Okay, good evening everyone. It is 7 p.m. and I'm calling the select board to order. 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 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. Announcements. The only one I'll make is to remind everyone to send their census forms and their dog license applications back to the town clerk. And public comment. Are there any public comments from the board?
>> Nope. >> Any public comments from the public? It's been a long time since I've stood at this podium. Um, good evening, Karen Manard. I am the chair of the parks commission. Um, wanted to come for a few things tonight. I do have it written out so I wouldn't be so scattered and leave
you guys scratching your head saying, "What is she saying?" Um, so first I want to send um extend a huge thank you to Anita Shipers who has recently resigned from the parks commission. Anita joined the commission in 2023 and jumped right into the fire and I mean literally into the fire. Um, the
commission had been engaged for a few years with the beginning phases of the Marshall Park project and Anita took the helm and provided expertise and direction that was top-notch and I can't thank her for enough for everything that she did. With Anita's departure, we now have an open seat. This is something that I know town manager has mentioned
um at previous meetings, but I'm hoping a plea from the the chair will hopefully bring somebody in um because this um vacancy occurred within 6 months of the next election. It's a position that's
going to be appointed and it's a joint appointment by the select board and the parks commission and the term would be ending in May. The way I look at it is that this is a great opportunity for somebody to get their feet wet to figure out what town government's like, what the parks commission's like, and learn
what we are about. There is absolutely no experience necessary for this position. If you are sitting at home and you want something to do, please reach out to us. Um, I'm happy to answer any questions that you guys might have um about what our schedule is like, what exactly we do. Um, for anyone that is
unfamiliar with what we do, um, per our town charter, the commission oversees and improves our public parks, set rules for their use, and supports park programming and recreation activities. And the parks that fall under us are Marshall Park, Fitzgerald Field, McN
Park, Wallace Park, Veterans Park, the undeveloped Northfield Park, which is on Northfield Road for anyone who doesn't know, um, and the town beach, including the renamed Genevieve Nast Memorial Beach House. All of those facilities fall under the parks commission and they are the day-to-day is by the facilities
director Chris Chris Ruth. We typically meet the fourth Wednesday of the month. Here's where I'm going to stress that we are probably one of the most realistic groups in in around. We have parents. We have grandparents. We have lives, we have children, we have children who play
sports. We will adjust our schedule. I had nothing else to do. >> It just says town of Lunberg. No, there was a >> No, there was a little popup >> popup. I was going to say if you can't read that print, >> that would be a problem. >> Get off the road. >> Get off the road.
>> You shouldn't be driving. >> Great. Um, so again, for in case that didn't catch this on the recording, we typically meet on the fourth Wednesday of the month. Please do not let that stop you. We are a very realistic bunch. If we need to change our schedule to
accommodate a new member, we are absolutely happy to do that. We change schedules all the time to accommodate our own personal schedule. So, please don't let that stop you. If you have any questions, the best email address that will get everybody on Parks Commission is going to be parks lunenbergmma.gov.
If you want to jump directly in without asking any questions, you can fill out a talent bank form located on the town website. You go to the how do I under the main menu and then click on volunteer for town boards and you'll find that that menu. Second, our
fantastic recreation director, um, Angela Clement left in August of 2025 for full-time employment someplace closer to home, and that position's been open since her departure. Um, this is a 19-hour a week job. What it looked like
for her schedule-wise doesn't have to be what it is for the next person. So, again, if you're looking at what Angela did and said, "I can't work those hours," please consider applying anyway, and you can have a conversation with Chris Ruth, um, town manager, assistant town manager, and we can figure out how
to make it work. One of the prime things coming up that this position is responsible for is the smooth opening of our summer beach program that it's January, but that's like right around the corner for us because we start planning months in advance. Um,
so that is my plea for help on both of those. That job description can be found online. Um, again, if you are interested at all, I encourage anybody to put their application in, talk to us. We'll answer any questions, see if we can make it work, and we'll go from there. Um, and
while I'm here, I figured I'd give a couple of um, other general updates from parks. The Marshall Park project is currently on hiatus and at this time will not be brought forward in any fashion for the annual town meeting this May. Um, there are several factors that led to that and it wasn't a decision
that was made lightly. Um, we've invested a tremendous amount of time and effort into this project and while it's paused for now, we fully expect that future commissions will be able to build on the work already completed and bring this much needed project to fruition. I
can't stress to this community enough how much of park that we were working on like Marshall Park is needed here. We need more of so many things. We need rectangular fields. Northfield Park is a prime location for those. We have a
community of kids, young adults, and adults that are are getting outside and they're more active and having sports fields and and facilities for them is more important now than it's ever been. Um, and we're also working with the skate park group um to help get them to
the next phase. We have a meeting in the next couple of weeks um with their their folks, their legal folks, our parks commission, our town manager, our legal council, everybody involved to try to get some agreements executed so they can
move to the next phase and hopefully get their project off the ground and the ground broken and and get some headway on this project that has now been four 5 6 7 8 9 10 years in the works. So, um it is my hope that we can see some movement
on that. Um and as always, if anybody has any questions, concerns, sees any issues down at any of our parks or facilities, or has any ideas that they want us to run with, please reach out to us. We're happy to um try to get all that taken care of. So, that's all for me. >> Awesome. Thank you so much for coming in
and sharing all those updates. >> That was a good update. >> Yeah. Great. Bye. >> Happy New Year, by the way. >> Bye. >> Good night. >> Okay. I'm not seeing any other public. So, we're going to continue on on the agenda and we're going to go out of order a little bit. So, we have Chief
Sullivan here and so we don't make him uh sit here all night. We're going to do the executive session at the top of the agenda. So, I move to enter into executive session and not re-enter open session after exiting executive session pursuant to MGL chapter 30 section 21A3 to discuss strategy with respect to
collective bargaining if an open meeting may have a detrimental effect on the bargaining position of the public body and the chair. So declare since this is for Lunberg, professional firefighters local 5369. >> Second. >> This will be a roll call vote. Mr. >> say we're not coming back to open session. >> Oh, oops. So I'm going to amend my
motion. Thank you for catching that. Um we will uh obviously be uh re-entering open session. Thank you. >> Is there another second? >> Second. >> Okay, this will be a roll call vote. Mr. Mloud, I uh Mr. Leighton. I >> Miss Em. Miss Moore. I >> and an I for myself. We are now in
executive session. Okay. Yep, we're good. All right, we are back in open session and we're going to continue on with our agenda. Okay. Appointments, ratifications, resignations. Uh we amended the agenda um to include the uh appointment of a
payroll and benefits coordinator. We thought we would be prepared to do that tonight. We're not. So we're going to pass over this tonight. Town manager report. >> I have no written report this evening. Um my only report is that uh well a couple of things. One is that for folks
who are not aware the tri board met last night. I would suggest that anybody who is interested in your finances for the town, if you have not had the opportunity to watch that video, um I think it's informative. Uh the next
meeting of the tri board is going to be Tuesday uh the 27th and uh there is going to be an opportunity for public comment at that meeting. Um so if folks have been following along and you want to provide public comment, great. If you
haven't been following along and you want to start tuning in, great as well. So, um that is on the tri board. The only other um matter to report from the town manager is that the town uh is actively, as this board is aware, in
litigation and uh there was a hearing last week um that certain members of the community were required to testify at that hearing in court um taking two days. Uh >> and that's it. >> All right. Thank you. Mr. Chairman, if I could just make a comment.
>> Sure. >> I'd just like to echo your comments about the the tri board. I think it is very important that the viewers watch that. But also, I just like to add the January 8th finance committee meeting was also very helpful and you know will provide a lot of tiein to the tri board.
>> Yeah, for sure. Thank you for that. Okay, new business up first. Discuss warrant articles to be sponsored by the select board. So, I'm tracking three so far. Um so the first one is notice of town meeting warrants. Um I have reached out to Lou Franco who is the voted uh
representative of the council on aging to work with the select board on that and we are um scheduled to meet up to get a uh new draft of that um I believe probably in two weeks. Um so then once we do that uh we'll bring it back to uh
the select board. Uh we'll talk to the council on aging about it and we'll go from there. So, we're not going to discuss changes to that article. >> Of course, we can. I'm just telling you that I met with Lou about it because he was interested in >> Yeah, I thought he was going to come
with the council on here to >> Yeah. >> present some things and >> he doesn't really We're going to work on whatever it is that he would have presented together and then have those modifications to then bring back to the board, which he >> I would assume we'll be here for. >> I So,
>> well, I Yeah, I will be away at some point. I'd like to to participate in that because that came out of the budget task force. I mean >> Yep. I know. And we can make sure that you know we do that on a day that you're here. C >> can I ask for a clarification on that? >> Sure. >> Um you're are you formally bringing it
to the council on aging before this board? >> No. >> Oh, okay. >> It's our warrant. >> Oh, okay. I thought you No, I thought you had said something about bringing it to the C. I was going through the whole process of what I think we should do for this warrant article given how it went at special town meeting at some point
when it's finalized with us and with Lou then yes we should bring it to the council on aging and >> do some education let them know what it is >> education townwide too maybe like the thing that you put together if that's whatever changes we make to it posting on a Facebook or things like that just to get Yeah. >> Yep.
>> get it out there. >> Prop the prop. Yeah, that's the word. Yeah. Prop show and tell. Yeah. >> Um, okay. So, do anything we want to discuss on that tonight? Okay. Um, the other one is Kids Kingdom.
Um, so I reached out to uh the chair of the school committee. They added to the agenda. They discussed it and they um formally decided as a committee that they are in favor of that um going back to town meeting. Um and their position was that they uh think that the care
custody and control uh should be transferred to us and they're seem to be really willing to work with us in good faith to move that forward. So um I think we should probably um do some sort of joint uh warrant article that's sponsored by the select board and the
school committee on that. Um but that's going to move forward probably exactly how it was presented at special town meeting more or less. Right. Copy and paste that one. >> Yep. >> Yeah. >> One less thing we have to do. >> Yeah. Um yeah, I'm really um really happy with the resolution on that and I'm uh grateful for the school committee and their good faith effort to
collaborate on that. >> Yeah, thank you. I want to thank the chair too for all the work that he did with the the school committee and the school committee chair to get that done. >> Awesome. >> Um I know I had three now was the third one. Um uh oh, I'm going to have to think now.
>> There's a noise or No, not that one. Um, notice of town meeting warrant articles. Um, Kids Kingdom. I can't think of it now. >> Was it some uh I know you were talking to the 300th. >> Yes, that was it. Thank you so much.
Okay. Um, a little bit of history on this, and this is actually kind of silly, and I I don't understand what the reasoning for um doing it this way was, but when we um created the 300th anniversary committee um at the annual
town meeting in 2023, it was voted at that town meeting to allocate $5,000 in what was being referred to as seed funding for that committee. um and it was allocated as a one-year allocation in the FY24 budget.
That $5,000 was not expended. So, at the end of the fiscal year, uh the authorization on that allocation um expired and it became free cash. Uh so that money isn't gone. It just wasn't utilized and went to I don't know other purposes, the capital plan or whatever
it went to. Um, so we are at a point now where we're talking about money and we're really getting down the details of uh what we want to do for our celebrations. Um, and we need to get funding again. Um, so we need to do obviously this time a multi-year
allocation. Um, we want to ask for $15,000. Um, and we also want to establish a gift fund so that we can take in money, sponsorships, that sort of things. um sales of t-shirts um and also just sort
of segregate those two funds. Uh so I think we want to um sort of initially prioritize the the money that we're bringing in and then go to whatever money we allocate um through that like multi-year allocation and then whatever isn't expended at the end we can just
roll back. Um so that's sort of our plan. We want to have um pretty much two ways of funding it and I think that would probably require two separate warrant articles, right? So, the establishment of the the gift fund and then a multi-year appropriation. >> I'm going to have to check. I don't know
that town meeting needs to adopt a gift fund, but we'll check on that. Um, >> but definitely on the appropriation. >> Okay, good to know. >> All right. Any other warrant articles that we want to sponsor as a board that we uh can think of right now?
Not at the moment. >> Okay. So, this is going to be a standing article for um agenda item for a while. So, uh if that changes, then we can discuss at a future meeting. >> Okay. And next for new business is water rate increase in accordance with the
intermunicipal agreement with the city of Fitsburg for the sale of water. So, this turned out to be, I guess, a little more straightforward than maybe we're imagining. Um the intermunicipal agreement actually um dictates what those rates need to be. So it is um whatever rates that the city of
Fitchburg has plus 30% and we're pretty much contractually bounded to that being the rates. >> That's correct. >> Um so we do have the rates if you're curious of the city of Fitchburg in front of us. Um any questions on any of this? >> These rates were adopted, Mr. chairman
through you at the April 18th, 2023 uh meeting of the Fitsburg City Council. So you see that they started June 1st, 2023. Um so obviously we've missed the June 1st of 23 and 24. We're in the
rates of June 1st, 2025. So, the request tonight um of the select board would be to establish uh a 30% increase of rates over those adopted by the Fitchburg City Council on April 13th, 2018 with the
June 1st, 2025 rates not being effective until February 1st of 2026 and then the effective dates thereafter following uh this schedule as outlined by Fitchburg. Any
questions, discussion on this? All right. So, I have a kind of lengthy motion here. Is there a motion to approve a rate increase for all rates covered under the intermunicipal agreement for the supply of water between the city of Fitchburg and town of Lunenburgg by an increase of 30% over
the rates established by the Fitchburg City Council on April 18th, 2023 with the July 1st, 2025 rates effective on February 1st, 2026 and future increases affected in accordance with the April 18th, 2023 vote of the Fitchburg City Council.
>> So moved. Second. Any additional discussion? Those in favor say I. >> I. >> I. Those opposed, no. Motion passes unanimously. Okay. >> And uh I think just on water billing, I had reported that we would be getting all the bills out. They are out. Yep.
>> So, the bills are out. >> Great. Thank you. >> You're welcome. >> Thank you, Melissa. Thank you. >> Thank you, Melissa. All right. Old business establishment of 925 Massav RFP working group. So, the town manager discovered um a report that
I at least had never seen um which included um some recommended next steps and um the key one here was the establishment of a working group. Um so that excuse me would pull in some other people uh such as um obviously someone from the select board, the town manager,
um someone from the planning board, um the director, the land use director or the director of planning and economic development, um maybe the building commissioner, um basically a whole bunch of people uh with expertise um that can really help uh with this process. Um I think it's a really good idea bringing
in that expertise. So um you know I'm I'm in support of um doing this for this next step. Um I think at some point uh you know the language of the RFP can come back here and then we can discuss it as you know the select board still before it goes out. Um but I think this
is the best way to put together an RFP that um you know makes sense to put out uh with a little more expertise u because I know I've already been relying I've reached out to for example planning board members to discuss this. I've never done anything like this before. So, um, what do you guys think of that?
>> The only question I had was would the APDC or historical district, would this fall into that category of having one member from their committee? >> It could. >> It could. Yeah, >> it could. So, the original suggestion from the um consultant was that the
committee would be formed by the town manager and may consist of the planning board, a member of the select board, the building commissioner, the facilities director, and the land use director. I actually don't think that the facilities director really has a role here. >> My initial thoughts were that the committee would consist of myself, the
assistant town manager because she is director of procurement, the director of planning and economic development, a member of this board, a member of the planning board, and if this board wanted a member of the APDC, I had thought about bringing in a member of the community at large. The practical
reality of that is by the time we advertise the vacancy and get the position filled, we're losing time on the RFP. So instead of doing that, that have this group uh charge the working group with having at least one
opportunity for public feedback and forum on the RFP and evaluative criteria and provide them with a goal, whoever the working group is, provide them with a goal to have the RFP advertised by April 1st. I still would like to, if possible, get
this property sold in this fiscal year. >> Yep. >> I would be in support of having a member of the APDC because I think that's important as it is in the district and I think they would have something important to say about the building. >> Mhm. >> Yeah. I mean, I think that's fair. What do you think?
>> I I think that's fine. everybody on board. The one request that I have for whoever serves from any of these appointed or elected boards and commissions is that they be available during regular working hours. >> Um because whether it's in person or via
Zoom, but we're holding a lot of >> staff staff. Yeah. >> Yep. No, very reasonable. >> Okay. Anyone anyone opposed to doing it this way? Is is it possible to make it you know a possibility that a a citizen could join the committee?
>> So if the only >> like if someone just if we had the committee formed and someone insisted that we would have the ability to them. >> So so it's anything's possible. So this is a committee that I I shared with the board. I don't feel proprietary about who creates it. It's ultimately a
committee that is could be have could have not even appeared before this board and could have been created unilaterally by the town manager. Right. >> I think that if it's not I think it's not possible to do to include a member of the public that is appointed by this
board and to meet that April 1st deadline. Right. >> I think if you're talking about meeting if somebody wants to reach out to me and I put them on between now and our start date, >> fine. >> Fine.
>> Important message. And I'm okay with even just public comment as long as it's public comment so the public can go to the meetings and have their public comment or reach out to the committee with their perspective. I think that's important. >> Yeah. And we're definitely going to solicit, you know, any any sort of feedback like that will definitely be listened to and considered.
>> I I do want to be clear about one thing for the public. >> This is not a committee of the town, >> right? >> This is a working group of the town manager. This is a group that could be established by the town manager without secondary approval and therefore is not uh subject to the open meeting law and
is not required to hold public meetings for all of their conversations. I think there's a practical reality of preparing an RFP that some of this is a working group. However, we would want to charge them with holding at least one public forum process. But this is not a body of
the town. the distinction just because I know people are going to hear that and have a feeling about it. If there is something that can be done and I'm setting up an advisory committee to advise to work through me, then it's not subject to the open meeting law
requirements. That's different than than this body setting up a a task force, >> right? And you're the chief procurement officer of the town. At the end of the day, you can literally do whatever you want. So the fact that you're saying, you know, I want to be collaborative in this process, you know, I think that really is a sign that you're willing to
listen to whoever may have opinions and reaches out. >> Absolutely. This is a this is a property that >> has been a blight on the community for a long time. A lot of folks have pretty substantial feelings about it not looking like that and what it should look like going forward. So
>> Okay. So, do we want to move forward with that? >> Yeah. Is it also fair to say that if someone were to reach out to you that they could participate or at least be involved somewhat to that that whole? >> It depends. So if if if there is a need to have a meeting of only the working
group, then that would be a closed door. >> But if if they were particularly interested, they could reach out to you. >> Oh, absolutely. If there was a keep them in the loop as much as possible. >> Absolutely. We're talking about a working group to develop an RFP, right? Correct. I mean, that is very strict. That's what I do dayto-day. That is
>> so I I definitely I'm pro town input and but de crafting an RFP >> it's really so the RFP is crafted >> it's been drafted by consultants right it's >> the the working group is really working around those evaluative criteria of the
RFP it's really focused on the evaluative criteria of the RFP not the not most of it most of it's done >> switching Okay. >> So, yes. >> All right. Good. Sounds like a plan then.
>> Okay. I will establish that working group. Um >> I'm excited to see this move forward. I'm really, you know, grateful that with everything we have going on right now, you have the goal of like getting this done this fiscal year. So, thank you. >> I'm going to try. Um while we're still on this, does the select board want to select it?
>> Do we want to? >> I'm happy to do it. >> Makes sense. Yep. You do procurement. No, I mean not that I wouldn't >> I would support Amanda carve out time during the workday. >> Yeah. >> Okay. Thank you, Amanda. >> Yeah. Thank you. All right. Awesome. Thank you. >> We're not talking about like multiple
hours every week or anything? >> No. >> Definitely not. >> Okay. Thank you so much. Discussion and approval of appointment policy. Um, anything outstanding on this that we want to discuss tonight? Are we ready to approve this? I thought we were going to
go through it because we never I don't think we really addressed the comments that were already there, right? The red line. >> Didn't we do that last? >> Yeah, we did that at the first meeting >> that we >> at the last meeting it was pretty final. I thought >> it was
Brian Brian's edits >> cuz there's some things I'm not sure they're still staying in there >> like what? >> Give me a minute. Uh, I started looking at this this weekend. >> We
>> like needing to advise newspapers of vacancies. Was that crossed out or is that still there? >> Let me control the second paragraph. Volunteer applications. It's now section two.
uh town manager will ensure that local newspapers are advised of the vacancies. Can we strike that? >> I thought we did. >> So we struck it out under appointments
below. >> The other instance here is up here. As select boardapp appointed vacancies occur, the town manager will ensure that local newspapers are advised of the vacancies. >> That's the one I read.
>> Yeah, I'm not I'm not doing >> I mean that's what I I >> that's not occurring. >> There's no need to rush this, right? Like I think we we need a final >> a clean draft. >> Um well, no, we need to do it right now. >> Let's just do a read through. It's only two pages, right? It's >> okay. Let's read. There was another one
that I had >> three pages. >> Uh se is the one that's redlined is the one we're looking at, right? >> Yes. >> All right. Let's just start from the top. If we want to do a read through, we can do a read through. Okay. So, section
one, introduction. The town of Lunenburgg values resident participation in local government and encourages community members of all backgrounds and experience levels to consider volunteer service. Appointed boards and committees play a vital role in shaping the town's future and strengthening civic life.
>> All right. Anything on that one? >> No, we did that last week, right? That was your >> Yep. Yeah. I think people can just say stop if they uh feel like they want to. >> Mhm. >> Okay. Section two, volunteer applications. So, we're going to strike out the town manager will ensure that
local newspapers are advised of the vacancies. The final sentence in that section. As practice, this select board shall appoint on >> Hold on. We're still up here. So, I'm going to strike this out. This just requires some thinking. We got
to we got to do this orderly here. So, as select board appointed vacancies occur, vacancy notices are point posted on the town bulletin boards and advertised on the town's website and local cable television. I don't think we have it on
local cable television. >> Yeah. Are they Is that currently being done? >> No. >> But we can strike that too. >> Unless you want to start doing it. >> No, thank you. >> Do we want to replace that with social media accounts? >> I think that when you put things in there, it's prescriptive. You can always
do more. >> You can always do more. >> Yeah, you can always do more especially with >> budget next year. >> Yeah, let's do that. >> Okay. So, I'm going to strike out everything after town's website
and then as practice, the select board shall appoint on or after the 21st day following the posting of a vacancy. >> Does that make sense? Cuz why do we have to wait 21 days? as part >> to allow people to see the vacancy to
consider their interest and actually apply for it. I mean, you have to have some sort of reasonable window between a vacancy and when the select board appoints >> do we I don't think are we currently doing that? >> I don't think we are. I feel like right
now if someone is leaves and the next night someone comes wouldn't we appoint them or >> so we have also in here there's a 10day posting requirement as well um that I know that we have followed very consistently >> um >> well you just deleted that sentence too
with the bulletin board >> that's not correct >> the posting charter and I I don't think that they've been if I look at the board they haven't been posted since >> a number of years >> yeah I went to that section of town charter.
It was confusing to me whether it was actually if multimember or appointed boards were covered by that section of the charter or not. So it's not um my assumption is that when this policy was
written um the board took the the position that that in the charter should apply to this as well and they made that happen by including that in this policy. I don't think personally don't know that
we need to have that >> as long as it's not because I'm trying to pull up the that section of the charter now >> cuz when I read it I was like I could kind of interpret this two ways. >> I think we're doing a pretty as good enough job as we possibly can to try to get volunteers with all the different
avenues that we're trying. I just don't know that having a requirement to have it posted with a certain time frame. I I don't So if if I when I read this initially, I had gone down to the town clerk's bulletin where these are posted and they hadn't been posted in I believe
since Heather's departure. >> Um so that's been some time since they were posted. I don't know that when folks are looking for a vacancy, they're coming in and flipping that list on a wall. Um
I don't think it hurts to have it. I just don't know that it needs to be in here like you said because I'm required to do it. >> So So the town clerk um should receive all notifications of vacancies
um because people when they're resigning uh should be filing that vacancy with the town clerk. Um so there is there is that notification that should be happening. um following that up with an official notification
from the select board. I don't know what purpose that would serve for recruitment. I mean, I think we just have to make sure it is an inclusive process where, you know, if there are um the situation
where the seats are sought after if if it's if if don't give people the appropriate time, there could be some shenanigans, if you will, that happen. >> So, it's almost like it should be like a week after first announced by the select board at a meeting or, you know, something to put people the opportunity
for people to be put on notice and contemplate it. So I you know it can't just be an immediate turnaround but >> right so I think we could change the language here on or after the 21st day following the posting of a vacancy to uh
no earlier than uh whether it needs to be 21 days 3 weeks you know we could discuss that if we want to make it 2 weeks um you know we >> 21 days sounds like a lot. What if you change it to the day is being indexed to notification to the select board
>> days rather than that it's a because this is treating it almost like an employment the posting of >> it's it's it's treated the same way as an a a an official employment posting that you must be kept open for a certain amount of time. I totally understand
that we don't want to be just filling positions, >> but I don't think that the posting is what perhaps is the trigger >> the notification notification or the or the notification to the select board
that the days are indexed against the notification to this body because you might not even be notifi notified that the town clerk has been notified. So, it's the tree fell in the woods, right? Um, >> but I think the public needs to be notified so they have a chance to >> rightly.
>> So the the what about relative to announcing the vacancy at a select board meeting? >> That's the real intent here, right? The idea here is that we want to ensure that there's a window for the public to be informed and put on notice that there is a vacancy and have a reasonable amount
of time for as many people who are interested in applying and actually being able to apply and being considered. Right. >> Because they do need time to contemplate it and it would also give us time to do some recruitment. >> Yeah. Yeah. So I think using the announcement on the select board meeting
is would be good instead of the posting >> as a relative time point >> and that way it comes through the town manager report or otherwise. >> Mhm. >> But as soon as that notification >> Okay. So I could say following the
announcement of a vacancy at a um select board meeting. >> Yeah. And I would be comfortable personally I'd be comfortable with two weeks. >> Me too. I wouldn't want to lose somebody. >> Not the next meeting, but the meeting after. >> Yeah. Two weeks. >> Yeah. >> Only in the situations where people
might I don't want to lose anyone. I I get the >> I I wish we had contested seats on. >> Yeah, I know. Maybe we would have to re-evaluate this then, but >> Mhm. >> I think two weeks is sufficient.
>> It's not an ownorous application process. Um um so we are going to post the vacancies on the town bulletin board. >> Do we want that in the policy or is that something to leave out and we can do
more? >> I don't >> because it's still in here. >> Yeah. No >> in the black. >> I don't know that I feel like posting on a town bulletin board. >> Put it posting up C website. >> The town's website advertised on the town's website. Leave it at that and you can always
>> Oh, I see it now. >> QR code. >> I'm honestly a little concerned about making it prescriptive that this is going to be advertised somewhere and then it starts the date. We are at an operational >> I know. I know >> like Mhm.
>> I mean, how advertised on the town website or announced at a select board meeting. >> Yeah, that's what I was going to say. Yeah. >> Okay. So, I reworked the sentence. As practice, the select board shall appoint and then I struck out on or after and I replaced it with no earlier than the and
I struck out 21st and put 14th day following the crossed out posting of a vacancy and replace it with announcement of a vacancy at a select board meeting >> or posting on the town website or no? >> Yeah, I think that's just fine. Um, perfect. Or
>> that's we can't track that easily. You can't. But it Yeah, >> if Yeah, >> we could start a clock, >> right? >> Wait, were we adding that there or adding that up above? >> We want it up above, too. >> But we want it here as well, right where I'm typing it right now. Or posting of a
vacancy, >> but just the posting of the vacancy isn't as public as the announcement of a vacancy at a select board meeting, >> right? >> So, you could choose. I think the the intent is to do both. But >> well, that's what that's why I'm kind of hung up on or
>> well the time points because it could be posted on the town website before it's announced >> earlier then >> at select board meeting. >> Mhm. >> So where do you where is day zero? >> Right. >> On the on I would I wouldn't put it on that second sentence. I would leave it as the select board meeting just so we
don't have that weird which date is the date and only put it up at the sentence >> above. I would agree >> because like you just said if if it's posted on the website earlier and then we announce it a week or two will be >> it's like I don't know I feel like that's just
>> it's posted on or off week. >> I don't want someone to catch us on a weird technicality. >> What's the change that you're suggesting here? I'm not >> that first sentence as select board appointed vacancies occur. >> Yeah. >> Vacancy notices are post what did we just say will be posted on the
>> No, delete the posted on the town bulletin boards. They are advertised on the town's website >> and or at an announcement at the select board meeting. >> Okay. >> Right. Because that way if we if we get it on the website if we don't have the staff to be posting regularly on our
website if the town manager >> brings it forward on a town manager's report. That gives us that hopefully we can do both. But that gives us the leeway if we don't have the staff to post it timely on the website because that could be happening in our future.
>> Okay. So, vacancy notices will be made publicly at a select board meeting and then I could say and or advertised on the town >> or just say and yeah and advertised on the town website. I mean it's not saying when it
>> it it'll get there. It just might not get there as fast. >> Yeah. >> Yeah. >> As the announcement beautifully, >> right? >> Yeah. >> We don't know which is going to happen. >> It would be an off week of our meetings, >> right? >> As practice, the select board shall appoint no earlier than the 14th day following the announcement of a vacancy.
And then we can even just take out at a select board meeting. And then I'll change this to the Okay, I think that works. Okay. Three, appointments. Subject to
applicable state law and the town charter, the select board shall make its annual appointments during the month of June. Appointments made at those meetings shall have terms beginning on July 1st and expiring on June 30th. In addition, as the need arises, the select board may make appointments throughout
the year for terms to take immediate effect with expiration dates of June 30th. Term shall not exceed 3 years unless specifically allowed by Massachusetts general law. Appointments shall be based on merit and qualifications that relate to the duties of the subject, board, committee, or
position. Where possible, the select board will seek variety in backgrounds, interest, ages, genders, and geographic areas of town so that multi-member boards reflect a true cross-section of the community. The town will maintain a page on the town's website, including an up-to-date
listing of all vacancies and information on how to submit a volunteer application. Vacancies will be posted to the town social media accounts with a link to the web page. >> Do we do we need to actually include that or just do it?
>> If it's in the policy, it must happen. >> I know. I I think it's another one of those will exceed the pol. Well, um I'm talking about the the last part. I mean, yeah, it's
Are we going to have a a a separate page? I mean, that we just said above we're going to post vacancies to the town website. Do we have to create a separate page? >> So, there's currently I'm on right now. There's a currently page. >> It has uh the volunteer form
>> and it has um >> limited information. That's all it has is the volunteer form, right, currently. But there was a page. >> I'm just there's a lot of places to keep things up to date and synced and it just >> it's more work is it work and is are we
getting the value of return for that extra work? >> Do we want vacancies may be posted to the town's social media accounts with a link to the web page? >> You can always you can always post right. So the may right you can always
>> so I think you either choose to make it prescriptive or delete it but >> I mean it's not a big a big ask to put post it on like Facebook. Is that what you're talking? Yeah, >> I'm talking about capacity issues going
forward that I >> I'm just I'm just thinking creating another website that have information that needs to be updated. The only thing that would really change here by this paragraph is that we would
have to add a section to that web page that has a list of all the vacancies. So that there's some place on the town website where someone can go and just see a list of all of the vacancies. >> That was the real that's the goal here of what we're we're having. Aren't we
post Didn't we say in the first section we're posting it to the town website like the the the front page the I imagine like like you have in your town manager report the list of current list of vacancies. That's what I was >> that list though isn't posted anywhere, right? So individual vacancies are
posted under the news section of the town website. >> It's technically on there with the town manager report. >> I mean they they're on there now. They're just not on a page that's easy to find >> like the front page standing vacancies.
>> There's a there's a document, you know, a news. >> What does it look like? >> News and announcements. >> Yeah. There's just standing >> this latest news. >> Yeah. >> And one of them is current vacancies. >> So you the way the website you can't
have that be static there. It'll roll with whatever the latest news is. So What about if we link it to the town manager report? Does that get published to the website? >> Mhm. >> You have to know to look for in the town manager report,
>> right? Well, I was saying, but what if we said it in here >> in the policy? >> We said it in the policy, but the town manager's report. >> No, I >> I don't want to reinvent the wheel. I think we don't want to reinvent the wheel here. Do something that you're already doing >> or that you're capable of. your staff is
able to do. >> So I I think that I wouldn't rely on the town manager's report. Every town manager I was just saying that to just say that they are online through the town manager report, but >> every town manager is going to have a different style. Um I will say that I
have never reported until the town of Lunberg on a running list of vacancies and employment. That is something that I just kept going because clearly that's the way that it's done. >> But the town manager report is the town manager report. I don't think that you'd rely on that being the source. I do
think that posting it to the volunteer page just the list. I think when you start getting into and it shall be posted on the town social media and you know I think it's always a value added to post it to social media. Absolutely. Absolutely.
That's where people are looking. But to make that prescriptive, >> right, >> is >> I I think we're covered by saying posted to the town website in the in that section too. >> Vacancies are posted to the >> just vacancies periodically will be
posted to the town social media. >> I think we just do it. We don't have to. >> Yeah, I agree. I don't think >> policy >> because maybe we don't maybe we have massive cuts next year and we can't afford someone to do this. >> Maybe social media will go away. >> Good. Facebook could go away.
So, are we no longer interested in what we have discussed in several previous meetings of maintaining a list of the vacancies on that web page? Do we want to get rid of the section? >> I don't think we discussed in several meetings, but um I think it's it's added
work. >> All right. What do other members think? >> I think it's okay to have it on the website. I don't know if we have it to have a specific page. I think it if you get too specific again, you're getting yourself kind of pigeon holed into something.
>> Should definitely be an updated list of all vacancies on the website. >> I think I'm basically echoing what Brian just said. Just there should be an updated list. >> Um, I mean, I think it's great having an updated list. I personally would just
strike this whole paragraph, but >> okay. I think that having the first sentence is definitely fine because that's I think that's our intention anyway, >> but maybe it's not a page. Maybe it's the town will maintain a list on the town's website including
>> Yeah. I just like to have give them a little bit more wiggle room. And I I know what you're saying, Jen, when you say, you know, don't put May in here. But for the social media, I think we could say if we want to leave it in here just so people know we're trying to communicate this because I think that's a big part of the issue is people want
us to be transparent and we I don't want it to come across like, oh, we don't want people to know this. It's more of just a capacity thing. So, I think if we do include >> May, you know, vacancies will be posted to the town social media accounts. I would take out with a link to the website. um you know
as as often as possible or as >> just period. >> Yeah. Period. >> Maybe post it to down social media accounts >> or yeah may instead of >> I would say if you use that language it gives the intent of this board >> that you would like it to be on social media if possible which I I do I would
want it if possible. So that that leaving it there. Although May I know what I said before, but um at least it's showing that showing that >> that's what we would in a perfect world in a with all the money and all the staff and all the things and >> exactly >> we want it this is what we want. We want
it to be posted on the town website. We want it to be an update listed. We want it to be on our social media. We want all the positions to be filled. >> Mhm. >> But >> okay. So I changed that to main >> and instead of page the town will maintain Can we just say a list of all
the vacancies on town website instead of a page? >> Sure. >> Do we does that matter? >> I think it makes sense to just have it on the website and maybe it's in the town manager's report. I think you leave it up to the town manager to decide how she wants to put it on the website. >> I think it probably will be a page. I
don't know. It gives it I don't feel as strong as that. That one >> easy to find on the town's website. >> Yeah. >> So, is it maintain the vacancies on the town website? Is that the language? >> Can you put >> So, I just took out that one part about
the page on the town website. So, the town will maintain an up-to-date listing of all vacancies and information on how to submit a volunteer application uh on the town website. >> Perfect. >> I like that. and a minute. >> So, it's no longer prescriptive that it
has to be on a web page. >> Okay. >> Reily accessible on the town's website. >> Subjective. >> Yeah. I feel like you're on the same subjective. >> Um Amanda, did you want it to be vacancies
may be posted to the town's social media accounts? Period. So, delete with a link to the web page. >> Oh, I mean I guess if we're taking out the page. >> Yeah, just period after accounts, >> town website,
>> vacancies may be posted to the town social media accounts. >> That's it. >> Yeah. >> So, we're not we're giving notification many avenues as we can. >> Yep. >> Okay. 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 and social media accounts. By April 1st,
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. See section 4, reappointment.
The town manager will ensure that the select board receive all necessary material for the first and for the first meeting in June, a list of vacancies to be filled by the select board that includes all applicants with notations for those seeking reappoint.
The select board shall conduct interviews when there are more applicants, including applicants for reappoint, than there are vacancies, or when there is any new applicant for a position. The select board by a majority vote of its
members for an articulated reason to be provided in writing may also request before May 25th for all applicants to an identified board or committee to have scheduled interviews. provide it in writing. >> If we're articulating a reason, do we
have to provide it in writing? >> I forget why that >> Yeah, I don't know if I need need that. >> So, I think the idea here is that we would be inviting people in and we would want to say, "Hey, this is the reason why the select board specifically requested to invite all of you guys in."
>> Essentially was a a a notice to the board, right? provided in writing to the applicant. >> This is this is okay. So, this is it's not to the select board. It's you're providing this out. >> Yeah. You're telling people why the board specifically wanted to interview
all the applicants for a specific board of >> This was so that we were getting it across to them if we were the reason why we were bringing them in. >> Mhm. >> Instead of just feeling like willy-nilly we're bringing random people in, >> right? Because that literally happened. >> Yeah. >> What if you say just switching it around? So, the select board >> Yeah. That's may also request by before
May 25th for all applicants to an identified board or committee to have scheduled interviews and then go back to the um if by a majority vote of the select board members >> and then new like switch the sentence around so you know where you're getting at and then say the select board shall
provide notification in writing to that. >> Yeah. So then you get to the second sentence. Yeah. >> Flip. Um, so the select board may so put this back up there may also request that whole part.
>> Okay. >> Okay. Okay. So, the select board may also request before May 25th for all applicants, >> all right, >> to an identified board committee to have scheduled interviews by majority vote of its members for period. >> Period.
>> For an articulated reason, >> say and then do a new sentence. >> Okay? and then say the select board shall provide >> in writing >> an articulated reason for the interview >> to to the applicant.
>> Mhm. >> Right. That's >> to the applicants. An articulated reason. >> Uh >> can it just be a reason? I mean articulate. Yeah. Writing articulated. I think you're writing the reason >> the applications
>> to the um >> the reason >> the reason for interview >> provide justification or reason >> a reason for interviews >> the interviews were requested yeah okay so the select board may also
request before May 25th for all applicants to an identified board committee to have scheduled interviews by a majority vote of its members. The select board shall provide in writing to the applicants the reason the interviews were requested. Okay. >> Interviews are intended to be
conversational and informal, providing applicants an opportunity to learn more about the role and allowing the select board to ensure a good fit. Okay. Four, reappoints. Reappoint shall not be automatic. However, the select board values
continuity of service and will consider each incumbent's contributions, engagement, and interest in continuing to serve. 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 reappointment application to the other members of the multi-member body to which an applicant is seeking reappoint, wherein said members may provide their review in response directly to the town manager. Reappoint applications shall
not be discussed during an open meeting of the appointed multimember body due to the open meeting law. The select board will review and consider such comments. When the select board conducts interviews for vacancies, the select board shall interview applicants seeking reappointment with all others seeking appointment.
Okay. Five ad hoc committee. So I'll just talk to the updates here. U so we took out at least annually and replaced it with from time to time as needed or requested. Section six exclusion. This policy does not apply to appointments made to an elected board vacancy which are
controlled by the town charter. Okay. So, section seven, committee commitment and summary each multimember. >> We did that >> with Brian. We went through line by line. I mean, I'm okay if you guys are.
>> Do we want to skip over this? >> It's fine with me. >> I'm just reading it again. I'm fine with it. >> Okay. Section 8, guidance for appointed officials. Under learn, we replace shall with should with shall. And then we added um
all appointees shall successfully complete all training requirements of the multimember body they are appointed to. Under organization we added a shall. So each multimember body should establish written operating procedures and shall have an elected chair and may have other
officers to facilitate meetings and the operations of the body. We replaced all with any written operating procedures and policies should be submitted to the select board at least 14 days prior to being in effect. Under reporting, each multimember body
must provide an annual report in writing and we got rid of each November or in person. we took out each fall when requested by the select board that includes a summary of the body's work throughout the calendar year and re and recommendations to enhance or advance
the operations of the body. And then under key dates, we took out first and second Tuesday in June and just left the word June. And then we have the volunteer applications. So the the date for April 1, it says town manager employs
multimedia strategy to advertise upcoming vacancies. Do we want to commit the town manager to that? Okay. Excuse me. >> I nodded yes for those who >> Yeah, I saw.
Yep. >> That's the one area that I do think that you want to be pretty particular in getting the word out. >> Yep. Our annual reappoint >> that everybody knows it's time. >> Mhm. >> And you want to April one is the >> Yeah. Okay.
>> Okay. Anything on uh this section that we want to change or are we good here? Uh, no. Are we going to talk about the application? >> Sure. >> We talked about
something about ranking if they wanted to submit an application for multiple committees, right? Making a change on the application to indicate
either reason or preference or something, didn't we? >> We did. We discussed modifying the form so that applicants who are applying to several um committees and commissions can state why they're interested in the
committees that they select. Um you know sometimes you get a volunteer form and people kind of just cross everything off and it doesn't really give you the information or their context to understand why they're selecting certain things, right? Sometimes you look at the volunteer form and it's pretty obvious they have a background in finance and
they want to be on the finance committee. Um we don't appoint the finance committee, but I'm just using that as an example. Um so it just gives um a little more information on um candidates interests in specific boards and committees. Did we end up finding the original forms?
>> I have the word doc. Yeah, good. So, do the volunteer reappoint applications and the volunteer applications have to be in the policy. That's why I wonder if like these could be living outside and
revised and revamped outside the policy. You could choose which whichever either scenario. >> Yeah, that would be my hope because then we could do an online version to a paper version and have multiple versions and not have to have it live within the
policy. >> Excuse me. >> Did we cover online application? >> We discussed the intent to create that option. >> Um >> I just don't know if right now is >> I don't think we're there yet. Yeah. Uh,
so a web form is pretty easy. Um, and then it just pushes automatically to email. It just doesn't look it doesn't look like >> exactly the same. >> Yeah, it's you have all the same fields. >> Um, you just don't have it just doesn't look like that. >> It is still
>> it it can export it into an Excel, which is awesome. It does it automatically, so it's still it's easy to export data >> and it pushes right away to your email. >> Yeah. Can they currently download the form, fill it out electronically, and email it? So, that's another option.
>> I understand that there was a lot of difficulty that a lot of forms were coming back blank cuz there's So, the user would have to download if the user downloads the form and fills it out and sends it back and doesn't save it, it comes back blank.
>> Yeah. So the user has to download it, save it, re like name it, and then upload it. >> I know exactly what you're talking about cuz when you open a PDF, sometimes it'll open the browser and people will start filling it in. And >> that's exactly that. So it's a little um
it's a little ripe for user error doing it by the fillable PDF because there was just a lot of frustration. That's why they pulled it off because people were saying they submitted applications and applications were coming in blank and >> so I think the web form it's all controlled. >> Mhm. because an online submission would
be good. >> I think it would be a lot easier for volunteers as well. >> Yeah. >> Okay. >> Yeah. I in my opinion, I don't think it needs to be in the policy. I think we see it in the in number two. The town
manager will ensure the availability of the up-to-date volunteer applications in town hall. Um, they will ensure that the completed volunteer applications are maintained and organized and easily retrievable manner. >> Yeah, but I think they could be just a
more living document that the town manager and her employees can update more easily outside of policy. >> Mhm. >> Yeah. I don't want to lose it by deleting it
off the the end, but I'm like, it should be available on the website and have it updated. I don't mind removing them because I I don't know. I see both sides. Excuse me. I think removing them could
allow us to make, you know, adjustments if we needed to. Mhm. >> or use a different format like the web form or whatnot. As long as you know they're still they're coming to us. So if all of a sudden a change was made that we didn't like, we would be like, "Hey, what is this?" >> Yeah. I mean, ultimately it's just a volunteer form.
>> Um >> I don't know. I'm not the one that's processing these either, you know, like so I don't feel >> super strongly about it. >> Yeah, I think we can take it out. I think it's fine. Um, but I'm wondering
if if we modified anything in the policy that said that we would also have that electronic form, too. Um, but I'm not sure I remember ever actually adding language to that effect anywhere. >> Would it definitely be form? Um, if you
>> do a control F again. >> Oh, yeah. >> I don't think we did. I know we talked about it, but >> I don't think we did add it. >> Yeah. No, it's not. Um, so it might make sense to consider adding uh language to that
effect in here. Um, so under section two, volunteer applications, it probably makes sense to add it. Um, >> sorry, I just cut you off. Weren't we going to remove that last sentence in that first paragraph underneath volunteer applications? >> Um, >> we weren't going to give them a copy of
the appointment process anymore, I thought. Didn't we talk about that? >> We did. Yeah. I'm just going to remove that whole thing after the comma. >> I don't know how I missed that last time.
I don't know how we include it. Ensure the availability of up-to-date volunteer applications. Does that kind of already cover it? >> No, I think we would have to add another sentence like we have that. Um, so volunteer applications um will be made available um in like a
like a paper format and also like a digital format. Um something to that effect. >> Do we want like an andor to start since we don't have a digital one yet? >> I don't really know if it would be an andor thing. I think we're what we're
considering is that we want to do both, right? So it's it's kind of an and, right? It's not an and or. At least >> I wouldn't want to say or only because then if we we have the argument of, you know, people that don't have access to the internet, you know, might not be able to do the paper forms at some point. And >> we want both ultimately.
>> Um I would say >> and then we'll have to set a date of when this policy goes into effect because I'm just concerned that there's no online one right now. >> Yeah. I mean >> there's no real course web form. Yeah,
like a web form submission, >> but you can get the form online or at town hall. It's the submission that's not in place on online yet. >> So we >> Well, no. I think we would also need to create the actual form still, right?
It's it's what we're we're not really saying that the volunteer application as a PDF is going to be posted on the internet, right? What we're saying is that we're creating like a Google form or something that people could fill out. >> Yeah, the Civics Plus platform allows for
>> It has a web form. >> Yeah, it has a web form. >> They're awesome, actually. Okay. >> Um, >> h you can get all sorts of metrics from them, which is great, which you don't get from somebody necessarily sending. >> I actually recommended the Microsoft forms. Those are the ones that automatically go into Excel documents.
And >> I'll talk about but you know I think that um >> the reality is that once you adopt this policy we have to update the website with the policy and so this is all going to happen in the same >> right
>> this is this is going to be one effort that somebody sits down and does from >> it's not a huge lift form no >> okay well that's good to know >> sounds good >> okay so let's try to word smmith here so
we could say, um, volunteer applications shall be made available in both paper and a digital form
that can be submitted through the town website. Is that fair to say? Is that >> okay? Okay. Are can they submit them in person? >> Yes. Um >> or submit it to town to the town manager
select board's office. That way you cover the mail. >> Yeah. >> The in person. >> Well, what what I was doing was I was connecting that part to the digital form in particular. Okay. >> Um so I could >> I think it's a No, we should capture that, you know, too. So volunteer
application shall be uh made available in both paper um which may be submitted >> uh in >> well I think that's why I think you you hit it at the end where you're doing the submission on the end of your sentence
>> submitted through the town website or >> step back here submitted through the town website or in person >> right I think that works too yeah >> or or to the town or actually not in person so submit it to the town >> or to the town hall >> or to the to SL office of the select board,
>> right? >> So, are we comfortable with volunteer applications versus a volunteer application and a volunteer reappoint application? Like there's singular of each as opposed to volunteer applications. I mean, that's
kind of getting into the the weeds a little bit, but because there's really one application, there's one volunteer application and there's one volunteer reappoint application. >> Well, there's an appointment and a reappoint application. Both of those are volunteer applications.
>> Volunteer. So, the applications I think covers it. >> I think I'm okay with that. >> Okay. So, volunteer application shall be made available in both paper and a digital form. Oh, online >> or I'll say as both
>> as both a paper form somebody did do that as well >> and a digital form that can be submitted either in person or through the town website. Okay. Do you want it submitted in person or do they want to submit it
>> submit to town >> to town hall or to the select board? I think because they could mail it in whatever. I don't know what the wording is on that. Do you want to? >> So digital. >> So someone can submit a
>> So why don't you put a suggestion to put a period after digital form >> and then say applications may be submitted either via the T either through the town website >> or to the office of the select board.
>> That's good. Yeah. Yeah. And then however it comes. >> Yeah. >> Send a carrier picture. >> Carry. I was going to say >> snail mail. >> Okay. So, I'm not sure if I like they. The the next sentence starting with they because
I feel like they might not be clear like who is they? >> Yeah, the town manager. We added because we changed it. I think we go back to the town manager. >> Yeah, the town manager. Yeah. lost track of them.
>> Yeah. Yeah. Okay. They which they >> So the town manager will also ensure. >> Mhm. If I change the view on mine, it won't change everybody else's, right? >> No. >> Oh, that's easier.
>> Oh, without the red lines. >> Okay. So, we can also remove the forms from the policy, too, if that's where we're at. >> I have no problem removing I think that gives a little bit more latitude. Plus, they've got dates in
there, I think, that we changed. Didn't we change those dates? >> No, we left. >> No, no, those ones we kept. >> Yeah, I'm fine taking them off of the policy. >> I am too.
>> Agreed. The benefit of the board deciding what's on there is that it sort of gives the expectation for the information that the board that's the appointing authority is looking for in applicants, right? Um
I don't think you know the town managers are going to go and completely change it and that we would disagree with the questions that are on there, but um you know that's sort of I guess what I see the benefit of including it is. Um there are trade-offs, right? It's a little
less flexible to modify if it has to go through a policy change. Um but I do see that as like the benefit too. >> One one idea too is we could put in the language that the select board has to approve >> the forms >> the form >> or just like the substance of the form
as to the questions asked, right? Like I think if >> Yeah, I think adding that in there would be good. I just like the idea of being able to modify or you know I don't know update the even the content
>> about yeah something like the town manager will ensure the availability of upto-date select board approved volunteer applications >> that's very good >> something like that I'm trying >> I have to remember that okay hold
I'm fading. >> I'm fading. >> Okay. So, we're going to go back up to volunteer applications. and I can probably before this sentence I'll say um >> what was the language you said Brian the
first >> the town manager will ensure the availability of upto-date select board approved volunteer applications >> okay some we could do Something along those lines would be the idea that the select board is approving the volunteer application.
>> All right. >> Yeah. Okay. Anything else we want to cover on this tonight? Should we give it a final read? Not now. Everyone give it a final read. >> Miss Em, you and your reading of the
policies here. >> No, I don't know. Does everyone readable? >> So, I'll I'll give you a little feedback that the the school committee does three readings and they first not a lot of public feedback. >> Here's my request, which I said at the last meeting when we looked at this.
Review this on your own. come prepared with any other modifications that you might think that we should consider and if we are ready to approve it at our next meeting we can approve it. If there are points of discussion then please come prepared with those clearly identified so we don't need to go through it all again.
>> I brought mine tonight and I think going through it was very beneficial because a lot of other feedback came out. >> Yep. Yeah. I thought it went wrong. But the school committee usually passes on >> unless it's an unless it's an important one that >> unless it's short if it's really or Yeah,
>> like the bus fee that was a one that was probably read every time. >> A lot of school committees have that like a a three-eread policy. >> Yeah, >> it is a policy to read it three times. >> It's good practice. You shouldn't do it. >> It is. You want the public to have the opportunity to >> and you need time to kind of
>> Excuse me. >> Sorry. Excuse me. I know. Okay. Special event policy. >> I didn't look at this one. I saw the email come in late from >> Okay. So, the so the email did come in late from council. Um the the most
salient part for this board um to understand uh from council is that um so council advises and cautions that special event policies and associated lensure requirements in most
communities that have adopted them are aimed at public properties, municipal buildings, commons, public rights of way, etc. or sometimes at private properties hosting the general public. to that end and to um to legitimize
regulation of private property. The policy required a license for private events if they involved or affected directly or incidentally the use of parks, playgrounds, fields, public buildings, streets and rights of ways or
sidewalks. So requiring um so a private event that requires on street parking or the use of public restrooms would that would spill over to the adjacent roadway would require a license in advance. But the concerns raised by this body um about regulation
of private >> property are were shared uh by town council. >> Okay. So do we still want to do our workshop on this tonight? I I like the simplicity. It's far superior than the old one.
>> Wait, so they provided town council provided a draft policy in like 2018. >> Mhm. >> I missed the attachment. >> You don't have the attachment? >> No, I see it now, but I I read the email from town council, but I didn't see the attachment. >> Mhm.
>> I mean, it's very short if you want to read it. >> Yeah. >> I'm looking at it now. You wanted to review that as well. >> It's a draft policy from before. Yeah, it's not that. >> I didn't see that. So, >> it's a >> Was this in the email that came in
earlier today? >> Yeah. So, this is what he had provided as a draft of a license policy back in 2018. >> Okay. Okay. Yeah. Let's read through it. Special event license. The special event is any activity that occurs upon public
or private property that involves or affects directly or incidentally the ordinary use of parks, playgrounds, fields, public buildings, streets, and rights of way and/or sidewalks. Special events may include, but are not necessarily limited to athletic tournaments, concerts, fairs, festivals,
gatherings of 50 persons or more, holiday celebrations, parades, road bicycle races, trainings, and workshops. Any individual or organization wishing to hold a special event within town limits must obtain a special event license from the Wenberg Board of Selectmen. The event sponsor or host
shall submit an application therefore to the board of selectmen a minimum of 30 days before the event. All special events shall satisfy applicable provisions of the town bylaws and protective bylaw expressly including the off- streetet parking, driveway, and entrance requirements contained in
section 250-6.1 and section 250-6.4 four of the protective bylaw as applicable. No special event shall interfere with the safety of roads, with traffic circulation, with parking requirements or availability or with the public health, safety or welfare. The
board of selectmen may in its sole discretion grant a special event license where no adverse impact will be held on the public health, safety or welfare. As Afer said, so funny I can tell I wrote this. Um >> I know I can hear it. You may condition a special event license so as to
mitigate effects on roadways, traffic, parking, or other public interests and may deny special event license where no form of reasonable conditions can be devised to adequately address the foregoing interests. If a special event will include an exhibition, show or amusement, including any performance by
a live band, a public entertainment license may also be required. The Lunberg Police Department, the Lunberg Fire Department, and any such other officials so designated by the board of selectment from time to time shall be and are hereby authorized to enforce violations of this policy. Enforcements may include, but is not necessarily
limited to immediate termination of any special event for which a license has not been duly issued. Okay, I like this. This is a pretty good draft for us to um work off of. >> I like it, too. But does it have to be so legally formal? >> Well, of course, we can re we can reward the actual language of it.
>> It it does. It has board of selectments. So, >> yeah, I noticed that. >> I just would love to be able to like >> bring it a little bit more to layman's terms if you can. >> Me, too. >> Yeah, for sure. >> No, for said it. Just But I like the content. I like this way better than what we have now.
>> Okay. So, we can definitely um use this as a base and then >> um you know, >> make it fit our needs and style. >> Yeah, that would be resubmitted to both chiefs. We we got some comments right from the on the old policy.
>> Yeah, that's up to you. If you if you >> I think you the the comments from the chiefs if you want to have them work on this with you, we can certainly invite them. Um >> but I I think if you move in this direction, it addresses those comments.
>> Yeah, for sure. >> Yeah. Oh, absolutely. >> I still would love to have them review it before >> Yeah. In case they want it stronger, >> maybe we should rework it once and have them do. So, I think once we're at a point where we have it, you know, almost close to finalized, we could send it and then see what they think our our final
like version of this is. >> Yeah, >> I agree. >> So much better. >> Yeah, it is >> nice and succinct, too. >> Yeah, I didn't see this. I like this. This is >> Yeah, it came it came late this afternoon. I saw the email, but I missed the attachment. So, I think this is good, but I would
>> I saw the links that he had to other towns. I didn't notice that there was an attachment on here. >> The conquered >> conquered don't. It's just the It's just to the Conquered website, though. Okay. No, it goes to applying for a But there's a lot of events in conquered that need permits. >> All right. So, we will do that at a
future meeting. >> Minutes. >> Can I make a suggestion? >> Yeah. >> Is there anybody that if there's anybody that really feels passionately about this? If somebody wants to take that first draft stab so that we have
something between this I'd be happy >> and but at the next meeting >> Mr. Chair if you would like me to I can I can do that for the next meeting. >> Okay. >> I'll submit it back to you. >> Cool. >> So that works. >> Mhm. >> Keeping the intent there and just kind of bringing I think what did you say? Bringing it down to earth.
>> Bringing it down to earth. >> Yeah. Then we'll force it add a couple little a little spice to it. >> All right. Minutes. So, we have two sets of minutes. Um, May 8th and May 14th. Are we ready to approve this tonight?
>> Thank you. We got >> Yes. Thank you, Renee. >> Okay. Is there a motion? >> Uh, I'll make a motion to approve the minutes of May 14th, 2024 and May 8th, 2024. >> Second. >> Those in favor say I. >> I.
>> Those opposed, no. Motion passes unanimously. warrants. We do not have any any action items committee reports. Uh EDC met just before this meeting. Um,
and they basically were still just discussing working on that proposed bylaw changes for the BYOB and with getting some input from the town council and our new uh land use director/economic
director developer. What's his title? >> Director of planning and economic development. >> That's it. Um, that was about it. The planning board was last night which I didn't have a chance to watch yet. So that's it. >> The Lunberg Municipal Building Design
Committee is meeting on the first Monday in February. The school committee met on the 7th. Um the chair already talked about Kids Kingdom. Uh they did have a literacy coach res uh resign um and it was um
grant funded position and they're not going to fill the position. Um they had East Coast renewable energy talk about EV charging stations. Um the facilities the followup is going to be the facilities director and superintendent recommended to review
technical feasibility and electrical bills. The installer asked the district to send one school electrical bill so they could build a detailed proposal. The committee suggested surveying staff and families to gauge potential local usage before proceeding and no votes
were taken on it. Um the capital planning uh Peter Beardmore was there to present um capital requests. um talked about the track and turf field projects. Engineering proposal
um timeline was if the engineering was approved at town meeting, the design could begin and be contracted quickly. Constru uh construction typically scheduled for summer um November for construction of the summer 2027 if it all worked out. Um they also
talked about uh on the capital planning two school projects for primary school the playground the driveway design uh intercom security buzzer and cameras at Turkey Hill and the primary safety film and mower and maintenance garage heat and
excuse me the school calendar they've been working on. They did mention that the election day uh the calendar draft does not include an election day closure. Uh historically election day school closure was for polling locations but it's
not on the calendar this year. And the board of assessors also met on the 7th. Uh they had motor vehicle excise tax abatements processed for December 20 December. For December, there were 27 abatements processed and
awaited payment by the tax collector. The real estate and personal property tax billing uh was sent to the bill print vendor on December 19th and bills were mailed on December 29th. They've also had an ongoing data bridge errors between the KMA vision and the systems
Munis financial system resulting in duplications and exemption errors. So, they've been working on that. Um there were 112 exemptions to process. Um the board also reviewed proposed
assessor webpage uh content and layout and the principal assessor presented the the budget uh was approximately like 6 to 7% increase overall. That was it. Um, Stormwater met last week and we met
with our representative from Weston Samson for the first time. Um, and we decided um to break it up the storm water utility um implementation into two parts with respect to town meeting. First one
being our goal is to submit the bylaw that sets up the framework for the utility at annual town meeting. So this is just to set the structure. No fee, no numbers,
no dollars. Um that ideally would come at the special town meeting. Um and I it looks like uh DPW director will be presenting the
his storm water budget to Fincom on February 5th. >> That's correct. >> Um as long as Bill's availability doesn't change and we and we're ready. um his budget sets the so his budget
doesn't impact the bylaw that's coming at annual town meeting but it is that budget is what we're basing the target for the the whole fee structure um so we want fin to review that um as soon as possible sooner rather
than later and the plan is to the goal slash plan is to have a draft of the bylaw storm water utility bylaw and this is the same approach conquer took um presented to the select board at the fee
our February 10th meeting. Um again this is all contingent on having every we're working with the uh the consultant from Weston and Samson. Um and also going to invite planning board to that or at
least make them make planning board aware of the presentation of fincom as well as presentation to select board. Um, and I our next meeting right now is scheduled for January 28th. We may have
a meeting next week um to prepare uh the bylaw and the budget, but um availability is is pending. And that's it. Yes. 300 committee met last night and we spent most of the night
discussing um the FY24 allocation and how we're going to move forward with funding. Um and the Council on Aging met this morning. Um so uh one thing that was discussed that was uh brought up by Jack Rabbit um was his intent to create
a um reading program to bring seniors and students together to help address um you know some of the reading statistics that we have and also uh for the benefit of seniors having that you know intergenerational contact. um the
um director of the council on aging and the superintendent um have met about this and they're starting discussions about it and um it seems like both of them think that there could be a lot of merits to uh forming a program like that. Um so we'll see where
that goes. Um they originally planned on having the state delegation at the meeting tonight. um they all pulled out due to busy schedules um or at least two out of three did and the third was like well we want to do this as a team so let's reschedule um so instead they had
a discussion about um items that they would like to discuss with them ahead of time um so there's some legislation that uh Representative Kushme is actually um uh leading related to um caregivers I don't know all the details of it um but
um they're looking for a status for that um and they are also looking for information from the state delegation about uh programs and funding opportunities there are for um elderly residents. Um because the state does
really have like a lot of programs and you know you kind of just have to know that they're out there. Um so they they want to have um some sort of information to uh start publicizing some of those uh state programs. Um they discussed minutes generation and um whether or not
we still have this a question for you. Do we still have um a license or any sort of like AI program that does minutes generation? Is that something we're still doing? >> We do. >> Okay. >> Um
it's it's not something that you just So it's called HGV is the software. >> Okay. >> Um it's you need to work with it. It cuts down the time that it requires, >> but if you don't if you accept the
minutes out of there withoutulation, it's they're not great. So, >> as we know, >> yeah. >> Um, >> but I I it's >> I did say I would get that information, but that I also personally didn't really feel like that's like the best way to
have technology assist you. And I even recommended YouTube has like really good transcripts, so you know, you might want to just like go off of that to generate them. Um, I don't know. Um, >> I think >> this is the COA. >> It is. Yeah, the technology is really
helpful, but also at a certain point like it can potentially create more work at the same time. You know, it's different kind of work like you're mostly editing and formatting and stuff like that, which can be really tricky too. >> Yeah. So it's the software essentially how it works is it recognize it has some
voice rec recognition in it and you tag each of you have to go in and tag each of the speakers. It doesn't always get it right so you have to fix the speakers and it gets the gist >> and it's getting better. >> Mhm. But it's still a lot of work.
>> It doesn't reduce the work to zero. >> It doesn't. It just changes the kind of work that you're doing. >> Correct. >> Okay. I think that's sort of what I was expecting to hear anyway. Um let's see. Uh there was a discussion on the Graten satellite emergency facility. Construction's underway. It's uh
projected to open late uh 2026. Um they're looking to advertise uh 41A deferrals and um also circuit breaker and it's just financial assistance uh relating to those programs by putting up a bulletin board and really advertising
that. Um the director mentioned um creating space at the center for um teleahalth appointments. So seniors who don't have computers at home or don't know really how to work them so that they could go to the senior center to do
their teleahalth appointment. And I love that idea. >> That is fabulous. >> It is. Yeah. Absolutely. Um and then they also um mentioned programs that are going on. There's a lot um by the um the center but also the Eagle House
supporters under uh the new leadership. They are incredibly active and I think we were all shocked to hear about all of the programs that they have planned and they have I think like two separate fundraisers too. So if you're interested in learning what those are because there
were so many of them I couldn't capture them all in my notes this morning. um reach out to the center or a member on the board um Ena or Barbara can help you out as well because they really have a lot going on too and I think I captured most of it.
Okay, upcoming meeting. So, we're meeting on January 27th, the tri board meeting, public comment. Any public comment from the public? I'm not seeing any in the room or on Zoom. We're >> meeting next week. >> Nope. >> Unless there's >> Unless there's a a a reason that it is
required. Oh >> yeah. >> Um, public comment from the town manager. >> No comment tonight. >> Public comment from the board. >> Okay. Is there a motion to adjurnn? >> So moved. >> Second. >> Those in favor say I.
>> I. >> Those opposed? No. The motion passes unanimously. It's 9:43 p.m. and the select board is adjourned and we will see you all uh at some future date at the tri board meeting of January 27th.