TOWN of BOXBOROUGH NOTICE of PUBLIC MEETING SELECT BOARD Meeting Agenda Monday, March 1, 2021 7:00 PM Conducted Via a ZOOM Event

TOWN OF BOXBOROUGH NOTICE OF PUBLIC MEETING SELECT BOARD Meeting Agenda Monday, March 1, 2021 7:00 PM Conducted via a ZOOM Event

Estimated Action Item # Vote/ Accept Start Time & POF This meeting is being conducted via Remote Participation, pursuant to the Current Executive Order. See the end of this Agenda for remote participation instructions for the Regular Session portion of this meeting 1. 7:00 PM OPEN SESSION - Call to Order via ZOOM pursuant to the procedures noted. Select Board meetings have a number of topics and issues that must be discussed and deliberated by the Board. We ask that residents hold their comments until the Board has had the opportunity to get their questions answered. Due to time constraints, the Board may not be able to accommodate comments from all residents on all topics. Please wait to be recognized by the Chair before addressing the Board. We ask that participants be respectful and civil. We thank you for your understanding. [Times are estimated; if you are interested in a particular matter, please plan to arrive 15 minutes earlier] 2. 7:01 PM Announcements 3. 7:10 PM Approval of payroll and payable warrants 4. 7:15 PM Minutes a. January 14, 2021 - Executive Session ACCEPT & POF 5. 7:20 PM Citizens Concerns 6. 7:30 PM Municipal Vulnerability Preparedness (MVP) Report

a. Presentation of Municipal Vulnerability Preparedness (MVP) Planning Grant's Final Report and overview of next steps by Comprehensive Environmental, Inc. and Town Planner, Simon Corson 7. 8:00 PM Fiscal Year 2022 Budget and Annual Town Meeting / Election Preparations Presentation of the Sustainability Committee's Sense of the Meeting Article - Sustainabiliy Comm. a. Chair, Francie Nolde b. Continuation of discussion of Assistant TC Update on the FY22 operating and capital budgets and Town Meeting warrant articles Reviews - c. VOTE: BSB voting on warrant articles and assign recommendations to Board Members d. Follow up discussion of possible Annual Town Meeting date/location alternatives e. Update on the 2020 Annual Town Election Pursuant to the request of Town Clerk Liz Markiewicz vote to notify and warn the inhabitants of the Town who are qualified to vote in Boxborough’s Annual Town Election vote at the VOTE: Boxborough Town Hall, 2nd Floor, Grange Meeting Room, 29 Middle Road on Tuesday, May 18, 2021 from 7:00 AM to 8:00 PM. 8. 9:00 PM General Business

a. Continuing review of potential scenarios to address the pending retirement of the Town Clerk

b. Community Services Coordinator Recruitment Update - Ferrara Pursuant to therRecommendation of the Town Administrator, vote to appoint Rose Gage to the position of Community Services Coordinator, through June 30, 2021, pending completion of pre- VOTE employment requirements. c. Communication and Marketing Plan Update - Neyland d. Vote of the Boxborough Select Board regarding distribution of COVID-19 Vaccine Vote to support the cooperative work of regional stakeholders* to establish a professional VOTE: regional vaccination site in the Nashoba Valley, to address geographic inequity. NB: (Full Motion in Board packet) *The 16 communities of the Nashoba Valley (Ashburnham, Ashby, Ayer, Berlin, Bolton, Boxborough, Dunstable, Groton, Harvard, Lancaster, Littleton, Lunenburg, Pepperell, Shirley, Stow, Townsend) 9. 9:30 PM Select Board & Town Administrator's reports/updates Reports 10 9:40 PM Adjourn VOTE: 2021: 3/15; 3/29; 4/12; 4/26; [5/17-TBD]; 5/24; 6/7; 6/21; 7/12; 7/26 Personnel Plan/ATM Hearing: 3/15 Boxborough Leadership Forum (BLF): 3/16 Annual Town Meeting: 5/10/21 To Join Zoom Meeting https://us02web.zoom.us/j/87295625314?pwd=T1VUM203b3FONlJ5WE9UK3RrNVpQUT09

Meeting ID: 872 9562 5314 Passcode: 640888 One tap mobile +19292056099,,87295625314# US (New York) +13017158592,,87295625314# US (Washington DC) Dial by your location +1 929 205 6099 US (New York) +1 301 715 8592 US (Washington DC) +1 312 626 6799 US (Chicago) +1 669 900 6833 US (San Jose) +1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston) Find your local number: https://us02web.zoom.us/u/kdmNAcc882

20210301 From: S Corson Sent: Monday, February 22, 2021 2:51 PM To: Ryan Ferrara Cc: Cheryl Mahoney; Rajon Hudson Subject: RE: 3/1 SB Meeting - Municipal Vulnerability Preparedness (MVP) Planning Grant Presentation

Ryan, Please find the attached PowerPoint slides associated with CEI’s 3/1 Presentation to the Select Board. I have also attached the Final Report. For the Select Board’s Packet, you may want to include the following link to the Final Report rather than appending the full document.

Link to Final Report : https://www.boxborough-ma.gov/DocumentCenter/View/1244/Boxborough-MVP-FINAL-Report- 02_22_2021pdf

Respectfully, Simon Simon Corson Town Planner Town of Boxborough Office: 978-264-1723 Email: [email protected]

The Secretary of State has deemed email to be an applicable public record under M. G. L. Chapter 66, Section 10.

From: S Corson Sent: Tuesday, February 2, 2021 2:37 PM To: Ryan Ferrara Cc: Cheryl Mahoney; Rajon Hudson Subject: 3/1 SB Meeting - MVP Planning Grant Presentation Ryan, As discussed earlier today, I am requesting approximately 20 minutes at Select Board's 3/1 Meeting to have Comprehensive Environmental, Inc. provide a 10 minute presentation regarding the Municipal Vulnerability Preparedness (MVP) Planning Grant's Final Report. CEI would discuss how the MVP Final Report was generated and recommended next steps. To be included in the Select Board Pre-Meeting Packet would be CEI's Presentation Slides, and a hyperlink to the MVP Final Report. If there are any questions, please let me know. Respectfully, Simon

Simon Corson Town Planner Town of Boxborough Office: 978-264-1723 Email: [email protected]

The Secretary of State has deemed email to be an applicable public record under M. G. L. Chapter 66, Section 10.

February 2021

TOWN OF BOXBOROUGH COMMUNITY RESILIENCE BUILDING WORKSHOP

SUMMARY OF FINDINGS

Prepared for:

Town of Boxborough 29 Middle Road Boxborough, MA 01719

Comprehensive Environmental Inc. ● 41 Main Street, Bolton, MA 01740 ● www.ceiengineers.com BSB 3/1/2021

Town of Boxborough Municipal Vulnerability Preparedness (MVP) Project Public Listening Session

Agenda

 MVP Program Overview

 Climate Projections

 Workshop Results . Goals . Top Hazards, Challenges, Strengths . Prioritized Recommendations

 Next Steps

1 BSB 3/1/2021

MVP Program Overview

• $2.4 billion bond bill with focus on climate change resiliency • Over $200 million for climate change adaptation • Provides funding for the MVP Program

Source: https://www.mass.gov/files/documents/2019/07/16/mvp-grant-program-overview-2019-mvp-vendor-training.pdf

MVP Program Overview

Obtain Planning Grant

Complete Workshop

• Identify Actions to Address Vulnerabilities • Write Report

Become Certified MVP Community

• Eligible for Grant Funding to Implement Actions

MVP Program: https://www.mass.gov/municipal-vulnerability-preparedness-mvp-program

2 BSB 3/1/2021

3 BSB 3/1/2021

Climate Projections

4 BSB 3/1/2021

Massachusetts Observed Climate

Boxborough Projected Climate

Average annual temperature and precipitation projections for Middlesex County

2020 2050 2100 • 51° F • 53° F • 55 ° F • 46 in/yr • 47 in/yr • 48 in/yr

Source: http://resilientma.org/

5 BSB 3/1/2021

What do these Projections mean? (relative to temperature)

Potential Consequences of Climate Change

Changes in precipitation Rising Temperatures • Inland flooding • Wildfires • Drought • Invasive species/pests

Extreme Weather Human-induced hazards • Hurricanes/tornadoes • Loss of habitat/floodplains • Severe winter storms • Overuse of fertilizers/pesticides

6 BSB 3/1/2021

CRB Workshop Purpose

Use Community Resilience Building Workshop Guide to:

• Complete baseline assessment of climate change and natural hazard vulnerability

• Develop specific actions to address priority hazards/vulnerabilities

infrastructure social environmental

CRB: www.communityresiliencebuilding.com

CRB Workshop Goals

3. Identify/Prioritize Actions

2. Identify Concerns and Strengths

1. Identify Top Hazards

7 BSB 3/1/2021

Workshop Results

Town of Boxborough – MVP Core Team

Simon Corson, Town Planner

Bentley Herget, Building Commissioner and Zoning Enforcement Officer

Ed Kukkula, Department of Public Works Director

Paul Fillebrown, Fire Chief and Emergency Management Director

Dennis Reip, Conservation Commission Chair and Community Preservation Committee Chair

Francie Nolde, Sustainability Committee Chair

Workshop Attendees Name Department/Committee Simon Corson Planning Board Cindy Markowitz Planning Board Bentley Herget Building Department Ed Kukkula Department of Public Works Paul Fillebrown Fire Department Dennis Reip Conservation Commission Francie Nolde Sustainability Committee Barbara Salzman Sustainability Committee Warren O’Brien Police Department Les Fox Select Board Jon Markiewicz Select Board Ron Sisco Boxborough Reserve Corps Ralph Murphy Housing Board Bryan Lynch Board of Health Lisa Stamand Boxborough Conservation Trust George Krusen Resident Michelle Rowden Regional MVP Coordinator Kelly Brown Regional MVP Coordinator Bob Hartzel CEI Emily DiFranco CEI

8 BSB 3/1/2021

Top Hazards

Flooding : Flooding was a hazard of concern to Boxborough. There are multiple areas in town that have experienced historical flooding and others that are expected to flood under future climate change projections.

Strong Storms : Extreme weather events, including strong winter storms, heavy rainfall with high winds, and ice storms were a top concern due to their potential for damage to infrastructure and other physical, social, and environmental consequences.

Drought / Extreme Temperatures: As global temperatures continue along a long-term warming trend, local occurrences of drought and extreme temperature (i.e., days greater than 90º F) are predicted to increase. Drought conditions have the potential to limit water supply availability, increase wildfire risk, and impact agriculture in Boxborough. Extreme temperatures have the potential to impact vulnerable populations without access to air conditioning.

Top Hazards Concerns / Strengths

Actions

9 BSB 3/1/2021

Top Concerns: Infrastructure

• Roadway flooding due to low points in the road . Road Flooding (e.g., Route 111)

. Municipal • Multiple town-owned buildings are located in the floodplain Buildings (e.g., Fire Station, Old DPW Facility)

. Private Water • Water quality and quantity of drinking water in private wells Supply

Top Concerns: Societal

• Many key town facilities do not have generators and cannot be used as warming/cooling stations. Vulnerable Populations . • BRAP program not currently used for climate related needs such as air conditioning/heating.

. Emergency Alert System • Current system may not be adequate for all residents as it does not work on mobile devices.

. Insect-Related Illnesses • Potential increase in climate-related increases in mosquito breeding areas due to increased temperatures and longer periods of standing water.

. Respiratory-Related Illnesses • Potential increase related to impacts to air quality associated with climate change.

10 BSB 3/1/2021

Top Concerns: Environmental

• Increase in invasive species including garlic . Invasive Species mustard, purple loosestrife, Japanese knotweed, bittersweet, and others.

. Aquatic Connectivity • Multiple culverts have been identified as barriers to aquatic connectivity.

. Greenhouse Gas Emissions • Need to reduce greenhouse gas emissions from town-owned vehicles and facilities.

Top Strengths

• Multiple opportunities for land conservation . Land Protection and for the installation of nature-based Opportunities solutions.

• Three energy audits have been conducted on town-owned . Energy Audits buildings.

. Alternative Energy • The town has previously supported alternative energy sources such as an electric charging station at the Sargent Sources Memorial Library and has allowed the installation of a solar site at the Cisco property.

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Top Recommended Actions

1. Road Flooding Study

. Assess: • Expand the culvert assessment currently being conducted to include additional information related to climate resiliency. • Prioritized recommendations for repairs / replacements. . Repair: • Repair roadways and culverts based on the recommendations from the study.

Top Recommended Actions

2. Identify Alternative Drinking Water Sources

. Problem: • Many residents rely on private wells for drinking water. • The western portion of town in particular, may be vulnerable to drought and flood impacts affecting the water quality and quantity at those wells.

. Solution: • Build off the work of the Water Resources Committee. • Support efforts to acquire necessary land.

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Top Recommended Actions

3. Conversion of Town-Owned Vehicles to Electric or Hybrid

• In an effort to reduce greenhouse gas emissions, select town vehicles could be converted to electric or hybrid vehicles. • Add electric charging stations at other town buildings.

Other High Priority Actions

. Review the list of conservation priorities in the OSRP develop additional priorities reflecting climate change resiliency goals.

. Identify “climate-resilient” tasks that would be included in the development of the new Public Safety and Health Building.

. Identify key parcels for future water supply climate resiliency in regards to water level and water quality.

13 BSB 3/1/2021

. MVP Community Designation

. Implement Prioritized Recommendations

. Apply for Action Grant Funding

Questions / Comments

. Contacts:

Simon Corson(Town Planner): [email protected]

Emily DiFranco(CEI): [email protected]

BOXBOROUGH SELECT BOARD 29 Middle Road, Boxborough, Massachusetts 01719 Phone: (978) 264-1712 · Fax: (978) 264-3127 www.boxborough-ma.gov

Wesley Fowlks, Chair John Markiewicz, Clerk Maria Neyland Leslie Fox Robert Stemple

MEMORANDUM

To: Select Board Finance Committee Personnel Board

From: Town Administrator, Ryan Ferrara Town Accountant/Finance Director, Jennifer Barrett Town Treasurer/Collector, Nick Federico

Subject: Part-Time Proposed Assistant Treasurer/Collector Position Follow Up Information

Date: March 1, 2021 ______Overview

The Select Board discussed the proposed addition of an Assistant Treasurer/Collector position for the Fiscal Year 2022 budget at their February 22 nd meeting. After a thorough discussion, the Select Board appeared to reach a consensus in support of an additional 19 hours a week position. When the Select Board discussed whether the hours should be filled by either a Department or Administrative Assistant level versus an Assistant Treasurer/Collector position, three of the five members of the Board expressed support for the higher skill level Assistant Treasurer/Collector position. Based upon that conversation, the Town Administrator followed up with the Personnel Board Chairperson to request that the Personnel Board reconvene for a short meeting, prior to the March 15 th FY22 Classification and Compensation Public Hearing, to add the proposed Assistant Treasurer/Collector position to the FY22 Classification and Compensation Plan. This meeting is scheduled for Tuesday, March 2 nd at 8AM.

Subsequent to the conversation at the February 22 nd meeting, it appears there is still some uncertainty among Select Board members regarding the skill set required to properly support the Treasurer/Collector’s Office. The purpose of this memorandum is to clarify the needs of the Treasurer/Collector’s Office.

As outlined in prior memorandum to the Select Board and Finance Committee, the Town’s Finance Team has identified the need for an additional 40 hours per week of support within the Treasurer/Collector’s Office. Based upon the collective feedback from the Select Board, there is not support for a single, full- time, 40 hour per week, benefited position. Accordingly, the Town Finance Team is proposing to transition tasks within the Treasurer/Collector’s Office to other staff. Based upon the Select Board’s consensus view at their February 22 nd meeting to expand the weekly hours of the Town Clerk from 27 to 1

40, the Finance Team anticipates assigning additional tasks to the Town Clerk’s Department Assistant and employee benefits support to the Assistant Town Administrator. The ability to assign these tasks to current staff with the time and skillset to address the needs of the Treasurer/Collector’s Office will be a welcome change. The outstanding question remains: What are the qualifications, education, training, experience and distinguishing characteristics required of the newly proposed 19 hour per week position?

Categorization of Need Within the Treasurer/Collector’s Office

One of the primary reasons for requesting additional support for the Treasurer/Collector’s Office is based upon recommendations made in Fiscal Year 2019 and 2020 Management Letters from the Town’s Auditor, Roselli, Clark and Associates. Where there still appears to be a question of the skill level required for the position, the Finance Team requested the Town Auditor clarify the knowledge, ability and skills needed. Below is the response from Tony Roselli:

Thanks for the update. It’s nice to see the Town is considering my recommendations to provide support to an extremely vital function that carries a tremendous amount of risk.

We identified numerous issues in the prior two management reports such as

1. No back up signer 2. Improper authorized signer 3. Inefficiencies in the bank reconciliation process 4. Delays in the tax title process 5. Lack of reconciliations between the Assessor’s Office and the Collectors office. 6. Back-log of tailings 7. Back-log in filing documents 8. Back-log in completing tasks in general which cause items to be prioritized and other items not to be completed.

There were also numerous other observations such as the Treasurer does not take mandatory vacation; receipts are not always processed timely and many minor inefficiencies that add up to a process that simply doesn’t flow quickly or efficiently. The current Treasurer has performed at a very high level but has had his feet to the fire from the moment he walked in the door. This was due primarily due to a very inefficient transition in which the predecessor left many tasks uncompleted; this placed the Town at an incredible high risk. Such a situation could reoccur in the event the current Treasurer left and there was a lack of a trained individual to step in.

The plan to cover the 40 hours per week gap within the Treasurer Collector’s Office will include a combination of contributions from the Assistant Town Administrator and Town Clerk Department Assistant. The request for the new 19-hour position, however, is predicated upon identifying an individual with the qualifications, education, training, experience and distinguishing characteristics, as stipulated within the Assistant Treasurer Collector job description, to take on the critical roles highlighted in Tony’s correspondence. These tasks include someone who can fulfil the duties of the Treasurer Collector in their absence, be assigned the task as back-up signer on bank accounts (replacing the current

2 assignment of this task to the Town Administrator) and establish best practice procedures for internal oversight of Treasurer Collector’s Office to reduce risk and opportunities for fraud.

Position Title Alternatives

The Select Board, at their February 22 nd meeting, discussed various titles, and their affiliated pay levels which could fulfil the need of the new 19-hours per week position. Titles discussed in ascending order of responsibility and pay include Department Assistant, Administrative Assistant and Assistant Treasurer/Collector. If the primary objective of the new 19-hour per week position is to fulfil the responsibilities of the Treasurer/Collector in their absence, the job description and affiliated pay level must match the assigned responsibility.

During the course of the February 22 nd Select Board meeting, members indicated that some current Department and Administrative Assistants in Town Hall have the skills and background to take on the roles identified by the Town Auditor and outlined in the Assistant Treasurer/Collector job description. That may be the case. An issue arises, however, in comparing the three job descriptions to one another. Please see the breakdown below of the differences in the potential job titles taken directly from the respective job descriptions:

Education, Training, and Experience

Department Assistant A minimum of three to five years in a responsible clerical position. Completion of a standard high school course with business school training highly desirable or any combination of required knowledge, skills, and abilities.

Administrative Assistant A minimum of five years in a responsible clerical position. Completion of a standard high school course with business school training highly desirable. Or, any combination of required knowledge, skills and abilities.

Assistant Treasurer Collector Bachelor’s degree in accounting, finance, business administration or related field; a minimum of three to five years of business experience; municipal finance experience preferred or an equivalent combination of education and experience could be substituted at the discretion of the Town.

Knowledge, Ability and Skill

Department Assistant Knowledge: (examples) Knowledge of office terminology, procedures, and equipment; command of business arithmetic and English. Some knowledge of elementary bookkeeping. Knowledge of document formats.

Ability: (examples) Ability to type at an acceptable speed. Ability to establish and maintain effective working relationships with subordinates, town officials, and the general public. Ability to communicate effectively in written

3 and oral form. Ability to manage several projects at one time. Ability to maintain complex records and prepare reports from such sources. Ability to get along well with others. Ability to make decisions in accordance with laws, ordinances, regulations, and established policies. Ability to make relatively complex mathematical computations rapidly and accurately.

Skills: (examples) Proficiency in computer applications, including knowledge of spreadsheets, databases, word processing, internet research, and appropriate software applications. Organizational and office management skills. Requires skill in the use of office equipment including personal computer, copier, calculator, facsimile, and adding machine. Must have clerical aptitude, good judgement, tact, and courtesy.

Administrative Assistant

Knowledge: Knowledge of office terminology, procedures, and equipment; command of business arithmetic and English. Some knowledge of elementary bookkeeping. Knowledge of document formats.

Ability: Ability to type at an acceptable speed. Ability to establish and maintain effective working relationships with subordinates, Town officials, and the general public. Ability to communicate effectively in written and oral form. Ability to manage several projects at one time. Ability to maintain complex records and prepare reports from such sources. Ability to get along well with others. Ability to make decisions in accordance with laws, ordinances, regulations, and established policies. Ability to make relatively complex mathematical computations rapidly and accurately.

Skills: Proficiency in computer applications, including knowledge of spreadsheets, databases, word processing, Internet research and appropriate software applications. Organizational and office management skills. Requires skill in the use of office equipment including personal computer, copier, calculator, facsimile and adding machine. Must have clerical aptitude, good judgement, tact and courtesy.

Assistant Treasurer/Collector

Knowledge: Thorough knowledge of the principles and practices of financial management and specific knowledge of the legal controls, methods, and procedures of municipal finance. Broad knowledge of MGL as it relates to municipal finance, and budget administration. Maintains knowledge of Town bylaws, policies, and procedures. Knowledge of computer applications for accounting and financial management. Comprehensive knowledge of GAAP and the UMAS. Knowledge of accounting software and Microsoft Office products.

Ability: Ability to establish and maintain effective and harmonious working relationships with Town officials and departments, members of the banking community, state agencies, and the general public. Ability to communicate effectively in written and oral form. Ability to manage and prioritize multiple tasks in a detailed and organized manner. Ability to prepare accurate financial reports and records.

Skills: Effective leadership skills, diplomacy, and tact in dealing with the public. Proficient written and oral communication skills and administrative skills. Skill in computers and appropriate software applications. Skill in working with numbers and details. Organizational skills.

The following tasks, as stipulated in the Assistant Treasurer/Collector job description, for a variety of legal and practical reasons, can’t or shouldn’t be assigned to Assistant Town Administrator, Town Accountant or any Department or Administrative Assistant:

 They may fill in as Treasurer/Collector in the absence of the Treasurer/Collector;  Reconciling of payroll and vendor bank accounts and various other bank accounts related to collection activity on a monthly basis. Verifies accuracy of payroll and account payable warrants. - Reconciling tax receivables on a monthly basis - Maintaining bankruptcy accounts; records and files notices as appropriate;  Act as a second signer on all bank accounts held by the Town of Boxborough;  Verifies all bank transfers of funds for the Treasurer/Collector.

The primary basis for requesting additional support for the Treasurer/Collector’s Office is to hire someone, as outlined in the job description, who has “a Bachelor’s degree in accounting, finance, business administration or related field; a minimum of three to five years of business experience; municipal finance experience preferred.” This level of skills is necessary to ensure that the Town Treasurer’s Office can employ a second signatory and provide oversight of Treasurer/Collector activities where fraud is possible. Our objective is to have the skills/education of employees match that of the tasks they are assigned. To achieve this goal, the Town need to hire someone with the specific skill set forth in the affiliated job description.

If a capable Department or Administrative Assistant had the education, knowledge, ability and skills to be assigned these tasks, the employee would be assigned responsibilities which would exceed their job description and pay level. Under these circumstances, the employee in question could follow the guidelines set forth within the Town of Boxborough Personnel Administration Plan, Article V. “The Position Classification Plan”, Section 3a, Allocation Appeals, which allows non-exempt employees to request in writing that the Personnel Board review the allocation of the position. Thus, even if a qualified Department or Administrative Assistant were reassigned or hired to undertake the aforementioned tasks, the Town, via the Personnel Board, would be vulnerable to being petitioned by the employee as stipulated with the Personnel Administration Plan, to be promoted to a higher-level position and pay grade.

Summary

There are notable contrasts between the Administrative and Department Assistant Positions and the proposed Assistant Treasurer/Collector position. The objective of this request is to provide the Treasurer/Collector with a deputy who can take over the Treasurer/Collector’s position on an interim basis to provide operational continuity for the Finance Team and the Town. This need would be met by

5 the establishment of a 19-hour a week Assistant Treasurer/Collector but not with a Department or Administrative Assistant.

Below is table outlining the Fiscal Year 2022 budgetary impact of the 19-hour, non-benefitted options:

Amount Per Position Weekly Hours Salary/Benefits Tax Rate Impact Household

19 Hour Options - Without Benefits Department Assistant 19 23,233 0.02 11.74 Administrative Assistant 19 24,959 0.02 12.61 Asst Treasurer/Collector 19 27,504 0.02 13.90

The annual estimated incremental dollar impact per household to hire an Assistant Treasurer/Collector versus a Department Assistant is an additional $2.16, roughly the cost of a small Dunkin Donuts coffee. The Finance Team encourages the Select Board, when discussing the alternatives associated with this new position request, to understand the importance of hiring someone with the skills and experience to serve as a bona fide backup to the Treasurer/Collector. Some tasks within the Treasurer/Collector’s Office will be reassigned to the Assistant Town Administrator and other staff. The baseline need, however, for an Assistant Treasurer/Collector to regularly review the work of the Treasurer/Collector to prevent fraud, per the recommendation of the Town Auditor, and fill in for the Treasurer/Collector when required to ensure the continuity Town operations remains.

Fiscal Year 2022 Proposed Warrant Articles Updated as of February 22, 2021

Special Town Meeting 1 *ADM-10 135 Prior Year Bills 0 Free Cash Town Accountant Neyland Kushner NA 2 *122-1 122 Classification & Compensation Study - Union Salaries 7,000 Free Cash Town Administrator Neyland Neville NA Total 7,000

Annual Town Meeting 1 ADM-1 Choose Town Officers Town Clerk Fowlks Kushner NA 2 ADM-2 Receive Reports NA NA NA NA 3 ADM-3 Set Salaries and Compensation of Elected Officers Town Accountant Fowlks Kushner NA Amend FY22 Personnel Plan & Classification and 4 ADM-4 Compensation Schedule Town Accountant Fowlks Neville Personnel Board Raise & 5 BUDG Town Operating Budget 23,368,690 Appropriate Town Accountant Fowlks Kushner NA Fiscal Year 2022 Proposed Warrant Articles Updated as of February 22, 2021

Finance Other Article Proposed Select Board Finance Committee Committee Committee/Board Count Identifier Dept. Description Amount Funding Source Summary Recommendation Select Board Vote Recommendation Vote Recommendation CPA 6 CPA-1 Reserves Open Space Reserve 10% (23,000) CPA (FY22) CPC Committee Neyland TBD Housing Reserve 10% (23,000) CPA (FY22) Historic Reserve 10% (23,000) CPA (FY22) FY22 Budget Reserve (147,000) CPA (FY22) Administrative and operating expenses <5% 5,000 CPA (FY22) CPA (Fund 7 CPA-2/1 172 Liberty Field Capital Improvements 300,000 Balance) (opSp) CPC Committee Markiewicz Kushner CPA (12K 8 Hsg/26.05K FY22 CPA-3 183 Rental Assistance Program 38,050 Reserve) CPC Committee Fox Neville 9 CPA-4 172 Conservation Trust Transfer 10,000 CPA (Open Sp) CPC Committee Fowlks TBD Appropriations Total 353,050 Total

Personnel New Position (Assistant Treasurer/Collector/ Department Raise & 10 145-1 145 Assistant) 27,750 Appropriate Town Accountant Fowlks Neville Raise & 11 161-1 161 Increased Hours (Town Clerk) 9,850 Appropriate Town Accountant Fowlks Neville Raise & 12 192-1 192 Increased Hours (Department Assistant) 3,675 Appropriate Town Accountant Fowlks Neville Raise & 13 541-1 541 Increased Hours (COA Coordinator) 10,455 Appropriate Town Accountant Fowlks Neville COA Raise & Well-Being 14 529-1 529 Increased Hours (Comm Svc Coordinator) 10,455 Appropriate Town Accountant Fowlks Neville Committee Raise & 15 220-2 220 New Position (FT EMT/FF) incl benefits (re-affirm SAFER) 20,415 Appropriate Town Accountant Markewicz Kushner Raise & 16 210-1 210 Collective Bargaining Police Year 1 TBD Appropriate Town Accountant Neyland Neville Raise & 17 215-1 215 Collective Bargaining Dispatch Year 1 TBD Appropriate Town Accountant Neyland Neville Raise & 18 220-1 220 Collective Bargaining Fire Year 1 TBD Appropriate Town Accountant Neyland Neville

19 210-4 210 Replenish Injury on Duty Coverage Fund 35,000 Free Cash Town Accountant Neyland Kushner

Financial (Non Capital) Assessor Software Conversion & Personal Property 20 141-1 141 updates 120,000 Free Cash Town Assessor Fowlks Neville 21 156-2 156 Cable Infrastructure Appropriation 92,900 Cable Town Accountant Fox Ling 22 175-3 175 MS4 Stormwater Phase 3 & 4 23,000 Free Cash Town Planner Fowlks TBD 23 175-4 175 Zoning Bylaw Update 30,000 Free Cash Town Planner Neyland TBD Planning Board 24 ADM-5 950 Transfer to Stabilization Fund 100,000 Free Cash Town Accountant Neyland Kushner 25 ADM-6 950 Transfer to OPEB Trust Fund 100,000 Free Cash Town Accountant Neyland Kushner Close Completed Articles to General Fund/Capital Projects 26 ADM-7 Multi Fund 52,000.00 Town Accountant Neyland Kushner 27 ADM-8 Multi Departmental Revolving Funds Expense Limits Town Accountant Neyland Kushner 28 ADM-9 422 Chapter 90 Highway Reimbursement Program Town Accountant Stemple TBD Fiscal Year 2022 Proposed Warrant Articles Updated as of February 22, 2021

Capital Equipment > 20K 29 220-3 220 Fire Building Improvements (Furnace & Bathroom) 36,000 Free Cash Fire Chief Markiewicz Kushner 30 220-4 220 Fire PPE 25,000 Free Cash Fire Chief Markiewicz Kushner 31 220-5 220 Pumper Truck (replace Engine 62) 800,000 Bond Fire Chief Markiewicz Kushner 32 220-6 220 Radio Box Receivers 90,000 Free Cash Fire Chief Markiewicz Kushner 33 422-1 422 DPW Dump Truck 230,000 Bond DPW Director Stemple Mathur Recreation 34 422-3 422 Toro Infield Groomer 19,000 Free Cash DPW Director Stemple Mathur Commission 35 422-4 422 Paving 300,898 Bond + TNC DPW Director Stemple Mathur Recreation 36 Bond CPA-2/2 172 Liberty Field Capital Improvements 1,255,000 CPC Committee Markiewicz TBD Commission Recreation 37 Bond CPA-2/3 172 Liberty Field Capital Improvements -Alternate Motion 230,000 CPC Committee Markiewicz TBD Commission Total 2,985,898

Special Article Process 38 152-1 152 Change Town Clerk from Elected to Appointed 0

Zoning Bylaw Amendments 39 PET-1 176 Definition Life Sciences; Footnote 0 Town Planner NA Neville Planning Board 40 175-1 175 Wireless Facilities Bylaw 0 Town Planner NA Neville Planning Board 41 175-2 175 Solar Photovoltaic Installations Bylaw 0 Town Planner NA Neville Planning Board, EDC Planning Board, EDC, 42 175-5 175 Hazardous materials and hazardous waste definition 0 Town Planner NA Neville BOH

Land Issues 43 122-3 122 Easements Route 111 Sidewalk TBD Stemple Mathur

Sense of the Meeting Diversity, Inclusion and Equity Committee - Statement on 44 122-2 122 Racism in Boxborough Fowlks TBD DEIC Sustainability 45 199-1 199 Sustainability Committee - Statement on Climate Change Stemple Ling Committee

General Bylaw Amendments & New Bylaws

Non-Financial Consent Fiscal Year 2022 Proposed Warrant Articles Updated as of February 22, 2021

Available Funds Current Balance 1/4/21 Used New Balance

Free Cash 1,235,366.00 585,000 650,366.00 Articles Budget Stabilization 1,504,347.47 1,604,347.47

Borrowing 2,585,000

Cable Fund 331,541.00 92,900 238,641.00 (Amt Available subject to change)

Overlay Surplus

TNC 898

Raise & Appropriate 82,550 23,531,170.05

Warrant Article Surplus 25,212.64 25,212.64

CPA - Estimated FY21 220,961.88 305,000 (153,038.12) Reserve Open/Rec 15,600.00 10,000 28,600.00 Reserve Housing 5,153.50 38,050 (9,896.50) Reserve Historical 23,082.00 46,082.00 Prior Year Carry Forward 287,702.67 287,702.67

3,170,000 FC, Stab, Borrow 256,278 Other Sources 353,050 CPA 3,779,328 Boxborough 2021 Town Meeting Options

Hybrid Options - H1 & H2 - At Regency & Parking Lot H1 - Monday May 10/Tuesday 11 Evening Meeting Price Indoor set up $2,800 Outdoor Setup/Re-setup for BXBTV & NE Stageworks 500

Generator approximate price 500-800 may not be necessary for hybrid version. 600

If no generator, supplemental electric will range from 200 to 500, will know more after site visit TBD

Lighting -Two nights 500 Internet Connectivity TBD Outdoor Audio - Spkrs & Mic for Aud & Deputy Mod 400

2 65" monitor - one outside to see Inside camera view 1 inside for moderator to see speaker. Stationary camera aimed at microphone. Includes feed to video system 250 Monitor (Small for Deputy Moderator) 100 Total $5,150

H2 -Saturday May 29/Rain Date Sunday May 30 (Memorial Day Weekend) Saturday June 26/Rain Date Sunday June 27th - AM Start Indoor set up - NE Stageworks $2,800 Outdoor Setup - NE Stageworks 200

Generator approximate price 500-800 may not be necessary for hybrid version. 600

If no generator, supplemental electric will range from 200 to 500, will know more after site visit TBD Internet Connectivity Outdoor Audio 400

Full Outdoor Meeting - At Regency Parking Lot w AM Start Saturday May 29/Rain Date Sunday May 30 (Memorial Day Weekend) Saturday June 26/Rain Date Sunday June 27th Outdoor Setup for BXBTV & NE Stageworks $400 outdoor audio 2,000 Video switcher and assorted video cables as typical 500 Generator approximate price 500-800 800 supplemental cables and electrical 250 Internet Connectivity Parking Total $3,950

Basic Assumptions for Hybrid and Full Options *Weather caveats for AV equipment and seating, we reserve the right to turn off and protect the equipment in case of rain or for safety. *No outdoor projector for Hybrid outside or Full Outdoor meeting

*Regency construction is not an impediment to hybrid or Full Outdoor *It is assumed that vehicles and equipment can be left on side overnight in between nights *Weather based decisions need to be made at least 6 hours before an evening event *All prices are estimates, may vary slightly depending on specific equipment requested.

Office of the Select Board Office of the Town Manager

Town ofAyer| Ayer Town Hall| 1 Main Street) Ayer, MA 01432|978-772-8220| www.ayer.ma.us

February 26, 2021

The Honorable Charles D. Baker Secretary Marylou Sudders Governor of Massachusetts Executive Office of Health and Human Services 24 Beacon Street One Ashburton Place, 11th Floor Boston, MA 02133 Boston, MA 02108

The Honorable Karyn Polito Lieutenant Governor 24 Beacon Street Boston, MA 02133

Re: Unresolved Concerns from the Nashoba Valley Region with Respect to the Availability and Distribution of the COVID-19 Vaccine

Dear Governor Baker, Lt. Governor Polito, and Secretary Sudders,

We write today as the Town Administrators and Town Managers of the sixteen communities of the Nashoba Valley [Ashburnham, Ashby, Ayer, Berlin, Bolton, Boxborough, Dunstable, Groton, Harvard, Lancaster, Littleton, Lunenburg, Pepperell, Shirley, Stow, Townsend) on behalf of the over 120,000 residents of our collective communities. Since our recent letter sent to you on February 16, 2021 regarding our concerns over the distribution of the COVID-19 vaccine and the proposal to establish a regional COVID-19 vaccination site at Devens [see attached); Secretary Sudders issued a letter on February 17 regarding important information about the Commonwealth's effort regarding vaccination distribution. The issuance of this letter does not address some of our specific concerns and challenges regarding the distribution of the COVID-19 vaccine and further ties the hands of communities and regions that are prepared to offer regional vaccination sites.

Our outstanding issues, challenges and concerns are as follows:

A Fundamental Lack of Access to Vaccine Doses Remains in Our Region: As stated in our February 16 letter, our 16 communities are part of the Nashoba Associated Boards of Health, a regional board of health. At the time of our letter, the Nashoba Associated Boards of Health was only receiving 100 vaccine doses a week for all sixteen of our communities. This equated to approximately seven [7] doses a week for each of our Towns! The February 17 letter from Secretary Sudders not only fails to address this reality but because of the "streamlined vaccination distribution" of the Commonwealth, Nashoba Associated Boards of Health will no longer receive any weekly vaccine. We have gone from 100 doses a week to zero. This is a step backwards, not forward, in terms of regional equity with respect to the vaccine. A Vaccination Site Vacuum Remains in Our Region: As of the issuance of this letter, there remains no regional vaccination site in our region which covers Northwest Middlesex County and North Worcester County. We remain at a distinct disadvantage geographically in terms of a regional vaccination site. This continues to put our population, especially Seniors, and marginalized populations and those without transportation, at a fundamental disadvantage. Though we can appreciate the growing number of pharmacies and other retail locations administering the doses referenced in the Secretary Sudders' February 17 letter, the reality is that there are currently no pharmacies or other retail locations in our 16-community region that are administering the vaccine.

Furthermore, we appreciate the point made of equity using the social vulnerability index as a starting point. But it is just that, a starting point, and should not be a one size fits all metric. Most of our communities are in Middlesex County, which has been one of the hardest impacted county's in the Commonwealth with respect to COVID-19. Many of our communities have substantial populations which fall within the criteria of the social vulnerability index. Finally, most of our communities have significant populations which are in rural areas or do not have access to public transportation to travel to larger scale vaccination sites. The majority of our Councils on Aging utilize one or two vans which can hold a maximum of 3 to 4 Seniors (due to COVID-19 safety protocols) which is an inherent challenge for transporting our Senior populations to larger scale vaccination sites.

The Commonwealth's Requirements for Regional Collaboration are an Unrealistic Benchmark: On February 16, we proposed a regional vaccination center for our region to be located on Devens. In addition to having the collaborative resources of 16 communities we were also partnered with the Nashoba Associated Boards of Health and had the commitment of Masy BioServices, a private sector partner that has the capability and capacity to effectively store the Pfizer and Moderna vaccines. We can work realistically and effectively with your Administration to establish a professional regional COVID-19 vaccination site which would address a critical need; a geographic inequity; and be part of the Commonwealth's overall approach to regional collaboration.

Unfortunately, the requirements for regional collaboration set forth in the February 17 letter are not only an obstacle to true regional collaboration, but effectively make it impossible for regional collaboration. The benchmark requirement of 750 individuals per day, 5 days per week for the sustained period through Phase 3 is insurmountable for any regional effort. We maintain that the Nashoba Valley remains an "unmet need geographically" as set forth in the February 17 letter from Secretary Sudders. Though we would not restrict access to the public we would be able to focus our outreach efforts, including transportation to our regional site.

In conclusion, we thank you for all the work that you are doing throughout the COVID-19 pandemic. As stated by Secretary Sudders, "this is a shared responsibility and herculean effort". We are again asking to work collaboratively with your Administration and our other regional stakeholders (as we outlined in our February 16 letter] to truly share in this responsibility by establishing a professional regional vaccination site in the Nashoba Valley, which will fulfill a geographic inequity; effective and safely administer and increase the number of vaccines getting to individuals; and has the storage capabilities working with your Administration to expand the site to include sub-regional clinics which can address residents living in public and private low income and affordable senior housing; as well as nursing and assisted living facilities in our region without the added obstacle of transportation. We look forward to working with you and to your response regarding next steps.

Sincerely,

Robert A. Pontbriand Brian Doheny Bob Hanson Town Manager Town Administrator Town Administrator Town ofAyer Town ofAshburnham Town ofAshby

Margaret Nartowicz Donald Lowe Ryan Ferrara Town Administrator Town Administrator Town Administrator Town of Berlin Town of Bolton Town of Boxborough

Brian M. Palaia Mark Haddad Timothy Bragan Town Administrator Town Manager Town Administrator Town of Dunstable Town of Groton Town of Harvard

Orlando Pacheco Anthony M. Ansaldi, ]r. Heather R. Lemieux Town Administrator Town Administrator Town Manager Town of Lancaster Town of Littleton Town of Lunenburg

Andrew MacLean Michael McGovern Denise Dembkoski Town Administrator Town Administrator Town Administrator Town of Pepperell Town of Shirley Town of Stow

James M. Kreidler,Jr. Town Administrator Town of Townsend

Attachment: Proposal for the Establishment of a Regional COVID-19 Vaccine Center at Devens Massachusetts [February 16, 2021)

ec: U.S. Congresswoman Lori Trahan Senator Jamie Eldridge Senator John Cronin Senator Edward Kennedy Senator Anne Gobi Representative James Arciero Representative Sheila Harrington Representative Kate Hogan Representative Meghan Kilcoyne Representative Michael Kushmerek Representative Danillo Sena Mr. Jim Garreffi, Director, Nashoba Associated Boards of Health Ms. Jessica Strunkin, Executive Vice President, Devens Office of the Select Board Office of the Town Manager

Town ofAyer| AyerTown Hall| 1 Main Streetj Ayer, MA 01432|978-772-8220| www.ayer.ma.us

February 16,2021

The Honorable Charles D. Baker Secretary Maiylou Sudders Governor of Massachusetts Executive Office of Health and Human Services 24 Beacon Street One Ashburton Place, 11th Floor Boston, MA 02133 Boston, MA 02108

The Honorable Karyn Polito Lieutenant Governor 24 Beacon Street Boston, MA 02133

Re: Proposal for the Establishment of a Regional COVID-19 Vaccine Center at Devens, Massachusetts

Dear Governor Baker, Lt. Governor Polito, and Secretary Sudders,

We write today as the Town Administrators and Town Managers of the sixteen communities of the Nashoba Valley (Ashburnham, Ashby, Ayer, Berlin, Bolton, Boxborough, Dunstable, Groton, Harvard, Lancaster, Littleton, Lunenburg, Pepperell, Shiriey, Stow, Townsend) with an urgent request and proposal on behalf of the over 120,000 residents of our collective communities regarding the availability of the COVID-19 vaccine and the establishment of a regional COVID-19 vaccination site to be located at Devens in North Central Massachusetts.

As the front-line leaders in each of our communities it is imperative for us to share directly with you some of our concerns regarding the deployment of the COVID-19 vaccine in our region as follows:

• Afimdamental Lack of Access to Vaccine Doses in Our Reeion; Our 16 communities are part of the Nashoba Associated Boards of Health, a regional board of health. Currently, the Nashoba Associated Boards of Health is receiving 100 vaccine doses a week for all sixteen of our communities. This equates to approximately seven (7) doses a week for each of our Towns! Conversely, other communities with their own boards of health receive the same weekly allotment of 100 doses for one Town. We ask that this current inequity be addressed and resolved to the best of the Commonwealth's ability.

• A Vaccination Site Vacuum: We are currently at a distinct disadvantage geographically in terms of a large-scale vaccination site. The DPH map of the location of the large-scale vaccination sites clearly demonstrates that there is no such site for our region. This puts our population, especially Seniors, and marginalized populations and those without transportation, at a fundamental disadvantage. In addition to their fears ofCOVID-19, many of our residents are equally fearful of their inability to secure transportation or drive long distances to the Commonwealth's large-scale sites located in places such as Fenway Park and Gillette Stadium.

As front-line leaders, we also believe it is crucial for us to share a solution, which is the result of multiple, collective conversations. With the support of our entire State Legislative Delegation, Congresswoman Lori Trahan, and your Administration, we propose the following:

• A Nashoba Valley Reeional COVID-19 Vaccine Center: We are prepared collectively working with the professionals of the Nashoba Associated Boards of Health, our State Legislative Delegation and Congresswoman Trahan to host a regional COVID-19 Vaccine Center to be located at Devens. Devens is a suitable location due to its central location within our region as well as its accessibility to both Northwest Middlesex County and North Worcester County with direct access from Route 2 and close proximate access from Route 495 and Route 190. Additionally, we have been advised that the two major hotels at Devens would be willing to offer space in their hotel banquet rooms as well as parking for this purpose.

• Safe. Regionalized Vaccine Storage: Masy BioServices in Pepperell, Massachusetts has offered to partner with us regarding the storage of vaccine doses. They have the professional expertise to handle vaccines and storage freezers that can accommodate both the Pfizer and Moderna vaccines' very low storage temperature requirements. Our proposed vaccine storage center would be uniquely positioned to receive and properly store large volumes of vaccine dosages for the purpose of proactive, on demand, distribution to the Devens location.

• Adequate. Professional Staffing: In addition to the public health professionals of the Nashoba Associated Boards of Health, we are collectively prepared to provide the necessary EMTs, additional professionals, and volunteers from our sixteen communities to adequately staff this regional COVID-19 distribution vaccine center. Working with the Nashoba Associated Boards of Health we have recently and successfully completed a First Responders vaccine clinic for our region, and we are currently providing a weekly clinic for Seniors with our limited allotment of vaccine. Once established at Devens, we will also have the ability to develop sub-regional vaccine clinics throughout our communities as well as adjacent communities.

This is a unique opportunity for our sixteen communities and the Commonwealth to be proactive in establishing a large scale regional COVID-19 Vaccine Center in North Central Massachusetts (at this time there is none); a truly regional center with the advantages of being collaboratively run by sixteen communities; that has the professional expertise and technology to store the vaccine; and is prepared to proactively administer large quantities of the vaccine directly to the population of North Central Massachusetts. The only obstacle to establishing this regional vaccine center is of course access to adequate supplies of the vaccine.

In conclusion, we thank you for all the work that you are doing throughout the COVID-19 pand^mic. We are respectfully requesting that your Administration work with us collaboratively to resolve the current inequities (vaccine allotment and location of a major vaccination center] facing our region. Establishing a regional COVID-19 Vaccine Center at Devens in North Central Massachusetts will quickly move our region and the Commonwealth toward reaching its overall vaccination goals.

We look forward to working with you and to your response regarding next steps. 2 Sincerely,

Robert A. Pontbriand Brian Doheny Bob Hanson Town Manager Town Administrator Town Administrator Town ofAyer Town ofAshburnham Town ofAshby

Margaret Nartowicz Donald Lowe Ryan Ferrara Town Administrator Town Administrator Town Administrator Town of Berlin Town of Bolton Town of Boxborough

Brian M. Palaia Mark Haddad Timothy Bragan Town Administrator Town Manager Town Administrator TownofDunstabIe Town of Groton Town of Harvard

Orlando Pacheco Anthony M. Ansaldijr. Heather R. Lemieux Town Administrator Town Administrator Town Manager Town of Lancaster TownofLittleton Town of Lunenburg

Andrew MacLean Michael McGovern Denise Dembkoski Town Administrator Town Administrator Town Administrator TownofPepperell TownofShirIey Town of Stow

James M. Kreidler, Jr. Town Administrator TownofTownsend

ec: U.S. Congresswoman Lori Trahan Senator Jamie Eldridge Senator John Cronin Senator Edward Kennedy Senator AnneGobi Representative James Arciero Representative Sheila Harrington Representative Kate Hogan Representative Meghan Kilcoyne Representative Michael Kushmerek Representative Danillo Sena Mr. Jim Garreffi, Director, Nashoba Associated Boards of Health Ms. Jessica Strunkin, Executive Vice President, Devens Vote of Boxborough Select Board March 1, 2021

Whereas, the distribution of COVID-19 vaccines are critical to wellbeing of all Massachusetts residents and the restoration of our local economies;

Whereas, the sixteen communities of the Nashoba Valley have sent two letters sent to Governor Baker regarding our concerns over the distribution of the COVID-19 vaccine and the proposal to establish a regional COVID-19 vaccination site at Devens;

Whereas, there have been an inadequate amount of COVID-19 vaccines to meet the needs of the Nashoba Boards of Health communities.

Whereas, the Commonwealth is seeking to administer vaccinations through larger sites and there is no regional vaccination site in Northwest Middlesex County and North Worcester County.

Therefore, the Boxborough Select Board requests the Baker Administration work cooperatively with regional stakeholders to establish a professional regional vaccination site in the Nashoba Valley, which will fulfill a geographic inequity.

______Select Board Chair, Wes Fowlks

______Select Board Clerk, John Markiewicz

______Leslie Fox

______Maria Neyland

______Robert Stemple