recording in progress on the air welcome to the thank you very much welcome to the May 6th meeting 2024 of the board of assessors of lunberg Massachusetts let me read this stuff in accordance with the requirements of the open meeting law please be advised this meeting is being recorded and broadcast live over the lunenberg public access channel on Facebook live on the public access Facebook page httpswww lunenberg dpublic D access D cable Dash 157 42727 97535 slash recording can be found in the lunberg access YouTube channel after the meeting the meeting will be held in person and I had some trouble finding them but we can find them they're there uh this meeting will be held in person at the location provided on this notice this is the bot room of the lunenberg Town Hall uh members of the public are welcome to attend this this inperson meeting please note that while an option for remote attendance Andor participation is being provided as a courtesy to the public the meeting will not be 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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 disclaimer finished uh I'd like to call us to order it's now 6:30 what 3 um we will open this for comments comments from the board any comments from the board I could say something well if you're okay uh today had the opport you're going to keep it brief though yes very brief to this afternoon I helped a uh an individual with his abatement and he came up to me and said they this is all wrong looked at the data and and we helped him compose one but what I thought was struck me is that he didn't have a printer to print anything out on nor his computer was his phone that's all he really had and I'm saying O this if you got one Mouse you always get a dozen and I'm wondering if are we offering any kind of services to help people no we can't we cannot we cannot we're not supposed to help anybody supposed to be their words their abatement it's yeah but they don't even know how to find the the sites the gis so you can't leave them out there by themselves they can come get the forms at the at the office that it's always an offer to find yeah and perhaps we can show them how to find comparable lots and things like that no we no we can't do that nope no we're supposed to be totally impartial nope well there's nothing about it you're making we're helping them find information right isn't that what we're supposed to be doing no there're supposed to be it is in our mission it's in our vision that we're going to help people yes but on abatements by State statue we just take what they give us and we act on what is presented to us right right I get that but to be able to point out and you know we don't have the handbook out yet or not that we haven't tried but I'm saying they don't even they can't even get to some of that stuff and I'm saying why wouldn't we try to offer well we've had quite a few abatements I'm sorry um we've had quite a few abatements already filed and they just write down what they think the issues are they don't have to submit stuff with them they can just they can just tell us what's wrong we'll do an inspection and we'll go out and looking at everything so they were there was some confusion about what's my plot Number what's my there's another come up to office and get a copy of their card I give everybody their everybody gets a card get a copy of their property record card all that information is on the property record card yeah and for those people that are working he's uh we're open two nights two nights th Thursdays and Tuesdays till 6 yeah and it's on the so I'm going to the application going to cut this off unless there's something we can get to quickly right I'm just saying that we need to be able to figure out how to reach out better that's all not that we're not we have a done okay I won't comment any because I'm not going to comment any further okay anything else Sarah yeah I have I have a public comment um one of the things that I promis to do as an assessor was to neither undervalue no nor overvalue property and to follow the state statutes um and one of the things that I can do within those State statutes is to impartially look get abatements and help administer exemptions um but I do want to point out that even though I would love to be able to say that I can keep people in their homes that's not that's not what this board does this board administers taxes um administers well doesn't administer taxes administers the assessment process that leads to taxes we can look at exemptions we can work on those we can file um we can review abatements impartially but I can't guarantee to keep anyone in their homes um and I just wanted to state that um now what I do outside of my public office is is another story MH thank you welcome um is there any comment from the public do we have anyone on Zoom there's no one here in the room I don't think we have anybody thank you there's no one on Zoom no one on Zoom at the moment okay uh let's move to the status report from the principal assessor or her sub I thought Linda did she send she had sent us one yeah back um for our last meeting oh okay um well um we've been working on the real estate abatements into date um filed down in the office with the exception of this one um we have 24 abatements filed and uh Linda and I and you as well um we've done six inspections to date I have not set up any inspections for this week because I'm alone in the office so I am making appointments for um the following week I've got I've already got a couple set up um so basically just between today I spent the entire day going through a pile of tax bills that had been returned to see if there's new owners or um if they had to be you know forwarded to anybody um Motor Vehicles are still coming in pretty strong uh so we still we're still working on Motor Vehicle abatements so basically it's been real estate abatements getting them ready for the board to review um I made up a cover sheet for them um just kind of briefly put on in the front things that um you know they're they're basically looking for and um anything that Linda or I have inspected we're attaching the property record card with things that if it was something that was um an error in square footage we're making that correction now and um so that will be Abad and we'll bring it to the board but basically that's about what we've been doing great can I ask a question yeah um approximately how long does it take after we get say um someone's abatement to be able to do the inspection and then turn it around for the board to say review I um if if we had had you know Linda here tonight um there would have been six of them we could have brought to you right away okay and um got the the board to work on those um typically from the time we do an inspection until the next meeting you know we're we're trying to get we'll try to get everything ready we can for the meeting and again it depends on you know how many right now 24 is easy six have already been inspected MH so in there are some that um will not have to be inspected they're just things that has have nothing to do with um the house and it's just land issues and we'll just bring those before the board okay thank you pH legally we have we have 30 days to either approve or deny the abatement and then then after it's either denied or approved um the tax P has 3 months to um appeal to the appell of tax board right so while we could take as long as 30 days you can see that some of them already in progress so it shouldn't shouldn't take us forever to get through this pile that we know of so far the pile could grow I expect it to grow I don't expect it to grow a lot so I I was um I was kind of asking for personal reasons because I'm going to be busy a little bit in June we'll uh be talking about future meetings later yes of course any other questions for what Reena had uh no good no uh we talked about omitted and revised there was some activity yes we're all somewhat new at this but I think we're familiar with what omitted and revised are yes okay no need to explain we have um um to um I have a um a commitment for the board to sign revised and omitted all goes on one commitment we have one for personal property for the solar project and the Solar projects some of them are done as personal property by RC and some are under agreements with the town and it's um this happens to be one that's un this the solar project is under an agreement so it's a 20year agreement with the town and each year there's a set amount to be paid and the only difference in that is um the town accountant has to fill figure out on that um on that payment area how much kilowatt hours because it's so much per kilowatt hour that goes on top of the bill as well um this particular solar project and I'm not sure which one it is I think it's settle is um they had they had not paid the right amount for this year in fact they hadn't paid this year so that's um that's a revised assessment and it's $2,493 then we have um a real estate an omitted assessment a house that um was completed but we didn't pick it up so the difference is in the building value the land they've been taxed for so they will be getting a bill for for the structure so that's what the revised and omitted assessment strcture was completed when we know off the top no I don't remember off the top of my head I believe it was during the period in which we only had Reena in the office but so there's no way to get out and do the the uh inspections and stuff and we don't have to vote on this right do we have to vote on this no just sign it just sign it so it sounds like it's getting picked up because we have enough staff Linda has been more staff Linda's been focused on that hasn't she Linda has been focused on um she had a meeting with the building inspector last week she's been focused on trying to catch up with all the um the building permits we've missed so she has really been focused on that and between Vision doing the the field inspection during the winter that found some houses that were standing that we did not have and going through the building permits as Linda has been doing uh we should be in really good shape for new growth this year it's great yeah any questions on that Mr grait no okay good um the next item was oh you have more is that it for a minute that's it for a minute fabulous EXC me I do have I didn't oh I just uh received this this was solar for Sol project no personal property but it's part of a solar project okay solar panels are do command a personal property right right and that particular one has a 20-year agreement which they haven't made the correct payments on so they're they didn't pay yet they haven't paid yet right for for that year M okay for this year yeah so for some reason I was under the impression is this this is a resident property and I was under the impression that solar panels were these are not solar panels on I'm sorry okay we what re actually said that already so I think you're not May hearing her I just didn't hear it uh you know what these are solar Fields they these are solar projects not not solar not residential solar okay I'm sorry and the other one is a a house that um Linda just picked up by going through permits yeah but I would if it's a house and a panel I was I was two different things they're two different things no separate okay yeah okay are are you good I'm good I signed I'm signed I'm sorry that's okay uh um munus error on the bills I sent you guys yes uh some information on that um so we had some difficulty getting all the bills out with the communication between munus and vision um it appears that and I believe that Vision has all the information correct yes um but what was picked up by munus the where there was an exemption those exemptions were re were used to reduce the amount of tax as they appropriate should have been but they were also used to reduce the valuation of the of the home or that was written property that was written on the tax form but not was WR on the tax form the property cards in Vision are correct and if you were to redo the property card today it would still be correct but those tax bills those tax bills that had an exemption have their property values reduced by the exemption amount so we are trying to confirm how we get that fixed I've also had a conversation with the town manager that we will need to send another round of bills corrected bills to those people affected only mhm with an explan explanatory note and will highlight the heck out of what changed which will only be the valuation and I've also made it very clear to the town manager that we need to get this out before we send new bills on July 1st yeah and that it was immun Era immun to do with assessment it had nothing to do with assessment nothing to do with vision it was part of it was the communication between vision and munice but It ultimately was a munus error is that you want to say something yes on on our um on our vision system we have a field for exemptions and if you click on that and it has a drop-down menu so if it's a veteran if it's the uh 22 Small E 22d if it's um blind you know if it's a 41c you choose that exemption and and it brings up the amount automatically this on the on munus it does pull from The Vision Property that field the problem was munus was not putting it under exemptions it was taking like the $400 off the tax bills instead of off the value off the valuation instead of um whatever the amount was it was 400 the one that we discovered one was $400 a $400 bill it's giving me a headache cuz it's unnecessary confusion you you weren't in the office when we discovered it no I wasn't I was I was ready to pop I'm sure sorry I I would have I I I would have accompanied that um it's it's just so frustrating um that that's happening and Brian I believe you were in the office today when I called Vision yes and we clarified that with vision that the exemptions were pulled correctly in the correct field and it's a munus problem not vision problem correct and that after that I went to see the town manager just say there's a munus error it needs to be fixed and we need to have it fixed soon because we need to get those letters out Tyler Tyler is the one who makes the mun software yes yes so anyway it's just another piece of confusion that we don't need all right I did like your suggestion though everything me let it come from the town manager well the letter needs to come from well it needs to come from the town it needs to be something that that the tax collector Town manager and assessors all are s co co uh co-writing I actually suggested that maybe we would write it together and then and then let them modify it rather than letting someone else write it um because we want to be clear it for sure no we're probably going to write it okay I'll probably write the first Dr don't put the code on though by you writing it and just signing it we're putting a code on that we don't need to be putting a code on yeah it's all expression if this if putting the code on why do you why do you want to put the code on and and get up and when you had really you weren't the Orin it will be it will be it will be jointly authored by by the at least two the town major myself okay anyway so I I understand what you're saying we don't need to we don't need to absorb any slings and arrows for something we didn't do right become the target um current Business review and approved minutes minutes of April 22nd are not prepared yet um the person that helps us out with those minutes do you have these oh the executive session minute yeah I know so the minutes of our open meeting I I have not been prepared yet because the uh the individual that was that does them for us had some medical stuff in the family so we will be a little bit patient M we had actually built up as many as 10 in the past so I don't want them to get too far in re anymore um so we will not be reviewing those today uh but we could review and sign the minutes of the executive session from the 22nd yes but we probably should talk about those minutes during executive session if we have no changes we wouldn't wouldn't matter but yes if we have changes only because of the content of yep that's fine okay so we'll hold that until the executive session okay uh review and approve invoices expense vouchers payroll billing errors to mve commitments to uh the MV abatements MV we have no invoices thank you you're welcome we have no invoices we have no payroll sheets you won't be signing those anymore because Heather will be signing them but um so I have a commitment because neither of the folks are employees of the town they are they are contract contct people okay yeah um so this is um commitment number 9 of 22 there's 2022 not n of 22 right I at some point I'll get used to the random batches of commitments uh maybe good luck um the total is for uhh $779 we can't claim our money until we do this yep okay toes on this one or over here okay uh today is the sixth day another may this one is the second one of 20 2024 okay and there are 135 pills okay so I'll just say totals on this page thank you than you that is the second commitment of 24 2024 yeah okay and the commitment total is for $285,600 that almost makes up for mapping feet 6th day of May 2024 these are these are M vehic these are just all the no nothing's registering here what's the question in motor V excise these are all the excise taxes including the leases and things that's well they they come in several commitments so this is commitment number two so we'll still keep getting well we might keep getting more yeah signed was commitment number nine of 22 so they as people register Vehicles they is that a new for cover it's nice and Bal did they make a new cover for that Kell these are um all right these are motor vehicle abatements and they're posted by the year um so there's several in a batch and the total of all them is down here and the signature page is here so you can look over this three of those because this one our records there's one for the tax collector and one for the town accountant here so if you want to look at the bills that you're rebating so these are all um abatements over a couple of years for Motor Vehicles yes the amount is mostly 23 and 24 $1,623 and 24 sixth okay sorry you put the date in I did I you said it out loud and I realized I hadn't done it yeah I thought it would you didn't sign this one NOP handed it back to me but didn't sign it I'm supposed to sign another one you have to sign I got one here here's you had one that you were reading here's the second I handed oh I'm sorry you handed it back to me but didn't sign it oh I got this one let's see well we need a good left field not this one sign that one please thank you we're missing one two okay and then Sarah will sign it uhuh and number three every team needs a good Lu buer this commitment um does not have the nice Lin for the signature um and this is multiple years I believe when Sue um processed these she was putting them in she didn't do it on separate batches so there's some 23s there's some 22s so the bottom line is so these are already that was pile of that was that was one of the first commitments before we learned how to do the the signature page and all and again there's three of those so three copies of this one again again I'm going to try here pass one right over to Mr rabbit with two T's oh thank you this one oh there's no um do you want to hand me that one Jack and I'll I'll put in the blanks for us oh I don't know where it is okay I got it s and this one is for $1,219 191 okay fabul fabulous same same go back this way I'm not trying to make the lank smaller and smaller just n stop writing after a while so I to understand this R those ones that are going back to 2021 they're these are from Sue time right but they're no no I'm just uh they've been paying them do they don't get do they get to claim back three years is that what it is no no that's a bill that was issued for 21 that they could prove Pro that the vehicle was not on the road it's only a one bill okay it's not for all the years it's just a 21 bill and if the Bill's been paid you can go back three years if the bill has not been paid they have a year to file for an abatement okay thank you thank you so that would mean we didn't pay that one year we kept sending the bill and C okay no they didn't get bills for 22 23 or 24 because they cancelled the plates on the vehicle but so they wouldn't have been included in the commitment right right those years they they only got the bill for 21 which they had the paperwork to show it wasn't on the road in 21 so that could be abated sure okay I didn't know if it accumulated each year after that that's each year is treated in pendently right essentially that's all I have okay that's all that's all for signatures um the next item was to review and approve the neighborhood review team proposal yes so um I put together a brief outline um I haven't built a committee before so I put what I thought the composition might be um what we would potentially do each meeting um and what our final work product might look like um you just got this so I'm not expecting to approve it right now um and but I do have some feedback for it great so I'll take it so after the composition we really have to reach out to those people make sure we get confirmation that they're on I don't know if we do that beforehand or afterward um I would like to add personally I would like to add uh we have a member at that doesn't that means a citizen at large yes okay uh I would like to have at least one be a uh Lake person yeah someone representing the lakes in total they don't have to be a lake representative but they would at least comedy and then someone who is not a lake resident um and I don't care what neighborhood they're currently in other than that and that would get us to five members well and the other thing I think we might want to consider is putting a an active realtor okay and I know Reena has some reservations about that but she has some ideas about that too so if you want to except the person I was thinking of I believe she lives at the lake so that probably would not work she lives at she's she lives locally yes okay could be a twofer though no we don't want to really I want to keep them separate if we can cuz we want them not to look at yeah mhm that would be my take anyway that's okay I'm that would just um so that's one two 3 4 5 six and we could by outside assessor and Lead assessor do we need both I don't think we do um so that' be my take Arena has volunteered to work on this effort I would consider her an outside assessor since she's a contractor is that okay does that make sense to you Take the Lead assessor off there and then add one person for realtor and that gives us five and we need to identify those people and reach out to them sooner rather than later yeah um cuz the meetings really need to start soon soon thank you because we have to get well no you're right we it has to start soon because we have to go through and determine what we want for the neighborhoods have to figure out what the implications are of that to the various factors that we have right currently yeah used um so you know what I was saying on here for the benefit of anybody who's watching later it seems um people need to be familiar with what the DLS guidelines are for neighborhoods and what site qualifiers are um we need to be able to access the data and view neighborhoods and determine what needs to be updated according to the DLS standards um my suggestion after that would be to examine data from other towns and view neighborhoods and examine the sites they're using and draft then draft a potential list of neighborhoods that we think would be useful in town um but of course that doesn't work if we don't have um previous data that supports those neighborhoods and supports having those neighborhoods in sales and those um site qualifies qualifiers that are supported by sales so this is where assessor is going to be really important because we have to be able to look through that data and see if that makes sense and then after we do that then we can go about assigning the neighborhoods and the site qualifiers um but this is a just an advisory committee so I think after we conclude that work um I was thinking about this um this should be presented to the board of assessors as a list of recommendations um and then you know I really want that to be well reviewed um so I'm not sure what the appropriate action would be to take after that I think our committee can def our our um not our committee our board can review it um I think our lead assessor should review it yes um and I'm wondering um if our if DLS should take a look at it before we potentially adopt it I don't I don't know the proper since part of this is is instigated by the determinations that we had U maybe we maybe it would be valuable to have someone from I don't want to say Becky but somebody from TLS take a look at Becky could review it y y that's a good idea she is our our idea Feld super I do think so I think the idea of benchmarking is the right idea from the other towns y uh I was thinking perhaps a touching base with somebody in the business like n or somewhere so that would be the active realator or the outside assessor okay who who actually knows how to build neighborhoods around the systems that we got you know and whether it's uh you know uh so I I think that's important I think maybe after the committee concludes the work then um that could be something you know I suggest it should be reviewed by a committee or a vendor um that could be Nate in there I'm sorry um yeah do you see the Bold line where says conclude work yeah okay I'm sorry it's all right um present this data to the board of Assessors for additional action as a LIF list of recommendations so um we would all receive a list here yeah and then we need to have some kind of review mechanism which is what you're talking about yep um so that part I'm not sure exactly what we want to do as a group here um if we send it to Nate um we will definitely have to initiate some kind of uh contract probably right uh and we should probably talk to the town manager about that budget price before we commit to something like that right and one other thought a team leader is that the member of the our team I didn't say team leader I said um board member board member okay under um so we didn't we didn't really determine who would be the team leader and no and we did not large okay should we leave to the committee or should we just just determine that amongst ourselves now just a thought that's a reasonable question I think and do you mean like who's going to do it question right now no no like you both have volunteered to be on it who would lead it who would run it I see who would who would lead that effort and and Reena has a vote and it ain't her so probably the board member um okay actually that probably makes the most sense any um yeah so I will I pull out our data collection manual okay because this there's a whole area in there are neighborhoods and the the different factors to look at on the neighborhoods on the data collection manual yep um so I'll add that to like the meeting to okay work so as far as parameters for this group I have a couple of ideas that you guys can all shoot shoot down if you'd like um the first is we have about 4,400 Parcels today not including the commercial um oh the other thing we should think about should we have somebody doing be in condo's representative too but that just occurred to me sorry um so we have 4,400 uh we want to make sure the neighborhoods are large enough so that we actually have a reasonable amount of sales to compare them to if there are 44 00 and we want to probably keep this to 8 to 10 neighborhoods I would suggest anything more than neighborhoods more than 10 neighborhoods we're going to get push back from DLS about that's too many neighborhoods and cut too fine so if we are looking at 8 to 10 neighborhoods uh with 4,400 uh Parcels um I would suggest that we wouldn't really want to have any neighborhoods less than 400 or so because that way we' get potentially get enough sales um we also don't want to get any neighborhoods that are much more than like 1,200 because today what we have today is one neighborhood that has over 3,000 in it um which is not really that meaningful either because there's really no neighborhood structure there at all just they're all lumped together so I would suggest that we want to have somewhere between 400 and 12200 per neighborhood that's just my suggestion and you guys can shoot that down whatever you'd like um and that we have no more than 8 to 10 so those are be my I I wouldn't want to have any more than 8 to 10 but I think I I remember vaguely having a discussion about neighborhoods before and thinking that fewer neighborhoods is better uh but I don't know how many you know from any experience how many a town like ours could support because there's going to be areas where we have probably a high amount of turnover for houses and other areas where we don't which um when we go to study would be important to know um and and there are overlaps like uh if you have condos on lakes yeah we we work yeah and we do we do uh but you can't make that a neighborhood in of itself because it wouldn't be large enough to really uh create that many sales uh to make it and condos are already in you have hybrid condos are in their own neighborhoods of each there're sort of yeah but yeah sorry and you got the hybrids the EM Emerald Place locations which theoretically they're on a lake you know they're right next to they got their own Beach area on a lake M you mix them probably not because there's a whole pile of other factors that affect value so I you know what I would punt on that and this whole thing in terms of number and let the board go and do the benchmarks talk to the the folks that were doing you know doing it and find out where the sweet spot is and go with that you know otherwise we can go down this path and we think we're all right and we can discover the the marketplace or the the actual practitioner is a little different so but I I I do agree that I I think more than 8 to 10 neighborhoods in our small town would be it would be rejected by DLS yes I I can tell you that in gron I had about eight neighborhoods initially when he's laughing CU I told him when um when I started working in the town I was just a clerical position we had um a company called Patriot um properties they were like our vision and um they had set up the town with 26 neighborhoods and they were a through z that's how they set them up instead of numbers it was a BC the do came in and said oh no no no no no no no no you've got to cut that way way down so we ended up with about eight neighborhoods I believe it was in Graton and gron similar in size you know they have lakes as well they have lake property um about the commercial is probably about the same so um it would be a good start you know to um and Littleton would be another one um Littleton is they have more commercial property but their residential property is probably going to be in about the same yeah and they do have about three LS yeah so should we start throwing out names yet or how do we go about identifying the people who are on this committee and when they can meet well we we know of two and then somebody else we know of a a lake member who has volunteered yes um so that would give us three we'd have to search for a realtor a non-lake representative and then I don't know if we want to do a condo or not you maybe I'll leave that up to the committee to decide well I think you condos you we just we just went through a re and the condos were considered and they're in their own separate condos are condos oh that's true they're a different they it's not like you in that in that Vision how to read your vision card I forget the total number because it's not there's there's one number missing ah like think there's number two or three but there's there's no actual neighborhood it's not chronological well because the condos the land is all included so it's I get it it just bothers me yeah it bothers all of us I think that the land's included in the condos yeah yes it does so I think I think the condos are it it sounds like those are covered covered yes um I'll take I'll resend that request um so so can we try to have uh the members identified by our next meeting sure I I I I know you know probably the board member I know the lake um person likely the outside ass assessor I I don't know how we necessarily get these other people well Reena must be familiar with most of many of the realtors in town active Realtors actually I'm not okay anybody M can I make a suggest question that uh how I how you recruit is you try and get on into some sort of public media the most watched is the selectman's meeting so at the very front of the meeting say look we putting together this committee and we need the we need the following kind of members and if anybody's interested please call us and do it a couple times and you'll probably get people showing up the say yeah I'm interested something like that I can put it on the website as well what time does the select meeting uh 7 start tomorrow oh tomorrow I don't know tomorrow there was one tomorrow tomorrow there was one tomorrow but it it wouldn't be on the agenda but you could just do public comments public comment that's what I did is that something you could do tomorrow it is something I could do tomorrow oh you are good um great suggestion great execution thank you I just might I might have to be slightly bipolar slightly what oh she has some other things she wants to talk about there okay but that's all right I can manage um I mean everybody knows that's a really good idea so so hopefully we can have a pretty good idea of the makeup of this committee by our next meeting hopefully as long as we give volunteers who are willing to spend at least eight weeks doing things and I would want to start as soon as possible and I think eight weeks is about as long as you want to go yeah because we need to move this well I am hoping um that part that says meeting 4 through 8 is a overestimation but there are two weeks in June that I will not be able to do this yeah and that's okay we all have you know our commitments and some some folks May volunteer for it and realize they can't because of other commitments but Others May you going to meet twice a month is that what you think s um well I'm going to look at my calendar and I'm going to propose dates so people can put them on their calendar and I can find places to meet and then go from there is an ad hoc committee like this subject to the open they are subject to the open meeting law so they'll have to post it and all that stuff yes okay I'm so excited about that this never mind I can't wait to read one of my biggest headaches I know I know so I might I might need some help getting um space scheduled cuz it's a inperson calendar yep yeah I'm going to have to delegate that is there for some reason you couldn't do Zoom meetings though uh I don't know that I don't think so I'll have to think about that I think um is better in person it it it depends on preferable it depends on the data we're looking at at the time I think yep cuz like a giant map is very hard to you know yep thank you for pull pulling this all together this really gives us the framework I think for getting through something in the next eight or 8 to 10 weeks I'll call it 10 just in case which gets us out to what July and I'm going to um start this week calling some of the surrounding communities to find out what they have the neighborhood counts okay the the research that we're going to need for all this stuff anyway that's great that's great thank you for good to have their qualifiers too with the site condition qualifiers they choose used to use cuz I know we have like busy roads we have um near water um we have potentially maybe near conservation land or what kind of view I don't know um but you know having that list of like well here's what this community did here's what this community did and then looking at our properties would be right awesome it's not too much no I I've got four names down here similar size communities in the area that I'm going to I'm going to call okay thank you good summary thank you I try good thank you I will edit this and then send it back out just so documented yeah and I don't know my scroll might translate to what everybody wanted if it's not I I just want you guys to correct me you heard the direct discussion I think we'll probably be okay with it what yes please share it yeah thank you uh I'll probably get to it in the next two to three days at the most and I'm going to print off some copies of a data collection manual yeah and and then we can send them out to potential members um do we need the entire thing well members need I think we we could probably just do the section on right um what are the roads and stuff uh logistical question will members need emails from the town and will they have to submit conflictive interest since the they're not really appointed to to so we could probably use their home it's an ad hoc committee that will have an end time okay I don't think we need to have I think you can use personal emails I'll try to confirm I let me take that back I can't confirm that till next week sometime so if somebody wants to try to confirm that this week great okay that work yeah okay wow uh okay discuss details and development of assessing calendar I think everybody may have seen the email we got from the town manager that she had already done some work on some baseline calendar which is that's that's great I know we we had a copy of the Boston calendar last time um and the the D DLS calendar Dr do calendar um I think it'd be great if we could try to finalize something around the calendar but I don't know when we need to have that done by is it does it feel like that we need to have something done sooner rather than later really really personally like to have something that we could just post in the wall in in the assessor's office stick out at the website and say here you go here's what the assess calendar looks like the the one that we got from Boston from DLS has what what the requirements are um and that's a that's a good summary but we have some other things along the way here we need to include like when abatements are now uh or when people have when your vements are required when the uh ATB has to be filed by you know all all that kind of stuff that is slightly different and then we want to include um things like uh next year's exemption forms being sent out we're not going to do it on our normal history so we need to add some things but I don't know the best way to pull that calendar together is I I like that Excel sheet from from the town manager and if we can put those other pieces into that okay I I did I had a chance to read I responded to H because I thought it was a great that was the way the right way to go and it gives us the ability to not only just a set of events that we have to know but now all of a sudden we can focus on those things who does what in relationship to those events we can build plans around that so that could become a a backbone for for planning uh the other side of it was I attempted to see if I could convince somebody uh to what we want to you I I thought that Boston calendar was really good it really I and I went and looked through their sites and I seen it before and I thought yeah let's use that format and I just wanted to get rid of the see if I get just rid of the Boston and things like that but I received a no I'm not going to do that so I'll figure out a way to put that in but I like the idea let's start off with Heathers and then add to it and delete from it and uh she did a pretty good thorough job and that allows us to go to the next go to the next level right and so I I agree with you okay and and Brian just keep in mind that on he is those dates for next year are going to change yes they are they going to go back to their old way the real days yes the ones in our assessors 101 course yes not the ones we adopted this year which were yes problematic um but we we still have the remnants of this year that we'll be dealing with yeah so yes thank you for that um so how do we want to consolidate our feedback to Heather on the calendar she has or should we just start with it and modify it ourselves I I think she was turning it over to us to do what we wanted with it so that was my impression but I didn't know how anybody else read that I read it the same way I read it that way I to thank you back too I see that you did yeah good job I I thanked her in person oh yeah I don't think I saw he this calendar she probably didn't see see you no I don't think she did well the reason that she sent it was because we had a conversation about the calendar yeah um and she said well I've already worked up something so would you it Mr chair would you like to add the other things to the calendar well I would but I will not be able to touch it until next week okay so if you don't mind delaying it till next week then I will do that I've got my own next week yeah you're busy yeah I thought you might be yeah okay cool uh update of the status of Investigation regarding exemptions um the cola one so town meeting passed our suggested change our Amendment to the age and to the amount for the exemptions for the elderly on the 41c um it does say that we are kind of locked into what is statutorily available to us so we need to statuto yeah that's right um um I I think we need to review all of our exemptions and that's something that can be done over the next couple of months it doesn't have to be done it's not quite as time sensitive as some of the other things that been' working on so that by the time we get to October we are able to to say here's where we stand on each of these exemption types and here's what we recommend including adopting 41d which would get us to the Cola stuff not to exclude that I just want to make sure that's included but we need to look at all the rest of them and there was some discussion about so that's exemptions uh there was discussion about deferrals deferral so we need to include that in the discussion um and maybe we can just take it up at our future meetings work on it together as as the next couple of months go by if we are indeed elected if you aren't I'm resigning I you know if if somebody wants to write in and you know get me off the board that'll be all right thank you for your commitment I'll I'll still be here uh you know oh go ahead oh no one of the things is we get to choose what we work on and I think this is important but it's it's not as time sensitive if I um you know have a summer off or something there's somebody who's clamoring to get on the board I'll take it they can have my spot first though Ser my time whoever gets the resignation in first I don't think that's the I'm going to do the job you know that Mr chair so if if I'm right for me you spent a lot of time looking at all those and and I think the best return of my time would be to explore and understand what 41A does that's the deferral piece it's not just that there's a ton of mechanics that sit behind behind that in terms of how does the town handle floating that loan that essentially they giving how do they hand well this and and who you know if we adopt it we need to have criteria that we're going to use we have adopted it apparently no the well 41A the 41A deferral that's what you're talking about right the town adopted that I believe back in 2000 I don't know you probably know better than I but I don't know that and when I get a summary from the state I don't see 41A on it well no the only thing that was on because we don't have any kind know was the 41c that was on that what was adopted what's weird to me is you know I I was looking at all these deferrals all of the exemptions and deferrals again um what's confusing is that you know in our 101 course it says 41A and um the 18 D deferrals um if somebody puts them forward we can't deny them but I think that also means we have to have accepted them first and I don't know where the town is on that and then if we accept them we have to apply them consistently and uniformally not capriciously so you know I really would like to know yeah all of that information too and um have us really develop that policy um CU you know that 41A is a long-term loan on the house and and uh but that's a lot of paperwork too because if they still have a mortgage oh yeah that has to be approved I pulled and same thing with the 18 def the the the 18 deferral and that deferral itself um there's no State reimbursement for that one there's none no uh but it it ends up being a tax it ends up being um a maximum of a three-year deferral with a recommended rate of an 8% tax so it's it's really for somebody in crisis and it my understanding of it is that it doesn't have to be based on Age Senior and it could be what I I don't think it's age and it could be it could be somebody who's sick or they lost their job and they're willing to take that but they then have to go and get approval like somebody in that position probably has a mortgage and they have to get that company to agree too but at least you know they have some time to deal with that whatever crisis and make that's the 18 CL 18 yeah 18 CL cu the yeah because1 is see you know one of the things we were scratching our heads about is that that's only you know the things we're seeing are for seniors and there's other people who are in need are in need oh yeah absolutely yeah and you know um I believe I haven't read the um the statue for quite a while on 41A it it says you have to be um you have to be infirmed I mean there's three different criteria affirmed elderly andir firm and lwi income I think and that has changed I don't think so I I I looked at the I I I forgot the prouns but I printed out the most recent handbook that was updated in January 24 and it's in there yeah but I I I still don't know if it's by adoption or by right um and the numbers go up if you're a married couple and you can have a piece of property worth more than a million dollar you can at the same time have an income more than $120,000 well I think it was the amount it the circuit breaker related so they're all intermingled and uh I got to get more clarification so yeah there was you can raise it up to the Circuit yes right breaker level so so the point is we have some time to do it yep we we don't want to dive into it right now and have it tripping over all the other stuff that we're doing but we definitely want to have a clear picture of where we are abide early October on all of these exemptions and deferrals yes um and if we're going to take action on something it be in November yeah we need to have it ready for November Yeah by beginning of October we have to be pretty clear on what we where we are and and then come up with a recommendation yep I don't want to make a recommendation till we're ready agree so you know I don't want talk about a recommendation until October 1st at least yeah but we we can talk we can continue to keep it on the calendar on agenda and look into what we're updates so uh Mr rabbit you have done a lot of research into this space so if you want to look at the 41A you know break it up into pieces 41A and if you want somebody else to look in 41d we'll do that no problem um just 41A is going to keep you real busy because it's the it's the system that sits below it and how are we going to handle that right but if we don't have anybody applying for it then won't keep well we Haven been advertising it and most people didn't know anything about it wasn't that attractive until they loaded in the uh circuit breaker element and I I think um I think some of the things that you're going to look into 41A might apply to how we handle 18 correct so on those over that way too yeah well I think if I think if you're working on 41A and and you you get to a point of um how it's been applied and how you think it might be applied we should probably apply something very similar to 18 it's just not just for seniors it's probably transferable and it probably does have those other Clauses right right yeah so we've got 17 to look at we've got 22 to look at we've got 30 37 to look at but right now I think the focus should be on 41 yeah and potentially 18 because they may be overlapping yeah but so and those I'll do the 41 so you'll do the 41 I'll do the 41 41 A and 41 a 41 a 41 A okay so so is 41A only a deferral or is there another part of 41A it's only a deferral it's only deferral it's not even an exemption so you can still claim an exemption while while you're getting a deferral as well but that means we still have to look into another we still have to review the exemption correct who's doing that not this week yeah we can talk later about that but we have one for briyan oh well I've got more things for you guys too no thank you uh was that it on exemptions and deferrals for now I have nothing else to add that's enough okay thanks so I if you like I will commit to do the 41 C and D investigation and make a recommendation sometime in the next month yeah thank you Mr chair stop you um and then we'll have to figure out what we're doing with 17 and 22 and 37 but those are they seem more straightforward um status of the roll out of the website okay uh I get up at 6 o00 this morning started working in this thing to be ready for my meeting with Cara that I thought was at 10: every Tuesday and Cara came back said she couldn't make it so okay uh we also have some back 4 every every Monday you me Monday today's Monday yeah you had Tuesday had a standing meeting I have a standing meeting on Tuesdays at uh 9:30 no I don't tomorrow but anyway Mondays Monday I I thought I had one but I guess that we didn't have one because I didn't set it up in the calendar but I had created a list uh Sarah wrote back to me and there's still some Sarah I'm sorry I I'm just really tired and I fell off a ladder today it hurt it's Hur fell off a ladder I was uh old people old people we shouldn't be doing he's over a week older than I am I've got a I've got a camper we went camping last week for four days it was great trip and they came back and I you opened the vents guess what we had yellow jackets or I mean Hornets so was in there J says Jack this G okay so I go over there and I look I get on my little step lad look and look up and he sees me and I see him I tap the side of the drive and he came right at me and of course Bang Bang the whole thing happening yeah but we can Envision the whole thing we we've all done it yeah we've all done it yeah so it hurt I a take a nap for a while I'm still anyway uh you meant Cara got back to Cara yeah Cara Sarah I'm sorry yeah so anyway uh she's still got a pile of stuff to come back to us to confirm from the prior week and I she hasn't got my list yet for this one she's suggesting that before I I was sending a lot of emails and I was Brian you've seen that some of them yeah yeah yeah and uh I was mixing more than to one topic and throw a couple of them in there and that got confusing because the volume we're running 15 roughly changes a week and and up and moves and new information uh so now the suggestion was okay I'll send one for every separate one well that's not how I read her note yeah her her note said her note send me collect them all up collect them all up and put put them in one put them in one email now having said that if you if you can delineate you know here's item one item two item three but I think what was happening before was some of the items were getting mixed up and and and then there were overlapping emails and if you send her one email with a list and here's the item one and all the stuff that's affiliated with it item two then I think she can do a checklist and run through them and give us more feedback so anyway uh what I did did is this time I I sprung for the extra money and you get one of your very own this one too for you and such so this is this is only the the first two levels of the website but essentially you'll see some little at the start of it we've got little numbers now one two three so I'm you can't see it very well but you if you get you can see yeah I see you've got one agenda in minutes then you've got two FAQs yeah yeah press releases yep and then then there's debate even know we had press releases Cara and I even have press release debates in terms of what is a press release what is not but the only press either case if it's a press release it's not really part of your website because it's going to the press discl discl part of it but not showing up in the main town website and in some cases it was in the press and that should be noted and there should be an article about it or we should at least dump something in this is okay we had a conference for the seniors can we instead of calling it press release how about we call it recent news you know recent events that's what I would love to hear we you know as many inputs as I can get and suggestions for improvements I want to incorporate them in there and if you can just when you say ra you know on the press releases whatever that number is uh if that's number three change the name just send me some notes so I can make more changes and uh I will accumulate them over the next week and I will along with the other suggested changes I will uh you write it right copy Cara a big long list but that's kind of like I don't well that's a dump in one kind of thing and I don't believe in that go ahead well there's just so much here yes well that's one of the debates we were supposed to have and we're having it back and forth I'm saying I even sent her some AI information today in terms of did I send did I carbon copy you guys on that maybe not it essentially you said shouldn't we have like a table of contents and an index map at the end if someone really wants to find it or what I I'm just I'm just wondering if if we could reduce some of this stuff like I I think it's important to be able to access everything um but I think if I didn't know this stuff already I'd be like what is all this exactly right what is all this stuff and like I I know this stuff and every time I get this chart I'm like oh my God it's just like too much it's too much I think it's overwhelming for the citizens yeah yeah um well that was a lot of that stuff was in the site already I I know I know and I can move all that down I'm wondering if you know we can have this year's information you know like current news where you have press release and then um historic information and then you maybe want to subdivide it yeah or current news find your find your GIS card so agenda minut it's fqs can go at the bottom of a page agend the work box Sarah there's a whole workbox section down agenda and minutes um recent events um find your property and then filing an abatement or an exemption yeah which and then the rest can be I can load it down put it down into the it can be deep dive into assessing or well this thing that he has down here says Assessor's toolbox and yeah I'm okay with a bunch of stuff out there if people want to dig in they can dig in but I don't want them hit in the face with it when they first open up so that's I like that yeah I like that and maybe we want to move a few more of these things down there but but not necessar early yeah yeah I mean we do need the app pellet Tax Board well that should really be up with a baits that should be up with a bit like can we can we take um and condense a pellet into the abatement process the process oh combine seven and eight is what you basically just said I think yeah get a lot in there but I can do that I mean we can anything the good news is that a lot of these links they're all linked and they a lot of cases they're already talking to existing files so we have on oursite um the one thing that I would like to make sure we pull out and put sort of near the top is assessor forms and information cuz if you're looking for a form you want to be able to find it it's in there someplace let's see what's down here under aats exemptions and deferrals but it that one needs to be sort of so agendas and minutes forms forms cuz people looks oh agendas minutes and [Applause] forms okay are you marking up one I'm marking up okay we can all Mark I'm I'm marking it for me I wasn't I wasn't trying to keep the notes for what we've suggested so far but okay agenda minutes and forms where are the forms right now it's way down under uh batement exemptions and deferrals assessor forms an information it's way over on the middle there and sometimes they're actually repeated twice because if you're talking about a make a topic like in the case of deferrals there's a form that would sit specifically preferral so put it in two places so you'll always be able to find it um okay okay if something's in two places though I think it's going to confuse people well if it's obvious and it's under forms it ought to be under forms I think and if we want to put it someplace else well I'm not sure that that okay then can we move um press releases renate recent news and put it right under agendas you can maybe like it depends on what we want to do fq and and fact facts should go closer what was the name Sarah I'm sorry not press releases recent news recent news I said but recent better recent news I like that only we don't have to update it as frequently Vision Parts recent for the past year recent news um and really the tax rate information goes there right now doesn't it Rec it's also sitting in another in another location there's like six or eight years of the tax rate information should be right on your opening page that's communities have it it would be part of that drop down that first drop down block and and what sits inside that column is that's where I wanted to try and see if we couldn't just have a an index or agendas and minutes recent news 2024 taex rate information news where is 204% number five five right now number five and I think it should probably like I think it should be one agenda minutes and forms so recent news I think should be tax rate information yeah your fiveyear res re reval information and historic information that's what we have there I'm sorry one of agendas and minutes yes two you had as recent news yeah which should include or you want tax rate information as three okay what do you think I mean I'm fine I I kind of would have the recent news with the tax rate information embedded in it so you have less stuff because if if I'm a resident and I I'm looking at taxes I would expect it to be in the recent news but I I don't really yeah can I can I way or the other push back a little bit on the agenda of the minutes the thoughts were okay I want to go and figure out when this meeting is going to happen and what's on the agenda I thought let's leave that clean you go right to the top that's the most used location agenda ad minute should be first think we you really need to want to stick the forms in different forms in there yeah add forms I do not want people wondering where the forms are make it number two and just write forms just call them forms if they open up if there's a thing on the it says agenda minutes and forms they open it up and then they have three things to choose from agendas minutes and forms so that gets them to the forms real quickly and if it's highlighted in but it's it's two steps to get there but it's it's right there in front of them as the first item I kind of prefer the forms to be up under there too okay there that's just my I think that's what Sarah is that same that's the vote we do it okay and then try a little recent news was it's going to go up I don't know how much stuff we would have under recent news okay that's some yeah that even that's a process change that I got to resolve Ellen Griffin in the video oh that's the first one what oh no in terms of the agenda and the minutes this includes uh the uh TR the agenda and we have the minutes loaded up to it then you have a video link oh there was a video L this kind of stuff should you look at that yeah there's a video oh and your oh cool yeah so what they do is you know if wait a minute if you want to go and not on the livebrary it's in the sandbox it's in the sandbox not live it's only in the sandbox did you hear that no Tower well we if you go into the sandbox you'll find there's agenda and minutes but there's also a little Block in there to take you into the outside uh YouTube location oh that's great for your videos I think that is fantastic so you get all three of those in there and but I still need to resolve the the issue with Ellen Griffin with loading it and the what what what I'm sorry what what's the issue though I was I'm trying to get somebody else to put the link in for the video for the video that's not anything that the town clerk's going to do no but we don't even know where they are half the time I can't we just had that conversation yeah we don't even know so my last one still need to contact Ellen video for loading it up and the agenda is loaded up but needs minutes and videos that's that was what my conversation with Carol was going to be for today I like this button option well it's a look we need to have a consistent look and feel with the rest of the with the rest of we had that I'm not going to try to re re revise that no problem you're quite correct there are other ways to approach it yeah we tried to generate initially an icon based uh thing like I got policies and she's got buttons there but either way it's still going to be it doesn't work it doesn't work I I yield use the fun so agendas and minutes and when you click on minutes you have the option of doing videos so that's that's correct the only question is how do we execute that because we don't have anybody to highlight automatically those videos into I don't know the only way we can do is dump them into well what what I had suggested if you if you were to look at lemonster Public Access they have channels including government and public and educational ours is all not channeled so I've made this suggestion to our one of our people today uh that maybe next time that they meet that they could talk about maybe doing some sub channels yeah which that would make this easier you just point to the subchannel and they are super receptive to to making things better right they their whole thing is so everybody can access the information yeah and you get two you got a pack one group a pack videos and the other side of it is YouTube who are you going to use who are you going to call to get in there and I don't know that yet so I'm that's why I've got to get Ellen well and it it's it's not probably not the town clerk's office so we'll have to find somebody else same time carard doesn't want to touch it and I don't blame her Okay so we've got number one agenda and minutes and videos and forms inform forms well the videos would be attached to the minutes yeah well if you can go to the site great do you have the okay so we agree on that we don't know how to get it done but okay let's put that there yeah next recent news right recent news and are we putting the tax rate information there or I would do it separ so number three is tax rate information I think then number three is tax rate information where's that instead of saying currently five five and that's going to become number three instead of online GIS cuz let's face it not everybody understands what GIS is and Property Data say find find your Abode find your house someone else's house to oh that's just a question that should be number four find your house find your house is going to be number four yeah and that's your board of assessors that's current nope that's currently online GIS maps Etc okay so you want to make that number four I kind of like that because that's fine that's if you're going out to the Assessor's website what are you looking for they don't care see what your neighbor assess from see what your neighbor assess find your neighbor's house we should put that call it that okay I can't believe this is worth that much okay so then we've got AIT um no well so that then we everything else below here yeah which is below where anything below here so from SE so we we've did this we've done this oh yeah and then I think the fifth one on this first page is facts okay number five so that's number five I think I think so cuz we we don't want that to be buried and then there's a batement NOP no what about your board of assessors where's the board of assessors resources resources resources so we put a board of assessors under the resources uh so since we already have forms up here we can do abatements we can do all of this stuff under resource it's all resources isn't it so what are you calling resources now pretty much everything from Seven down wait wait listed as seven you have to have subgroups so we are at no no I know right now we have five numbered things we do then the next thing you want one through five after five so that would be resources and then right under that would be abatement so resource is a new subsection and and inside of that you want abatements is that yeah yeah that would be the the first thing on that page so I'm saying um so if I if I understand this right um Jack yeah uh you've got a [Music] the first big splash page right yeah the first citiz right and then we want a resources we'll call it six it it'll be number six on this sheet and then and then most everything else we go from resources you know when you get into resources the first thing on there should be the abatements right so the so that'll be call them 6A or something yeah 6A is that I'm just trying to okay just I'm not keeping up with you that's okay so what you going to joke just keep writing I'll the forms all the we oh the forms I'm just wondering what H okay we turn around and we said the board of assesses was going to get pushed down into the assessor to into resource into resources someplace into resources okay then also how to get to um uh yeah these two went back together right yeah so six and 8 are together original six and8 the abatements that are in green and the appeals it was seven oh it was seven well the one in green the one in green is now 6A and that is combined with appeals that was formerly eight right that's 6B okay or those combined what we have no 6B no 6B okay just they're all part of six okay six is resources abatements exemptions and deferrals and appeals are 6A so they're underneath the umbrella of resour they're together under resources [Music] yes okay do sales evaluation analysis investigation reports so that was there before I didn't dump it but there is some good stuff it probably needs to be further down the list L though um I think I'm not sure do we want well under resources maybe we want personal exemption information no is there a spot for Motor Vehicles in here oh crap personal property we got nothing for Motor Vehicles on here there is there is it just goes into a whole state piece but the one oh it's down here which one is it it's under assessor site inspection and data collection handbook yeah but there's also another there's an exemption section up here M Vehicles should be up closer yeah we want Motor Vehicles to be with the resour proper exemptions that's what a lot of questions are how do I personal exemption information got tax abatements up here right I can't see that far okay which one the header with the ti okay if you were to go back to old number seven oh it's under tax abatements you have here yes three layers of progressives um where is that oh under property exemptions um can we I need to put numbers next to these is it's it's up here under six under what was seven before okay so it's in there so we don't need to do more there well but should it be higher up oh because people are going to be interested in that so we could put abatements exemptions and deferrals right and say um yeah we would right at that as that whole section can we um cuz when people think of Batman's exemptions and referrals are they mostly thinking their home property can we make you know 6A be home abatements exemptions and deferrals and the 6B and resources be personal property other personal property like Vehicles right hey now you are changing this is this is the official state name property tax person property offal it's not reged so if we can add this okay I'm looking like something like referrals so six govern number a seven old number seven oh yeah we wer up there here so just whatever name you see is exemptions and deferrals vehicle exemptions and deferrals right well they don't have deferrals and motor vehic oh yeah they just yeah no I'm just think you say if I go to resources real property maybe we should do real property and I don't know maybe not maybe we can just keep it up real property personal property on a personal property would be motor vehicle but then it's buried too no no no motor vehicle only commanded personal property if it's a vehicle that's on the property and it's not registered I know so can we do home abatements motor vehicle abatements personal [Music] property and most of your personal property is going to be in small businesses in this town right so you want a personal property section well under resources um yeah we were just thinking like some people are going to go right for their house there are people who want to look for motor vehicles and there are other people who have personal property but Reno is saying those are mostly businesses so mostly personal properties small business forms does motor vehicle should that be forms motor vehicle abatements should be under forms yes M to which we moved to the very top so Brian right here how to and what you you whole line I'm going to move right up into there I'm sorry what was L and also what you need the paperwork you need to apply for mot oh yeah we need to explain because they nobody comes in with the right paperwork ever right even if they did it last year they're not doing it right this year so we if they go to forms I don't do it right so so if they go to forms on the first page can we have a link from forms to motor vehicle abatement forms yes yeah and what you need right Sarah there's a whole state link that takes you to the whole pages and that's what we've got in here I'm going to move that property exemptions and things Auto taxpayers and I'm going to move it up to agenda's Mission and minutes and forms and guides so oh good yeah link it to the like the right form and then yeah other guys and then we can just get rid of that in the resource section right yeah that's going to move out and the abatements are going to go up there all of them right and so the resources all the abatements are going to go up to the first one no no no all into resources is abatements going into resources the forms the forms tax taxpayer forms and guides is going you wanted it up there with agendas minutes forms and what I was thinking is you you you have up here you know the first thing you have is the agenda minutes and forms mhm when you get to that page could you have a link under the forms oh absolutely that that send them to these places that's what happens so you don't have another drop- down menu you know to build right you're going to get a little check mark and they're going to click on that and that'll take you to that section or it'll take you right to that state link yep that you get yes yep one of the other yeah so you don't have to look somewhere else to get to it right right right well that was yes when when you're building the index or the site map you also could build in the link if if you just had a big site map at the end and someone spot it real first they click on it it'll take you right to that state location or whatever location and then so in resources we don't really need the abatement forms anymore because they're going to be linked or we don't need the abatement information there because it's going to be linked from the forms page right well the form will be there but what about other information about a batement should we have other things there and I'm not sure we do or don't we had uh let's see town of lunberg aatman information application and that's really the state form and then the fiscal year real estate abatement application that was a PDF that you filled in and they just typed it in and the application for Real Estate 2023 personal property so you don't you don't want personal property in with just regular tax abatements you want it separated the whole personal proper I was just thinking if you're at the form spot it's on the same form it's on it's on the form you link to the information they need to fill out the form properly right right next to the form and this takes them there and we don't have as many drop downs but you know it's it's a preference thing it's not [Applause] really and it Reena somebody from town will come back and tell us what we need do better I hope they continue we we need a continual stream of you know we're going to make little incremental I think you know I think you you added some stuff to the forms we have the resources that are 6A right and then what else do we want under resources do we want to say um assessor toolbox well like which of these things do we think are most important to have for I kind of looked at the assessors toolboxes the things that we wanted to be pulling in and looking at and it's a place to store data oh so that's most PE most citizens will not be looking at that for any reason they will have to okay okay okay so we've got resources and that's the 6A stuff is there anything else that we need under there or we under resources yeah well I don't know where you ask for a Butter's list certified a Butter's lists should that be under is that under forms it's not going to up under forms is it there is a form that you fill out there is a form that you to fill out to app for an Abus list but I don't know where it is on all this oh it's it's way down here it's it's our number 10 but it it it needs to be included with the forms the certified of butter needs I think so okay okay so then the only other thing that we have here that could go under resource is the drr sales and value investigations and that's that's even a question under itself the investigation never was completed yeah so can we just and it was in there before and I'm hesitant to take it out because I don't know what that means if I took it out I would leave it I think the select board is still on on the hook to give us that yeah um yep so that that can just go under the resources so we have what six headers now we can be on a six uh where well six headers and you've got the accessor toolbox which is really kind of separate thing right right and that becomes a separate group okay we could call the accessor toolbox seven and just yeah so those are the major C categories with six seven things this includes forms includes virtually everything you need as a form yeah okay so you'll see a new number next to it but I have to give Cara a way of following it so you got to stay with those old numbers not a big deal it's just a way of fine make giving you a trail just giving you the the the order that goes in that blue box okay I can have this to you for the next meeting without a problem if you want I can send you a high def PDF that you can go take a look at it on your own uh on your computer if you want we just double check to make sure that we were able to we all interpreted this the same I'm sure we didn't because I'm sure we didn't no but said I really would like us to sort of wrap this thing up by maybe the next meeting so we can okay now Cara says she's not going to do anything I'm not sure she's even going to do the other new list until she has an approval from the board right so while we're all sort of in sync here if you send if you create this send it off to us yeah now we can double check to make sure it says all the things we think it needs to say and then we can either send this to you or I can send it to Cara and say the board has work through this I whatever works how Cara seems to work best is that I do give her something like this and when when we do meet and I give her now I'm giving her individual sets of instructions if I gave her all these instructions without this it would not it would not so do you how about you remake this with what you think we just discussed here and send it out to all us and I can send it to you in a PDF form or you can wait till the next meeting whatever that is I think you could send it in PDF cuz we've discussed this it's available to get a big screen so you can see [Music] it so you're going to make it's it gets really tough to see and now do you just want the the big head of groups or you want me to include there's a subgroup even beyond that but you just want to see the big list the big the color ones theor the big list is what because all the rest of the stuff I mean like the do sales and value analysis it's la3 la15 la4 you know we already know what that stuff is and it's going to be under there that's fine okay so there was a couple of things that were associated with this uh first of all we have a vision mission statement and things like that I know we talked about it a long time ago but I just want to make sure that that piece doesn't it it helps us to which direction we going to go so I think we have our I think we have our layout and then from there we'll have to figure out the do next details good okay I think we need to yes let's try to declare success next time be close to finalizing whatever final is and then we can just move forward with whatever suggest whatever changes we want to make we will make them individually I mean as a group yeah but we'll make those changes individually so we can move on the design is done and now it's the content that we're the reason I put this in as two different it uh one was design improvements make sure that links are active and current test plan well once you have this all set we can give this over to Cara she can then tell us yep we I've done made all the changes we can go in and test it so that the test plan could be you know we're we're by by early June we're done M uh or not if something doesn't work and then a release schedule so pull the pull the pull the trigger and just yeah make changes as we go but you don't long you no longer need to lead up a program to do this or project sorry the individual files we just look at the things we want to add right and as we go we can oh and where does that go oh goes here yeah oh we need to add another major category well okay I didn't think of it and I really do like the idea of shrinking the numb of categories down and making like the the question the debate that I'm having with Cara is do we do an index or do we do a site map because there's a ton of stuff and but if I well when you look at a website you often don't get a index you just get a website and here's what the list of things is you click on what you're interested in so I'm not sure we need an index as such I'll send you the I'll send you the research and whatever you guys decide is fine it's it's uh it's just that you got to make it the more the less energy a person has to use to find an answer the more likely they're going to use use you as a document sure you know it's all about less energy and the easier way we can make it easy for people to find stuff or even do a search the better and if you there two ways oh crap which way when you go look at something a piece of software what do you go you go to the site map and try to figure it out you go to the website you no no no no beyond that this is going to be mostly for our citizens they're going to go to the website you're not going to go looking for a site map no the site map just tells you where to look but I I'm not going to them I I'm going to the drop down and if I can't find it in clicks how most citizens will now now I can't find it in three clicks I'm using a search feature well there's another way you don't even have to go to the half what you do is you dial you go Google right you say lunberg accessors and you say something like a batement note if you have something sitting in a site mat it will Rec the Google goes out and recognizes and takes you right to it you bypass the manual Al together you know what I mean no okay I don't and if I want to if I say I want to know what the abatement policy is in lunberg well okay that means you have to go to the manual but and if you go to lunberg baitman policy more likely than not the search engine will find something referencing the site map or your index and then it'll come back and take you and there'll be a link to it they'll link you to those sites if I do a search for make it easy for your search Eng won't it give me what I'm looking for anyway I don't know what does carara recommend because she designs websites carara recommended nothing but I did some research and I I use my Gemini artificial intelligence and I POS questions to it and then it comes back after them it comes back and gives you a recommendation with regard to what you're saying right now the research is saying is something as big and as complex like that they actually recommend both so and I'll send it to you I'll let you guys take have you have you tried using that yet there what do you use for search um when when I go to well I have used AI for two things yeah one I write what I want to look up oh I write what I write what I'm I'm doing and I ask it to specifically correct my grammar I'm getting that to make sure that my verb tense matches match the other syntax the other thing I do is I take student work and I load it in there to see if they copyrighted it to see if they stole it they stole it that's it yeah uh because it it's scouring the internet and coming up with plenty of things but um I still prefer preer to read the cited literature yeah yeah um rather than an AI scrape of the internet yeah so if I and I prefer to consult the expert on making something rather than using AI but everybody has their preference yeah I've seen a lot of mistakes from Ai and I always quote it is it is so like I I I don't know enough about web design to evaluate whether Gemini AI is correct or not they before it was Droid or something and now it's uh Gemini I would okay okay so if I could just a couple more things uh on the website on the yeah the website okay I was looking to add uh the functional roles and responsibilities piece into that section in terms of who's doing what for Mars and I know that was perceived as that it got an immediate response for that needs a review it absolutely yeah what you essentially an org chart with function with roles and responsibilities we haven't agreed to anything so we're not putting anything out there till we agree to it yeah I agree I agree with that and I didn't even the the roles I didn't if you notice I didn't connect the lines in terms of responsibil so those for me are like the individual docs that we will get together and review right okay as we go which is the next phase so I won't I'm not going to load that into the site but from an employes perspective and things like that and who owns what piece and especially like we're trying to col the calendar who owns this piece so one of the problems with that is there's so much overlap because everybody does a little bit of everything yeah so I don't know how you say you're doing this you're doing this you're doing that when in fact Linda's out this week so reena's doing everything the week that that reena's out Linda does everything and when they're here they are both sharing the work across motor vehicle excise across abatements across inspections they're sharing the work so I don't know how we lay it out and say you're the final person who we go to when we and when you get a work team line of sight it's a lot easier but as soon as you move out of the department like okay we've got to send some financial information to whatever Department you want to at least have defined the format what information is going to get transferred and so you can do an interdepartmental responsibility you don't have to call out the individual but I I know I know this is really important to you Jack it's just that I I find all the other things that we have to do here MH as a higher priority for me that's fine oh I'm I'm but I like I I get what you're looking for I just I and I also know that inside the office things are still in a lot flux so I don't even know how I would assign some of these things I agree we still have we still don't have the admin person and don't know when that's going to happen and we just got the approval for the data collector but that really can't happen till after the first of the year and then it's going to have to be posted and interviewed and so we are going to be running with with two and a half people two people for two people for quite some time you have a headache right yeah D oh I know I hear you okay so okay thank you that was okay and and I still have the issue I I spoke with Adam at town meeting and I promised him I would send him a flowchart with regard to how we can not get in trouble with an open meeting law and how we can perhaps communicate via uh I I referenced the case referencing case law and things but uh essentially how we can how you could have Sarah sent this to us in advance and then well she could easily have done that because we talked about it at the last meeting we asked her to go and do that so she could have sent this to us a week ago if she had had the time she didn't right right but I'm saying she clearly didn't but but she could have sent this to us a week ago and we could have reviewed it we got it today because it was already committed to in the meetings so there's no reason we can't commit to things in meetings follow up on them and review at the next meeting that's exactly the process I think that that big list of things and say please put these on the agenda so the public we may not put them on the agenda because this was on the agenda if you give me a list of 20 things I might put one on the agenda and say I don't have time to do all the rest of it so if I'm generating documents and sending them in no that's not what we asked then that's not what we asked we didn't ask you to generate a document we didn't ask you to generate a document okay when did we ask we asked her to generate a document which she did she we asked her to generate the the H to review your card we asked her to generate this proposal on how to do the how to do the neighborhood thing so we asked her to do that so now we can talk about it here because she sent it to us and we have an opportunity to review it we've talked about it in public meeting if you just start sending willy-nilly documents which is what some of these have been then we can't look at them because we've not asked you to do it I I am Sarah frustration of saying not just Sarah but go ahead okay fine you're kidding me go ahead okay so anyway I'm trying to find a way in which I can communicate something and it becomes available to the public at the same time that I communicate it to you that's if you bring it up at a meeting we put it on the agenda then we will you can communicate whatever you want but it's got to go on the agenda I don't know that that it has to be previously on the agenda it's not what the ruling and the court said the ruling of it's actually up to us to set our policy and right now my policy until somebody tells me to change it is that if it's on the agenda we can talk about it and then we'll we'll we'll put a document together and we'll talk about it at the next meeting but and by the way we have that Latitude we can adopt whatever want whatever we want as far as communicating as long as we do it in a public way right right and that's the so you writing up documents and sending them out to the website for everybody to read doesn't really do it to me for me I don't want to do documents out to the website that nobody's looked at before we post it but I don't even you know I I don't I don't want to open a document and and find a a bunch of um some data but then a lot of opinions right because I feel like those should be aired here here in public um and I think sometimes I have a very different opinion about what is an opinion and and and what is is fact um from from um you on occasion and so I actually do like the policy of saying hey um if it's an important enough that we need to write about it to each other it's important enough to say we need to make this an agenda topic because if it's that important that it's got to be sent it's that important to share with the public um and not not an email until we have discuss things in public and decide of what what we're trying to produce that's that's how I would like to see things Run Okay so so if you have a proposal for how you'd like to do it differently yeah and you're going to pass that by the Town Council and he's going to go yeah that would work then you need to come back here and pass that by us that's for us to say yeah that will work for me or not and we may say not we may say yes so I owe Adam a flow in terms of how it could work and he will come back and critique it and when he when I Cur cover those hurdles I will come back and say hey folks what do you think perfect so when you think you're going to be ready for that let's put it on the agenda and we can share whatever we' got and I told Adam it was a couple weeks before get how you kid I want my life back I still want my life back there's a we have a lot of real work to do that that needs to be done we talked about some of the subcommittees that we're going to put together and the investigations that we have to do and the corrections that we have to make so that sort of Falls further down the Prairie list but if you can finish something up and and and Adam is thinks that it's he's given it his Blessing this would work then we'll take a look at that review it and decide if that's what we want to do okay all right that's perfect just one question one last question if like in this particular document I've copied down one I but I may be not clear how do I go about contacting you folks to say we just talk about that we just talk about you talked about but I can call talk to you on the phone and get clarification no we can't no because that excludes the public and the other member and where we put what numbers what numb you can send it to us you can say here's what here's what I interpreted what we did tonight for several minutes and and is this what we want is this what we all agreed to and we can go yay or nay or oh this one's a two more rounds then what can I have your piece of paper yeah I was pretending to use it as a telescope and then I will iar where's yours didn't you did I steal yours hold it it up and put it right here cuz I don't want do you want to hold it on it or you want to let me try and figure out what your hand scratching looks like you can see if my hand scratching is anything like hers okay there you go thank you cuz we may have put different things down anting there a possibility that they're going to be different so thank you thank you thank you so future topics no we just well we are we just finished up the the status of the website we are supposed to be on future topics okay um and one of the things is policies so the policy over the past couple of weeks we do know that the if you were to request a an abutters list certified abutters list we have two weeks 10 working days to respond to that over the past two weeks I've had phone calls to come up here right now and sign this fraking piece of paper that that some attorney somewhere sent us that didn't really s need and I think we should adopt the policy where we will respond to requests for signatures within 10 business days okay okay is that unreasonable um especially where I may not be in town for a week here and there we should have some time if whoever the chairperson is at that time Vice chair would sign maybe well that that's kind of funny if it's at like 2: in the afternoon yep yeah yep yeah y it's not going to happen so well the clerk can sign so I I think we need to write up a policy and I if you want I'll I won't do it till or or if somebody wants to take that down and write it up fine that's great but I'm okay with you so for the certified of butter well currently certified of Butters lists are we have up to 10 business days I think that's state law is it not are you getting a request to sign them the day I'm getting requests to sign documents from attorneys on that day this was kind of something very unusual because this this attorney wanted a document that I had never seen before and when the roll back taxes were paid and the lean was released it has always been my it's always been that after the lean release is the proving that the roll back taxes have been paid right and this attorney had some other form he got from God knows where I think he made it up I never saw it before and he kept sending no I need this sign for all these three parcels and when the lean release was done it included all the parcels so it was just it was a very unusual situation never not anything I've ever encountered before in this attorney cuz any attorney when they when the roll back taxes are paid and um then we do the lean release so the lean release proves that they paid their roll back to taxes they're not released until those roll back taxes are paid so this was and this attorney was it was unusual and the pro the reason that I went ahead and rushed up to sign documents was because it was putting the homeowner the land owner in a binded because they had a closing that day you can't send me something to be signed today day and expect it to be signed today today so if we have a policy we just say sorry policy is this yeah okay um now if we can do something for you we might but it's not sorry we're not a your bucking call 247 yeah I see what you're saying I just didn't understand what was going on entire no I well I didn't really understand and things like a Butters list we usually get the email with the form on it and 99% of the time a buus list is so easy to do we just go on and do them and they usually have them within a day or two we have up to 10 days we don't take 10 days yeah no no but if they know that you know don't expect it for two weeks well at least they know he you said he came up with the unique but I thought the state had one a Butter's list no no used no no planning board has different it's the same form yeah but planning board has 300 ft conservation has 100 ft so it's different it's a different parameter around who the abds are okay let get Adam cost to write this up never mind I know it just seems like a legal so a function of the source of a request um well okay it's just I I'll I'll put something together and okay I'll based upon how the state requir posted yeah I I see what you're saying about this oh I'm sorry what were we talking about post public records request is 10 days public records request is 10 days and a Butter's list is 10 days all kinds of things are 10 days except Brian needs to come up and sign this now um well they know they know the device is not available may I may mentioned something that is not on the agenda I would sure I'm not going to tell anybody go ahead so Reena and I were looking at some properties today and discovered that we have obviously we have some properties that have neighborhood zero I'm sorry site index zero which is not a site index at all and we were trying to figure out somebody came in for an abatement said why is the why is this person looking for an abatement oh wait a minute their site index zero their value is this but not really I don't know how we arrived at the value at all and we do have quite a number of parcels that are site index zero so which is nons side side index so we need to go investigate how many we have what makes you think we have quite a few cuz Okay I'll take back that we have at least one right side index zero I believe we have more than that by dozen that's a good Mouse Theory that's the mouse Theory yeah dozen or so I and I just want to invest we need to investigate the site index zeros and get them corrected um I don't know if we need to have a team do that it's nothing we need to press for right now first we have to run a report to find out just what they are how many we have and can you run that from here from Vision so Vision runs it for us or no no we can run it from okay so if if if I could impose upon you Reena I know this is a busy week because it's you alone in the office so if it can't happen till next week that's okay if we get a report of how many site index zeros we have and what they look like and then we could figure out what to do with them well we just would put the right side indexes on that's what you do with them I know well and we may know that the side indexes are straightforward it may be somewhere we have well I'm not sure like which one is it uh is it uh Lake View is it okay I don't know what they are is it neighborhood one neighborhood three neighborhood 2 I don't know where are they so okay that was just something I think we need to investigate and the next thingle next meeting next oh meetings we need to talk about our upcoming meeting meetings June 3rdd is the first Monday I think yeah I can do that um we have 24 abatements today some of which we'll be able to take care of at the May 20th meeting I don't know how many by then uh that means there'll still be some probably that aren't ready so I would suggest that we want to go ahead with the June 3D meeting if we can all make it I can make that yep okay uh the next Monday after that would be June 17th I can't make that can we do the Monday before that possibly that would be consecutive weeks I know I can do that can we do it the Monday after 24th no oh crap um then sorry tentative June 10th I'll call it for now Tuesday I'm sorry June 10th is Monday 10th is Monday I think June 10th not July I just can't number we're good is that cuz Monday's the 3rd the 10th is the 10th is you're right here Monday is June June 10th is on a Monday yeah I just had what we'll have to do is if if we do wind up meeting that date we'll have to have a different location because this location will be taken um and then I would like to at least consider maybe going back to once a month during July and August just because people are not that much available uh we will have gone through the bulk of the really pressing things that have a schedule on them um and I know we have a lot to do but it' be nice to be able to cut that back I'm okay with that um because I will probably be doing a bunch of other meetings oh yeah you have some meetings to do yeah um July and August uh right now only tentatively once a month that works for you oh this during the summer sure um and I don't know it'll it would either be the first or third my my leaning would be toward the third but we'll see what they the third of the third uh the third Monday which I don't know the dates 15th of July that's the third Monday that would be what do you want for and what's what's the August third 3rd Monday the 19th 19 um that that won't work for me okay 12 so wait wait let me double check my calendar how about almost the third Monday be the 12 second so July and Jo the 15th I'll have to double check my schedule on that calendar not the 19th perhaps the 12th let me I I'm just double checking my calendar right now um because I do think these are not cast in concrete these are still tentative but so we're talking July 15th ish ish oh I'm out of town um okay but I am I can be available on the 22nd just I'm at I'm in a GIS conference in San Diego 22nd Y is uh you can go ahead I'm right now I'm showing myself up at Tenants Harbor with the kids so but I can call I can zoom in I can zoom in um and August you said 19th was let me check like unlikely these are just tentative oh I can do the 19th actually 19th I had that confused of August mhm yeah is that on Monday it is his calendar starts on Monday that's why place so we'll put those out there as tentative uh July 22nd so June 3rd 10th okay not till July 22nd that's kind of a long period um I could I hate to do the 8th it's my anniversary oh don't do that do not do that don't don't do that you remember anniversaries they don't happen anymore cuz I'm sitting in this freaking meeting don't do that yeah so this I'm not available um well I I am available on the 8th but we should not meet on the 8th I'm not available on the 15th okay and I'm not available on the 1 oh I the first so if we wanted to not do a Monday which is all sorts of scheduling problems I I understand um I could be available the 9th or the 10th of July sure just um maybe Tuesday or Wednesday yeah uh okay but we get into Thursday Friday no we can decide during one of our June meetings if we have to thank you it's my busy season um any you're off AR you off for the summer any more comments I think that's it for anything that was on the agenda uh anything any comments from the public seek if there's anybody out there nobody out there nobody you do any further comment from the board yes I've got to share with you a potential tragedy that's happening in town the discontinuing the pancake breakfast at the senior center temporarily or no this they they're saying this is the last one not enough people showing up it must be because of the lunch periods well there's other lunch stuff all sorts of other stuff going on but yeah that that there's just not enough people showing up that was very sad B for the people who are showing up it is yeah it's a social event as well yeah it is anything else tomorrow at 9:30 not me no I I have nothing else to say okay thank you uh we will be entering into executive sessions so I'll entertain a motion to enter into executive session soov second and you want to read this who wants to read this I can read it motion to enter in ex we just turn the off um we're suspending the open meeting to enter into executive session not to return to open a uh session after exe exiting executive session we are a motioning to enter into executive session under purpose 7 to comply with or act under the authority of any general or special law or Federal grant Aid in requirements and the reason for the executive session applications for abatement or exemption under this chapter shall accept in proceedings before County Commissioners the appell at tax board or a court of the Commonwealth be open only to the inspection of the assess assessors the Commissioners the deputies clerks in assistance of either the assessors or the commissioner and such other officials or designated private Auditors of the Commonwealth chapter 59 section 60 of Massachusetts General law is the law being cited like to second that second I'm sorry load my calendar I'm sorry all in favor I I okay we're going to be shutting down thanks for those of you who are watching give me one second recording stopped