##VIDEO ID:6G4zhcMZc7s## welcome everyone uh today is Wednesday September 11th 2024 and this is a meeting of the senior center site selection in building committee 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 Andor participation via Zoom is being provided as a courtesy to the public 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 inperson versus virtual attendance accordingly this meeting will be live on Zoom the public May access the proceedings by joining Zoom meeting 375 414 6055 or by calling 92925 6099 for additional information about remote participation please contact harly Antonella assistant Town manager at ATM a.m. us or 978-772-4864 of minutes to approve and that is my fault because I just got the link to Carolyn today um so I think we can table that to I've been begging her a week she has been Katie Katie yes I I think you do have the 814 minutes no oh you know what uh Dennis did you send those out at the right before the last meeting yes okay did anyone have a chance to read those I'm sorry you're right d i for no no no I mean if we want to defer till next time I mean I'm fine with that I just want to let you know you have them we have them okay okay I guess I or maybe I looked at him so long ago um time to table it okay um all right and then uh the only other revision I have is could we take that out and I'll put in a a budget update in spot okay okay so is there I move that we accept the agenda as amended can I saying us how it's 911 should we put a moment of silence in to remember 911 or is that an inappropriate uh sure okay sure yep all right so as three it with those three changes okay all right um sir a second second okay all in favor great all right so we do a moment of silence first um all right so that brings us to the first item is a budget update uh so there there were three sources of funding related to this project the previous iteration um had some uh money in the senior center feasibility project that came from Capital stabilization and and udeg and then um at the that was left over from the previous efforts with Abacus and then when our group started up last fall um they there was about 14,000 left in that um then when our group started up in the fall the select board gave us um $60,000 in arpa funds and then uh we were awarded the housing Choice Grant uh as well and that was for 300,000 so we have um there was one last uh final bill from Abacus that was paid and then we have paid um um three payments now to um Catelyn architecture um the total of those being 85,000 so um that and then there was a posting in the LEL Sun I believe it had to do with the bid for the architect that was put out so there was a that um additional one so um that squared us up with the arpa funds and the remainder in the senior center feasibility project um the last bill that last invoice that came in from um Catlin architecture um is the first thing to build to the housing Choice Grant so that balance of 300,000 is now 284,807 120 so as of 28 yes as of today any questions on so conveniently the all the other invoices ended up exactly on the 60 plus 14 that's what you're saying it was it was 14998 20 and so they were paid out um only one of them had 75 cents they were otherwise all flat dollar amounts because they were Architects charges um aside from the from the low Sun charge so that's what makes us what I'm saying is of we had three sources the last Source was the 300 so the preceding two were spent 100% it's basically correct yes those preceding two are now one 100% spent now we're down to the housing Choice Grant and we have 28 8 used about 17,000 no we've spent 85,000 no but I'm talking about just what was left over to take out of the housing Grant yes we only spent 15 we just spent 15,000 85 thank you all right we have 283 left two 2849 two so 285,000 and Katie could I ask and and and we need to in or spend that 285 by what date um it can't be encumbered but it has to be spent by uh June 30th of 2025 and um we don't want to spend it necessarily all at the last minute because it's a reimbursable grant and so it will take time to get that reimbursement from the state so um and Barbara correct me if I'm misquoting anything but um yeah it's it needs to it it needs to be spent by the end of June the end of the fiscal year yeah that that's correct Katie so what you can do is you you spend it and then you just have to make sure you submit that last um reimbursement request so that the money comes in by the end of August of 2025 good okay great so um have the town with us this evening with a overview a presentation on the borrowing process Madam chair members of the committee U those online uh good evening and thank you for the time to meet briefly with the committee um and I'm joined by barara terney the finance manager uh on the zoom platform and uh for those on the screen I apologize I I'll get you a copy of my handout that's a fresh off the press um but what we wanted to do tonight briefly is discuss um sort of next steps uh required in terms of the borrowing um process and the funding process for this project and we don't have all of the information just yet but we want to start this discussion sooner than later because there are statutory requirements and steps involved and procedures and there'll be some decisions that the committee will need to make strategically the good news is um as with any project of this size myself and Barbara will uh handle the borrow authorization uh details as well as the debt exclusion details in full consultation with this committee as well as the other bodies involved so the committee I'm going to try to keep it at quick and and high level and not it way down um into the weeds so again thank you for letting uh uh us meet briefly with you so one of the first steps that will have to happen is that we will have to Define an exact total cost uh for the project um so for the sake of today's conceptual discussion and I want to stress that this is just conceptual discussion I saw three potential scenarios that Catlin project uh estimate I want to just stress that because the devil always is in getting hooked up on the numbers was 14 point I think it was 14 point 145 14.5 and then with the Bishop Road site if we factor in another two other scenarios like 1.5 million added to that for utilities and another scenario on the high end which would be 2 million uh for utilities let's just say for the sake of tonight I just want to stress we'll use the number of 16.6 million as a total discussion number now we know that there's going to be um further work and and variables to that but let's just keep 16.6 million in in our minds just for a discussion but the first step at at some point is we're going to need to have come up with a the actual total number because Barber is going to need that number um to for the purposes of the debt schedule borrow authorization and all of all of the details but at this point in the process we have a a ballpark number so the per the town of Air's Financial policies any onetime expenditure over a half a million dollars um is generally funded through a debt exclusion uh and we'll talk about that in just a minute what is that and additionally for the town's capital planning policy all capital projects which this is must be reviewed by the capital planning committee and subject to a recommendation by the capital planning committee to the select board for placement or consideration by town meeting warrant it sounds like a lot of steps but I on that process the good news is that can be relatively streamlined and these respective boards and committees already sort of know this is coming so don't don't get um caught up in oh is this is huge process where we basically you know want to check all of the boxes so an exclusion when we say a debt exclusion increases the amount of the property tax revenue of the town for a limited or temporary period of time so obviously let's operate on the assumption that say we were to borrow for the whole project now that may change there may be some other funding sour grants and so forth but we want to come up with a definitive number which would be the maximum amount that we would want town meeting to authorize barara as the finance manager um to borrow so that amount is in addition to the regular tax levy so it requires um a process and so a debt exclusion allows the town to raise the amount of our Debt Service payment for a project each year until the debt is retired and there's a bunch of different options here and this is sort of barbar's wheelhouse but let's just say for the sake of discussion we were going to borrow the 16.6 million over a 30-year period now could be a 20-year period is all and Barbara works very closely with the town's Bond Council as well I mean you can get way down in the weeds but just for our discussion today um so we just have a a basic command of it um um there are different terms on on the borrow so the debt exclusion to get a debt exclusion approval it's a two-step process that's set by state law in Massachusetts and so the steps and and I I've added some additional steps here from the town but as I mentioned the capital planning committee would review um and make a recommendation regarding the project to the select board and that really is is if you think of it as a as a public exercise to just go through the project um any questions um at that point we already sort of know a lot of these answers already would it be a debt exclusion how we going to fund it or so forth but it could be as simple as a meeting with the capital um planning committee um the select board would authorize by a simple majority vote the placement of the appropriate warrant article on the town meeting warrant for the debt exclusion when we say there's two steps the first step is we need a town meeting to vote by a 2third majority to authorize the borrow by debt exclusion that's the first step then the second step is we have to get authorization by the voters on a ballot at an election by a simple majority vote now they can happen the law it can happen in either order you could do the election first and then the town meeting of Vice Versa 99% of the time I think you really want to do the town meeting piece first because as you all know and many of you are veterans at town meeting that allows you the opportunity to make your full presentation answer all questions on the project so that when voters then go to the ballot they have more information but it's interesting that the law doesn't require it can go either way and yeah sorry one just one question here do in this process when it goes before you the capital planning or the select board does one of those meetings consist of a publicized hearing public hearing good question to be advertised and so forth it does not so it it does not and all of the projects that we have done big small and so forth we've never had a public hearing it's just subject to the open meeting okay thank y so then if you flip over um onto page two um so then the select so only the select board can authorize the debt exclusion question to be put on a ballot so it's just another step at a select board meeting take a two-thirds vote to approve the question once the so once the question is approved the select board has to transmit that question in writing with no less than 35 days before the election to the town clerk again all these details we will handle so don't worry on that and then the debt exclusion question must pass by a simple majority vote at an election and so if both town meeting by a two-thirds vote passes the article and the ballot passes at the an election by simple majority then the statutory requirements have been made for the debt exclusion I also just put here this is just a sample debt exclusion ballot question and maybe some of you have seen these before or voted on these before what's interesting is they're sort of very specific but not very detailed as you can see shall the town of air be allowed to exempt from the provisions of proposition two and one2 so-call the amounts required to pay for the bond issued in order to design construct and equipped to Senior Center building yes or no the question doesn't even have the dollar amount in it which and it can't which is fascinating so the question is very um specific and so to conclude and the most thing is the open up questions what I sort of put is this it just proposed next steps and then through the chair Barbara may have a couple things she wants to to add um in terms of proposed next steps I think the committee needs to establish a definitive total project cost and I know you've started that process so we want to continue along those lines secondly and this is sort of underway um T myself and Barbara uh to complete the due diligence on the borrow authorization and the debt exclusion third I think once we have that definitive or that more defined number the committee to develop and Implement its public Outreach because we all know I think you have a fabulous and exciting project here great uh site in my opinion great rendering and that that's going to be great but you know what within a couple minutes somebody's going to say how much is this going to cost so we want to have that um for the for your um Outreach I think some of these steps can also happen simultaneously I think presenting to the capital planning uh committee um we can set that up also presenting to the finance committee um would be good uh at a at a minimum and then I think the one we need to give some thought to is the scheduling of the town meeting and the election so as I put here under subo a what I'll call the normal cycle if there's such a thing if all things being equal it would be the April 28th 2025 town meeting and then the annual Town election is on May 13 and that should say 2025 not 2024 that would be the normal cycle because at this point um the fall town meeting we've missed the threshold for the the ballot question and you they really frown upon a ballot question of this nature on a presidential ballot on top of it not that it isn't impossible so then what I think is option b and c though is uh there could be a request for a special town meeting and I think some of you will recall the board sort of did offer that as an option in the beginning of the process that requires a select board approval vote and it can be called within 14-day notice it could be longer notice but the minimum is 14 days and also request a special election for debt exclusion ballot question again that requires select board approval we've done that before as some of you may remember with some of the school projects whether it was the field for the high school um project so that's sort of just a very brief overview of the process the good news is you have two great people in support well we have Barbara and me Barbara but we will work with the committee on and and go through this whole process with you um and we also have Bond Council and Town Council where needed but I just wanted to as you're getting close now to recommending the site to the select board and you're going to talk about some other due diligence uh we want to get these this this process going so I don't know if barara if I miss anything or if you had anything to add uh no the only thing I U want to just mention is considering thinking about a timeline as you do the process that will help me with um how to format your borrowing um question so if there is a chance that we might get a grant or some other kind of fundraising for this project that would lower the cost but we're not going to know about that before the town meeting or the vote um how is that usually handled I mean can you tell people you're contenting to try to do that so that's an excellent question and it happens all the time so ultimately what we want is the the definitive number and what town meeting is going to authorize right is that we could we could borrow up to that amount now Barbara is not going to borrow all of that right away okay so to your point Ellen this happens all the time through the process say you we secure a grant or a considerable donation or so forth then she won't need to borrow that amount and that will also lower you know the the tax impact so it does happen um quite often so and we often say that to me we're looking to borrow what would be the maximum scenario but if we get um additional sources in the process that would be good um one last question and I think just for the sake of um just discussion because I'm sensitive to the fact that people latch right on to numbers so this so for our purposes I know it's a public meeting that's fine and we're just talking about a model scenario so at 16.6 million which is probably maybe on the high side but at 16.6 million with a 30-year borrow Barber had done this analysis with it it's just a basic you know analysis assuming the medium residential house cost of about 450,000 the approximate first year impact um to that residential tax bill at that level would be about approximately $260 now depending on the borrowing which Barbara can get into you can borrow over the period of time and a level sense borrowing that keeps the amount same there's another way you can borrow it's a larg amount that goes down those all details will work out but what we want to do is get that definitive number because it it and it could very well be lower than two 260 but if you Katie did a quick exercise the other day what was it the equivalent of the equivalent of one Dunkin Donuts coffee a week one Dunkin Donuts coffee a week or um there's different ways and we've done this when we present things um to explain you know to to the taxpayers but we're not quite there yet but I just use that as just a very rudimentary um example first Str yes can we can we back up actually I think hang on Dennis you had your hand up so it's been up for a while oh yeah thanks Katie um just to and you know I think the committee is probably aware of this after the initial uh when John first gave us his numbers in terms of the building cost it came in I want to say at 142 or 143 and I mean I I I'm very much aware of you know what that did not include and that the real number was going to be higher but the 142 143 number is um is was out on Facebook you know within minutes of of the so you know just for the public consumption or for us to properly communicate with the public I think we're going to be looking at well why is it $2.4 million more now than it was before so I I I just think that we as committee members have to be aware that the public is going to be asking those kinds of questions between now and time town meeting and and how might we kind of respond to that I think that's important to communicate that all of these numbers are very much in a draft format right now just like we've been through three or four different versions of the floor plan this is this is the first draft of the cost the first draft of the the borrowing numbers this will continue to refine as we refine the project yeah i' add the qualify as a very very rough draft yes we're just beginning to shape it oh I think John has his stand up too sorry just just a quick point out um it was a good point brought up the number you understand that was a hard construction number without any of the soft costs which are utility costs um architectural and Engineering costs bidding costs you know a lot of site investigation costs so those costs are what we call soft costs the first number out there was just a hard construction number without all that stuff that gets piled on I just wanted to point that out it was a good point that you brought up okay no thanks John that I mean but being able to use that terminology you know the distinction between hard costs and soft costs and borrowing costs um I think we're going to I just think that we're going to be in a position to have to explain that you know as this process unfolds right yeah so at at some point can we have like information on those soft costs so that we we can explain it I mean you know he said it right there I didn't write it down that's the that's this so this first number so all the soft costs are I'm referring to the total project cost um are all of those items in this second list there okay and and then back to U Robert you said something about 450,000 what what was that the average assessed value average assessed so when bar and it's very rough yeah so I got it got it okay yep so if you have a million dollar house you can do the but we sort of pick a a median yeah okay and that's to clarify the assessed value of the house not what Zillow says your house is worth on the open market taxes tax and I assume we'll have to also build in Fe once we actually go to do the debt we have to build in fees and interest rates and stuff like that into the number and Barbers numbers include that right okay yes good yes um all right at what point does somebody give us feedback who's had experience either on the financial committee or that um Capital planning committee about these numbers you know if somebody goes that's 5 billion more than we've ever paid for anything yes or any um we meet with meet Jimmy is on the capital planning committee as well member of our committee he's also on the capital planning committee right he not here tonight Jim Pad but he's so and and and we we will speak to this in the public Outreach and so forth a couple things one is and Barbara already looked into this in great detail we check what we'll call the borrowing capacity of the town because one of my concerns was because we have all different projects that different points is like do we have enough borrowing capacity I can assure you we have very strong Bor capacity to the point of over 50 million in capacity to borrow so that's a good thing the second thing because we have such a high Bond rting our interest rates and so forth and that does fluctuate but we have one of the most competitive um and value interest rates and so forth in terms of the borrowing as we'll explain um our goal obviously is we want to make sure we get the project that the COA needs and wants for seniors of today in the future um that is Affordable and there's the great debate we all know right no matter who you there's going to be some people that if it was a $10 increase that's too much I'm just you so our goal is to come up with the most you know reasonable affordable number and with with a plan you know for for that Outreach and and from my vantage point I think we are in in the ballpark I don't see any red lights um from my from my vantage point being like Oh you know um are there going to be people that are going to complain yes that's that's the nature of the beast but I think that we're we're at a good starting point now we get to just really sharpen the pencil as they say across the board I have another question are are there any debt exclusions that are about to retire that can you know mitigate this this numbered through the chair Barbara what you so we did have some debt exclusions that came off in fiscal 2024 but we did have a couple new ones also that had gone on recently for a ladder truck and a pumper truck um I can look more into what's going to be coming off the next few years for you if you'd like that' be great yeah why don't we get updated debt debt schedule which I mean that's public record anyhow and we can see what's coming that's another good point as we make that a homework item as we present this yeah and just so you know that is something the capital committee um reviews every year when we're looking at somebody proposing a debt exclusion we do address that and the other thing and and I talked to Ken the other day made an excellent point too is in in your presentation as develop that we also have to want people to understand that there isn't land cost I mean if we had say all things being equal we had to purchase that land what would that be so it's all showing the whole picture because there's the savings there I think we have to it' be very important for us to keep reminding the public that the process that we've been doing as a group has taken us you know a year and we've diligently looked at properties we've looked at budgets we've hired the people to help us Consultants things like that so even the process itself has been a learning experience for all of us I'm sure and is going to get us to a good conclusion it's not Loosely done at all it's done correctly I think and I'd offer one other thing and I will get the specifics on this and this is a great town in the sense and this started way before me but investing in its facility and if you look at the track record you know we we did the new police station 1996 we did the fire station in 2006 we did the renovation of the Town Hall in 2201 we did the new DPW admin building not that long ago we just did the new playground it's time for the seniors and and and on then all the school projects and we can put that together too that this is now the investment that is overdue and needed for the senior center and if you look at that approach that the town has had in my opinion over the last 35 years it's consistent with that and it's time to invest in that okay I that that was great thank you rob yeah so there's a lot there so if there's any questions um through Katie or you know where to find us barara or I and we will work very closely um with the committee through this whole process um so don't feel overwhelmed or or Panic buttons and that includes going to these meetings I'm on most of these committees in a support role anyhow so I'll do to it so thank you uh for the time from Barbara and I just to start this conversation and I'll get copies of the memo to everybody that's on the screen I'll email those out tonight thank you so much thank you so did you say you're going to put together that list of which one which projects you've done and when yes Y and how much they were yes perfect so barar is to get an updated Deb debt schedule for the committee I'll work uh with her we'll get the list of the major projects um on that and um we'll keep working on this great thank you all right so that brings us to preparations for the recommendation to the select board um So at their September 17th meeting um think you will be able to be on the agenda to uh inform them update them that we have selected the the um Bishop Road site and can offer some of those preliminary borrowing scenarios um I definitely I just wanted to pull the group uh I'll put a draft report together um but to see if there's any particular points you want to make sure are stressed I can I have your point about making sure that it's known that we we don't have any land costs we do need to put some money into developing the utilities but we have saved money on the project um that way and that we have followed this very thorough process to get where we are now of looking through the land um and we've done the homework and what not is there anything else that the committee would like me to stress in in that update well I I I think um there you go the um the number of and I think I sent just a kind of a rough draft of things just the number of public meetings that were held um which I think is over 20 um and there were a couple of other things um but in any case to to kind of stress to the select board that the process to date has been very open to the public we have um you know taking questions from the audience at each and every meeting where there was public input um uh so there are no um you know there are no secrets here about what we're asking them to do and that the public has been as well informed as we could make them as the process unfolded we probably have to even though I think we've said it already but remind the select in a in a in your statement just the fact that we hired you know katn architecture to support the and the supporting role of design development and budgeting of the project and we've reached out to other we're going to be reaching out to other Consultants on the land full land investigation environmental investigation whoever you want to come up with it well EAS yeah okay um I think we should Express how excited we are um that we have Catelyn doing the design and that we have done uh significant um surveys of other senior centers in the neighborhood some which he he built and others that he didn't design buil but um and that we really have what we think is a quality um design that will really meet the needs of our um uh constituents in the town seniors yeah I can um you know and then this is that the reason we're children's oh oh good um you know is that we're getting a really Quality Senior side and um and we're really excited about it and how the the town will react to it the seniors how many people do you want to from this committee as many I mean as as many as can attend yeah sure more the mar uh so the meeting starts at 6 on the 17th and I told Katie uh do everything in my power to have this first on the agenda and then you know and think of this as sort of the Capstone of the completion of this just this chapter of this project less is more like all the ideas the more them area the board knows you're coming they're supportive this is good and you're basically presenting your recommendation which is the Bishop Road site they know that they also know there's a whole bunch of more work to be done but it's it's that way we've done that exercise presented it get their blessing and we move move forward I think you're in good shape right so 17 six if you could stay later to give my report that'd be [Laughter] good you want to flip C to the next um John can come too if you want I'm happy to come I think there might be some questions that may be asked that we might be able to address and we might have more information by that meeting too for the committee in terms of costs especially the utility issues that Dan's been working very hard on um your DPW head because we have two Dans Dan v um so I I I think uh we'll be gathering more information and also the render ings are being worked on there's a lot of modeling going on in our office and there should be some really nice upgraded visions of what this will all come together as be happy yeah yeah I have been working on the uh renderings all week this so I should have some stuff quite a couple of views from the outside at least for you guys can I could I ask you do we anticipate giving to the select board on the 17th the the 16 the 16.6 number as our you know roughest early draft number that they can or are we leaving the number out of it and just stressing the kind of building and the fact that Bishop Road is the site so Dennis this is what I would suggest is one the m so the end of the first chapter so when we go when you go with you're presenting to the select board the task you charged us with we've successfully completed through all of our efforts we're respectfully recommending the bishop roads site as the future site for the Senior Center building so and they're going was they going to accept that I think we can have a conversation just like we did tonight um talking in Concepts and very rough you know rough numbers but to answer your question I don't think for the 17th we're in a position that we're going to say okay this is going to be the site and we need the 16.6 million we can talk about it um but I think the key thing is that we're further refining that okay no no that makes sense to me yeah yeah I think what Robert said made sense because when you look at the task of this committee was two phases yeah so in essence we're closing out phase one the site selection and building committee so we're closing out the site selection por right now well we can't we won't really know the hard number until we've got the soo analysis done all that and we find out what's there then we'll be able to say this is what it's going to cost yeah so we actually we haven't even closed out the site selection till we finish this list that I put together but we have S selected it we're just going to do more testing and yeah um and but they not have to ask us that kind of question either we're making a presentation of the site selection more or less not right and I I think we're we're prepared somebody you know because every it's all well how much is it gonna we can speak conceptually you know on that like we did tonight okay um but with the disclaimers like look we're just beginning that process and so forth we don't want anybody to get hung up on any specific number yet because yeah that's not accurate $40 million right just watch him go then come back then you come back and say well no it's only 20 look million you got to be ready for Mr disc and somebody in the audience is gonna ask well did you consider this site oh yeah you did yes they can figure another site out I'll give you credit I'll right now another another town own site another town own site we did put out the RFP for two times twice and nobody responded to it so um I think another thing we have to keep in mind is timing because Catelyn has told us that the longer we wait before we start the project the higher cost goes so I think it would it would we I would not want to wait until April and May to get approval of this I think we really need to try to do even if it's a late fall approval of some kind of a town meeting or something um you know I think I don't know how doable that is I don't think you're going to finish steps with talk going to talk about in a minute and go to all the public hearings we have meetings that we're going to go to different committees done I just don't think you can get it done without love going through most of the winter look at how long it's taken us to get where we are you know it just takes so much more time than we all anticipate I mean I'd love to do it quick right i' do it you know in January um so that we would be done and ready to start construction and everything John's going to remind us it takes six months for him to do his drawings I think yeah a lot of engineering I will tell you a couple things I we're just completed a very preliminary feasibility study for the town of Bolston for their new fire station and they want to put it off to 20126 it's adding a million dollars to the cost of the building we're still suffering even though the general inflation is coming down the construction inflation is still pretty breathtaking um and that's why the numbers are what they are right now we're trying to be somewhat conservative um the faster it moves the better off we are but you know it it what what what I think and I will suggest this and this is sound sounds a little self- serving so you can whack me anytime if you fund the initial fee bit of the project so we can get more accurate drawings with a more accurate um cost estimate the cost estimator is is a $75,000 item it's very detailed and and he has got the pulse on things so it would tell us are we in trouble or can we take longer to do this um he's throwing out some numbers at me that are kind of frightening similar to what our numbers are right now so I just say that time is an issue but the committee needs to go through this process and whatever it takes to get to a a building that you're going to get that's what's really important right so with the idea of a responsible sense of urgency in mind let's move on to uh item number five which are the next steps for our site can you drew up a a memo uh and then maybe after that Dan there's anything you want to add to that as well okay discuss those next steps so Dan you can come in anytime you want BR I'll just go ahead see what happens yeah yeah go ahead so at the end of the last meeting one of the things that came up after that meeting was the urgency actually to spend some of this money that we have ready to go in the grant right we want to move ahead with some of that money so I sat down and tried to make a list of what items we could use that money to spend for now and get the results that we're looking for regarding the environmental uh um investigation of the site so the very first thing that I think we have to do and I I made a small print out here so you can see it I don't have this forom G to pass it around yes the first thing we really have to do is we have to break this lot up we have to create the line so that the rest follows just past those and the reason I say that is because we're not going to we're talking about using an existing lot that's 76 A2 Acres but we're only going to need about three acres of that in that corner that northeast corner oh W so when we do the the first thing we're going to do is we need to hire a local engineer who's familiar with the project familiar with the site I just took this and put a little red uh highlight on the location that we're using off of Bishop Road or mcf way to follow get that anr lot done now the anr lot basically creates our site we know from John's experience it's going to be two and a half three acres we call it roughly and we'll create a lot that it be big enough to handle both the building the parking septic system an expansion septic system because we're probably going to need a supplemental one when we go for approvals and that gives us the ability to focus the rest of the environmental only on the lot right not on the 76.5 ACs that's the whole point get that lot so it's freed up now it doesn't create any change of ownership for the town it doesn't give the site to us as a site committee it simply creates on paper an approval not required anr lot is the term they use that is there if we don't even do anything it doesn't change it just stays there can be used for anything that happens in the future but by isolating that piece we have basically set aside the spot for the rest of the investigation which is what we want to do so basically that's the first task so I'm recommending that we reach out to David Ross Associates who did the actual work in 1978 these drawings right here B the lot when the land was given from the Army to the town of air that was the predecessor company is named um not David Russ what's his what's no it's not it's Perkins no it's yeah Perkins Perkins yeah Charles Perkins Associates I believe is in is the name and they're right out of here and the sub following up company that followed them along is David Ross Associates so we don't have to go out to bid we don't have to go out to bid for any of the stuff on this page good question great question is this now yeah the answer is that we can hire Consultants it's part of our task we actually said this to the select board at the very beginning when KY I delineated what we were going to have to do besides other fees so we talked about this already that we were going to have to go this further step so that's the first thing so what I'm trying to do with this list is give give us a way to vote this whole list tonight either as one motion or individually if you want to discuss each one at a time and then get this started so we can get right to the next step so I'll leave it up to you folks we we'll start with the discussion on item number one I have a question yeah so a lot of this is evaluating the site right exactly that's three lot whatever okay I don't have a copy with me of the contract with Caitlyn CN but aren't they supposed to be paying for some of that in their contract they don't have to with does no not in the original contract okay you gave us supplemental budget items for some of the other work and John correct me if I'm wrong but your main goal is to have the final civil engineering yes we we own all the Civil but we need to do um geotechnical investigation some drilling it's on your list I'm sure um deep what we call Deep Drilling and what borings not boring boring yeah basically boring you uh Dan V has already done some test pits with us and it all came out very positive and the other good thing that you're suggesting here is that Ken is that uh by breaking off the lot it resolves a lot of wetlands issues and other yeah it's really complicated if you stick with all 76 Acres because you're buting all stuff so that's a really good step First Step anyone else on the question on the first one so all I would say is that the how much how large the part you know air on the side of a little bit bigger than a little bit smaller that is when I think about you know potential for you know outdoor another pickle ball court or or horseshoes or you know whatever the whatever the outdoor garden spot for a Garden Club potentially you know the building and the parking is one thing but um and and I'm sure that John could give us a pretty precise number on the building and the parking but the other stuff around it might you know add add some to it no there's no question about that um but the beauty of it is we don't care if we have free iges we still have another 75 so do use 70 because it's all Town own land so basically we can expand off the site if we had to in the future without having to do it in this but I understand what you're saying no all right no I I was Wonder so we could okay I just you gotta coordinate with DPW [Laughter] too you might make it you might make it four acres you know exactly and that's why I want to engage the engineer too because we'll figure out the topography we'll figure out how it fits in in the whole works so that's all good stuff um the next one is simply saying that we will provide catlin's information to David Ross so that they have the information that we have so far and uh you know can use that to double check the sizing and whatnot um okay so that's anyone else on the breaking the lot up on item one or item two so but can I can I suggest that I make a motion that we hire do I have to give a dollar number attached to that motion or no do you want to do it item by item or do you want to make one motion at the end to to do these four things he's not doing them all right Ross Associates isn't doing all of them I don't think yeah well we don't have to say who's doing them because we don't know yet but it would be to conduct this certain specific task right yeah oh I see okay so something I I I I mooved that the I I move that a such and such firm be hired in order to assist the committee in breaking off a parcel from the lot or recommending second all in favor I I hi says hi hi okay sorry I'll refine I'll refine that wording that's fine it's good enough so Dan you want to do uh three and four or you want me to do it oh go for it I'll just try in yeah so Dan has already been speaking to National Grid has I put out a is it a work authorization or a work request is that whatever the term is Dan Work request work request so put out a work request to national grid for them to give us an estimate of the engineering cost to do the design to get electrical to the site we're thinking it's going to be I'm not sure exactly what what do you think 8 to $10,000 I mean we're trying to figure out a number yeah it could be more when we did Park Street undergrounding they designed that was 15,000 so probably plus or minus in that range okay okay so this is basically a job that's in progress but we're basically saying as a committee we're okay to pay for that because we want to have it done um the sooner we can get that figure so we're not giving ourselves any um guidelines in terms of what we will pay we can't we don't know what they're gonna just okay but you're saying we're gonna have Ross do it right it won't matter how much Ross costs no I I it'll matter it'll probably be around 5,000 just guessing it's not a big task it's a three to $5,000 task but we we'll have Ross give us a proposal is that what your question is yes something that says this is what we want to do this how much going to cost so we would then approve that instead of blanket thing of yeah have them do it you know that's fine you get a cost um that should be very easy for them to do we can't get a cost of National Grid until they come back with an actual cost and we don't have a way to negotiate with them which so the the motion that we just passed was to authorize hiring yeah somebody someone right so right yeah so I'm basically saying to the community that I'm you can take it how you want I'm not interested in going out and having three or four Engineers B on the our job no no okay that's um all right so we have to bid separately on the National Grid thing no there no bidding we just get it from that no here to say yeah go ahead and oh yes because dentist did the make a motion so they authoriz it yeah so I authorize that we um reach out to National Grid to um provide uh or to ask them for a work request to um for the electrical service required for the new lot on Bishop second second okay all in favor passes all yep okay now the next one is uh down Mr bench gel's neighborhood so no we're talking about authorizing expenditure for the town of a DPW to design and provide an estimate for the extension of the town's Water Service to the DU senior cental lot on Bishop Ro or whatever DPW determines is the best method of providing water to the new lot on Bishop Ro so I'm just leaving that open you know yeah a what a direction want to tell us is what have to do and so we need can to comment on that yes yeah so I think the way I Envision it is um i' probably get a couple proposals from Consultants we don't really have the um you know capacity right now to take on designing this um so we probably get some proposals and then go from there um to move forward so I think you know I'll get those I'll get the prices and we can I'll put together a scope and get the prices and we could uh go from there okay I'm what uh what Ken said I I moved that we uh asked the DPW to perform the due diligence necessary to determine costs associated with bringing water to the Bishop Road Site all in favor hi chair says I that passes as well right okay so the first steps were more or less procedural you know we have to get utilities there the next is will we talk about environmental which is we know is another issue entirely very important so all of us agree pretty much I think that we need a iron engineer or consulting firm to do a phase one at a minimum phase one 21y year report um phase one is pretty much just an oversight of documents and a research project it's not an in-depth you know analysis of the soils um and then if in in the event that we need to take that to a phase two which is more subsurface work then we would have to have that continue right along so again we're probably talking just guessing eight to 15,000 or maybe for this both phases here under to go on those lines again the the very important part here is that we're doing the analysis on the new lot so even in the event that we don't get that actual drawing done although it shouldn't be much to do it we would then stake it out in the field basically stake it out have the engineer come out to the field stake the whole lot I'm assuming that one end of the lot is going to end at this fence on the North which is the fence of the um Deans land the triangle so that would be one perimeter they really would only have to stake two sides we know the street is one we know the other East is one so it's the back and the side state and then environmental engineer would know within that area you know basically what he's got to work with so we would it's a pretty simple analysis of getting that broken away that's going to give us an opportunity to get a complete overview of the environmental U look at the site and we all know that has to be done so again I don't know exactly what the price is going to be but there's a firm Associates who does this work they'll again their local reach out to then for proposal figure it out that work I mean and I'm not sure I mean just for the for public purposes the committee at this point has no reason to think that there are any significant environmental concerns associated with this law I mean we are doing our due diligence but we don't have any kind of qualms or or aren't aren't uneasy that perhaps there might be something that we're unaware of at this point we feel pretty comfortable that the lot has no red flag environmental issues associated with it is is that reasonable to say it's reasonable for the committee to say but it's not reasonable without having a consultant back it up it just doesn't make any sense in this day and age you just don't work that way yeah no no I understand but I mean what I'm trying to do I mean well all right now I understand not presenting this because it's a complication there we're presenting it because it's the way you have to do it in due diligence yeah take a take that step to make sure there nothing right and then we have a report and you know you've got youbody ask everything is there right yeah yes again it goes right back to the same question at the beginning of breaking a lot for analysis yeah right okay so now the next part again danan may have a comment on this but this is what's called a habitat assessment report now another specialty type of report because the area of the lot is within the area of what we call in the state natural heritage and also an area of critical environmental concern which is an AC EC they kind of overlap in the jurisdiction by the state the two pieces but due to that we have to break down if there are any habitat either plant or animal whatever it might be on that lot that would have an impact to the the actual application that will go through to those yeah state agencies um so in any event we have to again do this habitat assessment report I particular firm who's done many of those in town and seems to do almost all of them in town is Oxo associates they might be out of Acton or something but they typically are doing these reports for the developers in town who are building in town so again we have to we'll reach out to Oxo for a proposal citing the location of the lot and uh go from that but the this really sounds complicated it may not be complicated it may just be a very important tool because there are going to be within the AC and within natural heritage some species that are gonna come up question but yeah Ken I can add a little I did have an initial conversation with um U Mesa endangered species um permitting and so they did mention the two species in the area the blandings turtle which I run into everywhere whenever wearing a priority habitat in air and the other one is a New England blazing stars a plant and so you need that habitat assessment to understand where they are and where their movements are this needs to be done so getting this done now ahead of time is is um a good idea um you know initially they said for the for these species we'll be able to permit it but there'll be some um I wouldn't say restrictions but some mitigation efforts you have to put together during construction to protect the Turtles and then post construction um such as like fencing things like that post construction so I had an initial conversation with them very high level um but but I did get gather that from there so so I guess this in summary I I'm totally on board with moving forward with a habitat assessment as as soon as we can because it does impact design and where we can you know the the New England blazing star for sure he mentioned that's along the roadway so that what you try to do is typically work around the plant but if you can't you you have to transplant it so there's options to to deal with these things but it's good to know where it is yeah and they'll as Dan mentioned they'll typically write a letter um it's got a crazy name called the not tape letter whether they're interested in yeah how they do it and the description of the work so like you said we may end up having a fence the project we end up having to put a special set of hay bells even though we don't have a wetland situation just to create a perimeter um during the process and how we handle that so that's a necessary thing and again we won't know exactly what it cost till we get from something from oxville about the three acres or four acres whatever we do I didn't put the borings down here but we could definitely do borings um get that done um when we after let's assume that the layout is pretty much what we're going to do and David Ross puts on a plan we would then identify the corners of the building the elevator or other key spats the C wants us to do the borings and we could do that so wasn't already planning to do boring well we can do it now we carry yes they should be done now as as Ken is saying and we gave you a a budget for that um beyond the fee I think I can't remember it's $20,000 but that's that included a few other things too and there's number of companies that do that um that work in the area I'm sure there's a bunch that's worked in your area one of the things that we're trying to do here is do what we can do now to create a smoother process later if we if you know in John's defense he's given us many things to think about the things we can do on our own right now will just make his process in the future easier he's going to have the information from this is going to have the information about the the other thing I didn't mention and this is this is the plan of the site showing the flood plan and we're just out we're not in the flood plane either there the corner I didn't draw it on that but the corner of the lot the lot I'm talking about is outside the flood plane as well so all of that will come out when we do these these site assessments and whatnot so and and also the borings just so you know the borings are what the engineers are going to want to have in terms of of um of um of uh support for the foundation yeah I guess my only question is because it's adding up you know 15 15 8 10 20 you know um are we taking any risks by going ahead with this when we haven't gotten any kind of approval yet from the town to actually do the project my P my I was my perspective is that I think these are questions that the town's people are going to want to have answered before they can feel comfortable voting to approve a project at this and we do have a grant so it's not like money I mean the the other thing that I've become increasingly mindful of is that this particular site you know 76 Acres owned by the town some portion of which would seem to be appropriate to develop and in in some of the future years that this in this information will be valuable to have for the town for many years going forward in terms of you know are there environmental issues etc etc um what happens to the Bishop Road site over the next you know 20 to 50 years this information will be good to have I think so even if the town is I mean I just think it's a good investment finding these things out now so um we did individual motions for everything under part a um do you want to do a motion for the uh 21e and the habitat assessment I'll make a motion that we do everything under Part B is one block and just well before we we haven't got we that we'd have talk about the traffic study then I was just trying to catch us up so no we can do you want to talk about the traffic study then we'll take his motion yeah okay yeah sorry no I mean do we really need a traffic study I we're gonna do it eventually yeah eventually we're gonna do it oh okay well if it has to be done I guess we might to do it but I mean I just see this as a no-brainer right there I mean it's just it's not an no Briner at the intersection that's where the question is going to come up at PX Street and Bishop Brook yeah so the traffic study will take us like I mentioned here in front of the site but also to that intersection out of that intersection that's what people are gonna have a question I think how many people go right how many people go left how many people turn in it's like the type of thing that is there a light there now no yeah I think we need to go I mean you know if we need it we need it fine but um it's the type of thing that can wait I mean it's definitely not going to come up until we do a site plan with planning wood that's when it comes up so do you I I know that some years back the DPW had done you know in terms of the park and Main Street intersection they had done a traffic study because there was some talk about putting a light in at Park in Maine um so you have some understanding of the traffic flowing down Park Street at various times of the day I mean it's it might be going back 10 or 15 oh 10 or 12 years now I think collection no be current yeah oh it does all right yeah it's got to be got to be current well they just did a traffic study on they did one for the by for the bridge recently because [Music] iction um John do you think it matters when we do the traffic study um for the planning board is can suggested it's going to be something they will want to have and we'd like to get in front of the planning board once you kind of whenever you decide to move ahead with the actual drawings whenever that might occur whether it's now or later the planning board's going to have um a real input on terms of and I would go and talk maybe Ken would talk to him or or maybe Dan V will talk to planning board and say is this something that you feel is necessary on this site I I really think it's a good idea you know I'm not familiar with Park and and uh Bishop that intersection but if it's a concern some kind of brief study you know some traffic studies are very complicated they put out easy this is not a very complicated one so I'm Vice chairman of the planning board John I don't know if you knew that or not no I did good what do you think k I think you're gonna need it yeah thank you I Tim it's a timing thing like everything else I me does it's not a real complicated one you know is it very expensive we've done traffic studies that are might as well do it while we're in the middle of all the rest of yeah absolutely okay but maybe wait a little longer because if we find anything environmentally at that location then the area could move and the traffic would it be different that's right right yeah so we can the priority is almost consistent with the uh the way the thing is laid out yeah so we'll do it but we don't yeah right yeah okay I move that we do all of or you do it make a motion that we do everything under Section B all from B one to three and uh we get proposals for uh what it's going to cost and have them done second second all in favor no you mentioned boring so we G to do that separately or what again there no the last that's that can stay right down the bottom because we can pull that off very quickly you know but but do we need to approve it let's get a price for it we'll get a price for it's a day it's less than a day's worth of work go the machine okay maybe half a day a day worth of but we'll get a price for borings then we can proove that we'll give you a spec on it okay what my is like to have we'll just give you the spec and you can give it to them and say you know this is what we're looking for right so when we go out to we work with Ross as well if we work with boss they will pretty much align us with with some of these other requirements as well okay so having that baring having jnay out we'll find a company that can give us advice for the borings and yeah I have a company I've used in the past too we can throw into that pile of absolutely yeah Dan has plenty of people you might even get it done for nothing spot to get in it's on your land you better take care of it okay and then um just as a an additional update um Jim penard um followed up he had said he would look into the propane costs and so um they reported they would um they would install two 1,000 um gallon tanks and the connection piping connections for lordon said for free um and then we would just need to purchase the propane from them that's something ni uh and then oh you got to figure out who's going to own the tanks though that's the only caveat I want to throw in there when you do propane if Lorden installs the tanks now you're stuck with you always have to buy your propane from Lorden cont yeah that was the idea that they would install it for free if we bought it there could be a procurement issue with that we just have to make sure too as we're yeah okay yeah it's three three something a gallon so you're talking right right um all right so then I think the last thing on our list of next steps was um the tech and it budget um Dennis did you want to give a little bit of an update I know you've been looking into that um and a little bit more detail um with um some of the other communities sure so I I reached out to uh Paulo um I want to say dord um or dubor I'm sorry um at Wilbraham and she's been great to talk with and she sent me um the uh the spreadsheet that they had used for additional costs on top so on top of what the had been included in the construction of the building and and she kind of cut out the um Tech it you know audiovisual portion of that which which John has you know previously said would not be included in his estimates and and what Paula came back with in Wilbraham was an additional something on the order of 175k uh for their AV networking it you know buildout um and uh so that's that number um also and yeah John and so and also simultaneously with that um it just happened to be that the um so so that's the that's that's the number I think that the and the reason I bring it up I think that the the number that we were looking at you know is for 45 for the it networking piece probably needs a two in front of it um so I don't know whether that would be included in the 166 or on top of the 166 okay John G go ahead go um the town absolutely got taken to the cleaners on the it it came in at oh probably at least three times anywhere else where we've done this and the reason why it came in somebody let him go loose on it without any oversight including our oversight every room got like six speakers when they only needed one they hung speakers all over the multi-purpose room and and they just went and I think the old PM had something to do with that but I would be and and Paula's number is correct but we were appalled at that number I I don't know who was overseeing them um but it just went off the charts at least by $100,000 and and and by the way we pointed that out they came they actually we had they took out lights that we had in there in order to put in multiple speakers in a room that only needed one so I would say be very cautious with that number all right I think 75,000 would be a good number and and you have I'm sure your town has a a a vendor who works with you on it and I would highly recommend that they get into discussions with us when we go to do the budgeting because that number is nutso that's my two bits one of the things I was going to suggest is that um I think along the way we may need some smaller group me meetings you know between our meetings um was to suggest that you need to consult with the town IT director and town facilities director um to get a sense of what they think the requirements would be in that sense as well um and then continue to refine that number again this is a great example of how these numbers are drafts they're going to they're going to move we're going to work them around as as we get more specific with them Tech it includes security security a whole another it did it did in Wilbraham yeah it has security and and some cameras too they um you know senior centers you do need cameras um mostly out the parking lot we're we're kind of an isolated site so I think um some kind of camera overview is important and that's part of the deal too you need need to look at those and whether you work arrangement with the police department you know who's monitoring um but there's also internal uh security too so Dennis I know this has been of interest to you and I obviously have an interest in the it um setup for the building does anybody else I think we could probably put one other member on if someone wanted to to attend a meeting with um with Chuck and Cindy to look into more Dave okay all right perfect so um I'll send an email to both of them and propose some dates and then um get that process that process started and again we're we're looking not to Speck out model numbers but just to get a sense of what we what we need and to enough to modify this number to to make it more accurate so and and just could I add and I I spoke with Dave briefly earlier or late last week in terms of the kitchen I know John that you had indicated that your your estimate included all the U kitchen um appliances can we drill down a little bit on that is there anything that we need to be taking into account in the kitchen to make it functional that isn't in your estimate yes um in FF ande which is in our estimate the uh dish wear um uh a lot of a lot of towns you know we have dishes we have pots and pans that's in the FF number the kitchen is the um the U large gas stove um the the ventilation system the Ansel system the um commercial dishwasher um all of the stainless steel counters the sinks um the um warming ovens uh th and coffee makers and the coffee earns that hold the coffee that's all included in this um and same with the uh I think I mentioned Refrigeration um and what we need to do is further refine this is to understand how the town wishes to do their meals uh do they bring in outside meals or do they prepare meals every day onsite and that requires a different kind of refrigeration system but the actual kitchen itself is set up to do either one mixer the stand mixer or countertop mixer is that not included in a you guys not do mixers we generally don't do um uh stand mixtures at this scale um so just to clarify you're saying things like dishware pots and pans are included in the FF and e but the actual equipment is included in the base bu yeah including the ice maker U Disposal system uh with the with the with the dishw these are dishwashers these These are the kind of dishwashers that takes a minute and a half to wash you take them out it's not a fleet it's a single single Rack or a fleet um these are these are single racks being pushed through minute and a half each I don't know what I think they can I think you can stack or three booster yes it well you got us have booster for 15 seconds to yeah all right great John I want to thank John for sending some additional information after the last meeting on budgets which hasn't been shared with everybody but on the budgets he gave he gave us some more breakdowns but amongst the uh divisions where do you land the kitchen stuff on the in the divisions kitchen equipment it's under equipment I don't know I have to go look at it I don't have it in front of me okay so just you just call it equipment in this case it's like number 11 Vision 11 yes what's that number there I don't 17 it's typically division 11 yeah it's division 11 oh okay got it there's a typo there you may realize it already in the word division for the whole list but that's just somebody C oh I must have sent you one early my my my office manager fixed all those I thought I fixed it before I sent it oh dear yes there's a couple typos I'm an architect I'm lucky I can type not an English man that's so they make spell check not an not an um not an Excel spreadsheet okay so any other um yeah I got you another one okay so I didn't realize we're going to go into this much on the budget but the term Furnishings meaning not FF and e but does that include actual Furniture like chairs and tables and things like that no no the Furnishings is um there are a lot of things that end up in the building that are not specific to um um um an exact category and I I things like you know the Janitor's Closet has racks holding up mops and U you know a lot of stuff like that I I I I can't I can give you if you want me to go a little further I I don't know what I sent you a typical um 60-page breakout of how how these things get laid out maybe I should send you that you know our cost estimate for our last job it's a it's a final cost estimate and it it itemizes everything and I I don't have it in front of me so I but there's a lot of odds and end Furnishing items that get get into the deal you don't have you don't sit that you don't sit put yeah be good to see yeah we need we need a category that we call Furnishings for the out you you should you should clearly understand right now where so early in the design that we don't have all those items lined up we don't know exactly they are I can show you what they typically are like let's say with wilam I'll give you the complete breakdown of how wilam did it and then you can see what typically makes that up that would be helpful I could get you that thank you thanks we talked about um it and we talked about so under it going back to it again does that include the phone the cable screens AV systems like that cabling is done by the town um it people because if we have the public bid contractor do it and there's something wrong with it everybody points the fingers at each other since it guys are in there we we we ask the town and their it number that I carried there in the soft so can the uh the number that I got from Wilbraham did you know six six screens at $1,000 each um you know the security system uh the wiring um you know and again I assume that some portion of the wiring will be tied up with what the electrical wiring is and I'm not exactly sure how they break that off but um or whether they do it at the same time um it was a pretty comprehensive number from Wilbraham in terms of the AV system and uh and and all the but as John John pointed out he thinks that wil Bram may have overspent on on on these things so um I mean I mean my overarching goal is is simply to now that we're kind of talking about 166 does that number come down a little bit or go up a little bit I'm just trying to you know get our best guests in place before we you know as soon as we can yeah all right okay that's good okay so I think that's um that brings us to updates any any other things on next steps or budget paration questions okay so um Dan or John um I printed for everybody the um 3D the first draft of the 3D rendering did you want to for the flag you like that I put in don't look at the colors because it's it's being printed out right now as kind of a neutral blue gray but the colors will be worked out in great detail when the rendering goes up to the next level go ahead Dan yeah so this is a um base level rendering that I got going on um we're going to I'm I don't have the exact image in front of me right now so I'm trying to go off memory um uh I I will develop this more add a couple more views from um different angles but you can see in the far angle we got far distance we have our pickle ball court oh you have a hold on a second I think we oh yeah there it is okay ah much better now I don't to do this for memory uh okay so off we got off to our left looking at it we yes right is our pickle ball court coming in our entrance coming into the building uh into the site you come along and you have your drop off area right up in front um you have your flesh curb with your ball ballards coming across um right off to the left of that entrance is your Cafe area so that's got a some seating there's a little pergola there um just in nice little area to uh rest for anybody needs to get picked up or talking or chatting or getting ready for your next activity having your Starbucks you know there you go as well yes um and then just off a little bit more over the left is you're going to be your Ada parking um I'm those signs will be shown as Ada parking but like I said this is draff right now and then out farther back to the left is your um would be the patio area that's coming out of the multi-purpose room where those umbrellas are at the back and also we added you won't see it in this plan but Dan we've added some patio area a a adjacent to where the meal site is in the multi-purpose room it was brought up at our last meeting and that's included he added what um so this the patio this particular rendering shows the patio kind of off to the left of the building where the umbrella but we had asked for it to be more adjacent to the meal side of the multi-purpose room then to the end of the building actually we're Sugg we're suggesting both locations both okay both locations all right and I will I will end up showing a uh rendering of the back to the better yeah see that yeah they want opportunity to enjoy it doesn't have to be as big as this but you know for a couple of people who wanted to eat outside they could you can can also walk right now I think Dan we still have that covering going around the perimeter of the building as an option and add alternate um the the um structure of the um of the overhang I think Dan you can talk about the width of it um so the width I I brought it out a little bit more um it's about a six foot wide walkway going around uh the whole building it's covered um and it's going to be mainly it's going to kind of be structured towards the building there are some columns that are spaced there but those are not structural columns they're kind of just kind of there to give the roof some kind of structure see well the feeling of structure we don't want people think the roof's going to fall on them yeah we don't want exactly yeah it's a steel structure so we can caliv that roof which will lower its cost quite a bit because if we put columns every 8 to 10 feet with a foundation it gets gets pretty pricey right right okay yeah I think it looks beautiful um it's really coming together what do everyone else did this change significantly since the last time so I know there was a big question about Gables and yeah we no we we we balanced out the b we didn't offset the Gable the um do the elevations are the same as last week's um well not last week last meetings uh only little detail stuff has kind of changed but the gables are the same as what we were looking at at the last meeting this is just the first 3D look versus the you know on the yeah and as Dan as Dan develops this much more detail I don't think it's like five um all right our wonderful so we put um any questions about about the latest anys no other than it's kind of D I can't really he's talking about a I think it's just my printer that printed it a little bit dark hope you can see a little bit better and this is on the town website as well so you can pull this up um at home now will this be available for us to give to the um select one on the 17th there will be more yeah I should be able to get a couple more views to go alongside this yeah they'll have more sun and I have yeah I have a bar to Sky on the one I've worked on today this one's kind of gloomy so Dan um I have to have um this the report to the select board in order to be included in the packet I have to have it in by noon tomorrow so um so I I think you know I think we can go with this for for that purpose um you know yep so I mean in technically speaking the the update is really only to update them that we have selected the site we can certainly include this work we've done thus far because it does show what we've done to date but the main point of that update on the 17th is the actual site selection but anything I think anything that we can do to see to show them how great of a building it is is I'm just going to encourage them to support us AG hey Dan maybe Dan Dan could you lighten this a bit get more sky it I was going to say I did complete two renderings today that I did not hand out uh they're on my computer right now so I could probably get you to the get you those um in the morning yeah I'll talk with Barbie in office then I should be able to get to you that for the purposes for the purposes of for the purposes of Katie presentation on the 17th you know to her point and to Robert's Point earlier I think if we let the if we let the process unfold as it's meant to unfold let them know that we have a site that we have some preliminary sketches of what the building might look like on that site but and then let the let the questions come if they do um but I I think it might be easier for the select board to to allow the process to unfold as it's meant to unfold as opposed to asking them to overcommit before they're kind of ready so right I think what we want them to on the 17th what we want them to do is accept our recommendation for the site that's right we're not we're not asking them to accept the recommendation the floor plan the price and all of those things so I think we can show them work to date on the floor plans the renderings you know all the things that um Catelyn has provided for us I think we should get him to approve the site first and then oh and by the way here's where we're at as opposed to saying or look at all the stuff we have I think it's going to be important to bring that right there yeah yes so that will be that will be included that's the yeah that's what we've been working yep y but again to ask the we can give them the report the progress report to D but the ask at the meeting is for them to accept our recommendation not to accept the recommendation and the floor and the I just wanted to okay all right with this we can leave show we worked on talking the building y I bet it's already I would say enough of them has seen that if we were GNA have push back by now they would have reached out and said hey have you considered this and considered that think the select board will probably just be uh thank you for your thank you for your work we love your proposal right out of the select board um so before we anything else on that before we go to public input I have one thing I forgot to mention earlier um so the senior center had I'm sorry I asked a question and it didn't leave anyone time to answer to respond to anything else before C's big book yeah anything else from John from your side before we no we're all set on that thank you okay so so um the senior center is going to have a booth at the Newton Street Festival and so I was sort of hoping that members of the building committee could share the shifts that's from 10 to 4 on um oh shoot is it the Saturday the 5th I don't have the date right does someone have a calendar is that I don't know if it's the fifth or the is it fth hang on just I I can go find fth is a Saturday 12th is a Saturday 19th yeah it's the fth I know that because there's a a work commitment every Saturday in October so the fifth um the so the fifth is the Newton Street Festival and um I'd love to have members of the building committee to come staff that Booth with me I was thinking this would be a great opportunity to print out on some um foam board sort of where we are with the floor plans and things to begin to do some public input reach out to folks that me that's it's an an opinion okay um and that's a different set of people than we reached out to um get some feedback I could I could bring the surveys or it can be more conversational um just to a lot of young families that go to that start start the process does that sound like a good strategy y okay um what time it's 10 to 4 so I can send out an email ask asking people to sign up for specific shifts within that time um do Bo is GNA be uh I don't know but I've asked for electric and last year I was basically right outside the back door Chuck pulled an extension CT out the back door of the great hall and then down those little steps and so I was right there next to Susan because she Susan cop because she also needed electrical last last year so I don't know that could shift because the habitat parcel isn't available for booths so there's presumably some rearranging going on there but um is there so you need electric for the laptop I don't need it for the laptop I I had asked for it last year so I could run just a PowerPoint presentation of photos of things that we do at the senior center through so I could still do that I technically can make that work without electrical I can run the battery and then do an external but um it's easier if I have it so um if if the committee is on board with that then do we need a motion to authorize me to go spend the money to I guess we could probably use most of what's there just to mount it on the boards and everything I don't think it's going cost much any money but yeah okay I move we authoriz to spend what you need to spend make this displ than 29,000 right yes okay provided I don't spend more than 28 that seems fair all right all in favor hi all right so then you're going to be looking for us to give you a time that we're available yes and I can send that out via email that's fine um so available four to five four to five the breakdown is yes perfect I mean can we just do it now oh sure yeah I have I have something else another fair to to to deal with that day so I would like to get a slot in here okay okay how about I'll do two 2 o' can I do two o' okay so can you do two to four yeah okay um I'm babysitting for my granddaughter but she takes a nap and theoretically and goes to sleep from 12 until about 1:30 okay that I could you know I should be able to come in okay all right I'll t team because I'm probably gonna have of the disabilities comms yeah right okay I don't know I I can't nail it down yet because I have to see if I no problem um I can Flo and maybe maybe we can figure out if it's possible to have our boovs near each other or next to each other last time we were like right right up against the tree at the end of the parking lot and okay the bank right next to right okay are you available for a shift I go i' take early mon to be lat okay so you want to do 10 to 12 do you have a do we have a tent or do you need help set up or um so I have a tent a table um the town of air tablecloth and then I'll have newsletters and back scratchers and other little swag items um I'm not it it's not a complicated setup so I'm fine to set up we should be able to do something on the friends maybe I think we'll be able to put together something about the friends yes yeah as a matter of fact we do have news abouts we're getting bank account as of tomorrow and we're going to have uh get a check from about $700 from the friends of M chova hospital but you know they're sending their what they have to uh senior centers in the area and so we will start and there's $17 in the coffee donation fund towards our 16.6 million so do I hear 20 can we make it oh this is not a bit members but membership memberships was $20 so so we'll get yeah so maybe the friends can get together and come up with a membership form maybe and you could start collecting memberships at that at that thing so we could divide the table or I can bring a second table so that there's space for everybody's stuff okay yeah all right um are you going to need help putting together some background materials um that's a a very good point so to inform them to Selectmen but you know as we start doing public meetings you know about the project and I would love to have some help we had talked at a couple of meetings ago about some of the deliverables we would want to have for the public input process yeah I can that okay great that would be fantastic um and we'll probably need to have another meeting where our core messaging for that is really nailed down as a group um and then that will help inform what Ellen and I put on the okay that's still under other Next Step yeah sorry I kind of bounced back up to the other um all right so I think that brings us if there's nothing else that brings us to public input is there there's one person online and one person in in person any public input did you have any questions or anything did you have any questions oh no I I just want one one question now the bishop property is that ours that's our it's to Oh okay that's good nothing to buy nothing to pay we already own it all right all right anybody else I think so all right so uh our next meeting so we've got a lot of reaching out to local firms I guess I didn't ask Ken are you gonna do that and aside from the ones that Dan said he would reach out to I can okay that would be St with yes okay so um in terms of our next meeting we could we could meet to talk more about the publicity documents those deliverables um preparing for public input and then we can provide updates on these items so what do we think is a good timeline for that I am out of town the last week of September guys can meet without me very capable co-chair here um I'm Gone the 24th and 25th okay those are the same days I'm gone I'm gone that week of the 23rd um so I don't what about the first week in October before the um that Saturday Okay in case there's any prep that needs to be done for the for the P or whatever okay does that work um I always have a phone second okay that work for everyone good been good so Wednesday October 2nd Y at 6: pm here at the senior center all right all right can I get a motion to adjourn I have a question oh yes sorry how will we if I get these proposals in okay here's my question does the committee want to wait all the way I should say does the committee want to wait till October 2nd to authorize the proposes that I received or is there a system that we can communicate before that so I think one by one let's say I get a Ross proposal and guys would say okay with that or we so I think you can't substantively Advance the business of the committee outside the meeting so my an opportunity for us is if there is something to be proposed we don't have to wait October 2nd can be our next official meeting at this point if we need to call a meeting between now and then it could be a single item agenda it could be a totally Zoom based meeting how about I throw this at it just needs 48 motion that if it's less than $7,000 he can enter into it go if it's more than $7,000 and then we come back to us and then we can discuss it I don't think that's comfortable for or buiness sound like I ballpark oh ballparks but doesn't have to get the nums it's just going to be another that's three weeks well you but I feel what most comfortable with may not be leaving yeah I can't to operate within the prises so if you look back at them that the Motions we made they were motions to authorize the hiring of to authorize a work request to authorize the expenditure for the town of the D you know what I'm saying like we made them where technically speaking you could go ahead and do it you see what I'm saying so if we wait until October will they have enough time to do what they need to do before winter whatever I don't know that's that'll be part of the process figure out yeah they say well if you start you know next week then uh yeah we can get this done but you know I don't want to hold it up because of waiting for meeting I like uh Katie's idea that this will be our next meeting but if we have to meet to go over you know anything so the my task is to talk to them get a proposal and find them when they can stop right that's what I have to do and how long we what's the timeline so if they when they start how long does it take to do the report to do the report yeah okay I mean that's all thought of The Proposal that's and then if it looks like a great deal and they're really sorting it's going to cost like $5,000 you know I don't have any problem going ahead or if you want to say seven I don't I mean from my perspective I'm going to I'm going to lean on the expertise of our really capable committee here and say you've done enough of these projects Along with Dan to know whether that's a good price or not so I I was comfortable to go ahead and authorize those things but I want everyone to be comfortable right well the biggest expense is you're probably G have to with Dan because he has to get the price mat the other one okay he's not going to have a choice but you know and maybe maybe you feel more comfortable as if did it in consultation on there yeah yeah leave with that one fine I come to consult before okay great anything else before a motion to adjourn right right all in favor I jar says I we are adjourned at 7:55