--------- Good evening. Welcome to the Town of Air Finance Committee meeting of Thursday, January 29th, 2026 at 6:30 p.m. in the Air Town Hall. This is a hybrid meeting. This meeting of the finance committee will held in person at the location
provided on this notice. Members of the public are welcome to attend this in-person meeting. Please note that while an option for remote attendance and/or participation via Zoom is being provided as a courtesy to the public, the meeting hearing will not be suspended or terminated if technological
problems interrupt the virtual broadcast unless otherwise required by law. Members of the public with particular interest in a specific item on this agenda should make plans for in-person versus virtual attendance accordingly. This meeting will be live on Zoom. The
public may access proceedings by joining Zoom meeting ID 978-772 822 or by calling 9292056099. For additional information about remote participation, please contact Carly
Anteneellis, assistant town manager at atmir.mma. us or 978-772822 extension 100 prior to the meeting. Okay, I'd like to call the meeting to order. Um, first item is the uh meeting
minutes. Uh, we are going to do those next week. Um, next item is committee updates. Um, so two quick updates. Uh the rate review met again on Tuesday and came up with uh
preliminary uh recommendations. Um again we're going they're going to meet the rate review is going to meet one more time and uh review these again. But currently um they're looking at um for
the water going with 3% uh rate increase uh and actually I mentioned that our group had said you know if we're going to do it let's do it right um and take uh 350,000 from um
uh reserve funds. Thank you. And um the other one thing to note about the water is that um we had actual drop in usage and drop in revenue because of uh one of the wells isn't uh totally up to speed.
This is the the clear well is it clear well project? Yeah. >> So that's going to be done. Once that's done, usage should go back up and hopefully revenue will go back up also. So that's uh will help in the future. Um
with the sewer, uh we're looking at uh saying for a 5% increase and using 50,000 from the reserve fund. So that's where we currently are with the rate review. Again, they're going to be we're going to be meeting again in another two
weeks and then finalize those numbers and then uh present that for uh review with the public hearing. Um there was the capital planning meeting just before this one and uh pretty much finished up looking
at everything. Um and it's been uh pretty pretty tight. Um, the only big thing that came up this meeting was the Sandy Pond Beach House,
which they were we had uh put a placeholder of 1.2 million for that, but um the uh they're going to park director is going to revisit that. They've got four
bids in uh but they're going to visit revisit that and see if we can get that down. to 800,000 would be a nice um number to get that or even less than that. So the capital plan is going to look at that a
lot more closely and um again it was I have to note I think department of public works did a great job. They have cut back >> looking at Robert for affirmation there. So, I think uh the capital planning has
done pretty pretty good job of uh keeping keeping that down to the minimum. Not well just for what was really needed this year. So, any questions on those review capital planning? >> Yeah, we have a budget of 1.2
million. Is that what we they said? 1.2 million. >> Oh, no, no, that was that was the they asked for the Sandy Pond Beach House. >> Okay. All right. And you've gotten three bids. >> They've got four bids. >> Four bids
>> that they're just um Oh, no. They've got four people that are going to put bids in. >> Oh, I see. >> Yes. I'm sorry. Let me rephrase that. >> So, they are um
Sarah, is her name parks director? >> Sarah. >> Yeah. Yeah. I think she's got pretty clear uh idea that we want to as they put together their uh recommendations they should be going low you know 800,000 or
>> so just last question 1.2 2 million includes design and all those other components or is that for construction only >> all in. >> Okay. Yeah. Thanks. >> Yeah. >> Okay. Um
Oh, Pauline, do you want to jump in on >> Yes, Kurt. Thank you. Two questions. I I presume you have a quorum because all we see out here in Zoom land is you. >> Oh, yes. We have three of us. Yes. >> Okay. And
>> I don't know why >> in respect to the last question about the Sandy Pond Beach House, >> the RFPs are only for design and I believe from the meeting we just le left it was for a maximum of 120,000 for
design only and maybe less. And the 1.2 number is not even on the budget or the warrant this year. It's a placeholder. >> Correct. Correct. Am I correct on that? >> Oh, yeah. Yeah. Yeah. So, yeah, that was the ask the parks was asking uh for 1.2
million, but um for right now, that's is still to be decided on entirely by the capital planning committee before going into >> No, no, no. They're not even asking for that. That's a placeholder, >> which means there's no ask. >> Okay. The only the only money being
requested at least at this point is the design phase of 120 and until those RFPs are public, we don't even know what that will be. >> That's >> so I apologize for the correction, but I think it was important given >> Yeah. No, no, no. That's that was a good
that was a good clarification. Yeah. Thank you. And is there any way to make the picture that we see on Zoom smaller so we although I like looking at you I'd like to see who else is there. >> All you're seeing is the back of my head too. >> Yeah. Well, you don't want to see the
back of my head. Trust me. >> Hold on one second. Let me >> Anyway. Oh, look. Thank you, Robert. >> That's all right. >> Part of the crew. Let's see. And then let me just Sorry.
with the camera. Are you >> I'll quiet down now. Thank you, Robert. >> You got it. >> There we go. >> Oh, there we are. Okay. >> All right. So, okay. Good. So, that's
updates on the committees and next item on the agenda is the review of draft one of the budget. >> I don't need to hear anything. Mr.
>> Mr. Chair, >> you might might want to uh mute >> for it. Okay. All right. So, um Mr. Chair, remember members the uh fin good good
evening. And Mr. Chair, if there is an objection, I did ask if Barbara could just join us at the >> table as um she's been very um instrumental as always with the budget. So um for tonight, I I just have a very
um brief presentation which I passed out hard copies to you. It's on the screen. It's also on your web page um for tonight. And the main thing is want to hear just going to do a very brief overview of the highlights of draft one
of the budget which we sort of talked about the last time I was here. More importantly any specific questions the FINCOM has. But Barbara and I also would like to just talk about the reserve fund recommendation and start the discussion
for the recommended um uses for free cash. When I say recommended uses of free cash, this is sort of a initial recommendation from Barbara and I. Obviously there it's subject to more discussion by the FINCOM and the select board and there's a there's various
options. So why don't I just briefly um through the presentation which I know hang on one second. So, I know we've covered a lot of this before, so I'll go very um quickly again
back from November, but the theme is it's a tight year for various factors. Our goal is to have the omnibus budget be no higher than a 5% increase. The average over the last 10 years has been
5.2. Our goal is we want to get that you know even lower than five but that was the maximum cap which would give a million dollars um in additional funding. However, as I mentioned before the two challenges the biggest
challenges we have this year is the health insurance which we're uh planning right now at a 25% increase which would wipe out about almost 700,000 of that million. And then of course the regional school um assessments and as the FINCOM
knows the uh school committee and the superintendent will be here next Tuesday at 6 for the joint meeting of the fincom and the selectwood where they present their budget. So that you've seen that slide before and then the second slide
just uh Rob can I just ask for clarification on this? >> Yeah. >> Okay. Um so in a perfect world if we would >> be looking at our budget this year would be 21 million
>> right now >> assuming >> 5% increase. So, what essentially if we go all the way down to the bottom right now with these drivers in red, the starting at 500,000 with
health insurance down to the um 63278 for the Nova Tech. >> Um those are putting us 1 million 0117 over. >> Correct. has a shortfall. Oh, this this
slide which I presented you was back in you know November. So the next slide >> because progress has been you know made. Um so this this slide which we looked at last time is the status update of the
budget drivers. So if you go on the left is November 12th when we first presented this. The middle is December 10th. The far end is January 14th when we last met with the fincom and it was right before draft one came out. If you look at that,
so the health insurance back in November, we were planning on a maximum impact of 20%. after November 12th when Barber and I and and the benefits and health benefits and payroll manager met
with Maya a Maya rep as we have Maya insurance and told them that we had a 20% placeholder. They advised really that it should be somewhere between 22 and 25%. So you'll see in December 10th
it it moved up so it's about $653,000 impact. Now, we will get the official rates for the town the end of February. In fact, I was just told um hopefully 3 weeks from yesterday is what I was told.
So, the good news is cuz they have anywhere from the end of February to the beginning of March. The sooner the better as you'll see in the notes. So, we will have that specific number. Obviously, everybody, Barbara and I, everybody's hoping that obviously it
comes in below 25. Um, that will be progress. If for some reason it comes in over 25, um, it it just makes the issue more of a challenge on the debt service, which is the second line. So, this is all of the
capital. Um, you know, the different projects that are approved each year. We have to pay the the debt service on that. Um, a lot of progress has been made on that front and a special thanks uh to Barbara's efforts. If you see under November 12th when we started, we
had about $283,000 in debt service. And by December, Barbara had it down to $185,000 and as of January 14th, we're around $119,000. And we're going to talk about later
under the free cash um about some other ideas on that. So, she continues to review that. The union contract obligations, this is all of the existing union contracts. The estimated impact is
200,000. I put in the notes, the town hall clerical union contract is the only one up for negotiation. Those negotiations are underway and we have a target to finish them on February 13th.
So whatever costs with that clerical town hall clerical contract would have to be added. I also want to point out that the 200,000 is from benefits payroll as when I say a placeholder the f our finance team now is drilling down
into the these numbers for the exact specifics for FY27. But that's the estimated impact. The next line is the non-union contract obligations, personal service contracts, non-union folks, about 125,000.
That does not include a non a non-union cost of living adjustment uh recommendation. That is going to be made on February 17th to the select board. And if the fincome recalls, per the town's financial policies, there's a
process for that. There's various metrics we look at. We make a recommendation to the select board and ultimately it's subject to town meeting. Historically that cost of living has been 2%.
If it was to be the case that would be about a $65,000 impact, which is not um reflected in the budget at that time if it was 2%. fixed operating costs. So, sort of your
um energy in in fuel um 75,000 um is not that bad. Um and it's held pretty level from facilities. We're locked into a lot of various energy contracts with favorable rates and fuel right now um
from DPW um that handles that account as you'll see as you saw in draft one um is confident that at level funded will be in good shape because the price of fuel has gone down. the air surely regional
school assessment. We will find out that number um on Tuesday. This assumes this just a placeholder assumes a 5% increase. Since regionalization, the school assessment has fluctuated
anywhere for air from as low as 2 1/2 to 3% to one year it was 9%. The average is usually around the four or 5%. Our concern here is we've been indicated that the um the school is looking at a
doubledigit um assessment increase. So if you just assume double digit was 10% and this is 5% that'd be a $1.4 million hit. So that's just a placeholder. And same with the Nohoba Valley Technical High School.
You'll see um we have some news as of December. They're estimating about a 100,000. We'll know that number um next Thursday when they have the annual breakfast where they release the budget at Nashoba Valley Tech. We will transmit
that to the Fincom and the select board and post that to the budget page um as soon as we get it. So if you go by this and this has changed cuz budget's always moving. is about a $2 million um shortfall for the omnibus. So, just
quickly, so overview of draft one of the budget, which you received on the 16th, and I do have it as another file we can pull up in a minute for questions, but just to um point out, it was submitted on the 16th. It assumes a level service
budget, meaning the the assumption is to keep the existing level of service going. Um, it maintains the same staffing levels. There were no uh new positions. It assumes that 25% health insurance placeholder, which we're
cautiously optimistic. That comes in lower. That's beneficial. Doesn't include the clerical contract costs yet, but as I mentioned, uh we'll have those uh by February 13th. The non-union personal service contracts, there are three that are up. the fire
chief, the deputy fire chief, and the town clerk. We'll have those um done in February. It does not include any cola recommendation as that process, the recommendation uh will be made to the board on February 17th. So, the
increases right now in draft one, it's just a draft. It increases the budget by about 1 point just over 1.2 million. Well, actually one 1,284,000 or 6.41% 41%. So we we're over the
target. Um however um since this I mean we've actively have been making adjustments that it'll be coming down. Um and we will get um I'm cautiously I'm not cautiously I'm optimistic that we will at least get to five and probably
below 5%. That doesn't include I'm talking for the town budget not the school piece of it. So there you have a snapshot. There's the target in green of of no more than a 5% increase. Draft one, we're over target at 284,000,
but that's already being worked on the downway. We're waiting on the clerical contract non-union. If the cola historically was 2%, that's the estimated impact. We don't know what that is going to be yet. That's subject
to town meeting approval. So, if you go, >> would you rather I wait till the end or ask a couple questions? >> Um, no. What? Whatever through the chair, whatever your you guys pleasure is.
>> Would Would you rather me wait to the end or >> um I I whatever would be keep your presentation rolling, Robert. >> All right. I'm almost done. The good news is not that long. Is that right?
>> Yes. All right. So then >> so let me just ask are we going to look at this and then are we going to take a quick gander at the actual big big sheets? >> Yep. >> Okay. >> Maybe have why don't we go through this? >> Y >> then ask your questions then we'll look at the the big sheets. >> That sound good? >> Yep.
>> Okay. >> So just the next slide is just the next steps in the process. not going to belabor it but February 3rd we're going to know the initial number from the air regional school district on the 5th so next week's a big week we'll have the
Nshoba assessment February 17th to the select board will be that cola recommendation late February early March which I just said it'll actually be uh the end of February will know the health insurance rates and then I put here mid in the
blue the Reason I put this is though the regional school committee is coming um Tuesday, they actually do have and they're going to Shirley on February 9th, they have up by law up to 45 days
before town meeting to submit their final budget. So they actually will have until March 17th to send to the towns um you know the exact uh budget and we'll keep you updated on that. And then March
25th at 6 is the B public budget presentation which has been a joint meeting of the select board in Fincom with all of the department heads here. We anticipate to have for you in the select board and the public a draft two
once we get that final health insurance number. So probably the middle of February will have a a bigger piece of the picture from draft one. So two last items that and then we'll shift back as
the chair said to the draft one to the the big sheet. There were two items we wanted to uh talk about tonight um with the fincom. So the first one is the town's reserve fund. So on the budget, it's it's basically in the middle of the
first page. You may have saw it. The reserve fund is a fund that towns have to address any unforeseen or extraordinary budget shortfalls that could happen in in the year ahead. So we do the
budgeting. If a budget is is approaching uh zero or is in a deficit and it's driven there due to an unforeseen or extraordinary matter, um we can access the reserve fund which as this committee
knows requires a simple majority vote of both the select board and the fin. And this is designed because it would be great if we could predict everything in the year, but things do happen, but they have to follow in that category. So what
in draft one, as you saw, we're recommending Barbara and I, it's been historically largely budgeted at 150,000. We're recommending that we it's be budgeted for FY27 at $125,000.
That would be a $25,000 savings for the budget. But why? And I know the prints small on the on the printouts, but on the screen. So, historically from FY27, I mean FY 2017 to FY21,
we were budgeting the reserve fund at 150,000. But if you look at underneath shows how much was used in that year. So in 2017 we budgeted 150,000 we used 77,378.
The next year we budgeted 150,000 we used just uh 26,971 and so forth. When COVID came, the pandemic FY22 and FY23, there was so much volatility and uncertainty. The
finance committee and the select board recommended we increase it to 300,000 because we didn't know what was going to happen. In FY22, we raise it to 300,000. The good news is we only used 81,21.
We kept that increase as we were in the second year of the pandemic at 300,000. used 81,200. And then for FY24, we started to go back to get back to 150. So we're at 175,
used about 72,000. FY25, 150, we only used 20,000. This yellow, we're in FY26 about halfway through budget at 150,000. We haven't used any. And as this committee knows, it's usually towards the end of the
fiscal year. So, we're recommending based on these trends uh to budget it at 125. Um I think that gets it more in line with the historic and also there would be a $25,000 savings um to the
budget. Um so, just wanted to put that out there. Draft one reflects that with a note um from Bober that says, you know, 125 to reflect the the historic the historic trend. Okay.
Okay. So, again, no decisions for tonight, but information um and I'm sure more questions. That is the segue to my last piece of the presentation. So every year around this time we start the
discussion about the recommended uses for free cash. Um which is a is a good thing to have. So as you'll see at the top of the slide the certified free cash was just over 2.9 million.
This is just a recommendation to start the discussion from Barbara and I. So in in full disclosure I mean ultimately ultimately town meeting will decide but the select board and the fincom as we prepare the warrant there's generally warrant articles for these um this is
just to start the discussion. So the first area is the compensated balances fund that was created by town meeting. This fund the town can use for compensated balances of employees like
when if they're retiring or separation from service, the town often owes them whether it's vacation time or other other benefits. This fund can fund those without impacting the the budgetary the
respective budgetary lines um of the department. Um the current balance is about is 62,694 as you see in the notes. We are seeing some projected retirements over the next
two years. Um some over the next two years some very long-term employees with great service and so forth will be leaving. So, we are recommending a $20,000 uh uh $20,000 with a compensated fund,
which would put it at about 82,000. The next line is the pension forward funding. As this board knows, for some time, several years now, we're able to forward fund our assessment for the
Middle Sex retirement um system. So every town gets an assessment and you can forward fund it and by forward funding it you realize savings every other year generally and so for example this year um the increase of the
assessment is only I think 6% right >> 6.5 which is the best the benchmark >> 6.5 which is the benchmark if we hadn't forwardfunded it the increase would be about I think was it I'd have to check, but
>> I don't have the percentage, but >> but we this we have been realizing consistent savings um by forward funding it by the 300,000. The next is the town's postemployment benefits. So, per the financial
policies, it says, you know, that we will ideally would fund up to 300 thou fund $300,000 each year. And we the fincom many years ago in that policy came up with we would use the town's
meals tax as a portion of it and then free cash. So if you see in the note Barbara has um calculated that there'll be 175,000 this year in the meals tax. Subtract that from the 300,000. So
125,000 from free cash. with the 125 and the 175 we have the 300 uh,000 the UDAG replenishment um the uh we're recommending $500,000 the the select
board authorized $1 million from UDAG to be used from for the senior center project subject to replenishment by town meeting. We did present two um recommended repayment plans um to the
select board at the time on the low end was if you did $200,000 a year it would be paid off in um 5 years. If you did $700,000 it I think or we could accelerate it which this is sort of
recommending is 500,000 um towards that. So that would replenish half of it. similar under capital stabilization we're recommending a million um to go there in the note town meeting authorized 2 million for the senior
center project this would replenish half of that um the sooner we can replenish it I think the better I mean this is an interestbearing account also where when free cash um is favorable that we can do
that um because last year and this year at 2.9 and last year at 3.2 million in free cash. Those were high years. The average is somewhere between 1.3 to 1 >> 1.5 million. The current balance in
capital stabilization as of December as you can see is just over 6 million at 6.1 million in the note. Then stabilization um we have not we continue to build stabilization. There have been no authorizations from town meeting to use
any of it. The current balance is again 5.4 million as of December. We're recommending 620,000 into there. And then I'm going to turn this over to Barbara. It's the last slide to explain and looking um at the
budget and looking at savings. um she has identified and is proposing. There were three projects that we had a ban for that we could pay off using $346,830
of free cash and by paying them off takes it off the impact to the tax um to the tax bill and realizes um savings and the interest. So, Barbara, this is actually your chart I just reproduced.
If you want to just >> Sure. >> I turn it over to you. Explain what you're proposing. >> Okay. Yep. So, because we had a ban, which is a short-term >> borrow, we will be paying that ban off and going to bond with those projects.
This gives us an opportunity this year to be able to take three of those projects um three of the smaller projects and potentially pay them down with free cash which would effectively remove them from our debt service and um
we would still be paying the principal amount obviously but you it would remove it from the omnous budget and then you would save on the interest um payments. And these are three uh the well two of the of the items are only fiveyear borrows and then the road paving is
generally 15 years. Um and these are the amounts I'm estimating you would save. >> Yep. So the 346830 would come off >> of free cash. >> We'd use free cash and it would come out of the budget. >> Yep. And then the annual
>> would pay these off. Yeah. >> This would pay these off. So instead of having an annual debt service payment for five on five years on two of the projects, 15 on one of the projects, we would um pay them off with free cash. >> Okay. And so then they wouldn't hit the
tax bill. >> Correct. >> And then the second piece is, as Barbara has calculated, we would save 600 61,830 in interest. >> Interest. Yep. >> Okay. And we're not very often in a position where we're able to do something like
this, but with the free cash and with the work on the budget and trying to minimize um increase on the budget and the tax impact, um Barbara did put this um together. Um if this is to advance, just so that everybody knows
procedurally, um this would be a warrant article. It would be its own. >> Do we need a warrant article for this? I'll have to think about that. >> We have to check. >> We'll see how we did it last time. >> Yeah. Yeah. >> So, we did do did this one other time about 3 years ago
>> at a fall town meeting or No, no, it was a springtime meeting and then um so I can check on that. >> Okay. So, Okay. >> So, Mr. Chair and members of the committee, um let me I'll pull up the budget. Um that concludes and I'll have
this available to that just includes this brief presentation here. You have hard copies and it's on the website and Barbara and I are happy to answer any questions. So >> yeah,
>> I have several um the first so on slide number three that was the all the >> the three columns with the impacts the drivers >> the debt service is down to 119 that's
like a 60% decrease. How did you do that? So, we worked very closely with the departments and I looked at every single borrow authorization that was included in my estimates originally starting at 285. And if the projects weren't started yet, we took them off
the budget because we're not going to borrow for them. And we also had an opportunity for paying some of our debt service using um so if you borrow for a project and you don't end up using that
full amount borrowed and it is under $50,000, the requirement is to use a remaining amount of that money borrowed towards debt service. So that lowered my debt service by about 35,000 just that one item. And then it was just pushing off.
Originally, I estimated every single general fund authorized capital project to be borrowed for and then as we've scrutinized, we've removed a good handful for this year. >> Um, so I know we say the target for an
increase each year would be 5% on the budget. >> Mhm. >> Right. Um, and I know it changes from year to year, but the impacts, should I say, the drivers of what, >> but um, we don't want to, um, lay anyone
off. We don't want to reduce hours or anything like that. No way suggesting it. >> What I'm just simply asking is how reasonable is it >> Mhm. to get to 5%. Like that could be
what we want, but is it really even possible >> on the omnibus? >> Yeah. Without saying I'm sorry, someone has to go. >> Yes. So, here's the good the great question. We if I may so in an ideal world in an
ideal budget right proposition two and a half in a normal world we wouldn't want the t because the property taxes is our principal revenue source and we're sensitive to the taxpayers that foot the bill if they can't foot the bill or
they're struggling right so in a normal situation wouldn't it be great if every year the omnibus budget just went up two and a half% % now some of the other we do have some other revenue sources and so forth. So
5% as a maximum is a more sustainable number. Last year was 5.9 that was on the higher side. There have been a couple years it's been 7%. Right? But we want to really get and when I say tightening up I would really like to
have 5% be the the new cap. So to answer your question, right now um on the omnibus side, I am we're confident we can hit that target at 5%. In fact, probably
in the high fours. That's a good qu without laying anybody off so far. Now the big the two big challenges is if the health insurance comes in higher than 25%. I will be back with a box of Kleenex. No.
>> Yeah. And we don't on the school piece because of course yes the omni omnibus which we can control but the school piece you know um what that is that that impacts obviously the taxpayers and
impacts the total budget. So in an ideal world it would be great if the omnibus budget came in no higher than five which we're confident we can hit that five. I can't I'm not the school district but hence a placeholder it would be I if
they came in at five that would be great. I can't speak for them. As I told you folks, I think several meetings ago, the superintendent indicated that it could, I want to stress, it could, we'll find out Tuesday, they could be looking
at a doubledigit assessment, which as I mentioned earlier, since regionalization, it's ranged from about 3% for air on the low side. There was one year there was a a spike. It was about
9%. Generally, it's been around somewhere between 3 to 5%. Plus the other pieces, Shirley has to be able to pay their part. >> Mhm. >> And um
the lower Shirley's number is, our number goes goes down as well. So, Tuesday is going to be must. Well, you'll be here. >> Yeah. But thank no that that's a very good question. Um the way things are going I think we're in pretty good shape
on the omnibus because one of the last things I will say we are sensitive to the fact all of us sitting around this table whether you live in air or anywhere the costs of everything. It's an issue of affordability. We know in air, you know,
there's enormous pressures on air, whether it's, you know, gentrification, the migration from the 495 beltway cost. We have a lot of seniors, we have a on fixed incomes, we have a lot of people on fixed income, et
we're at that, you know. So that's the other piece is that we have to be as efficient as possible and really tighten this up. >> Yeah. I I just wonder because I know a lot of the budget
>> is things we can't cut or choose not to increase >> contractual obligations, fuel, energy costs. Like there's this the we can't be like, "Well, we're not going to pay the light bill this month." >> Right? It's just there's just no control over a significant portion of it. I was
just wondering if if 5% actually is >> one final point, Eric, and these are good questions that you have. We're looking at this when I said the perfect storm, and I don't have a crystal ball. If if I didn't predict the future, I'd
give you the winning Powerball numbers on Saturday. Barbara and I and others many not to believe that we're this storm is about somewhere to a 3 to five year period and we're in year one of
that. I'm going to say three years. Okay. So we need to batten down the hatches now and prepare for FY28 and FY29 as well. So that's the other thing because of course we don't want reduction in services largely. We don't
want any reduction in service in the loss of personnel. But we have to be very conservative and proactive now to prevent that in future years. And I think that's the same philosophy that the school should be looking at too. So
good points good points. Y >> uh Robert, >> we're basically accepting the health insurance increase as a given. >> What I I'm
>> curious as to how is it number one is it a contractual obligation? >> Excellent question. So the question is on the issue of health insurance. >> Yeah. So municipal municipalities are put in a unique position when it comes
to the issue of health insurance because we don't have a lot of options. The options are one is you could be self-insured which air has never been because we don't have the the capacity to be self-insured in a mostly cities
and larger places. The second option is the GIC which is the state's general insurance plan. The problem is the GIC financially is not that competitive, but also the offerings
are are problematic. The GIC um was put in under Governor Patrick as was going to be a a saving thing and it it's been problematic and and if you talk to our unions and so forth.
The third option is that you could do a direct plan like you'll hear sometimes like we could do a direct um account like with Blue Cross Blue Shield. >> Sometimes you get a favorable rate and Barbara correct me if I'm wrong. You get a favorable rate in the beginning. But
what happens because this is a direct contract you don't have the pooling of the claims history which I'll get into the last option which we have been in granted in a different format which is a joint purchasing arrangement. Now we were in the Minute Manoba health group
for 17 years you remember I came minute man got into trouble meaning and it dissolved and we were proactive to get out of there because um it ended up dissolving. It had served us well for a long time but the claims history and the
size in when towns left it became non viable. So we joined Maya which is the um Massachusetts municipal insurance agency. Maya is the largest public in municipal health insurance. It is with
Blue Cross and Blue Shield but that contract I forget how many cities and towns are in it. It's significant. But the benefit of that is it it it can spread out the claims history and so forth. So we went to Maya and I should
add one last thing is by statute there's a group called the insurance advisory committee >> that the town has it is it is made it is set forth by statute. So what that means is each collective bargaining unit has a
rep. There's a non-union rep which has historically been the benefits and payroll manager was Amanda Lewis who also happens to be a resident. There's a retiree representative that's elected by the selected by the retirees. It happens to be Kevin Johnston. You may know he
was our former benefits payroll. He's the retiree. So they they make recommendations. they have the ability to make recommendations to the select board on plan design and offerings. So I just want to put up it wasn't like I decided
or Barbara decided we're just going to get out of the Minute Man Health Group. The IA we call it met several times and was involved with that decision. >> So now the issue with Maya that what what we're hearing is the drivers why
the costs are going up a couple of things. One is just the general cost of healthcare as we know. Secondly, believe it or not, the GLP class of drugs, the weight loss drugs like Ompic and so forth, the rep told Barber and I there
was just last year alone, Maya saw a 585% increase in those drugs alone. In fact, they're currently contemplating whether they're going to offer cover it as a off
label or a discretionary drug. Granted, it has for folks that have diabetes and so forth, it'll be covered. >> Sure. >> That's one of the things we're waiting on because if they do not cover the GLP, there will be some savings, meaning discretionary GLP. The other thing is
the affordable care act and all of that whether the subsidies would be extended and the whole federal volatility is driving that marketplace too. So to conclude the town does can move to a different
plan and we've looked at that before. The IA about 3 years ago tried to look for an option and we do discuss it every year. the union folks follow this better than we do. But so to answer your question, that's um most folks are in
Maya right now. >> We are early as the district is. Um so I hope that answers your question. >> And just to add if I may, it is a process. So it's not a quick >> Yeah, it's not quick. I'm just making aware and I understand.
>> Yeah. in. So he answered the second question which is >> we pull resources. We have a buying >> yes >> power of sorts. >> Yep. >> Have we ever evaluated partial self asssurance and how that impacts the
rates? >> I don't believe that we have. That's an interesting idea. In fact, we're going to be having an IA meeting very shortly. Okay. >> Um and I'll talk to Amanda about that. Yeah. I I mean there >> Yeah. Partially >> there have been
>> Mhm. >> corporations, companies that will put a hold money in >> Mhm. >> and the um >> deductibles if you will are drawn from that. >> I'm glad you brought that. I'm glad you
brought that up as a good conversation because so plan design so the IA so there are can make plan design recommendations change things on the plan so right now so one of them which is no intent of changing right now
>> the town pays 75% of the employees health insurance the employee pays 25%. Mhm. >> For retirees, it's a 50/50 split. >> So, the first thing the IA when they cuz they're aware of this tight budget thing
is are we going to change that shift? Again, that is a whole process with the IA that would have to I'll go through here the select board that's not on the table, but you will hear that there are towns that are looking at that percentage shift.
>> So, that's a great question. When we looked at the plan design changes when the IA because we said okay if we change the deductibles and so forth which is there a process would we save any money and when we looked at it plan design
changes for this year we didn't get I hate to use this phrase the bang for the buck in other words it would put more pressure on the employees and the retirees for only about a 2% savings
>> so the IA AC agreed that they said let's not look at plan design changes now for FY27 but definitely for FY28 because there will be more time and also it needs to be on the table. So I'm glad
you brought that up so we can make changes through the IA um shifts. >> Okay. >> And I'm assuming that the U school department is under the same umbrella. Is that correct? Yeah, they're a separate account because they're a
they're a district, but they are in Maya. So strength in numbers, so they can spread. >> Each community has its own claims history, don't get me wrong, but there's strength in in numbers. Yep. >> Okay. And population is getting older. >> Yep.
>> But as the population gets older, the employees become get younger. So how does that impact? >> That's a good question. Um I could have Amanda like look at a demographic trend. Yeah, that's a good Let me get back to you on that. I I don't know a hand.
>> One thing they have been doing is Air Now offers a high deductible plan with an HSA attached to it. So, as we have had younger employees and that HS HSA builds up throughout their lifetime. So then when they're older, they have those funds to offset illness and stuff. So
that is something we've been offering for at least 5 years now. >> At least about five years. Yeah. Okay. >> Those type of things they do look at all all the time. >> Okay. Thanks. All ex excellent questions from both of you. >> Um clarification on that. So does the
health insurance for the school fall into their budget? >> Yes. Okay. >> So it'll be part of their assessment. >> Okay. Okay. They just happen to use MIA as their insurer also. >> But that's a great point. if if what whatever the increase is is going to hit
us and hit them and pass through to us as part of their assessment. >> Right. So the history on the town's health insurance is that two years ago we had to were essentially forced to make the switch >> and from minute man to where we are now Mmia. Yep.
>> And if if it's already I'm sure we should make sure that it's in the works >> for this coming the end of this year going into 2028 that we definitely look at what's the best health insurance. >> Yes. if if we have to make changes
because as you're saying, you know, just other options and the other reality is that like you said, the ACA is still up in the air and a lot of the health costs are going to be up in the air
and sort of be blunt here until next November. >> Um, there's a lot of volatility. >> Yeah. And next next December. >> Yeah. next December there could be uh >> right >> changes and um we need to
be set up and ready to move whatever way we I think we'd be get ourselves set so that next December we can start because we really don't make our health insurance >> choice until right now I mean most businesses make their health insurance
choices in November have to make their choice in November Right. We still have some wiggle room into January, correct? >> Yeah. So, retirees have January and active folks. May is open enrollment. >> Oh, okay. So, we have Okay. So, in other
words, we could theoretically change plans next spring. >> Yes. If we go through the process, theoretically. Yes. Um, and let me check. There's a there's a statutory date that we have to I believe it's in March. >> Yeah. I don't want to get down, but I
just I just >> Yeah. And I just want to add that the IA is a public body, so it is subject to the open meeting law. So, the meetings are um posted. They are open. Um so, we'll make sure that
you're aware of when they meet next, which they're planning to meet right at they'll schedule the meeting right after we get the rates in February. Okay. Thank you. Okay. Great. >> All right. Okay. Any other questions on the
presentation? Um, okay. So, did we want to look at the actual line items real quickly? >> So, I I I put this up here >> and I'm just what I'm just going to throw out. Are we going to spend I'm just looking at our time here. >> Yeah. >> Um,
>> I've done I mean, so Mr. Chair, more importantly, I think is if there's any questions from the the fincom, it's your meeting. Okay. Um, and we can come back at any time. I'm sure we will and would be happy to, too. So, I am sensitive that you like to keep it to an hour. I
don't blame you when we're coming up on that. But whatever's what whatever is the thing's pleasure. >> Well, let me ask what I was going to had. I be honest with you, I haven't had a chance to look at it. Have you had any uh chance to >> Well, to look at last last meeting, we
had a >> Well, no, no. the actual uh Can you hold that up for? >> Yeah. The >> Oh, yeah. This is my Yeah, my copy. I didn't bring hard copy. >> Yeah. The actual That's anybody had a chance to look at this and have any particular question? >> No. >> Okay. Um
>> what I was thinking is do you want to maybe just go through and just real >> quickly look at the the the >> notes? The notes. Sure. >> The note. >> Okay. >> And then we can go back and look at that. And um >> so >> individually.
>> Yep. So just as the chair said looking at the red so um the select board um budget um there is a reduction. There was a position that was a full-time uh 40hour week um position as of right now
has been reduced to 30 hours. Um so there's a savings about of 17,616 there. Um that's what that note is. You'll see like on the benefits payroll uh department when it says contractual
like the salary um these are items that are are set by contract. Okay. Again you'll see most of the departments are below the 3% if not lower. Here's the reserve fund where if we go with the
recommendation of reducing it by 25% that that I mean 25,000 that's a 16% decrease there. the town accountant again um on the wages like you'll see contractual where it says right right
there 2000 um sorry the thing isn't why is that low there's a new employee um that started at a lower you know as a new employee starts they start at a lower step or or
lower grade so there's savings there the computer support um there's been some reductions in the services there meaning in the service line board of assessors again you'll either see
contractual or reductions to supply and expense line. So in the interest of time when the reductions you're going to see through the document if it's an expense or service line that there's red there's a reduction what's largely happened is
we've met with all of the departments so just so the committee knows Barbara and I don't make any changes to any department's budget without the department head being part of that in knowing those reductions. One of the techniques we used is we looked at the
three and five year spending history of supply and service lines and in many cases um what was budgeted they were not even hitting that. So we adjusted to the historic average sort of like what we
did with the reserve fund tonight. Um uh so then you'll see like on management support on and there are other lines when you see so you see wages you see contract under negotiation there is an employee um that is in the town hall
clerical union and so when that contract is settled if there are any you know monetary benefits and so forth which there always are that will be adjusted. So when you see the note barber has contract under negotiation that means it is a town hall clerical
union employee in most cases. If it just says contractual that's a non union uh position for the most part. Elections on the bottom up here. Elections I got to get a pointer that there are more elections this year than last year. So
there is an a slight increase. We've got the annual election. We've got the the November, there's a primary um it's a cycle. So, there's that. The postage, there's a slight increase on postage due to rates. I mentioned last time we
talked about postage that's overseen by the town accountant and is a code system. So, we can track which departments. It is one area we're going to come back to you on. You'll see it's largely level
funded. the the we have a new IT manager who just sort of hit the ground running. There are going to be adjustments, favorable adjustments to this. So, we'll keep you posted where he just started. We've got to do some work on the IT
budget. Specifically, this line, the 121,284 line, the service line, um there's going to be a favorable shift there and in the line. So there's an area a positive area for us conservation again small changes
as I mentioned um let me see facilities he's done an excellent um job uh pretty much energy has been favorable he has two smaller projects one is um a
heat pump for 4200 at the air fire department repairs and some a slight maintenance increase, but his budget's coming in under 2% largely because of favorable energy fuel. General insurance, this is not health insurance
up top. The workers comp we talked about last time, that's a placeholder at 5%. We that's usually where it comes in. We get those rates in March. Fire, same thing. That's a placeholder.
the fire casualty and liability insurance that 182,535 that's level funded. Um we are in a we have a lock in price. So the assistant town manager Carly handles these lines and we got a lock in rate um for that
one. So that's looking favorable. the police department. Um, again, uh, there's a $15,700 decrease under the clothing allowance that has to do with is it some of the
tactical stuff that the chief can defer, he said. Um, and I can when he comes before you, he can explain that closer. The fire department's another one I want to flag. Barbara and I are meeting with them next week and then I know they're
coming to see you. There will be some changes um some uh changes to this budget. Um not detrimental, but um they did receive um $833,000 from the state, but there are some
slight adjustments. I'll wait for when the chief comes. He'll have his updated version. I think he's coming next week. >> Quick quick question. I don't again he'll he'll have more details but that 843 though yeah >> thousand won't that be really restricted
towards the ambulance enterprise fund in a way it has to be used so we're waiting for the definitive that's a good point but I will say this it has to be used to offset costs from the hospital closure so that's a good point we can't just take it and hawk it towards the fire
budget and they have two years to spend it >> but all the firemen Um, also do the am they're they're budgeted in here that that that drive the ambulances. >> That drive the ambulances. Yeah. >> Okay. Okay. So, this is okay. >> But we're going to have some changes. We'll save that for when fire comes.
>> Dispatch, again, just some minor, you know, reductions. the building department. Um there is um a vacant position there right now that we're in talks with the the building commissioner
right now that could maybe go either part-time or so more to come on that that front. It represents right now a part-time position. >> Um >> didn't we we hired a second building inspector, right? Or a third >> assistant. We had an assistant. Yeah.
>> Okay. Mhm. And >> that was part of a succession plan. >> Oh, >> so we knew that Commissioner Schultz was going to be retiring. Um, so it was part of a secession planning. So there's an opportunity there. >> Um,
pretty standard. Um, I know we're going quick. >> No, this this is this is I mean, >> yeah, we're almost Yeah. DPW admin. Again, there's a $16,084 reduction. That's because we had two
long-term employees retire and they've been hired. Two new employees were hired at lower um rate. The highway division largely again no huge spike. Snow removal, I don't want
to jinx us. Um, so just as the FINCOM knows, under state law, this is the one budget line item that the town can deficit spend in regardless of the reserve fund. We can deficit spend. Of course, we have to pay it back, but um
Dan is optimistic. We're in good shape there. Don't want to jinx us. The street lighting obviously did a lot of work there. That's level funded. um see fuel I know people the fuel prices and we you know the contracts we have that they
we're confident on the they don't want to jinx us again um so DPW equipment straightforward in the cemetery um down there there's some red um some changes so um we the DPW is going to in
FY27 fully take over the maintenance of the Woodlon Cemetery So, when we we acquired the Woodlon Cemetery, it was a transition period. We had a a a contractor and we hired um we had a part-time cemetery superintendent who
had been the long-term cemetery for Woodlon for that institutional knowledge. What the DPW director has done here um is there's an shifted there's there's about $9,000 in savings
um from cemetery efficiencies and DPW is going to take um that fully over. So >> um when Dan comes before you DPW he'll talk to you about that as well as cemetery revenue. Um the board of health
um there's going to be some slight adjustments here based on their service and supply lines. We just didn't get them in this draft based on spending history. One thing the NHoba boards of health so that they provide all of the
town there are 17 towns in Nhoba boards of health. They're right over here. They provide all of our inspectional services, our community nursing services. And so we pay an annual assessment to them. Historically that
assessment has been about 9 to 11%. There is a 29% it looks high increase here. For years the assessment has been very low from them and they have to make
some adjustments. I will say this. So, the total line for the SHOA board of health services is 14 uh is $65,000 a year. If we had to create our own, we
have our own board of health, which the agents report to them, but if we had to fund our own board of health with health inspector, town nurse, etc., >> you're looking at about $150 to $200,000.
So it is still I think a a value. The board of health has vetted this. Um the uh Steve Solarski who is on the board of health sits on the Nshoboa boards of health board. So but I just want to flag you know that percentage is about a
$14,000 increase there but um it has been so low for years and >> rather than that than end up with another minute man in a show, >> right? you know, >> yep. Um, I want to flag the social
worker here because though it's here now and you heard me talk about it last time, um, this may be coming out of the budget and the reason being is we now have the coin initiative through the police department which is grant funded. All the social, you know, there's uh,
staff there that's completely grant funded. And also, if the grant is reduced, the service is reduced. If the grant goes away, the employees go away. So, how it should be done between coin and the issue with a town social worker,
we've learned, you learn things the hard way to get somebody, believe it or not, it's like a six figure salary, like 130, 140,000. And so I think um between coin
and some other things we're looking at um I think because we can do anything but we can't do everything. This is probably going to come out of draft one and I've alluded to it you know publicly not just here. Um so we'll keep you that
would be a $67,000 savings for now. Um the council on aging. No real shifts there. Um the veterans agent. So
the town of air has a Mike Datillian. Many many of you may know him is the veterans agent is part-time for air Shirley and Harvard. He's here Tuesdays and Thursdays. So there's no change to his budget. And then the veterans
services line he also oversees. This is for the benefits to eligible um veterans in air and there's it can go down slightly by about $5,000 per him this year as a savings that's based on number
of veterans and projections. He he has that down to a science. So it comes from him. So, we're not just we're not looking to balance the budget on the backs of veterans, of course. >> And sometimes we're able to have a little reduction, sometimes it has to go
up. >> Yeah, that's true. >> I'm assuming there's federal grant money. >> Yes. >> For that to support that. >> Yes. So, a lot of what Mike does and he does a great job >> um for the three towns, there's a lot of benefits and so forth that are um
federal and some federal funding. So there's an opportunity here for a slight um savings per him. The library um Barbara and I we are going to meet with the library um director. Um nothing that
really outstands but I think there are some savings in here that will not affect the minimum requirement for the materials. Again, we're not looking to to slash the library or so forth, but I think there are a few efficiencies in there. We're going to be meeting with
the director and we'll keep you updated. Parks and wreck. What this is, um, parks and wreck, um, that red is it's just shifting the assistant position, which was under salaries. The assistant
position is actually an hourly. So, it's how it's classified. So there's no um it looks like a a change there. Um trying to see what else. Um
>> could you go back up to death service line? >> Oh yeah. Yeah. That's what I was looking for. >> Okay. So, here's >> Yep. So, after January 14th, I before before the 16th, I did find another
$35,000 in savings and reduced draft one. >> She's she's good. >> It happened on the 16th that I had it confirmed. So, just to make you aware. >> Yep. >> And so, you're going to get an updated >> um version. That's a good point. This is,
>> if you will, January 16th in time. >> And just keep in mind that that this is reducing an increase. It's still an increase to debt service. We had quite a bit of debt fall off as well. >> And then right below it, see retirement and pension we were talking about. So this is our assessment uh to the middle
sex retirement. Every community that belongs the portion of the retirement for employees. The increase is 6.4% 160,952. That's because we've been forward funding the 300,000 each year. If we didn't forward fund the 300,000 and I'll
get the specific number. I apologize for tonight percentage. This 6.4% would be more like a 15% type of increase. So it get you the savings. >> Just >> Yeah. >> Clarification. So that we're not sending 300
for the pension. We're sending 464 essentially. Is that what we're We're sending an extra 300. >> We're sending an extra. Thank you. Yes. Think of it as making extra principal payments to your mortgage because we have a final amount we have to get to
being paid off. So, it'll also as well as saving us money through the duration, it'll shorten the period until we're at full valuation. So, it's it's beneficial for the future of the town as well >> and and we don't have to do it. Yeah.
>> Yeah. And I'm always sensitive this having been in the business. Uh >> so they're when we get our assessment they are taking into account our forward funding. >> Yes. When they do the valuation which is
every other year >> they do take into account the amounts that we forward fund when doing that valuation. Yep. >> Then right below unemployment is level funded. Um again that is to cover if a employee becomes unemployed or so forth.
um and that's handled by benefits payroll. Then you have um the other employee benefits, the increase there. That's the the the town's portion of the payroll tax, which is what Amanda's
calculating is the increase, the slight increase um there. And then here's the big line, the group health insurance. So you can see this placeholder of 25,000 would be a $653,000
increase. We This is going to be key. This comes down comes in lower. Um that's going to be better relief. Um if it doesn't we'll be back. So there's a key piece. And so you can see right now
on January 16th we're at 5.8% 8% or 1,161,000. So keep in mind if the social worker position, which is vacant, which we haven't been able to to fill, that would take 60 thou 7,000 out of there and some
further adjustments. That's why I can I I'm confident we're going to meet the target probably slightly below. This is just for the town. Yeah, the departments have been very good with working with us and making, you know, because even the small reduction on a small >> department makes a difference. So, it
may seem like $50 isn't a lot or 500, but >> um it all adds up. >> Yep. >> Just regarding the social worker. >> Yeah. Um, is there a a means of creating a like in the show board of health where
there is an assessment for a a service that serves? >> Excellent question. We are not just air because many towns are in this boat are exploring a regional resource. So coin is somewhat regional on the public
safety piece, but when the chief and I put that together with them, there's dedicated time for the town on that. That's not the full answer. And I also want to point out that the schools still have social workers for schools. >> But Bob, that's a good model. I think
many towns we're trying to see is is there a future regional opportunity because the need for social services in the towns, it fluctuates. one at one time there could be a huge need and then it's quiet for a while. So, good point.
So, Mr. Chair, I know we're way over. We appreciate your time and um >> we want we will definitely be back. I know many of the departments are going to be back where these questions will come up. Um we will keep you updated and as always, Barbara and I are always
available as our departments. We want you to have the information that you need and your questions answered. >> Well, thank you very much, Robert. Any other questions for Robert? >> Thank you for your work. >> Yeah.
>> Um, any public input? >> Yes. >> Follow. >> Good evening. And I will be very brief because I know you're way over time. Um quickly with respect to the discussion
about health insurance >> um any changes that are made must be uh discussed with the unions as a contract item. >> Mhm. Um, I have been handling health
insurance where I'm currently working and learned just last week, state law, and I don't know if this applies to municipalities, but it certainly does to private businesses, state law requires businesses to pay 50% for individual
program uh, policies, I should say, and only a third for family policies. which I found fascinating. So I just would like to suggest if the town is paying 75% and talk Robert I remember
that from my days on this committee in Slackman. >> Sure. >> I never looked into it. >> Yeah, >> maybe maybe there's a benefit there and >> it's worth >> considering. Thank you for bringing that up. >> And the other question is going to be
really quick about free cash. >> Mhm. A week or so ago, I asked you about the uses of pre of the certification. If I heard correctly, it's almost 3 million. >> Correct. 2.9. Yep. >> Okay. And
that can actually be used for anything town meeting approves. Am I >> Yes. And Pauline, if I may, I have I do owe you a response. I appreciate your patience with the snowstorm. I did get your email, but yes, all free cash
ultimately can be used for any lawful purpose subject, as Pauline said, subject to town meeting approval. >> Perfect. Yeah. >> And and that's my rec recollection from my interactions with DLS. >> And all I would say is I would cons I
would urge the town select board fin capital planning. If we have $3 million this year, let's do it. Let's use it to the best interest of the taxpayers and not suck it. Stuck it. Stick it away. Sorry, I'm in my kitchen. stick it away
in a capitalization uh fund for for the for future use. We're not probably going to see $3 million next year. >> Correct. Probably not. >> Get it. Yep. >> No, good point. Yeah. >> If if we can use it to buy something or
>> Mhm. >> Uh cola for employees who deserve it, anything like that, I would highly support that. >> All right. Good. And I'll on that note, I'll let you all go home because I know how tired you are.
>> Okay. Well, good. Thank you, Paul Wayne, because actually I was going to uh that leads right into our next item, which is schedule next meeting. And if you I gave uh you copies of the calendar, which I emailed you and uh but I printed them
out. And what I was going to throw out, um, so our next meeting is we're going to meet with the select board on next Tuesday the 3rd for the school district presentation. We'll have our regular meeting on the 5th with
the fire department and ambulance enterprise. That's going to be a full meeting. The next meeting is the 19th which will be NHA Valley Technical High School which is she's got a pretty succinct presentation. What I was going
to pencil in here is let's continue the discussion of free cash at that meeting. >> We'll have some time there. >> Sure. >> And that will give us some >> that's the 19th. >> Yeah. So we I'm going to put the agenda will be the technical high school plus free cash. >> Yep. Yeah. And then we'll be public
works and police department. Okay. So, next meeting will be uh with uh we will be at the meeting with the uh select board on next Tuesday and then our regular meeting will be the 5th at uh 6:00.
All right. Anything else? Mr. Chair, I just want to add >> Oh, yes. I will be receiving the budget materials from Dr. Renda tomorrow morning. So, they will be in the board packet, but I will send them to each of you electronically. So, you'll have them, the select board, it'll be posted.
It's it'll be part of the select board packet for the public. >> So, you'll be getting an email from me via him. So, you'll have all the info. >> Thank you. Great. >> All right. Thank you. I motion we close the meeting.
>> Second. >> All those in favor? I >> I meeting is closed. Part: 2
Welcome everybody. Nice to see everyone around the table again. Uh today is Thursday, January 29th, 2026 and this is a meeting of the senior center building committee. Uh this meeting will be held in person at the location provided on
this notice. Members of the public are welcome to attend this in-person meeting. Please note that while an option for remote attendance and/or participation via Zoom is being provided as a courtesy to the public, the meeting or hearing will not be suspended or terminated if technological problems
interrupt the virtual broadcast unless otherwise required by law. Members of the public with a particular interest in a specific item on this agenda should make plans for in-person versus virtual attendance accordingly. This meeting will be live on Zoom. The public may access the proceedings by joining
meetings Zoom meeting ID 375-4146055 or by calling 929-2056099. For additional information about remote participation, please contact Carly Antelis, assistant town manager at atmair.mma. us or 978-772-8220
extension 100 prior to the meeting. So, welcome everyone. I call us to order at 4:31 p.m. Can I get a motion to approve the agenda or uh any amendments?
>> Motion to approve the agenda. >> Second. >> All right. And since uh we are split today, we need to do a roll call. Pen. >> Yes. >> Linda, >> here. >> Dave, hi. >> Bonnie, hi. >> Dennis,
>> hi. Hi. >> Uh, Ellen, >> she said I and the chair says I. All right. Thank you for >> muted. >> She is muted, but I saw her mouth move. She said I. >> Um, >> okay. >> Hi.
>> All right. So, uh, the next item is the approval of minutes. Uh, Dennis let me know he does not have those. So we will uh just table that for now and then um pop back up with those at our next meeting. All right. So um that brings us
to utilities and permitting updates. Dan, you want to provide that? >> Sure, Madam Chair. Thanks. Um so and thank you for letting me go first because I do have to jump to capital after this meeting. Um so the first bullet here, presentation of national
grid estimate. You'll see that in your packet. >> Um and so um we've worked with grid. They've put together this service agreement um for the connection of the electric and that would connect south of the site at the existing power line system that cuts through the DPW
property. um >> as part of that that we will have to do um clearing and making an access road, but they will install overhead uh electric throughout that and then drop down at the site to a transformer. Um so
the >> go overhead all the way to spot sections under >> the last like 50 ft is underground. >> Yeah. >> Yeah. And so um and so that's uh what the service agreement is for. The um
amount is 101,93788. So that would be grid's portion of the work. Um the the customer we do have to install the transformer pad um riser and ballards um but they
install the actual transformer and the remaining electric. Um, and so I think we initially were around like half a million dollar for electric. And so, you know, the cost of this is about a h 100,000. And then when you factor in site work, the access road, that's
probably another 150 to 200 maybe. That's conservative. So, we're going to come in, you know, 250 to 300k, I'd anticipate, which is better than we expected. Um and so in short, this proposal we I recommend the committee
move forward um and authorize the proposal to be executed and uh and move forward with National Bridge. Madam Chair, if I could Dan, if I could ask, how uh so how would the um the ballards
and putting down the concrete for the >> It's a pre-tax problem, >> but how I mean, how would we arrange for that to have be the base? So >> it's in the base bid. >> It's in the base. It's in our site. >> Yeah. >> Yeah.
That's usually what our site contractor would submit on a transformer pad >> that would be reviewed by John, but we would also send it over to the utility as a courtesy even though they're probably providing the actual transformer. >> They're going to give a plan for it too. There's there's certain holes that have to be
>> so the electrical work that National Grid is engaging in was not considered part of the base bid and that's coming in at about 101. >> Yeah, it's offsite utility. Right. But as part of the base bid, the other
electrical work. So we were looking at round numbers or so for the electrical separate from the base bid. >> It's 100 maybe. >> No, another 150 for us.
>> Yeah. So say 250 to 300 just carry for now >> because we have to do some site work to make the connection. traffic separate line for $30. We >> can't utility cost off. >> Yeah. Yeah. >> Yeah. And we'll find out
>> the water and the Comcast project. That's one project. It's out the bid now and we open those on February 4th. So we'll find out that price next week. >> Okay. >> Just two questions. So that includes the transformer itself as well, right? So, okay. They come and install that, drop
it off the pad. Um, the other question being >> So, the million dollars that we were carrying, yeah, I saw that just the putting that on furnish and stuff. Um, >> the utilities that we were covering in that million dollar was inclusive of
water, power, and Comcast. And am I missing anything there? The fiber is still out there. Whether or not that that may need to be pulled if we have a spare conduit that's in that that duck bank. Um, but I'll keep it as as it sits now until we get things a little firmed up.
>> Yeah, keep it in um after that February 4th bid, we'll have a >> start plug in some numbers. >> Yeah, >> thank you very much, Dan. So, it's interesting that this this is 90 days and we're almost there. September 21st, right?
>> Yeah. So, I wanted to do some due diligence. So I did reach out to electrical engineer to make sure they were good with this um and making sure that and the other issue I had was um potentially some permitting. I thought they located their design near wetlands
which we can avoid. So I so that's why it took a little time make sure everything was all right before we sign off. >> So we are able to avoid that. Okay. >> Yeah. >> So this this is a really good piece of work because main time and they also said they'll get the work done like 180 meeting days from time. So this is the
first time national had obscured >> I know heard of >> there about I was looking at one of the things I looked at because I was concerned with the I was happy to see under the grant of easement that it says set by separate
easement prepared by national grid. I was hoping we would not have to engineer and pay for the easement civil engineering. So it looks like they carry it in their price which was good. >> Mhm. >> As I was concerned they would have a separate civil civil cost
and in fact what there are easements knows there's easements in place right now on the DPW property and I was hopeful that they would just do this. They're amended to the easements they have. So anyway they're carrying. So yeah. >> And what is the do we know what the
town's process is for the granting of those ease? >> Just put it on the town voters. >> Yeah. >> It doesn't have to be be approved by any town committee or >> No, it would go Yeah. So that um an easement gets approved by town meeting.
Yeah. There's nothing else. Yeah. >> You think it would step in the process? >> Yes. Then we'll probably we may have to enter into a license agreement to allow GR to install before the easement's in place which we've done. That's what we just did recently. Those three easements on fall time meeting.
>> Yeah. >> My last question would just be this this price if it's 6 to 8 weeks before construction begin. We can get this in early. Is there a scenario though where they would have to remobilize to do that final connection between last pole transformer
as they're not going to know exactly where that location's going to be? >> Yeah. Yeah. And that's I think something we got to figure out cuz I did reach out to them about coordination because obviously that you got the project the building project you've got the project for us separate project 38 access road
out for the power lines and and them there's going to be a coordination step there. And when do they come in and they probably shouldn't come in till they're we've got that road in and we're getting close with the building and your transformer. I expect the pole would be off our side if they're going to
approach us north. >> Yeah. and they will do asipation for that. >> I think we >> Well, they're they're feeding the uh well my my electrical engineer may already like a thousand feet and stuff
about the stage. We get you a shoot. >> Yeah, we do some of it installed 49 in of >> well riser. Yeah, I think she she not at this level. She had no idea where >> Yeah, >> retracting to the civil. We may actually
have to do C to to lay it out for that road. >> Yeah, >> we're going to probably have to hire. >> Well, I st the road. >> Um, we we can do DPW. Yeah, we're >> Yeah, it's not >> there. That's
>> There's It's not like, >> you know, it's not a cat, >> you know. We'll get something together and get a >> Yeah, >> yeah, I did an estimate for a pet. I did an estimate. Yeah, I did. It was like
150. So, I'd say 150 to two to be safe. Yep. >> And that was already with contingencies and different acts. Okay. >> So, do we need a vote to approve you to move forward with this? >> Vote to approve the service agreement uh with National Grid as presented.
>> I have a motion that senior building provide 31063 as presented by SC >> and Okay. Any other questions before?
All right. Ken, >> yes. >> I guess I >> I >> uh Ellen, >> I >> chair says I All right. Great. >> Great. Wonderful.
>> Next. Emily, let me find it. >> Oh, daughter. This cat, right? just with my last comment would be if there's any financial payments that need to be done between this to let us know so we can include them in our packet so that we can track and budget accordingly.
>> Yeah. >> Now that we've approved the agreement um payments are sometimes staggered with what they need up front. So >> yeah connect yeah need that. >> Okay the next item presentation of
environmental permitting consultant contract. So you would have seen an a contract in the packet for Goddard and these are additional tasks from what they've already done. So task four rare species mitigation concept. This is
involving natural heritage. Uh about in early January we met with n natural heritage and Dan Arts and a civil engineer as well for the project we're on. Um, and basically what came out of that sort of presubmission meeting was
to put together a concept plan of all the areas we're going to impact and then also where a potential conservation management um area would be. So it's kind of the 2:1 offset. And so Goddard is going to work with me and put that together. They were going to come out on
site. I've actually I've got them to start working even without a contract. But um they're going to come out on site tomorrow, but it's going to be whipping cold. So, we're going to push it to next week. Um, so that would be next step with natural heritage. Get that concept plan in and then they can uh respond to
us from there and and um we can put together the MISA checklist submission and move along with them. Another task is number five. So, Ken and I previously did coordination with MEA to understand um the permitting requirements with that
agency. Um there is one item here where kind of the overall project natural natural heritage has you know identified part that the water and Comcast are part of the overall project. And so what they've indicated is is they're willing
to ignore that part of the prog what's called a phase one waiver for it because we're already moving forward with it doing it separately. Um so >> wave the water. >> Yeah. So then the rest of the project is is you know the building itself and the
electric line going out to the power lines would be included as part of the the meer and the natural heritage. Um so so Goddard would will coordinate that MEPA meeting. I'll be with them. will sit down on it, ask for that waiver, and then determine I think we already know
that we need to do an E andf and an EIR with that combination submitt, but we'll we'll just get some further input from MEPA to confirm that as we show them the project. >> Um, so four and five, those are pretty clear tasks. Those are next steps, but
then it's task six, seven, and eight, not as clear, especially tasks six and eight. Um, I had Goddard put this in here anyways. These are the MEPA submitts and and he doesn't know exactly what we need to do. So these I these are
not ready for approval yet even you can see task 80 he just has a to be determined cost. Um and task seven is the conservation management permit. That's probably pretty pretty good as we know we're going to have to do that with natural heritage but but not quite ready
uh for approval. So right now I recommend we moving forward with tasks four and five approving those. Um and God like I said has already started working on those with me anyways. Um,
and then I would also recommend I guess this is the third bullet if we it'd be good to do a pre-approval of these these tasks six, seven, and eight, but maybe with a um, you know, a caveat that it's going to be negotiated by the DPW
director or by the work group what the final cost is for those tasks. And that's in short what's going on with the natural heritage mea contract. And what is EIR again? >> Environmental impact report.
>> Yeah, that's the big cost. >> You're going to I was going to recommend that we include six and you're recommending we do as well, right? The mef because what I'm consider I think I'm going to state it now. The whole project
depends upon to meet everything else we've got. We're all covered utility scheduled to everything else and we don't know what their response is going to be soon. We don't have any time to lose on that. So what I'm trying to say is I think we need to approve it and then as soon as Dan needs to get them
started he's authorized to come back to us for another move. That's my >> Yeah. I mean I think pretty the E and F that he has an S eir those in here. Those are kind of those go one and the same when they start working on those tasks and the CMP will be the next step
of the natural heritage. So I think you're right. I think approving all of them but really test six, seven and eight once we have that MEPA coordination meeting you know that that could change a little the price and the scope especially task eight. So, so I think approve test four and five as they
are in here and then approve test six, seven, and eight as negotiated by the work group for earthquake. I think because of you know we're meeting monthly we don't want to get held up on >> on these tasks
>> and and at the at the select board meeting a couple of weeks ago I think I heard that in order for the grant that's a different >> but they were going to >> different topic >> no but the didn't all of this need to be
done clear >> it was it was incorrect >> it was incorrect >> she's it was incorrect Okay, >> that's been worked out. We can come back to that in the grant discussion, but that >> okay, >> that my understanding is that was incorrect. >> And I have a question. So for number
eight, where did that estimate come from? um 10,000 to 30,000 >> it's they've done these before and and I don't know the exact scope you know by the MEPA coordination meeting he'll get more information from them if there's on
how significant the scope is that they want so that's why you just put in a >> placeholder essentially for >> because I know if it includes like wetland all that mivision all that stuff it's it can run like way above like a $100,000
>> and so yeah, so I'm just kind of curious like that that seems low that seems like very reason >> and I we talked to Ty and Bond previously too and they were saying 30 to 40 grand. So when you do this whole >> thing it's pretty similar pricing. >> Yeah. Um, but you know, I'll obviously
try to do it keep it as simple as we can. We know, you know, there's more turtles out there than there are people in that EJ area. >> There are no people, right?
So anyway, it's um really that's what's trigger right the environmental justice region that overlaps the area that's triggering this E otherwise meeting to get rid of that fence. So from a budgeting perspective with
these tasks through task eight we are hopeful that our NEPA MISA everything would be would be cleared at that point but >> yes so if you want to conservatively just take the highest that's what I would do for now.
Okay, any other questions? Or I believe the suggestion was a motion to approve task four and five um as they are with a pre-approval of six, seven, and eight to be negotiated um the price to be
negotiated by the working group. >> Do you want two separate motions then for four and five and then a second motion for 68? >> Everyone did that. Okay. Two separate ones. Okay. So, I move that we uh I move
that we approve the uh tasks four and five as outlined in uh the guarded consulting memo of January 6, 2025 as submitted. >> All right. And how do you vote? >> Hi, >> Linda. Hi,
>> Dave. Hi. >> Hi, >> Dennis. >> Hi, >> Dan. >> Hi, >> Ellen. I >> chair says I All right. Wonderful. All right. We have a motion for six, seven, and
eight. So what would be the subject to in 678? Subject to final negotiation with the DPW. Yeah. Okay, there I have a motion that the um
senior center builder committee approve items six, seven, and eight of the panel six coming five daughter consulting proposal based on final approval and determination of the starting date was worked out between the working group
and DPW directory second. Okay. >> All right. Ken, how do you vote? >> Yes. >> Yes. >> I'm sorry. I didn't mean to rush it. Discussion,
>> but negotiation for final cost. >> Have discussion. >> Go ahead. I'm sorry. >> Did you want to include negotiating for final cost in that or is that Yes. >> Yeah. He said he said >> yes.
starting date and final clause negotiating final. >> Yeah. >> Before everyone else votes, I just want to say this again. To me, this is the most critical thing that conflicting of this is
the whole project is based on this. If we don't get this, we'll be way ahead of everything else that the time it takes to do this, >> right? Yeah. We won't be able to move forward without that gap. Okay.
>> Well, it was approving six, seven, and eight based on um the final approval of the cost and the start date to be negotiated by the working group DPW and Goddard. >> Okay. So that was a I >> I
>> I >> I >> I >> Ellen >> I >> chair says I All right. Wonderful. >> Neat. Okay. Um I think that was everything for the utilities and permitting. That gives
you exactly six minutes to get over the gap planning. >> All right. Get out of here. >> Bid results once received. Yes, I can send them unofficial too. Right away. >> The reason why I was calling you is that we have a very large cost in our civil
cost estimate for spoils on the you know all the moving a lot of dirt. Can we pile it up next door on your property? >> Yeah. Yeah. Let's coordinate. >> I I started putting together a review comments letter and that was one of them. >> I have that on my list. So, and I wrote
it back saying >> try to take care of it. a time >> revise the cost based on just moving it >> adjacent but it may go farther but maybe you want to >> yeah somewhere on site I'm sure we >> yeah it could be there and then you can decide what to do with it later there's
a lot of lone >> there's a lot of brush and junk we know that's all right >> so if we just bulldoze it over >> yeah I would killing turtles or something >> I would anticipate keep it on site >> you have a lot of land there that that
make a big difference because he's got it being trucked, >> right? I don't like spending that. >> Yeah. Save us money. >> Save a lot of money. >> All right. Thank you. >> Agreed. >> That's why. >> Yeah. >> So, Ron.
>> All right. Thank you, sir. >> Thank you, D. Very helpful. >> All right. That brings us to you, John, for >> Yeah, there it is. >> Yes. um that that is well beyond design development but still tons of
coordination. I've been revealing most of the day today my set of red um and um but see has everything from door schedule to lighting to and the structural engineer is basically done I
mean we 90% and his drawings are in there it's modeled in there I I brought a set so that anybody who wishes to kind of page I think we try and do it here will become midnight there's Um there
was probably 60 pages pages but there's a couple of important things Ken brought up an important issue. My engineer is working on on really pushing his civil much farther along with calculations for water and
other issues on and he's going to have that information to us hopes midweek working on it. I just so I was going to tell the community what happened what motivated that. So in in John C we go
from schematic to the giant development to construction process but we had to step at the planning board and to get to the planning board we need a full set of the cement which means we have to think about building similar before construction documents. So we because
that's at least about we were talking about that process being at least two months but the set in goes through time which takes at least two weeks meaning goes from being released for extend time two weeks then you get a scheduled meeting which is probably another week and a
half most likely three meetings that would be quick process that's another six weeks or at least two months that's why I brought up the ground John is going to sit on engine get that piece done before we finish their construction
noise isolating. I told my engineer just thank you and he will we're used to having my civil my civil knows that he has to be in front way early but there's a lot of adjustments that one of the things I
wanted to bring up and and Dan's now gone but u the curving we're debating whether it's sloping slope granite or beveled granite I I I like the idea of beveled granite if it be moving if it
doesn't rotate. Um, it doesn't get painted by because it's way slope granite. There's, you know, a surface set in some concrete, but after a few years while hooks on it, it ends up somewhere else. If we can bevel it more
aggressively. So, it's a regular set in concrete down 20 in. There's a 60 six 14 less but but the idea is that is that
we'd after the bell steeper than we normally do. So the turtle follow and we would get one made up so that the um dance work could be verified and approved. >> Can we get the turtles to pre-approved?
Well, I I tell you what, I'm going to bring a turtle over probably this. I got a big one. So, I don't know if you guys heard about this before. Fact that typically they do not write vertical gran
show what's the difference. Oh the noble I can I just difference between vertical >> which is >> but at last
Yeah, >> it is more expensive, but but it's it's a good investment. >> Sure. >> So, anyway, we have to >> Yeah. >> Yeah. Yeah. But we have a long ways to go. I just wanted to bring it up that we're looking at both options and we can
probably even price it both ways. That would be on the car. >> He was supposed to be on it. >> Just asking over there. Yeah, I got to worry about
every couple we don't >> just a practical question. So, who did the new forma link go to to see this online because I think >> Dan did it. >> Okay, so Dan, who did it go to? just I'm trying to think of like you know the
plans here are sitting in front of Dave and he's having a great time looking through it but I think each of the committee members would like to have the opportunity to look through this what's the best way to >> we can take care of it too so new for I think >> only people that were considered editors who have been signed up in that project
was distributed to >> okay >> we have it downloaded on our server can shoot a link either so it's >> that would be fantastic >> just to the entire committee >> stand there >> hang on We just lost him. But um
>> I also just lost the owl. >> Yeah, it would take you right to the >> right standard. So what's the square footage than this?
13,000 even. Yeah. Yeah. 85. >> Hang on. Let me go back to the grid. >> Sorry, we lost you, Dan. Now you're back. >> No, I was having trouble unmuting, so I had to leave and then come back.
>> Gotcha. Okay, welcome back. >> Um, so I I think I kind of cut out there. So, we were talking about moving the files uh the the PDF so the other committee members can see it. >> Yeah. >> Um I I can email I I can send an email
out to everybody else that will have that link. It will send them a direct file >> there. >> Okay. Thank you. And of course, you guys are all welcome to drop by when you know when we're here during regular hours and pour through the drawings if you want to
see them larger. Go. still early in the month. So the the the last goround before town meeting we were at some or I want to say 138 137 um from what rooms or where were the 750
800 square ft tak like like holding the whole wall in foot. We didn't really do it that way. It's not significant. On a 13,700 foot building,
it's not probably notable financially either. I hope he's not listening. car. >> Oh, I thought throw my car because I parked right next to >> Yeah, I can lose it. >> I could have detention. I didn't want to
get too close. >> Don't want to become Stanley. >> I've seen good reference. >> So, um what what you're welcome to do is page through it. It's it's again this is a work in progress and you'll
discover that there are things that don't make a lot of sense other things that do well. Oh, thank you K. Um I agree with you. >> Well, you can't make sense. You have to make nickels now. >> Yeah. No, don't make sense anymore. >> So, and and I would say that we're
probably 30 35% maybe a little farther into CDs. like some of my subs are way ahead. This structural engineer he's got a model there and he and he's done very similar work with us. So he's
very confident that he was probably I think he says he's 90% speed. >> With that said with structural um with the spec and almost a statement of inspections that would come from the structural engineer. >> Yeah. >> Whenever that's ready, we like to get a head start on getting queuing up a
testing agent for the construction. So we send out a separate RFP. We'll present it to the committee about who we're recommending on here. So whenever he has those documents, it helps us form to get Apple. >> Absolutely. >> Yeah. In fact, I think his specs are supposed to roll into this coming. Okay.
>> In fact, my my main specs the draft is all done by by the spec writer, but we're we have to integrate. We just got our electrical spec and um the structural spec is on the drawings, but I want it in the set too and the uh
u and our and I think you'll see it in the set. You take a look at it. Excuse me. Yeah, go ahead. Before we read the structure, it' be fun to just look in structure now. Thank you. Yeah, we we give him the
model and then he models here. You know, if you go, you know, tell them to stop reading. So, >> well, I'm just seeing what page you're find. >> Well, I'm trying to find there is something structural. So,
structural organ here's your pages of notes. >> Yeah. >> There's a diagram. Pretty much pretty messed up. >> So, give you the real fun stuff. Let me see. Yeah. pull. >> We had a problem on our previous job. He
managed to slip a beam into a slightly wrong spot. Even though we showed him where it was supposed to go and um it was 6 in below the the header of the windows in the bump that burgers room, we we resolved. >> Is that the one you boxed out?
>> Yes, we saw that. What the hell is going on? We boxed it up. Shade was boxed up. He put it made a spot. He put the top of the shade >> put about in >> and by the way he could have put it up. He just I don't know what so we're done
building where they somehow they managed to put a beam right through the middle of the cobalt. >> Oh that's fun. So you you mentioned that the electrical >> regional are almost done or going to be you got something missed >> and that doesn't include
>> you know we've talked about it on occasion the the data the telecommunications uh >> no it it it it it acknowledges it and locates a lot of that but we want to see the cable run by a separate contractor from the GC because what happens I don't
know what your experience is but if there's there's a problem with Everybody, >> we want one person responsible for >> Yeah. So, I'm show where the locations are. >> Yeah. So, I'm just And you know, this is something that Ky and I have talked
about and that the town is aware of that we're going to need to know there ought to be some level of comm of of coordination between the electric >> Oh, absolutely. And how will that be managed and adhered to so that you know
oops we don't have the we don't have the right and they'll mark it up they want some other location like relocated monitors. >> Mhm. >> And they're mounted not down on the floor but up here. Um and one thing
we've run into is we often uh now because of Wi-Fi we really don't locate plugins. We can that that shing is done through life
>> hard or hard wiring the speakers you want to do. Um we have a yeah we have the hearing loop in this and and the hearing loop feeds off of a EA system that in the multi-purpose we generally don't recommend it throughout
the building people start battling over the TA all over the place after elders it's a little dispel >> in construction as well there's a requirement for coordination but not the general contract contractor. So all of the main trades will get the Revit
AutoCAD files. They actually put them into the model. We run flash detection on that. That will generate either RFIs, try to get ahead of it so that the structural steel isn't coming without any penetrations through it. We make sure we have chases in the right location for for runs for HBAC
electrical. Brian Brian's absolutely right. What we do is we have a full meeting between all the subs in general and the OBM and the architect and they they work with we have a Revit model that they work in and they put their
most of their stuff is in the Revit. A lot of our our engineers it's a threedimensional model some of our subcontractors don't use Revit we put their stuff in it. I for if I'm hearing you right, your question was more about how do you make sure that the
subs get the things in the right location based on what the town wants since the town's in charge of specking that out. So to briefly address that, John the new IT director has seen now I think both sets of these plans
um and then we'll have to meet again with um public safety and with facilities to talk about we start we had one initial conversation but to start again talking about to make sure if they want what kind of cameras they want if electrical needs to be there or if it's
>> you'd like to invite us for that building. Yes. >> Either Dan or myself drawings. >> And what we'll do in the end, it's it's fairly simple. >> Not from the stories I've heard. >> Well, I don't know who you've been talking to, but it's pretty simple
because they'll all be on the drawings. >> They will walk. And the only reason why it's not simple is they didn't put something there that they wanted that they didn't tell us about. So that's why we meet together. Okay. >> And u and that's not a problem. Just to follow what John said, they actually
can't price the book. Without them, it's going to do it. Has to have a really nice drawing with all these specifications on it as well in order to get a you know fixed price for the project. If you can't be loose, you has to be defined by a guarant
subcontract. >> If Brian and Matt will tell you public bid, you only own what's on the drawings and in the specs. If it's not there, they don't own it. >> And it is there, they do own it. And the specifications are very very important
because they don't quantify balcon that may not be showing on the drawings, but they call for specifications. It actually brings up a really good question when the towns are badly work separate from the GC.
>> Yeah, there are some uh workarounds in certain things such as moving services, um installation of certain furniture, whether it's not fixed to the structure of the building. you can kind of circumvent prevailing wage laws, but anybody else that
>> security number I'm I'm structuring. >> Yes. The one thing I wanted to add with your uh MEP consultant uh or engineer, one thing that we'll definitely want to look at and make sure that they're confident with is their paragraph E, which is
dictating in the spec about uh electrical or HBAC subcontractors and their subcontractors in the market that we're in right now, which is great for air that uh contractors are hungry and you're going to get a lot of interest on this job. That also opens the door to a lot of
protests and a lot of bid challenges after the bids are received. And that is the the lynch pin that we're seeing so many protests on because they're not listing what >> for example an electrician would need to would need to list out any of their low
voltage or any of their >> any something that's not going to be handled by their own labor force that's typically run by a what they call a sub sub. And so, >> so we vac usually done by another vendor
>> because what's going to happen is that low bid's going to come in and the next two or three biders are going to go are scouring through their bid to see if there's any red flags that they can protest on it. So, you just want to make sure we're tight as possible going. Not saying it's not going to we're not going to be out of the woods totally because
we're seeing it everywhere this >> we I think more so today. Uh we've been very fortunate in our business lately have not had any protest but we've had low biders drop out when they look at other bids and say wait what did we do wrong
>> and and even though they proposed a bond bond is irrelevant. >> You mean they haven't fail on the project. >> Oh yeah. >> Yeah. We're seeing protests on a litany of different things. Uh an obvious clerical error that >> can that is
>> obvious to anybody >> is still being protested and being run through by the attorney general's office. So which can slow things down by for weeks. >> Yep. And and by the way, Brian, I'd appreciate that when we get the final effects to make sure that you look at
those loopho because I think you see more of that than we do. >> Yep. >> Yeah. important milk especially with electric have some experience with big protest but I think >> yeah have no idea what paragraph I'll look at
it's the name of it >> yeah security >> yeah just the last comment on that just to to show the level of interest that we are we just pre-qualifying currently right now for Princeton public safety roughly around the same construction
size 140 statements of qualification came in. Wow. >> Across all of our divisions with 19 general contractors, which is unheard of. So, >> wow. >> Uh people are looking and people are uh people want the work. So the sooner we
can start that with our project too, uh, better will be because dance cards start to fill some some really good smaller contractors that might be right for this job might be wise not to take. So I asked this
question before this asking everyone site contract contracts. Now that's some kind of a loophole in your circuit. They do not basically keep that. >> They are not designated as a division that's going to qualify.
>> That's the majority. It could be the biggest. >> That was a disaster in Long for us. the subcontractor is absolutely arrogant and terrible and whereas the subcontractor Wilbrand's the best Americ category but
>> so it simply comes in on the general >> I don't know why it is >> schedule values >> yep >> I don't know why it isn't it seems like it's such an important Somebody doesn't paid enough at the state enough question. So this thing
>> can we request to see the general contractor is >> yeah they carry >> we will find out >> when we receive their bids. It would be reckless not to have a firm bid from a
site contractor and you put that number in. Yeah. Yeah. >> So, we we could definitely ask >> you probably been to five or six guys >> and I bet most of the GCs will be asking a lot of the same five or six guys for their >> generally in this area. The best they work with the
>> in my opinion receiving a low bid. We would not be able to disqualify that low bid if we're they're already a pre-qualified general contractor >> for who they're bringing for site. But once under contract, we can we can put the screws to them to figure out exactly
who's going to be performing this work. >> Yeah. In fact, sometimes the generals are suspicious. >> They're suspicious of their they will bond that um which that doesn't help us, but it protects him. I I think what happened in
Long that contractor within the next projected >> and fortunately that cleans it out but they can show up again. Yeah, those are all pitfalls that we run into. The public bid process in Massachusetts is
I we build jobs around the country. We don't don't have this. It took us to draw. >> Yeah. >> All right. >> Okay. So, does everyone want to just uh Dan, you'll send out the link to everybody and then everyone can take
some time to um look it over. Brian, do you want to talk about the process for providing comments? >> Yes. >> On this? >> Yes. So, >> uh what Matt has generated is a template what we use. So, currently the DD set is in our hands as well and we're diving
through and and going through some past experiences, some other change orders on similar projects to make sure that things are being picked up on this And we have kind of a template that will serve and I think it will help the design team as well where if there are any questions, comments, concerns on you
guys reviewing these to send them our way and we generate this poll matrix on here and it'll have who generated it, what date, >> make sure we got some feedback on it and what the action was. The action might I might put a comment on there and the action might be that's the dumbest question I've ever heard in my life and
we just Okay, well it's still there and tracked for for tracking purposes. So >> that's faster. I often say about 10. >> No, >> it's a tool not only for to help streamline uh to John and the consultants, but also as next milestones
come when our construction documents and our CDs come through, we want to make sure that they're being implemented so that you know we have a tracking tool for them rather than a bunch of different babies. So, >> so, so just to make so long story short, so this is this is not set in stone like
>> somebody doing some some little thing >> going into CDI change. >> Yeah, sure. When you find an issue that >> but it's any kind of >> the design is pretty much set >> because there's there's there's 20
drawings, you know. >> Yeah. multiple multiple drawings even though it works on a in Revit you can make changes and shows up in lots of places. So just Okay. So because I I mean I'm like the mechanical and all that. One thing I I'm privy to and I'm
sure Linda is too is like the landscaping. I mean >> could you include equivalents like with respect to species news >> but >> and you go through we're actually going to thin it down a bit because we think we were a little heavy-handed in
>> Yeah. So, so you know, right? >> I can change a bush. >> Yes. >> No problem. >> So, I think it would be wise to use more native species, right? Native to the black with respect to
>> somebody's going to give me a list of your local favorite natives. >> Berries, strawberries, black raspberries. >> I like I like I like loose stripe. I think that's great. the area that it's >> No, seriously. Yes, absolutely.
>> Trees and shrubs and >> Yeah. Well, our trees, we have flowery trees. >> Yeah. >> They're native to America. >> Um, but we have some maples >> and Bonnie, I think that's a great example of a comment. >> Yeah. But I would love you go through
and make the comment about plantings. That's not a problem for us. So, do you want each of the committee members to send them directly to you? >> It's let them put the matrix together. >> Okay. >> As you as you're reading in the next
couple of days, send your comments to to Vert.Ex and they're going to compile them. >> But I want Yeah, >> they will compile. >> But you should comment. >> Yeah. Any communication, please do.
>> We can just email. Yep. And and I would say as well um because I fall into the trap sometimes at the DD level is keep in mind that it's not fully designed yet. So some things that haven't been fully fleshed out yet. You know that's a comment and it's like that's being
picked up in the later status >> and the interior finishes are specified in here or musical. >> No, it's pretty detailed. >> I was going to make a suggestion K said what is the actual size of the committee now? Nine, right? >> Mhm.
>> So less than f five under five is not a clown. >> Correct. Four of you get together. >> Suggestion that we break up into groups. You can lower together. We break up sections not take unfamiliar to you
as subsets so we don't make a poll. Hope we get a chance. >> But as Brian said, I've already I've read my script, read all of you. >> Well, sure. But I think it's important to get an idea to know what they're
approving on through and to be able to make sure that, >> you know, as the transparent agency for the town that we're that everyone's getting a chance to look through them and again like they said, many of them may be already taken care of, but yeah. >> And
what Well, I guess we're going to go to project spindles next. Uh, no, we still got to talk about cost. >> Cost both. >> Um, I know lots of people have looked at it. I've gone through this. I've written the engineer on a number of things like
he's carry alternate number one in the base bid and as an alternate and u he's got the alcohol and we only want the generator itself as an ultimate. Everything else that
in the building switch gear and all that stuff and conduit out to the generator pad is um is in the base. >> Yeah. And she always has that but he carried it the pickle ball fenceification.
Yeah. >> What you're what you're saying is the 198 might be excessive for >> just higher higher than it should >> just the actual generator itself. >> Yeah, I think he has all the >> I think he has a pad in there too. We want pad on sight.
>> Um the pickle ball fence. It turns out that the manufacturer that we had on it and Pico does not make this thing. It's now it's now um lattice. No, it's not. It's it's it's a it's a it's a it's the
same. If you want to see it, it's in Long Mill. >> Exact same thing. Same place. >> And I think also it's in Belmont, too. >> So, is that price correct then or is it not correct? >> I I've written it'll say, please clarify that. Okay. I think it's a little >> So, so the pickle ball so for one pickle
ball court or is that two pickle ball courts? >> And around all the way around with gates, lockable gates. That should >> Yeah, there there's two. >> And do we know where exactly on site they would be? >> I thought initially there was some
concern they wouldn't fit. >> Well, no. We shifted. Let me do the site. Let me go back to that book a second. Yeah. So when we finished with the site drawings that came back to us, you look at the
very he the note was put on there by the designer that we needed to move. We needed to ride the site. So I spoke to man about this because we evolve this leaves.
>> We don't own this property over here. So we retract anything like that. I mean there's the original by 20 ft in the west and 10 ft to the south. So the the the plan that's being created now by Ross Associates B&R to breaking this lot
off reflects that increase in the lot >> and that's lower the building was exactly 3 acres. Now it's marginally bigger. >> Yeah. It was a little over 3.02 or something maybe three and a half eight now something. >> Yeah. And the reason why we shifted because we were we were causing we were
having to put a retaining wall >> on this side of the site because we couldn't grade it out onto um Devon's property. >> So we shifted it over so that we didn't have to do that >> and we lowered we lowered the building
back down again. It was raised up in order to do that. So now we're we're back to kind of way we were. It's a better easy site, easier site. There's still a lot of stuff we're moving off the site. As Dan said, we can put it right over there. Rather than trucking
it, he's got it being trucked our way where we're so the cemeteries on this side. >> Yeah. >> So that that's that plane is actually being now.
I just got off the phone with them from last focus here. And see it did bump over all of the original >> because as John explained this this original chaining walls into >> that was an adjust
FYI the electric was coming in like this from the slope above that think that might be needed the smaller square. >> And is it a concern? I know that in some communities the sound of a pickle ball on the floor has created tremendous
public uh comments. >> We don't have anybody living. >> Well, I understand is is the soundproofing on that side of the building adequate to shield from the sound of the pickle ball courts or not or if that works. >> Well, it's going to abut the staff
offices and then the handicap parking, right? That would be that side. Well, the parking is going to change. >> The building is foam very sound doesn't transfer through that very well. There's no transfer of hard surfaces from outside. The only source
for sound coming in is through the windows. You open them and if you want, we can put a laminate glass on that side. >> Like, how twitchy will I be? That's my office. Okay. >> I don't think you will. You will not notice.
I mean, how angry? >> I'll just call him and let the sound play through the phone for hours on end. >> How angry do they get out there? >> Listen, if the Blanding turtles are going to get their beveled granite curbage, >> well, we have we have three indoor
courts in Long's. >> All right. >> Three indoor and we have four outdoors. Okay. I haven't heard any complaints, but it's a good point. Good point. Um Dr. So we just show >> and Dan K then brought up a really good point the spoils that's the way my calls
anything that we're worthy off site not all of it's you know a lot of it's loan I don't see any reason why the town wants to give away their loan and pay have it taken away so we're going to be by again confirmed be confirmed we can
use site next door and we may actually have some trucking done by DW or want some of this material. It's good gravel. Um and and there's there's, you know, a fair amount of is there any pre
is there any precedent for the the material that is valuable, the loan or the gravel or whatever that the subcontractor who does the work would come in at a lower bid if they're able to then take the loan and use their
>> I tell you a little secret. I know about your town, but I don't know a single tenant that allows loan to be taken out of town. We don't have we can give a per that we don't usually >> what's really happening we want to comment a little bit beyond that 10 years
the DPW don't lock the whole place they stockpile material right now our site has stockpile no more right now that they could just move off the site before we start the project over the other side buildings they stockpile
you know when they mill the road is going to strip the top of the street to use their cars. >> They put some extra stuff that's >> they have all kinds of stuff over there. >> Piping over there. >> Well, they they use that now a lot. >> So, we as we get into this really need
to look closely some coordination and there's gravel roads that they travel inside that space moving material while it's on it. >> Yeah. It's going to be >> so we have an opportunity to save some money. >> Yeah. And I've asked my cost estimator
to take that into effect. Um I also noticed that he's carrying PVC trim. We don't use PVC composite training. Well, true exterior. Yeah. And and it comes primed. It will have to be painted but and need I think
the hardened panels come prefinished when we just looking at that. So it says prefishinish. I don't know if that means pre-primed or not. No painting scope doesn't have any exterior paint in it. >> No, all the all the all the party comes prefinished. There will be painting trim
and he's carried that number, but it will show up in there. >> Is a cat any experience with issues that came up with the deciding no in the past? They had an issue years ago.
>> Oh yeah. Years ago >> defected product. >> Not recently. No. So, did the Hardy planks are at the Littleton Library across the street from the the senior center. >> Um, what we did have to do is pay for some painting for touchup on the fasteners that we had up there in
certain areas. But, um, >> I've been for 20 years. Certainted had a lot of failure of the paint. They had a lot of Hardy now also only specifies certain colors in different
climates. to be in their silly. They call it a smack lady. Charlie board last. >> Yeah. But I'll tell you a little problem. We have a totally oak. It's very disturbing.
The contractor was not great and they they marked up a lot of the boards. Some guy went down to the local paint shop said, "Match it." Complain about >> and guess what? >> The touchup is worse than >> you can see it everywhere. See, it's all faded. Wherever he did this, and of
course, you don't see it until >> two years, 3 years later, you say, "What the who's doing that?" So, yeah, we're very careful about making sure that use only a hearty material and um as little as possible.
Um, we eliminated the baby changing station. We didn't think we needed those. I would prefer not to do them because not only are they expensive, but the open doctor could cause me a lot of problems at age and I don't know how many babies we're
bringing in right now. Um, >> yeah, I know. >> The problem I have with them is they don't go up go high enough weight. >> Yeah. >> My my son's completely disabled, but he weighs 70 lbs and I get nervous putting
them on. Oh yeah, >> I'm afraid it's going to snapped. >> Yeah. >> Um window treatment, we found that he left out two type windows that are out of reach, so they they're good in power window shades. Same same in um
Wilberham, too. Um I I was wrong. I wrote down HVAC bathroom exhaust fans. I remind them there six bathrooms or six fans. But in reality, they use single roof fan units. the you link it down so you don't mirror
him and um you may I think called two fans though I I miss informed him you can get away with one but sometimes it's you might have to over size dedicate there are um and then of course all the adult ultimates will be rearranged the
way we want them um and um And a lot of it is kind of out of everybody's pay gra they're pretty good at that. And as I think Brian mentioned before, maybe it was Brian
um Jarvis. Um this estimate is is middle but in the middle of the road. It's not the highest and it's not the lowest. in the middle and that's what they do with polishing
and my guess is that we should be pretty accurate on this. It might be slightly better, but I want to get the hol up because you know if you mention that there's a lot of and I know one of our biders from Wilberham really
wants to bid this project and I told that >> who built it >> PMP was it BJ? >> Yeah, BJ. >> Yeah, >> boy. He had a great sight. Really? And BJ filled in a lot. >> Yeah, who he did the police station in
Barry and uh nice guy. Small out. Yeah. Small, but to get the owner's attention. >> Yeah. He's he's at almost every meeting. >> Yeah. >> And and um I I remember they they did the alarm panels in the in the entryway surface
mounted and it was all done and I said, "This is just not surface." Oh, yes it is. I said, "There it is." And so they took them off, replaced them. They've been very good. Um and um I I do want to get the
set and I I'd be happy to meet with the building inspector personally too maybe the opium at some appropriate time. I know we had people come in at the start of but I think when we get into we've not run into any problems with building
inspectors but each one has his there might be a pet peeve that we're not aware of that we want to make sure we have covered. One of the interesting things in and um at Wilberham we felt the alarm pole at the top of the multi
monal stair was too far away from stairs and uh we wanted a contractor remove it and the building inspector is able that there's a lot be six feet work so that's very helpful we
also um we have an area refuge. I may have mentioned that on and the second floor enclosed two rated stair scenario because the code does not acknowledge handicapped people in twotory buildings.
But we do because especially in our user group, we want a safe area for somebody with walkers or or a wheelchair that needs to be in a safe spot with a communication that goes directly to the front entrance where the fire people
come in. They know that there's people out there in that enclosure space to be help take out of the building. It's not required by code. We put it in every one of our projects. It usually accommodates two or three wheelchairs and walkers
and and there's verbal lubrication for that. Also, one other thing you'll see we all of our bathrooms and our workout spaces all have emergency pull um towards every toilet has one. We may not see it in this unexpected model.
Every urinal and that's the sinks and then the fitness room. And they're set so that if somebody falls it's 12 inches off the floor. It's not out of reach. Our bathroom doors all the stalls
all outwards because they open inwards and somebody falls inside. You can't get some of the new bathroom partitions, you can actually lift the door off. Not sure where they should come that they're all just and they have a release
from the outside. So on that those are all safety issues on the total project. This number here pretty good. December 5th number is 154 867. Yeah. So I have an updated one that reflects this new estimate that we have here with a few
things that we can shortcut just to put a button on the estimate. So any changes or comments that we'll have we'll get feedback from the estimator but also we own per contract another estimate in the CD phase and then that would go through amogertity but we also own one as well.
And so there would be two estimates that would be reconciled before we go out to bid to make sure we're really confident in it. So you get two third party estimators in the room, let them talk their estimator speak. We sit in there. It can be a uh a long meeting, but it uh it's good for these types of things to
make sure that we're comfortable going out to them. So, but on the on the 154 number, I thought that the the number at the meeting or or the total project cost that we had was like 151 in chamber >> 145 >> 15145
>> and this one is 154. So, the $320,000 came from or went to or we don't know >> and I can show them the total budget. So, I'm I'm even higher than that right now. But what I wanted to show is where we think those outliers are to getting
back down to where we were at now meet to getting back down. So, uh, things such as like the pickle ball court driver that was up there, that's going to be an alternate like I assume it's going to be probably one of the lower alternates that are there when we >> the scan that you that you had put in
there as well. And I think what my if it's okay, I can pass these out. It's kind of still a a working budget as we see here. Um, what I tried to do is put this in the format that is also in your packet for the invoice packet. And then
I also wanted to print out a piece of paper here that shows Oh, and I think I passed out the the schedules as well. Matt, if you want to just yank those out, we can go over it after. Um, so this is kind of a working draft of where we are with our budget. Highlighted is the numbers that we just received from
Fogerty. But then I also to supplement that is uh just a piece of paper. I took a snapshot of what we're doing with the town's accounting to kind of show what our funding sources are currently and what we have currently under >> so >> under commitment at this point. What I
took out out of there was anything that was pending or anything we're hoping for or anything that we had as goals at this point. I just wanted to put in solid concrete what we have currently right now. Um, and if I just could continue to talk a
little bit more, that bottom line in green, which is the total borrow funds, I have that as the 11 buys as I heard that meeting, but we know that that would was hoping for better than that. So, but I wanted to at least put the the worst case as we have it there. With
that said, um, bouncing back and forth between the two documents on the funding sources report, we currently right now uh have 14,971. Our current working draft of our total project budget is 161.
Now, that does not reflect uh the work that we're going to do on that estimate. It does not reflect uh anything to do with what Dan had discussed this morning uh earlier regarding savings on some of the utility costs that we're going to have updated for next.
Um and then as we get closer into CDs, we're also going to start putting a finer point on um AV and it furniture fixtures and equipment rough order of magnitudes so that we can uh finalize those numbers as well. Um, so while it it shows that we have a
a bust or a delta here to work towards, what I trying to emphasize is on our funding sources, our our job our work isn't done yet when it comes to um securing those other grants that we need as well as u potential fundraising
activities or things like that helping to bridge that gap. Um, so while I think the estimate was was great where it we did not see a huge uptick in certain divisions and categories, you know, I I don't think it does away
with the potential of looking for any if there's other uh materials or options that are out there that can potentially save us some money. >> So quick comment, the presentation we did the general meeting too.
>> Mhm. So that was the one I had I guess 15 165 is a bunch of but so this is really a skew by you know putting the pickle ball court at
the stone water table and one minute that throws it. Yeah, those are all all >> you may get. >> You're just trying to get the whole picture. >> That's correct. Yeah, that's correct. Even though >> even if we spell all these out on bidday, which I believe we should, we I
think we want to give the town as much flexibility as possible. Um I want to show what those costs are currently as it sits. >> Yeah. But but I think what Brian what what'll happen is that if if because the estimates in the middle if it comes in
low you can buy in some of those. We also carry a contingency which we rarely use much of it. Uh this site should not create a lot of danger. Some sites you know they dig down five feet and find giant boulders or ledge. We've already
checked all that. you don't have that problem here and we would have been aware of it anyhow. So I think what you have here is that if you took all the ad alternates out just leading to the side because they're all designed we want the generated one or the other but if you
take them all out all the ad alternates can be done at a later date with additional funding excuse me to your point Ken I believe the presentation was and what the town manager had said is >> we're not going to have a project
without a generator and the uh >> partition. >> Well, so if we Yeah. So, if you walk the math back though, 16.1 minus the add alternates we said we likely weren't going to take even though
we were including them in there brings us to 158. And the difference between 149 and 158 is basically the grants that we are hoping to get. So I guess I'm reiterating the larger point. I don't
think we're really far off right at all. Yeah. >> Yep. with all design. >> Yeah. >> Yeah. >> Now, what I tried getting to I think I me just was mentioned when we did the
exercise of breaking out site and building costs. There may have been some percentage points that got lost in the shuffle there between escalation and how that was because that was another way that we were showing it. But I'm I'm more confident in what we handed out today as where where this where this
sits and we can also do that split up accordingly to make sure that those numbers are driving. But >> actually this is very helpful. I just want to share back I brought up the book. What's amazing
about this test first of all pages really I picked the major categories which was HSV electrical sprinkle and plumbing the first time around which is July 10 then
I added the same exact but in the old days a couple years ago you would have gone way up, >> right? >> Because it was all running at like 10%. 12%. >> So So the Bogy estimate of January, the one that we have in front of us now,
January, right, is at 11,549. >> And what was the what was his initial? Well, the second one we did is July 10th of 2025. And what was the totals? 11,000 11,59. This is >> it's debt
>> $40,000. >> There was some change you see >> some of the glass >> unless he's still doing square foot costs for the DD said I'm joking. >> Hope not.
Well, I'm always shocked to see $888 a square foot the new square in Bingford. >> Yeah. 1892 200 and I remember when we do one in Nucket way back it was $1,000 we're all shocked now today if you want to build back
building it's pushing 3,000. >> So overall I think that you know I I tried something different. I I took the the the template that we're using for our invoice packet to kind of give it a little clearer rather than the large color coder that we did. We're still working on it and it's still a very uh
live document. Matt and I meet on this every week and so it the the format and the way it's presented may change slightly with you, but um we'll we'll kind of keep updating this and bringing it forward to you when any new information comes into this.
>> This is very I like it. I've not seen this from any other you know. That's a gold star on you for what that what that >> I'll bring one next week. >> As the uh as the invoices start
accelerating, are you folks comfortable that your relationship with town accounting and and town treasurer is going to be soon. though to continue the to continue the the accolades that the town and the accounting department has been has been great and we they wanted to set they
were firm with wanting to set the process and make sure we know that we know their uh we know their warrant process when they when they uh issue checks. They also we've are on board with our process of all invoices filtering through us putting it through that invoice package and making sure
that we're able to track commitments, what's been spent, what's left to be what's left to be spent, and then we reconcile with the accounting department, not myself, my accounting team, uh, on a monthly basis as well to make sure everyone's numbers jive. So, um, yes, it's been it's very, uh,
encouraging. Some some towns don't have that. >> We'll see how it works this time. >> We'll see. process. >> Go back to this under administration. One of the meetings that Robert attended was usually
owners insurance risk and what that could be. We we had to pick that up. I don't know what >> I think that means that we pay for it. Excuse me. >> Builder's risk is a policy that's going to need to be bought by somebody whether
it's through the general contractor or or through the carrier >> trying to get away from it's signed by but >> that's what the question I've never had as always had to pay for it. Yeah, we
either either it's best if the town pays for it, but sometimes sometimes prefer the contract for it. I just don't like the contract. >> Okay. So, >> I know what you're saying. just my attempt to get anything I can out
>> and then somebody else in the >> car's meeting when it was it was my understanding that the insurance would be picked up as part of the town's budget >> because they have an insurance budget place the whole town that's the end
>> but I don't know the answer to town manager can speak with MIA whoever the insurance carrier is for the town and they and they get a resource policy for this project and they're able to pay for it out of an insurance pool that they have. That's fantastic. And I can rearrange.
>> Can you follow up on that? >> Oh, Katie. >> Jesus. >> Be really nice to him. Buy him some buy them a mocha or something. >> So, permits and approvals. Kevin, I heard you whispering. I I wanted to just bring this up here. So, what my
accounting team did is, and thank you to Katie for sending us everything that's been spent to date on everything on the grants that have been achieved. There were a lot of things that were even prevertex, we'll say, that were purchased that we're not exactly sure what they were. >> My accounting dumped them into permits
and approvals for right now prior to this. And so, we wanted to capture everything that's been spent to date because >> not necessarily that >> that all makes up what we have for our funding sources. that includes Catelyn's first feasibility studies that are in there and we want to make sure that
we're we're carrying them somewhere so that >> we don't get to the end and we reconcile with the town and they say we're actually already empty. We've already paid for it and we didn't we didn't have it for. So, okay, >> Ken, you'll see an overrun in permits and approvals right now is that's where our accounting put it. But this would
also be where Goddard's new proposal is going to go and we're going to need to find where we're going to need to find buckets or you know budget transfers in order to accommodate those. >> So I'm not an accountant. >> Me neither.
>> It's bracketed in in red. It's the only number in the whole column that's bracketed. >> Yep. Because it's 43. It's the difference between columns I and >> the difference. >> So if you if you look to the column to
the two to the left >> that that 8,000 committed because we have the proposal in hand that has been done since we've been on board >> and we had an additional >> um 43,000 that had been spent previously
through some other other authorizations that we wanted to account for. That's a good point. >> Okay. So, but then >> but then if so if that's okay. >> But that that's ties back to this. Correct. Right. Correct. So then
>> let me know if you if you need help. >> I might I might just say hey what was this again? And you could say yeah and we can do a transfer to go from that's not a permit that's a missed project cost or that is actually a >> okay >> uh part of the survey that we were doing. So
>> and the utility number will reduce that money will become available >> correct >> out of the correct >> once we get a hard number on there >> from a contingency standpoint we you know this this is a relatively low contingency that we see here I wouldn't advise to go much lower than what we see
here um >> very low >> it's three it's 3% as it sits right here >> um so that's >> one of the ways we got the budget >> correct I'm sorry. Which is it? The owners or the construction? >> Construction. >> It's 3%.
>> Yes. >> Usually by the time we get to DDS, it does come down a bit. It's coming down a bit early. It comes down from five. >> I usually carry five. Don't you? >> Yeah. So I think we're we're talking
about two different thing that construction contingency is going to remain throughout the entire construction of the product. That's where we're going to pull out of any change orders. >> Yeah. >> On our estimate that you're going to see a contingency. It's called a design contingency. >> That starts going down as John finalizes
his drawings as we get closer to bid because that pool makes up for anything that's not detailed in the drawings right now. So >> the more complete he gets, the lower that design contingency goes. But our construction, >> you don't want that to be >> if you can increase the little bit of
because we never it's public bits of >> sometimes because we're pre-qualifying. We should get pretty decent contractors, but you can get, you know, I I had you two maybe not been around long enough to
deal with Shaba, but Shaba was one of my contractors. They're the most dishonest. They're not on the force. So I could kind of align them a little bit, but >> this is a public meeting, John. Just >> Yeah. But but they're really they're they were very very difficult. The owner
would show up with a gun and put it said, "I hope we're not going to have good arguments." I'm not kidding. It was not pleasant. So, I would say we because the state now has us pre-qualified, we're going to get some good people, you know, and and they will all be
solid. Brian, I can go back and chase the number to see, but I think the UDAG that that Udag for the feasibility is not correct >> the the 61
>> because and let me go back and and redo it, but we had 60 >> in the feasibility study, but there was like 17 left over. >> Yes. >> From before. So that number might actually you see what I'm saying that if
that number was 77 instead of 61 then that >> yes >> that changes how much your permit number is over because it's miss >> that might be it. Yeah understood. >> Yeah. So I'll go back and look at some of that earlier. >> My my last comment would be uh in the
funding sources report where it says spent to date that does not reflect the invoices we're showing right now in speaking with Barbara at town accounting. these the way that these grants are set up, we're going to start sequentially um emptying the buckets uh so to speak.
And so we're now dipping into the UDAG funds, which was the million dollars approved at town and eating. And we'll start drawing that down uh keeping in touch with t with town accounting so that as we start getting into uh capital stabilization funds um they have an
understanding and can forecast their borrowing schedule for for the construction funds. I do not anticipate uh here we're we won't have to borrow any funds until we're into construction at this point because we still have about 3 million bucks left. Um,
but it we want to be able to set air up correctly with their short-term modeling and how they're going to forecast this. >> Thank you for putting this together. This is >> Yeah, I appreciate this a lot. >> I I I don't know if it says it at the
top, but I I've been told and I I want to make sure that this is known as a draft and a living do got to these. So >> I put giant letters. So I know that's I wrote it on mine. You're saying >> I say the same thing about all those
drawings until she's talking to us. >> I know. Saying move on to the next thing. Schedule updates. >> We got 10 minutes left. So I'll pass these out. Yeah, sure. Yeah. I brought him
looks good. I need to make a That's good. That's why that's great. >> We can try to make this two pages next time. >> No, we're elderly. We're very elderlyized. I mean you can go with two pages.
>> Yes. >> The gant makes it look like we know what we're doing though is >> I know it's really incredible. >> Weird. >> Yeah. And Matt, I think maybe if you want to take this and just go over a couple of the high points that we've got maybe for the upcoming couple of months
and uh anything that is ongoing. I know that you have some placeholders in here for boards and and associated community stuff and I know that that's all. So >> yeah, one of those um areas that were looked at tasks that fall under the
permitting theories that the colored um highlights which correspond with visa uh viva and natural heritage. Um so those uh those dates would correspond with with the dollar subject to the negotiations that bans to uh to have
finalized those dates which then uh as part of their proposals tasks. But uh you can see uh on the column on the left where the gray out things that are completed bring us up to date rather than currently um doing our 100% design
development review. uh and as part of that we're going to give the estimated care again items with the goal of getting to completely target a select for uh in mid February.
So we've added that in the air as a milestone to complete the design. Um we have as I mentioned earlier um the time for um beginning to be there's a planning board uh and it's newly
associated with with that for the site approval say you could planning information it's >> okay you want me to take this and >> and just just you put on things that are done right >> okay
>> just that one line is about That's right. It matches right there. I did cover. >> Okay. Great. >> And do they need to go to conservation? The only thing that we're going to have to be polite. >> No. Does it require any conservation?
When we get to the NISA and the so-called conservation management department, we have to for one giveaway. So we're going to have to give to conservation over six antics together. So we've
highlighted where that is and D sketching it out for this meeting of Lisa. So I checked to see if we needed what level of a formal drawing and Dan told me that at this point it's just a sketch within the garage to meet.
So we have three and a half acres here. We know pretty much we're going to hear from six if it's right against the gold language any that still work but that's that'll be
the intent not a conservation notice of intent nothing that needs a permit only the approval that the town conservation commission they're going to take that other decent money and it was satisfying and In that way, it is then held by a a
private trust or zone negotiate. >> So, we won't need to do that. Okay. >> North Carolina. >> Okay. Does that open the door for them to issue any orders and conditions or anything on our project? No.
>> They need they need buffer zone on the tent or any flood plan any regulated area conservation is. But we do have a couple meeting with that maybe a couple meet that will just come along. That's part of the process. It doesn't mean we don't
have to go to their phone tell you. So um following um the completion of the design development phase when we're going to the construction documents phase uh where we need to take our DG set it's that new and we get it to a level of
completion where there's enough detailing of the contract that's been bid and so another level of detail to continue or finishes the documents to are are fully changing and if able to be bid and
currently our target to that is um allowing new April says we know the drawings already doesn't say construction documents complete 47 final document review 413. >> Oh, sorry.
>> So, yeah, sorry. I I I wanted to account for the time that that department. >> Um, and then so then following the completion of the documents, we need to have the bidding phase where we're
putting out and filed sub bids, right? general contracting for digging out via the works containing the documents. Now, you see sort of by the way that this stacks up that there are some things that are concurrent. One of the
precursors to bidding the project would be the pre-qualification of our clearly eligible contractors. And that effort starts so that it lines up with the documents being ready for bid is just in advance of that is when we've notified
our contractors that they're qualified to bid our project. And so we start that effort uh that effort to contain our test uh process involves members from the OTM members from the design team.
Um and we'll review their statements of qualifications. They tell us a lot about themselves and their experience on other projects of similar size and complexity. We evaluate whether they have the capacity and their um skill to lead the
project >> and those are inerson interviews or >> no they submit a statement of qualifications. It's usually a lot of paper. It's pretty standard. >> Uh it also does involve reference checks which is something that we have a dedicated team that does a lot of that
leg work. Okay. Um I get lots of each projects I get asked. What do you expect even? And so they do need a certain number of the positive references in order to pass the um achieve enough points on their
their um on their ratings to pass the qualification process. Um so we're anticipating that that will completely just having the project ready to go out with the final subject.
Uh and that takes us to um just go ahead. There was some discussion at the monster working group that this equalification theories how that group of people had to be made up who was going to be on there that's
going to be a separate piece of work >> it is I think we need a little bit >> I can so mass general law requires that any public construction in Massachusetts over $10 million needs to be fully pre-qualified that includes includes the
general contractor 19 divisions set forth by the Commonwealth. If their uh division exceeds $25,000 in our estimate, then they need to be pre-qualified for this. Like I said with Princeton, we got about 130 statements of qualification for across all
divisions. A committee needs to be formed and I think that's on our agenda to vote to see who is going to be uh tonight. There needs to be three representatives from the awarding authority, one of which can be your OPM. So, I would encourage you
to let us be one of those seats. Uh, as we're going to do most of the work and then and there would be two members here from the building committee and then one member from your design. Uh, those are your voting members. Doesn't mean that all of the work has to be done by all four of those people as I'm not going to
do all of the share. I'm going to have we have some procurement help in our in our department that will do that. Um but there will be probably six to eight meetings that will be held between uh that pre-quall committee milestones hit reviewing all different types of
divisions. Work will be distributed. We try to lessen the burden on the on the awarding authority for the representatives of the building committee. We try not to get that them too technical. We want to look at them from a managerial perspective and have you guys get engaged and and be a part of the process but also that gets bogged
down because we all know everyone else has lives. So, um, I think that's where we're going to go tonight. You know, that's that's the rule and that's the law that we have after. And we're going to be getting packages to evaluate from everybody who does types of work that
have an asterisk next to them in this. >> That's what that is. Those are all files. >> Those are files. >> Yeah. That's that's those are all the different types of work that
plumbing electrical >> all those steel >> all the usual concrete >> not steel concrete is not >> steel is not >> nason metals >> oh yeah or oh yeah miscellaneous metals yeah
>> they all have good lobbyist review um painting elevator one elevator company bidding point. >> I don't want to too much time to elevator. We won't we either won't get any respondents for pre-quall or we'll
only get one bid at bid day. Mass general law says we have to go back out to bid. It's a it can be a process when it comes to elevators. I'm convinced they're all sitting golf together. Yeah. So, they do it. >> You get it this month, kids.
>> Yeah. One guy owns all the companies are on different. >> Yeah. So any questions on the schedule phase follows the conclusion of bidding and just to your point and now permitting is critical. to this schedule
that we have here. And so I think doing that as much as we can, as fast as we can. >> And to that point, I we can touch on it more in the um the grant and fundraising one is that the what was said at the meeting, the select board meeting the other night was just a
slip of of the tongue. the the requirement for CDBG is that it needs to be um bid ready documentation, but the permitting does not have to be completed until um until after the award
is done. So, you can't spend any of the money until the permitting is done, but you don't have to have it done in order to apply. So, I just wanted to clarify clarify that part. >> Thanks for that. And a critical thing for me for reason you cannot hold a
building. >> Correct. >> That's the >> I have to prove it. >> You cannot get a building of that. >> And to be clear in my opinion of this is you also do not want to be going out to bid and having a stale bid in hand. >> Oh yeah.
>> And they can't pull a building permit or we award a contract. And I have the I have the president of the GC screaming at me saying every day that goes by it's going to cost me money. >> I'm saying so just so do you have the
enrolling of the contract at 6126 and the construction phase begins on the next the following week? I mean is it realistic for a construction company to know that we're going to be able to start the week after we get the >> mo it's mobilization.
to do is upon getting the low bid, we would evaluate that low bid. We would probably have a building committee meeting very shortly after and we would issue either a notice of intent or notice of a war to that general contractor knowing that contracts are being gathered. Council needs to review,
signatures need to be reviewed, but there is an intent and we're going to be going so that they know we would engage with them and say, "Hey, things are looking good." >> Yeah. So then we would have a kickoff meeting of contract execution and even if that contract is executed, we still may follow up with a notice to proceed
after that. And that's when the the clock strikes on that cuz sometimes a GC will come to us and say, I'm still getting my ducks in a row. We'd like to start in a couple weeks. Is that okay? Usually it is. Okay, bye. >> Because they buy out a lot of stuff. They give us a bid and then they say we
want it. Now they go back a little bit better price and >> you would know very quickly uh if the load was sponsored and once you make that determination there is
>> the contract's already in the spec they just have to sign it's not negotiable but All right. Anything else for schedule? >> Thank you. Very helpful. >> Yes. Yes. Thank you. >> All right. So, in terms of grants and
fundraising updates, um, in the interest of time, I'll go over this pretty quickly. Um, I started compiling. I've worked a little with Ellen, I worked a little with Bonnie, worked a little with friends. um that subcommittee has not met yet but I just wanted to give a
highle overview um in terms of funding applications in process uh I had a meeting today with Pioneer Valley um it's actually PVCC um but with Pioneer Valley they're like
the MRPC in our area but they do um CDBG grants they're going to work as a consultant with us they feel like we're in good shape Um, lots of documents are online for them to have already looked through. Um, we've done a lot of public
outreach and input. So, they are really looking at how their proposals were evaluated the previous year compared to what they wanted change for this year. So, they're feeling good about that. Um the date was changed um for the closing
to it was March 1st and now it's April 21st which gives us >> a little bit more breathing room in terms of um >> you know that lines up really well with the schedule now in terms of having those bid ready documents in time. Um,
>> so I was gonna say we're gonna have to get John informed to some of the steps that maybe they get that >> right. So I'm going to have lots of requests for documents from >> from the team um going forward to get
that application in. U they also changed the maximum award. it we it was 1.3 million every two years and then it became 850 annually and now they've changed it to the up to 950 annually. So
um and then we will try to apply the two years in a row. Um that is going to be paid their fee I want to say was and I'm sorry I don't have it right in front of me roughly $15,000.
um it's going to be paid out of economic development and the senior cent's budget. So, uh, in an effort to make sure that all the money stays with the project that it can,
um, let's see. Uh, in the other any questions about that one? >> Yes. Community development block. >> Yeah. Thank you. >> Yeah. Um, and then the other one that's in process is the community compact IT
grant. I also I had a meeting on both of these grants today. Um the maximum award for that one is 200,000. We are going to apply for the IT and AV needs for the large multi-purpose room for the Zoom room capabilities and um cable access
and the AV for that room. It's coming in around 130,000. Um, so the specs are being collected right now and Robert and I are working on the narrative for for that one and that one closes February 5th which is
coming up. So um that would be nice. Um, and then in terms of the things that are under investigation, the fiber grant, um, I'm we're feeling less optimistic about that one due to the timing of the award and
when the work would need to be done because the, uh, Comcast work is going to need to go with the water and I think it's going to happen too soon for this grant. >> So, if there's there may be provisions in the ground for that. >> Yeah. Okay. So, if there's any type of
grant available for pulling of said wire already something in the ground, there may be >> Yeah, we'll have a conduit available if if there's any money. >> Okay. All right. Um and then uh I just
started talking um to Main Street America about the T-Mobile Hometown grant. So, that's a quarterly grant up to $50,000, but it has a focus on um community spaces and several of the
approved projects have to do with furniture for community spaces or like gathering in park areas. So, um I was hoping we could get some version some specs for the cafe and lounge area
furniture that I >> we could lift it from another job and >> that's draft. >> Yeah, draft. >> Brian says, >> "Yeah." So, um, but because that one has to be completed with and open to the public within 12 months, we're going to
have to wait until the end of the year to apply for that one. Um, and then the Mass Cultural Council Facilities Grant, we missed the deadline for this year because we didn't have an appropriate community partner. So, um, I want to
work on that again for next fall for that one. And then I am declaring the housing choice one closed at this point for the waterline. >> Good. >> And then um the friends met earlier this
week and they have uh I believe we were at like 62,000. They haven't done a lot. They've been sort of mobilizing um in the last couple of months, but they did get another thousand pledge um and they're building
some cash reserves. They're going to go do some training on February 11th and so hoping to get started, you know, into the spring. So >> I think once construction starts, if we want to have a meeting with them too about if there's requirements on how that money is allocated, you know,
right? >> Are they buying things? are rebying things and being reimbursed or is there >> I I think the idea would be that they would be they would be transferring that money into the town. Uh I don't think
that that organization has the capacity for that. >> And then I would also assume there would be some recognition that would come with that. So we would need to make sure we had budgeted for >> whoever the general contractor uses for their sign vendor. Usually I pull them into a meeting and say, "Hey, we might actually have some more work to do." um
to do some dedication stuff. >> Also, you'll find that funding improves terrifically after construction. >> Yes. Yes. >> So, do we have budgeted a sign that says future home of the you know that you in
front of it page for that? >> We have a project sign though I think right there. >> Yeah. >> And we really the GC does that of course. So we have a Yeah. And and I often said
>> I have a vendor that usually is very competitive. So I would say you would approach the general contract if there's something to put up on the bench. I guess it's not advertisement. It's more about >> get excited. >> You should see the size of the
architects >> with that one. Yeah. >> Doesn't the GC? >> Yeah. No, he does have project size. That's big. It's about 3 and 1/2 ft by 6 ft or something. It's in full color and it has the committee on it and has
Robert on it. >> Well, generally we don't do the don't have room for that. >> You got to do public meeting. We don't >> as long as we get to see the proof of the sign because some contractors in the Milton we had everything was spelled.
>> Oh, nothing. It was up on the side. We actually spent a week and we bought ours. >> We created for them. Yeah, it'll be in our It'll be in the drawing. >> Ellen, did you have anything you wanted to add in terms of the grants and
fundraising notes? Um >> um not that. I mean, we're preparing for the um the training with the people in Wilraham and we're going to do a tour of that um center and uh he's going to go
over you know materials that uh need to be printed and um you know how you go about approaching different people and um how you um acknowledge gifts and things like that. So I think it'll be very helpful.
He he was very successful too at raising money too. >> Almost a million. Yeah. >> Yeah. And he learned it from Mary Beth Berser on over long. So being passed along love it >> this knowledge. >> Great. Okay. Um
thanks that Ellen. I that brings us to subcommittee updates. So, uh, I did hear already from Ellen, Bonnie, and possibly Linda about being on the grant and fundraising committee. And Dave, you said you wanted to be on FFN. And
Dennis, you said prequels. So, um, can we get a second a second member on to that >> call? Uhhuh. >> Sure. >> Okay. >> Oh, thank you for
You know, again, that would be just for voting members. If other people are so inclined and would love to support qualifications, they're more than welcome. >> They they come stacked about this high. >> But, uh, as we've seen in previous projects, we're even, we've got a
protest on pre-qualification one time. So, making sure that we hit the statutes that are set forth in MGL, documenting our votes, just making sure we have the correct committee, how we're going through the process. It gets boring, but that needs to be in place and in the
file in case someone comes down for it. So, we're good. >> Vert.ex will have a representative and John represent. >> Is he still yet? >> Sure he does. He's listening.
>> So, for the um >> I go to the shop valley fitness school. Anyway, I approached one of the uh fitness trainers there who I see in there frequently doing private sessions with many senior citizens as it turns out.
But anyway, he said that he would be interested or he would be happy to kind of make some recommendations as to what kind for the fitness center, you know, what kind of equipment would be most beneficial in terms of benches, weights, treadmills.
>> Hopefully not too many benches. We do a lot of that. We've done more than 15 or 20 centers and all and we we usually re we have a really good consultant. He likes to bid on it. It's going to be f or price and sci-fi. All these different
outfits are really good. I'd love to hear his his compared to what we've done. I suspect they're very similar. >> We might not meet uh Grank Fitness for for No. He >> feel like every fire station we do, they
have Broncas in there with us specking them all out. >> His older brother, he does all fitness stuff. >> Pumping 250 pounds. >> He gets the firefighters all warmed up with all the nice equipment. >> Okay. So, no, this is a fundamentally
different approach to >> Yeah. For me, it's all about fall prevention on entry from the machines. As a little aside, and I'll bring it up again. I highly recommend um the um
it's it's you don't choose your weights. It's it's a u it has to be something >> pneumatic. >> Yeah. >> One of the pneumatic weights, the ones that will adjust as you use the air pressure.
>> You cannot overdo it. And every time as you're working out, you get stronger and stronger and you can do more, but it doesn't let you screw your system up. And that's very important for elders because we forget, oh, I thought I was pumping 150 pounds, but it was really 50
pounds and that where you get really burden. >> Yeah, I can't remember any other company. Well, >> and I think that brings us back to Vertex for the vendor invoice package
and then we'll wrap it up. >> Yes. >> So, uh very quickly, uh this was done uh last week. You should have had a copy sent to you. We also sent this to Town Accounting. We went through this as this being our first invoice packet uh with
Bober and Town Accounting. Uh you'll see something similar in our project status report which is kind of a breakdown on where all the budgeted line items are that will be adjusted as our months move on when we get further estimates when we get different uh quotes for certain FFN.
Um this also will help town accounting understand where we are with our funding sources. Um and as you can see on the front page uh it will have uh Vertexi signature on it and we'll give you your new commitments and budget transfers. But on the second page, on the inside of
the first uh is a breakdown of what we're recommending for payment here. And then all of the invoices will be supplemented as backup as part of it. For this first VIP, there are some previously paid invoices that we are trying to catch up to make sure that we're showing that the
commitments are correct. So you'll see um five Catlin previous invoices that date back to to May because we didn't have record of those. So, we wanted to make sure we was including them, but we're not recommending a new check to be cut. We don't want John to get money here. >> Yeah.
>> Um, and then we have some other previously paid invoices that were processed. As we knew at Talk with the Accounting, we know that the election funds were paid already. However, we were told that they were to be um taken out of our project. And so we're kind of
designating them as previously paid by the town, but we're showing them completed now to the project. Town accounting will now be uh doing some transfer of funds coming from our project to theirs, but we're accounting for it here. The last lines are just the invoices this month we're recommending for payment, which would be for Vertex
Catalan Architecture, as well as the Mass DOT permit fee that Dan had asked for. It's a $1,500 permit that needs to be cut. Spoke with town accounting. they don't need much more than just a backup that he provided which is uh an email
from Dan saying we need a check and so uh we wanted to put that forth for the committee to make sure that um we can get that uh approval so that they they're ready to cut that check to mass dot um once once approved.
>> What's lazy Mary? >> Yeah, the election workers. >> You guys bought a lot of pizza. I couldn't figure it out. Lazy now. Is that in the Rotary? >> Yeah. Yeah. Okay. >> I think those are the election signs.
Those are all uh expenses for the election. >> Yep. >> We scrutinize everything that comes in from the I I didn't give what was told to us that we needed to pay from the town much scrutiny. I didn't. So, we just kind of put those in as Yeah. Okay.
Once we uh Yeah. Once we were dictated to >> Can we make a motion? >> Yeah. I think what's three three separate motions for >> I I think what what we would be recommending here would just be uh the
approval of the invoices recommended for payment. I apologize. We do not have a sub we don't have a sub uh >> a sub line on what that is. I'll do it for you. >> What is it? >> 155.
>> Oh, no. You're right. Yes, you're correct. >> Yeah. >> So, the bottom line, >> so would be approved in total or three different approvals for each? >> No, >> I think just in my experience in other projects, you can vote to approve the
invoice packet as as submitted. So, uh, I make a motion that we approve the invoice packet submitted on February 20, I'm sorry, January 29th, 2025 at 2026 and a total amount of 155
roll 56. >> Any discussion? >> No. Okay. Then you can now do your vote. Yes. >> Yes. >> Dave, >> hi. >> Bonnie, >> hi. >> Dennis, >> hi. >> Ellen, >> I >> the chair says I great. Everybody gets
paid. >> So, we were also given the warrant schedule and payment schedule from Barbara. And just keeping that in mind when we schedule our next building committee, we're looking at that as well to make sure timing those
>> in the future when we get into construction when there's going to be hard dates on when a contractor is due to be paid by the town. We will probably look at our building committee schedule to make sure that we're lining up properly with those checks being paid.
it's it won't be an issue, but I just don't want to get in a habit where if a contractor is not getting paid for 45 days and they keep complaining about it that you know work does the work gets done a lot better when uh when payment schedules are >> and in fact once in a while you'll run
into a complication either because of weather or some holiday um sometimes and we'll have to check with the town and I think maybe do that um they'll call in the selectman that son had warrant
because there was not going to be a meeting like whatever reason so that contractor like Brian says contractors work really well when they're well leased yeah we just as a resident of the town we want to I want to avoid a
situation where we are asking for an emergency meeting of the select board to approve >> that only happens when there's a >> No I I understand but just to as as a just as a speaking as a member of the public. >> Yeah. >> I think government functions best when
they're getting the information necessary to in an orderly fashion allocate taxpayer funds to the to what they're allocating for. >> And if we're running into >> they need to meet an emergency basis or this one didn't get included in what I mean, we want to work real hard to avoid
that. >> And the towns we worked with, they don't meet an emergency basis. They just come in and each person what we do to avoid that is we'll require the contractor to get us a what we call a pencil invoice. >> Last week of the month we do our review.
I want that done, signed, notorized, executed by John uh and on back to our desk first second week of the of the month our packets get put together. So we have ourselves a little bit of a buffer there. It need some time in three weeks to get this >> and we'll have a discussion with the old
PM as to whether be contractors like to get a little bit more money than they probably have earned on the job. They're only allowed to to to they're only allowed to put in a payment request for work that's done at the time
of the of the sub >> period. And we run into that a lot and we usually get it corrected and the contractor will understand like they say, you know, foundations are 100% but they're not or 60%. So that'll all get
word. >> Can I go home now? >> Wonderful. Okay. So there's no one here from the public anymore. So no public input. Our next meeting, >> when do we want to meet? Oh, again now
>> um I'm leaving for Texas the 12th. They're not coming back till 23rd. >> Oh, nice. >> We're in Texas. >> Yes. I don't know. I just get on the plane and go. Wife and the kid decided we're going. I think we're going to see um Chip and
Joanna Gains and the Waco Riverwalk. Waco and the River. I spent five years. The river walk is fabulous. I did Fort Sam Houston for three weeks training. So >> next meeting.
>> Okay. >> Thursday weeks. 19th >> I think we'll be okay. >> Okay. February. >> Yeah, we can figure that out. Okay. >> Did you have it on? >> Did you have it on here already, Matt?
And I didn't. You're a lot of freedom. It's nice. I don't know if it's gonna hopefully they don't have cold. It's freezing right now. That's what I saw. >> Did you propose a date? >> November. >> Did you propose a date? >> I just mentioned the 19th wanted to say.
Okay. Yes. So, February >> 19th 4:30 >> I think 4:30 work. >> Got it. >> I get home before midnight. That's it. It doesn't affect me, but uh every meeting I'm doing in February now,
people have to look and see if it's school vacation week. I don't know if that is or not. >> Yes, it is. I don't know if that's affect anybody, though. >> Takes the kids ski. >> I I they're in daycare. They're going full-time. They're they're no vacation for them. What age? They're born too.
>> Oh, that's the age of my great grand ski. >> Oh, they they are Oh, yeah. Oh, they are. What a great age. >> Yeah. Yeah. They're horrible. During the week, during during the day is great. >> I don't see any dark greens under your eyes. >> Wear makeup.
>> Yeah. >> My goodness gracious. Congratulations. Thank >> And that'll be great because then if we do a board update on the 17th, then we'll be able to >> Good idea. >> Go for that on the on the 19th. All right. Wonderful. Can I get a motion to adjurnn?
>> Motion to adjourn. I like the >> Is that a second? Okay. All right. All in favor? Ken. >> Hi, >> Linda. Hi, >> Dave. Bonnie, >> hi. >> Dennis, >> hi. >> Ellen, >> I
>> chair says I. We are adjourned at 6:37 p.m. >> Well, too bad. All right. >> Wonderful. Thank you everyone.