going through your changes and seeing how it compiles with Brian's changes to uh the letter. >> Amanda, do you want to speak to the
sentence you got rid of? just to in that third paragraph. However, statements made in public forums that sentence >> um sorry my brain isn't >> the deletion of the uh >> the very bottom of the
>> I'm reading I just need I don't I got to look at it again. >> Um >> Mr. chair. >> I'm not When would it be appropriate to mention that I'm not convinced sending a letter would be a great >> I was going to ask that because I want to have that conversation, but I was
also letting >> Yeah, I just didn't know. I I feel like I should say something. So, I just I'm fine with I know I didn't want to interrupt. I was just in that awkward >> time of >> I'm okay with work sessions up here. I have no problem about that at all. So, but no, go ahead. I mean, these are very
important issues and to me it strikes strikes me as good agenda items for discussion at like a tri board meeting. >> Yeah, I think we have too many of those already to get through. But >> yeah, no, I I hear you. I um if we send
it, I want it to be wellreceived and I want it to not have unintended consequences and I also want it to make a difference. Um, so I I you know I I think it's okay to send. I I have no problem with it at all. I'll send it. But at the same time,
like what we're saying, hey, some of you didn't read your email. Like you should you got to read your email. >> Um >> I mean I I like reading through this it it could very well apply to me. Like there's a lot of emails and there's a lot of times there have been emails
where I may I'll read it and mean to get back and I don't. So I mean it's it's and you know there if this was to like employees or something there's a different standard but with with volunteers I do think there's a little bit more of leeway and and concern all I
mean I agree with all the concern and you know we should have you know open and transparency in these discussions and whether it is just among board chairs have a discussion just to try to facilitate all of these we're all pulling the same direction you know
everyone one's motivations are the right the right um are correct and it's just I' I'd be concerned that um this could be you know received the wrong way. >> Yeah. No, I I I hear you. I I get it.
Other members? >> Yeah. I mean that's the point I brought up at our last meeting. um that it's not saying that select board is perfect but there are definitely there were definitely issues that came
>> of right >> and and it's people have to be accountable people have to take the responsibility if you volunteer you have to know you know when your regularly scheduled meetings are if
that's a problem night for you that week maybe you shouldn't be, you know, there or if you miss a meeting, you should be, you know, watch the recording so you can stay up to date. And as budget season comes, it's more important. >> I agree. >> That email, that information
needs to be looked at, needs to be responded to in a timely way because we are going to be once again under the gun. >> I I don't dis I don't disagree with the the concerns and the points have to be addressed. I mean that we have we we always have to do better. I think one of
the successes I've had in my my life and career is I am never satisfied with the job I've done. I'm always trying to do better. And I and I and I think we have to appreciate the fact that the there's a ton of information that gets dumped and you know I don't even want to get
into the the details of say like the the 11 accounts for the water water billing. I mean, that was so much information that came in so fast for a problem that had been going on for I'm not even sure how many years, but the the the information dump there was just
incredible. And so if I I don't and and that's part of my concern is like I don't even know if that was one of the problems. And I I have no problem and again succeeding I think in my career is if I have a problem with somebody I would address to them specifically and
bring them on board advise them of how they're not meeting my expectations and provide them the guidance and and information to ensure that they meet what my ex expectations are in the future. And then maybe I would follow up with a general a general uh you know
directive or email kind of trying to you know send a message to everybody else so they know that the individual I had concern with was addressed and that you know we're all working towards a common goal and that like specifically like nobody is in trouble and no one did
something wrong but they simply needed to do better. They're doing good. We need to do better and we always need to do better and we will and and and this whole process is very difficult. It is very cumbers cumbersome and we have to
embrace that and acknowledge that and realize that it's frustrating. So >> I I think I do I do want to address this because I think very specifically >> there was a lot of information specifically before the finance
committee public hearing that we heard criticism about including that I was not going to be present and that from I have not watched that meeting then when I received no questions not a single question back
from the incredible amount of information that was transmitted almost a week for that public hearing. The following Tuesday, I reached out again. Holiday, heard nothing. >> My understanding of what happened in
that public hearing is that people were not aware at all that I wasn't even going to be there, never mind the depth of what was transmitted. So that's tough to have a public hearing where there's a
the finance committee is expecting to have the town manager there or somebody there and I'm expecting that if that was the expectation it would have been spec hey Jen you're not going to be there. We cannot, this does
not have to be the way, but we cannot go into the budget season where 100% of the information that is being relayed is in live feeds. I don't want to come to this select board without you having or anybody without you having at least
review the topics, review the information. Now, I'm not expecting full deep dives into every bit of minutia. Absolutely not. But let's just say I wasn't out of town for a wedding that day. Was the expectation that all of the information
was going to be re relayed in live time and that there would be live feedback and weighing in at that hearing. I mean, that's spec to to call the spade the spade. That's what we're talking about. >> And that's very helpful. Thank you for that. It's very helpful and that's kind of my my point. Like I didn't know that
from reading this. like I I could have been part of that and I would not have got that from this this it identifies absolute issues and you know it like I said it's generally yeah of course we have to do what we do better all the time
>> and we could have done as a in my opinion as a board and I know it's on the agenda item we could have done better >> leading up to town meeting I still give us like an 80 I mean I'm just saying we just we could have done a lot things better I'm not mad I'm not angry I'm not embarrassed But we can do things better.
And if someone sent me a letter saying, "Hey, you guys really did." I'd be like, "Yeah, I did. We could have we could have done a lot better." But we did good. >> So, now that we know what we're really trying to address here, do we think that the best way to handle this is sending
the letter to the entirety of the trio? >> Well, sorry. >> No, go ahead. I too. >> I just That wasn't the only situation. I gave a public I gave a public comment last week about >> a a similar situation with town meeting
where there was >> fair enough >> specific feedback requested and then blamed at town meeting for not requesting specific feedback >> and you're talking about the the uh kingdom >> right and that you know that's it's just a mistake you know it's just I don't sense any maliciousness whatsoever and
it affected me I literally was like oh my god how did we do that like I >> but once I realized once Once the record was corrected, I'm fine with it. I have no issue whatsoever. None. I know it's personal for you. Like it's and it's frustrating. >> It's not personal for me. It's my
expectation is that if there first of all, there's a purpose for having a public hearing. Okay. The purpose is so that there can be an opportunity for the public to come and dialogue in advance of town meeting to ask the questions, to raise things
that perhaps people weren't considering. I know there's one member of the public that comes to many of the public hearings and that member of the public says things and I say I didn't know about that. It's very helpful to hear that before town meeting. >> Yeah. >> But they're also advisory to town meeting.
>> It's a huge critical role. >> And so it's not the amount of information that was transmitted and I recognize water billing. Listen, that was happening as fast to us as it was happening to everybody else. Water
billing aside, there was a lot of information that was transmitted. For example, they had complete drafts of the motions. All of the motion sheets that you all had, they had those. We don't have the numbers for this. We don't know how much this is. Yes, the details are in the
motions. It's in the motions. We We were upset that nobody was there. Well, let me know that you needed people to come to speak to these articles. I would have happily sent emissaries. We can't this this is going to be an
incredibly difficult budget year based on money alone. Add to that that we have no finance director at this point. I I would be surprised if I'm not going it
alone all the way till May. Frankly, I need the assistance of this board. I need the assistance of the finance committee. I need the assistance of the capital planning committee. I need the assistance of the school committee. We all to your point need to be rowing together.
>> How do we get there? >> Maybe it doesn't come across in a letter, but maybe it is agenda item on the tri board tri board meeting and a discussion there. >> Well, that has the opportunity to devolve and I I think maybe sending a communication that addresses it might be
a little better in my opinion because I don't I don't know how I feel about adding that as an agenda item to a trio board meeting to be honest with you. I think I think we're I'm looking for everyone to commit. >> Yeah. >> To to, you know, make putting in the
effort and, you know, commit to budget season and everything that goes with it. >> I mean, I'm I'm all for sending it. Let's send it. And you know what? We I let this conversation go on because I wanted it to happen. And now we know
exactly what we're addressing and people can react however they would like. I mean it very much like this >> I don't want this to make things worse. >> Right. Right. >> I don't either. No one does. No one does. >> Um but it people feel compelled to
address it and I'm more than happy to support that because I think it needs to be addressed too. I think we I I mean so I said last week you know I written word tone absolutely is hard to >> so and that that's important and that's why I suggested you know reading it at
at >> you know Brian's leazison I'm liaison for the other tribe board committees >> um but I also think it's important to have it out in the public because I think that >> the select board was you know not
was painted sometimes in a light of not being collaborative and not being open and transparent, >> right? >> And >> when in my opinion, we've we've been very collaborative this year. >> Um, so I'm also, you know, very sensitive to what is out there in the
public. That's why I brought in social media >> cuz I can tell that some people are getting their information from Facebook and not from these meetings. I mean, and that's one of the areas that I have a lot of concern with is, you
know, addressing what people are saying on Facebook and social media >> that I don't >> Well, I don't know if that's exactly how it's captured. >> I'm just going to So, here's on on the day of the hearing or the day prior to the hearing. >> Yeah. >> There was a a Facebook post to the
community. >> Yeah. >> Uh with the updates on two articles. It was like the the two SAP articles and there was a lot of knowledge around that around that public facing document that was put on Facebook. So there was a
lot of awareness around what that document contained. >> There wasn't the same awareness around what was in the emails. So I don't think it's about >> the communications that people are having on social media. >> Yeah. Although we do have to be careful
>> open meeting >> of as board members what we say >> on social media social media >> I think it's more about that social media shouldn't be the source for primary information. >> Yes. >> Not that you can't go talk on social media that that's not your primary
source. >> Yeah. I mean that's just an area I would stay clear of personally >> that that board me so >> well I mean if there's policies and procedures on a board that prohibits them from posting
>> no no no this isn't about posting this is the town made a post >> and that was the primary source for the information as opposed to the information in the email >> it's not that it's it's nothing about members posting it's nothing about it's
nothing about people's personal use of social media. It's about using social media as a primary source as opposed to the primary sources. >> It's telling people, hey, if you're on the finance committee, you should read your emails and actually read the documents that the town manager is sending you instead of getting your information off of Facebook. That's what
it's saying. >> Well, the fact that someone could make a mistake is is fine with me. So, I mean, it's mistakes happen and >> Sure. >> Oh, I'm the first to admit that. >> For sure. oversight particularly. I mean, there's just so I mean, I'm still
trying to wrap my head around like how much information flows and like I don't even know how the town manager does her job. >> I mean, it's unbelievable. Yeah. >> Because she works seven days a week. >> Yeah. So, and and it's an imagine or I know an incredibly frustrating
>> process for sure. So, did we land at any modifications um that are not included in what is printed and before us, Renee and Brian? >> Um well, Amanda didn't get to weigh in on the uh the third paragraph there, >> right? She did say though when you were
reading through that she thought you're with with the changes from Brian that it was it was good. >> So, where are we at on this? Do you two feel like you're ready for this to be considered now? >> I'm ready. Oh, the only thing was the it
was repetitive about the suggestions. >> So, we could get rid of either the the bullet one or the >> one below. I would be okay with either. >> Can you help me? >> The share additional suggestions or the select board invites all committee members to submit additional recommendations.
>> Okay. >> I think you can get rid of either of those lines. >> Okay. So, just that last one, share additional suggestions. >> Yeah, I think that's fine. And that's the only mod >> because all the other ones are are bullets. >> All right. So >> suggestions. >> Are you looking for a vote? Do you want us to vote on this?
>> I could I I mean I I'll we'll vote no, but I could make one suggestion. I have something I could suggest. >> What's your suggestion? >> The second paragraph where it says the select board wishes and I'm reading the original. The select board wishes to address communications communication issues among our
committees. I would I'd suggest the the select board wishes to work on improving or approve issues among our committees. It's it's a little it's a little softer that it addresses tone issues, >> right?
>> Uh and it kind of without saying we're we we need to do better as well. It's it's we're not condemning both Yeah. >> other committees. >> Yeah. Yeah, the select board would like to improve um communication and collaboration. >> Collaboratively, all those famous
favorite words. >> The the select board would like to work collaboratively to improve communication issues among our committees. >> Yes. >> And if you even threw in something to include our own deficiencies, but I know I'm pushing too far. So, and then the the very the second to last uh
>> paragraph, if you will, I believe it's just a sentence. I you know it's sort of like a a post on Facebook with the the uh comments shut off. The select board invites all committee members to submit additional uh recommendations aimed at
enhancing communication transparency. There is no process here. It's it's not an ongoing you know we're not going to discuss it again apparently. Right. >> So it just >> to me that's kind of how it strikes. There's no process that backs up. >> I don't know I don't know that I agree
with that. But I think >> okay I mean I think no if people have specific feedback and they say can we do XYZ differently? We think that this would work better. I I would be fine surprised that the select board would just shut that down. >> My my revision on that one. I kind of
like just that one sentence. I like my revision on that >> and I understand that and that just kind of feeds back to my original thought that's like this is a better uh agenda item and discussion. So that that kind of ties in with that point. I mean, I'll just say I I don't want to dwell on this forever. Like, I don't want this to be
like some sort of standing agenda item. You know, if we Renee brought this forward as a letter to send and I'm treating it as such and after that I >> I'm going to read Amanda wanted me to read the first sentence. >> Um,
>> the select board welcomes additional recommendations from committee members to further strengthen communication and transparency across the tri board. >> Yep. Sounds great to me. Yeah. >> I mean, >> yeah, I think you could replace that one with that one, right? Yeah.
>> Yeah. >> Yeah. I mean, because we honestly this to death. >> Yeah. >> So, we have a couple of modifications here. Under the second paragraph, we changed um would like to address communication issues to the select board would like to work collaboratively to
improve uh some of the communication issues. >> Um we strike this sentence after the bullet point. share additional suggestions to enhance transparency and collaboration >> and then um we included Amanda's uh revision. So those are the three
modifications here that we have. >> Yeah. >> Okay. So do we want a motion? Is there a motion to approve the letter and authorize the town manager? Do you want to send it on behalf of the select board or how do you want me to send it? Would you
>> I think that the suggestion that it be brought by the liaison is >> by the liaison. Oh, okay. >> Can you do that? >> So, remind us what the suggestion here was. >> That'll be >> send it and then follow up by the leazison. Right. >> That'll be on the 17th.
>> Okay. >> Like we could read it at public comment or Okay. >> I don't think they always have a standing agenda item for communic or we can ask the chairs to put >> I'm pretty sure they'll let me talk. >> Yeah. No, they'll let go and make a public comment. All right. So, I will
move to um approve the letter as uh before us tonight with those three modifications that we've discussed and authorize the liaison of the finance committee and school committee to uh read the letter and present it on behalf
of the entire select board. >> Second. any additional >> and am I sending it as well >> or just >> then by send sending it after in case someone >> sending it after after send it after >> and authorizing the town manager to send it to all tribe board members on behalf of the select board. >> Okay.
>> Yeah. Second. >> Any additional discussion? Those in favor say I. >> I. >> Those opposed? No. >> No. >> The motion passes 4 to one. All right. >> Yeah. I think the school committee will be the 17th. >> Yeah. I don't even know the next FinCom meeting. >> Probably not.
>> Probably not. probably tri >> probably for January. Yeah. >> Okay. Special town meeting. >> Don't forget by then. >> So I added this to the agenda so we could just have a discussion about um any loose ends whether that's related to warrant articles uh anything related to town meeting. So anything that members
want to talk about tonight uh about town meeting. >> Was there any feedback that came back? >> Um just a tag for the watering thing. Do we have a Did did you I think you already gave an update on what we're doing, but
>> Well, I I don't know if I did give an update. So, um as part of the recap, uh Eric Kinsherf had to do some calculations um on estimated revenue. So, we're through that part. Um we have some issues now with Fitchburg um where even our most recent payments um not all of
the payment was applied. So, we're still trying to figure out some of that. Um but um I think that at the next select board meeting we should be able to have a more full update on the plans. Um we know we're going to need to do a rate increase.
>> Um and I need to set up meetings with all the or at least communicate with all 11 of the account holders about how it's going to go and as well set up um some meetings with Fitchburg folks. Um, I thought that the recommendation that came from somebody on town meeting floor
to reach out and see if Fitchburg would be amendable to pausing the interest um was a great suggestion. So, I'm certainly going to uh try to do that. But, >> so it's still working through the numbers with the consultant at this point. >> Okay.
>> Thank you. >> Anything else? I think for Kids Kingdom, I I wonder if we could set up a meeting with a member of the school committee, uh, member of the >> senior center
that to have some discussions about their needs, their I think it's important, I think, for the school committee to understand the needs of the senior center, but also the senior center to hear the concerns of the >> the school committee, too. see if we're going to progress because I
feel like I don't want to have this just sitting there like the senior center does have needs. The school committee is going to be making decisions about >> their schools. >> So, Mr. Mr. Chairman, I I was initially going to send a communication, but when
you asked for this to be on the agenda, I held off, but I was initially going to send a communication to the school >> department essentially saying, you know, the care, custody, control of Kids Kingdom is now truly the care, custody, and control of the school committee. So, um,
the repairs, anything that needs to happen, it's yours. Um I know that that's perhaps not the most diplomatic of approaches. Um so I wanted to kind of see where this board wanted to go on on Kids Kingdom in general with this. Um I
did talk to >> Chris Ruth. One of the things um with this and why timing does matter. It wasn't critical. However, I'm not going to put an RFP on the street right now. So, we have
funding for design for um to to put out an RFP to get a designer to do some design work. If I don't have a clear scope of what that design can and cannot include, it doesn't make sense to put that RFP on
the street at all. So um really understanding you know this is a small stamp on a large parcel and what the
thought is of retaining that small stamp is this you know to preserve this from future development if we keep this small parcel to really understand what's driving that because I don't think it's about moving kids kingdom I don't Um I
don't >> I think there was a discussion of like Kids Kingdom going to a whole different lot. >> No. And I think that was the concern that people were like, "Oh, it's going to be gone." >> Yeah. I don't know where that shifted 5 10 there was a lot of
>> It came from concern and quite frankly, you know, we were kind of putting the cart ahead of the horse a little bit. You know, we didn't have explicit plans to present. No, I'm going to I'm going to disagree with that because >> we >> we are not putting the cart before the horse. We have funding that was approved
by town meeting >> for a design that we cannot >> we can move forward, but that design and what they'll be designing is very limited >> if we're not including that. So knowing that that that that didn't pass and that there's more discussion that needs to
happen is not is actually holding back >> what has been authorized and may or may not depending on how much how much longer it goes that funding may or may not be appropriate still. >> Yeah. I worry that the school committee is not going to support anything until
they actually see a design that says okay we're going to move it five feet versus it's completely gone. And I think that's why having that design and the plan and being able to actually say here's exactly where it potentially would be relocated to and that gives
some that gives people something to look at and to understand exactly what would happen. And I feel like that >> we cannot be spending $25,000 to design something that will never be built. >> Oh, we've done that. >> But we're done doing that, right? Like so >> we shouldn't do that. If you if you do
not if you know that you only are looking at the space on the left, the space behind this space over here is very different. And so, >> you know, I the the facilities director is going to have some conceptual plans
drawn up that are very cheap, like under $1,000 to just >> show people how this could work. and maybe having those could help facilitate that conversation, but I don't see us moving forward with any conceptual actual design without knowing whether
it's possible. >> Yeah. And I I don't blame you for that at all. It's very reasonable. So I I think clearly like it's so hard because like which avenue do you go down? Like do you engage with the school committee without having the designs or you get the designs without knowing that the school committee is going to be on board with it? I you know I mean
>> so I think we need to engage with the school committee. I I think the the first letter that you had mentioned was like I don't think that makes sense but I think the conversation that led after that I think that makes more sense for a letter to the school committee along with the idea of Chris Ruth can draft up an idea rough sketch
>> right >> then we need your permission the school committee to so that we can actually move forward to spend this giant five figure amount of money before we do that >> I'm most likely the letter's coming >> it's just a matter of timing like it's
it is very clear that the school committee took a position on tabin floor that they want the care custody and control of kids kingdom that's clear so the care custody and control of kids kingdom means the care custody and control of kids kingdom >> I think that's I mean I brought that up right so essentially the town is
maintaining it right now >> yes and and that's the issue is that that came apparent became apparent on the floor of the of town meeting but does that do we have to fight over that like >> do >> I'm going to be careful with how I it
could be it's there so it should be maintained by them. I just think that it should be part of the conversation. That's what so instead of just issuing the letter have it part of the conversation but
>> I don't think that from my perspective >> that we continue on with status quo based on telling spoke. I don't think we we continue on with status quo that we're doing everything but control. >> We're maintaining it. We're dealing with
it. Why why why would we >> shouldn't be if it's if it's a school property, they should be doing it. >> It I think if this is going to move forward, which I believe it should, it's going to require a lot of collaboration. It's going to obviously require buyin from the school committee and I think there's going to be several avenues to
achieve that collaboration. So, I think it's just going to be a lot of effort to hit it there. >> But education, >> I think that first kind of flat non-engineered design >> might be helpful for that conversation. >> Yeah, I think it'd be very helpful. >> I don't think that the conversation
probably makes sense before that flat design. >> I agree. You need something to say here's here's even just a very like rough sketch of what >> and as I'm what I've been told is that it is literally a shifting. It's a shift thing. >> And that did not come across in town
meeting. >> And I I don't I don't fault I don't fault residents at town meeting who had serious concerns about um the future of the playground. And we didn't give them exactly what to expect and what could potentially happen. So I I I understand
why what happened happened and I think it's clear how we how we move forward. So >> yeah, I just didn't want us to sit on our hands. I wanted to continue to try to move this forward because I think >> I think there is a path to move forward. >> I think so too. Okay. Anything else from town meeting?
>> Uh yes. So, Council on Aging today, um they discussed on their agenda the um town meeting >> and uh Lou Franco uh will be coming before this or asking to come before this board to talk about some
suggestions of how that article could be modified to make it um more palatable. >> Did he mention what he believed that to be in the meeting? >> Yes. So essentially that um
that some the what we intended to happen that we showed a postcard with a listing of the articles specifically on it >> that that that intention becomes codified in the language so that it's
very clear so that future select boards couldn't say >> change the content of the postcard. Yeah. The >> information I'm okay with it. I think it that makes sense, right? Um I don't think any notification should go out that doesn't um adequately inform
residents and I think that includes at the very minimum a le a list of all the warrant articles uh to be considered by town meeting and a summary or some bullet points. So if that's captured in a >> no what? >> No bullet no summary. >> We couldn't have summary or bullet
point. No, >> I if there's a way. I don't know if there's not. >> There's not. >> Well, everyone's like coming for my throat right now. >> It's a lot. >> No, it's just it's a it's to get just, you know, 30 articles on there.
>> What the articles are, QR code, how to get it, >> where the website is, but but the summaries, that's pages and p we're back. >> Not those kind of summaries. I'm not I'm imagining something completely different. But >> so the >> I hear what you're saying. I'm not talking about the summaries. >> The schematic that was drawn up for town
meeting that was a like the larger size or something >> pretty full with just >> on one side but we could use both sides. And the other thing I would say is um >> I was thinking of this more for like annual town meeting if there are like overrides and things like that that
exclusion whatever that that number that that dollar amount should be on that mailer >> you know. So the the intent is that people see what the topics are and what they you know, oh, I want to know more about that. Yeah. And then they go to to
read the warrant booklet or or they go pick it up or they call to have it delivered or mailed. Um my only other comment is you could have done this on the floor town meeting. >> Well, >> so that is
>> I agree with you 100%. I am very disappointed that the motion to pass over was made so quickly because these are the types of discussions that town meeting is for. That being said, we will keep going and
uh >> yeah, I think all of this was addressed in what would have happened and you know town meeting. I I I can only compare this to the article to get rid of the personnel committee. Um because that was, you
know, maybe similar in that maybe people had strong feelings about it, but we had probably like a halfhour uh long discussion and debate and I felt like it was incredibly productive. And when you let town meeting actually perform its
democratic um you know debate and discussion something sometimes like really nice things come out of that. So I don't know silencing town meeting was a tactic that was chosen and that's what happened. >> I I got to say being there at town
meeting and hearing uh Mr. Bowen stand up and say, "Have you considered using this other have you the reserve fund?" And I was like, "And this is why I love town meeting." No, I haven't. You know, that is truthfully the the collaboration of ideas and things that come out of it.
I've seen floor amendments that really help something get over the >> I mean, that's the same thing with public me. I mean, we're so close buried in it, right? You can't see the forest for the trees. like you can't always think of something that someone who's coming in with fresh eyes can >> can see.
>> And not to mention, you know, a town meeting is the legislature of the town. People who show up show up because they're engaged. They want to participate and that participation was prohibited. Unfortunate.
>> Well, they voted they voted to pass it over. >> Yeah, fair enough. >> The voice was heard heard. Well, I heard I heard other voices as well, so you know. >> So, and and I do think that's one of the issues where I I do think we we could have done better. We did good. We did fine. I'm not criticizing us, per se,
but I do I you know, we could have probably had more of those conversations prior to to town meeting. Uh, you know, because it was something that I was you know, I I I like getting it in the mail. But, you know, you're lying where we send out 4,000 and 200 people show up at
town meeting. it's hard to push back against. So, it's it's a very necessary conversation and it was just clear that, you know, the town wanted to have more to say about it and we need and we need to do just that and it's not a problem. We'll just we'll regroup, have those
conversations and we'll come to some kind of some kind of conclusion. >> Yeah. And if there are folks who want to raise their concerns and have them addressed and I guess be a part of that process, that's fine, too. There was um a member of the public who did reach out
to me after town meeting volunteering their time uh to work with me on the personnel committee in particular. Um I did write back to them saying that you know this is not something that I'm going to be working on between now and Maytown meeting personally. um that the
most pressing things got taken care of in article 16 and >> and that was the most important but that um I'd be happy to sit down and share my thoughts and >> would offer their name to this board tonight if they wanted me to, but I haven't heard back. So, but there's
potential that there's somebody in the public that's very interested in helping along with the personnel committee article uh should that one go on again. >> All right. >> And and to the point of Mr. Franco's comments, it was it certainly wasn't even limited to that. It was just his showing his, you know, willingness to
embrace the issue, but it also was conversations relative to opting in or opting out. So there the the takeaway was there's a lot more to be discussed. And it's not, you know, he's it's not a simple fix, but you know, I I I have concerns with, you know, the the opt-in,
opt out being administratively burdensome on staff. >> That's how many we received. Yeah. >> So when we did this in another community >> Yeah. >> Zero, right? >> When we when they I this my staffer said
>> this year they've put the QR codes on. >> Yeah. >> They actually could see from the QR codes how many people clicked through. >> Yeah. >> 20 >> 23 23. >> And to me it really is such an important issue. I'm not I don't have a problem if it is a years'sl long process and we
just we we work through it, you know, as opposed to just giving up and then it just sits dormant for a few years and then comes back up. >> Yeah. Well, I definitely don't want those to be a yearslong process here. What I I I would say you brought up a couple things for optin versus opt out. I feel like we lose the benefit of this
with opt out. I think it should be opt in um because we're sending it to over 4,000 residents right now. How many people actually show out? So if it's opt out to not receive it, I think >> well that's I'm just saying it's that's the discussion. That's that's that's >> I think opt in
>> I mean really what do we need to collect? We need to collect name and address >> and we can have a list of people we mail it to. >> Yeah. And if it's codified and if it's codified with that >> door to door it's like 20 people. >> So I don't know. Those are my thoughts on it. So I think it's worth um
continuing this work. We can do it more collaboratively. Um, and you know, I I definitely want to bring this back to uh Maytown Meeting when maybe it's been uh socialized a little more. >> All right. Anything else from town meeting? >> I think I think it's glad we didn't It's
good that we didn't have the APDC article on there where we got out five minutes before the lights shut off >> as well as the previous discussions of like the noise ordinance that was entertained. So, I do think we need to be careful and mindful of the special town meeting. like that's a long meeting
and uh >> yeah, but I I'll disagree on not putting the APDC on the warrant. I mean, for other reasons and I I don't think having a long meeting should be a reason to not include something on the warrant. >> Well, we have to schedule a two-day
meeting. >> Some a lot of communities. >> Well, the moderator just that I mean that's the moderator's job to keep it moving. Obviously, the the lights shutting out at midnight was problematic and we need to make sure that that automatic feature is turned off for future town meetings.
>> Um, a lot of towns for their fall special. Um, they reserve that really for almost entirely zoning articles. >> Um, so you have typically a fall in a lot of communities is dense and heavy. It's not a light meeting. It's just the
non-money meeting. So I I don't there are some people who say that you shouldn't bring certain heavy non money items to annual >> that those shouldn't be at annual annuals for money. So I think you can argue it both ways.
>> Absolutely. If it's ready and it's you bring it when it's time. >> Yeah. >> All right. Well enough about town meeting. Any minutes? I don't think we do have any. Nope. There's none in the drive. >> Are you going to be getting minutes? So Melissa is working
>> in between calling about licensing. >> Melissa's got a lot of drafts of minutes and she's worked on the list of outstanding minutes that So, >> okay, >> we're getting there. >> Great. Warrants. We do have a warrant. >> You do. >> We have an accounts payable warrant in
the amount of $951,67849. No, it just fell over there. Slipped like crazy. >> Are there any action items tonight? >> It got dirty. >> Can we check about the heat schedule and this building to see if it's on a >> It was really It was working well.
>> It was working overly well. No, that happens at 8:00 p.m. This is what happened last year. >> It definitely turns off. >> It was better. It was It was better. >> Yeah, >> it's not as bad as it was last year, but >> without that heater on. Anyway, that's just me. >> Um, do we do we know or town manager, do
you know if we will have a try board in December? >> I'm I'm trying. It's on It's You want to? >> I really do because >> we have some more budgets to go. >> Yeah, but they're all mine, right? That I'm So, I've got I've had meetings with
some of the department heads. I know I have meeting tomorrow with the treasurer collector. We're close. >> Well, we have people to attend. That's >> I mean, it might be a skeleton crew. I mean, it's going to be right around the holidays. >> The issue with pushing into January is that >> we're into the regular budget season
then. So, some of the conversations that we want to start having around direction, >> we need to leave space for them. >> Yep. >> So, if we don't get this, I'm really trying to get it through in December, even if it's in that kind of dead week
in between the holidays. Um, >> okay. TBD, but I don't want to I don't want what I'm trying not to do is schedule a date around this very busy time and then cancel it. >> Yeah. >> Well, it's helpful to know that you're you're trying to get one in this month.
>> Yep. >> All right. Any other action items? >> Committee reports. >> I had EDC just before this meeting. Um, alls I would say is it was very a very interesting meeting and if I'd encourage everyone to watch the first 45 minutes
or so of it. They had a presentation from the North Central Mass Chamber of Commerce and it was just very interesting just amazing the amount of resources out there and the the the support that they offer to really all businesses but certainly newer small businesses and as you know in terms of
funds and loans it's just a a ton of information. So I would recommend the public as well as the board members to watch the video first 45 minutes or so. The rest is interesting as well, but that's that's the primary. I'll stop there
>> with all your committees. >> Well, yeah, I could keep going. >> She's like, no, no, no. Library is next week. Uh and the um but that is all I have. Board of assessors met on December
3rd. Uh they did have an executive session for the purpose of abatement and exemption privacy. Um they did have a pri their priority was to get the real estate and excise tax bills out on time. The bill bill billing
file must be ready for bill printer by December 14th. Uh and the assessor's office is going to perform final review before the mail. the tax classification hearing. They reminded that it was the single residential one rate. Uh they were
waiting department revenue at the time uh for approval. The foresty and forest forestry and chapter land issue the property at 100 Hobbit Street 44 acres sold on October for 700,000. The town is pursuing roll back taxes retroactive up
to 5 years plus interest if land use changes. Uh they're working on website uh redesign uh for the assessor webpage redesign to improve navigation. Uh January is expected to be busy with the first real estate uh bills, excise
abatements, refunds, and income incoming abatement exemption applications. Staff are going to prioritize timely billing. Uh their next meeting is December 17th. Uh if not, then if that gets canceled, they they'll meet on January 7th. The
school committee also met on uh December 3rd. They introduced Dr. Kimberly Safi, the director of teacher and learning teaching and learning. Um they did approve a France and Switzerland student trip for 2027.
>> Any volunteer chap. >> Uh the winter athletics is going to be next meeting the report for that. Uh they did have the first draft of the next year's school calendar with the first day of September 1st. Uh they did have a uh the the LEAF Lunberg Education
Foundation update. Uh and they did a tri board recap. Uh they would like to see revenue discussions uh in the future >> uh scheduled with the town planning and potential override discussed. um
emphasis on presenting conservative long-term strategies, multi-reeear strategies. Uh talk about tiered possibly tiered override options if needed and a collaborative approach.
They did have a concern about federal funding. uh the federal proposals, the the superintendent mentioned that um the Department of Education if it's restructured that could potentially uh risk funding uh declines if it's reallocated via the state formula. So
that was a concern. And then they talked about Turkey Hill Building and MSBA planning. And their recommendation was to prioritize doing necessary smaller projects now rather than deferring or incurring greater future costs uh including
accessibility in the planning. >> That was it. >> Uh stormwater task force met last week. So uh because we got the funding at the special town meeting, we're now just waiting on signature. I don't know that
come in yet. >> No, from from the vendor from West End Samson. Um and once once the contract is all signed off, they'll begin working on um updating the impervious area data and we have a meeting in January.
>> Okay. Um Bor Review Committee had a meeting last Thursday. Um and I just want to say that uh I have loved being a part of this group um and these discussions we're having. It is uh really been a great experience um and very productive.
So we are pretty much wrapping up our preliminary review of the bylaws. Um we are trying to get feedback from boards, committees and commissions and we're starting to have the conversation about um public uh engagement. Uh so how does
that outreach look like? How are we going going to invite members of the public to come in to share their thoughts on our bylaws? um really trying to figure out what that looks like because we wanted to uh be very uh engaging with the public as well. Um but yeah, we're almost done with our
preliminary review. I wouldn't say that there's like a long list of substantial changes that we have. Uh it's more so uh minor, but we've had um many conversations that I've found to be very productive and um they are moving along pretty well.
Capital planning is meeting tomorrow. We have um the Tommy Her already mentioned it one more presentation and then after that we'll be done. Um and the Council on Aging met this morning. I was not there in person because I have a full-time job and I could not make it. However, I have spoken to several people and I heard all about it. Uh it sounds
like there was a lot of discussion on the assistant director position. Uh they talked about um article 12. Uh and uh there's a lot going on, a lot of efforts going on. Uh all good. All right. Upcoming meetings. We have a meeting on
December 16th, next Tuesday. Public comment. Is there any public comment from the public? Not seeing anyone in the room. Anyone on Zoom? All right. Not seeing anyone on Zoom either. Any public comment from the town manager? >> No. >> Oh, actually there is. Okay. Go ahead.
Uh that 978 number. Hi, this is Rhondaio. Um, can you hear me? >> Um, a little bit. Uh, to the booth. Can we turn up the volume in the room just a little bit? >> All right. Go ahead. >> Rondaio, 181 Reservoir Road. I just
wanted to comment on the appointment process. I thought it was horrible last June when the board publicly accused a member of the conservation commission of being unw willing to follow the regulations.
His actual voting record shows that his votes were consistent with the regulations. The only vote in which his vote deviated from the rest of the commission was on February 25th.
um on a vote whether or not to continue a public hearing, which was not a specific regulatory item. If the board chooses not to reappoint someone, the publicly stated reason
should be accurate. In this case, it does not appear the board factchecked its reason for choosing not to reappoint this volunteer. I would hope that in the future that would make sure that
when we do not reappoint someone that it's clear the reason why. >> Thank you. >> Understood. Thank you Rhonda for your public comment. >> Any public comment from the board? >> No. >> Okay. Is there a motion to adjurnn?
>> So moved. Second. >> Those in favor say I. >> I. Those opposed? No. Motion passes unanimously and the select board is adjourned. We will see you all next week.