Okay. >> I'm sorry. I didn't realize that was literally what you were doing. >> Hi, Sarah. >> So, hopefully >> Oh, she's on. >> Hello. I'm here.
>> You hear us? Can you hear us? >> Can you hear me? >> Yes. >> Okay. >> If you want if you want to talk, I'll let you know what I hear. >> Turn your mic on. >> No.
>> Oh, no. You're not. [clears throat] It would have a red microphone with an arrow. >> It sounds It sounds much better than it did the other night so far. >> Can you hear me? Okay, >> I can. >> We had a bad night the other night. Okay,
>> it is a little choppy, but I'll see how it goes once you start actually even meeting and only one person's talking at a time. >> Yeah. >> Well, mine's on mute. How about we just TJ, can you put yours on mute? All right, we're gonna do a test. Put it on mute. Okay,
also >> is this better? Can you hear better now that all three of those mics and only one mic is in use? Is that better? Uh, you're cutting out a little bit. >> So, let's shut them off. >> Not as bad.
>> Oh, what? >> Shut them all off. >> Just hold it down. >> Shut yours off, Kristen. >> It's not shutting off. >> It did. >> It did. >> Yeah, it takes a minute, I think. >> All right. How's this Sarah? All the mic.
>> So now it sounds it sounds quite a bit better. >> Okay. But you can hear us. No problem. >> Yeah, I can hear you. Perfect. >> Okay. All right. Uh select meeting. It is August Thursday.
Please stand. to the standyice for all. >> Now the pled the pledge was cutting out a lot. I think it's because you were all talking at once maybe. >> Well, we also only want one person speaking at once. So that's probably a good thing.
>> Yeah, that's true. All right. So, there's a couple of things that we were asked to do today before we start. One is there's some action items here. Um, to get some warrants in. So, um, I move
to review and approve warrant number 27 FY26 wired accounts payable. >> Second. >> Any questions? >> All in favor? and then also review and approve warrant
number 02 FY27 wired accounts payable total 97,358 looks like USDA loans, water. Okay, there you go. >> Okay, >> second. >> Any questions?
All in favor? Hi. All right. So Sarah, we're sounding pretty good. >> Were you just talking because I didn't hear anything or were you silent for a while? All right. So, let's talk about the uh
we had this special meeting primarily because uh there's a need in highway for us to sign something by Friday. So, it was important for us to be we run out of time to get a good thorough understanding what's what it's all
about. So, that's really primary. So, we all have a copy and R you can have your copy back. >> I was looking in the office for that. I was like where is this? >> Um so you know one thing I want to say and
I think you know jump in here we all know the importance of the chill road. I mean that that road I I'll tell you even before I started and I was working temporarily in in the TA office just kind of keeping up with emails until we
got Christina for her saw all this stuff about children. even then I was like I was new to the community. So it's really important that that street so that road. So I just want you to know that we're
supportive of work that we do each other for sure right um for us it's just more about we're signing off on possible funding may not be we just want to make sure that we're clear because uh we just got
to make sure we don't right. So can you let's do this review and understand possibly improving retail road documents next step next steps. So you gave us a grant approval to apply for grant this grant is for the municipal small
bridg right. So you just explain a little bit more about municipal small bridge. So, first off, the municip bridge or beach road or anything
of the town. >> This is cool. This You said small assumed, right? Small bridge just out. I assume that's where >> that's where we're looking at
>> so the small programhouse road is >> cutting out horribly. Shut off your mic. >> Hold it down. >> I'll release it. Okay. >> Okay. So, everyone can hear me, right? So,
just to give you a refresher, the state does all the inspections on all of our bridges in town. Every community in Massachusetts, the state does the inspections on the bridges. The town has no bridge, but they actually do the
overseeing of the structure itself. >> Mass do. So every year they come out, they do a bridge inspection. >> Okay. >> All through communities. >> How many do you mean to have bridges >> in town? >> The list that they inspect
four bridges. >> Yeah. That qualify for an inspection. So um which bridges are those? We have the bridge that I met with them yesterday out on North Lampert. That's right right
after Blair Road. >> Oh, they call out a bridge. >> It's a bridge. >> That's a bridge. >> So, >> yeah. So, that's a bridge right before you go into the actual village area, right? That's one of them.
>> Schoolhouse Hill Beach Hill. >> Yeah. >> Then the other one's on Russell Stage. So that's that's the bridge. Actually, there's five because you got the bridge that is right at Russell Stage and Nybrook. >> Okay. That crossing and then the other
ones down further right before that turn off >> those are expected by the Russell stage >> from the state. That's what they expect. across the state just two Russian stages
three lands. So that's only three or two. >> That's four. >> These are the ones that they sent us >> the same numbers. These are >> Oh, okay. So then it's only three. >> And you go off of the actual numbers of the bridges. >> This is from 2026. But that's funny
because I know you're saying that they don't inspect other bridges, but I just met with DOT yesterday on North Blamford and they were inspecting the bridge. >> It's greater than a 10 foot span. >> So this is have a clear span of 20 ft.
>> 10 ft or anything less than that. I think they're they call it. >> No, this is that's a bridge inspection. So I wonder why it's not on there. If you can send me that and I can Well, what I'm saying is where did you get this from? >> It was emailed to both of us in February
>> in this packet. This is the packet that >> part of >> So there's a span less than 20 and I know that the span is greater than 20. That's where a culvert pipe
classification ends up changing over or these different >> the culvert to the small bridge >> and then the large bridge ends up going to like federal funding talking like Springfield those are big bridges >> regardless
>> the one on >> that's that's a small span that's 20 foot and it's not on that list That's why I'm wondering why it's not on that list. >> And how now where or they had that >> double watch outs there. >> Yeah.
>> Now those are just considered culvert. >> Those have a culbert pipe running through those. That's how they replaced those. >> Okay. >> They could have did a large span, but I wasn't here when they put those up. >> But I know we did lose the bridges, right? One bridge we lost.
So the one you're talking about now, Schoolhouse Hill Road. >> Yes. >> Okay. >> Do you know where that is? >> No. >> Okay. So you go down Russell Stage where that big tree came down. >> Yeah. >> Right before the escurve. There's that road that goes down. Now
>> that cuts going to Nbrook Road. >> Okay. Now going off the inspections for this year FY 26 the review preedated we had a rating of a four. Now anything below a
four they consider closing. >> Now >> rating it. >> That's where we're at right now. Now, so I went into previous documents and went back to previous years to see the trend
of how it ended up rating over the years. So, here's 2021's inspections. We're at six. All right, I got all the bridges here. Oops. So, the 20
21 the freebrook schoolhouse bridge that we're talking about now is actually at a five 2021. So, this has photos >> just so you can see what I'm saying. This is the design that's there right
now. Okay. >> There is photos of it also. >> It's like an arch arch. >> Yep. This is what the state sends >> town for documentation. Now, this was in 2025
for the same bridge. So we're starting to lose the bridge. >> Yeah. But obviously it's important, right? >> It is important. >> So what if this isn't the municipal small bridge program we're talking about? What program is it?
>> This is the municipal small bridge that we're talking about for schoolhouse, not Beach. BL has nothing to do with that. >> Got it. All right. I'm clear. >> Okay. So, basically, we I reached out to a couple engineers
that I found in previous documentation from other supervisors over the years. Dave, I even got to go all the way back to Brad and Rainy. And Dave was the only one that actually just sent photos to an engineer for this bridge. I was actually with him when he was taking the photos.
So, that's why I was kind of hunting for it to see if he followed through with submitting the paperwork, but he did not. So to have the engineering complete for this a plan to improve this bridge to bring the standard stuff up to state
approval. >> Well, it still is right. Right. It has four still. >> Yeah, we we could but like So here's another issue. >> Make sure I'm clear. So if it was three, they'd shut it down. >> They would be saying we either needs to
take action. There definitely uh is an issue with having let's say a log truck go over it or dump truck. I would not put anything over this bridge at all. And we ended up having >> there should be like a >> there is so we ended up actually having
forest street log in the B's property on the other side of the street. When I did the walk through with Mark, there's a strip of land that the vocal zone on the other side of Nin Brook Road that they want to log [clears throat]
and the only access is over that bridge. And I told them, "Don't go. I don't want to end up having that happen or you're going to be liable for this bridge. Nobody can go on this. I don't care if you even put timber mats down." That was one thing. So, let's talk about Let's talk about the brick.
>> Yes. Were you? >> No. >> Um, so the grant you're you're asking at this point, just for clarity, because I read that is that you're asking for who? Phase one and phase two. >> So yes, that's what we're that's
>> we haven't done the design work yet. >> No, we haven't. >> Okay. according to the municipal small bridge program which I have here is >> you cannot apply for both phases at the same time >> within the same area. >> Yes.
>> So that's why I want to end up at least pulling the trigger on getting a design made for this because I knew that the time is going to have to lapse out if we're not going to end up paying for or the town isn't going to pay for the construction itself. That's that's
the criteria that I seen in the application itself. So speaking with Mark about it said the best thing to end up doing is to get this plan approved by DOT. So we could end up saying okay we
have a plan for this bridge >> an estimate cost >> who >> no Mark the dialer from the state >> yeah based on what I read >> so um so all right well reading the this
you're asking for phase one phase two from us and we should be only approving phase one >> so we can approve just phase one but I'm asking for phase two for the future if we end up rolling it through and the state approves it. We're already a
couple months into fiscal year 27. So if you I agree with you if you want me to scratch out the phase two and end up just saying let's apply for phase one because it's up to $150,000 on the on the engineering part. The
engineering for this bridge itself preliminary cost should not exceed $55,000. >> So that puts us in that range of $150,000. >> They're telling you it's
>> from estimate bridges from other projects in this area with the same statues that they're looking for. That's the cost is going to be. So, we're not going to be at $5 million for an engineering design for this project.
>> No, I know. I get that. I mean, I'm not worried about that really because even the other engineering project like 39,000 going to be. >> So, first off, that other engineering project or 39,000 that wasn't that wasn't the whole engineering project.
>> That's like, was it? No, it it was >> backed out because we didn't have the funding. >> Yes, it was >> it was 180 I want to say >> 130.
>> Still under the 150. That was for a complete proposal, but we did not have the funding for it. So, we ended up backing out of that. That was a gray area at that time, but we got that situated. So that 39,000
that we ended up I requested that we could end up utilizing we was in addition just to end up finishing that whole engineering up >> because the work was done. Let's just end up getting it submitted to the state and get it approved >> I think. Well, let's
>> for part of it just see it. done in March of 2026. >> Money should have been set aside for the price because I did the three bids. >> I just didn't know.
>> Did you do a um Well, >> oh, I'm sorry. Did you do an incumbrance with Kelly to put the money aside? I thought the talent voted. >> So, we sent out the encumbrance forms. I sent them to everybody. And if you had
any invoices from 20 fc year 26 that you were expecting but hadn't received yet, you're supposed to fill it out so that it could be in >> but the work was done at the work. >> Yeah, right. The work was done in March. It says right here. He said right here
outlined in March. >> Outlined in March in a town meeting. So, when was the work done? >> This past week. >> He just did it now. >> Yeah. >> That date off of there. >> Okay, we can do that. >> That's fine. It says here >> regarding the garage work
>> outline outlined in March, >> but it was not. >> Sorry. This is I'm just trying. We got the fuel tank situated. >> So, that's I just wanted to make sure that >> Yeah, let me see that. I got to reach
out to him. I'll have him take that date out. He doesn't need to put that in there from when it was >> originally >> originally voted and quoted on for approval. That's why >> let's go back on. >> So, here's here's where I have
it's very for other I know I I can always speak to myself now. I can't sign anything without truly understanding what I'm signing. I'm signing,
right? And it's their money. So it when stuff gets shoved in at the last minute, I'm like, whoa, wait a minute. What is this exactly? So this is helpful because obviously I had confused with the other, right? Um I had confused with this
beach. >> So yeah, >> I'm thinking, you know, beach bridge and I'm looking at this and I'm saying where the hell is this coming from? and and as a board we can't sign two phases of
project without seeing phase one first to see where we land right because if in fact you know we agree these are important things so let's just say uh you know let's go back to this what's called bridge program
like you said can't submit all the school year so that solves that phase one only right phase one is done then you come back to the board and say, "Okay, phase one is done. This is what they found. This is the estimated cost. We're going to go in and try to get a
million out of that if we can because based on the program, it's not a guaranteed million. It's up to a million, but it could be 750. It could be half a million which means then we have to take the next step and say
probably save gas would be my guess but we would have to then go to the town and vote that they're willing to spend the money. So that's where it gets really difficult for us to understand where are we because there's other
legal steps that we have to take right it's not a matter of I you know I know you felt strongly you said it in this that we will get a million dollars there's never a guarantee you stay here someone else comes up and gets it here
that's probably why honestly they're saying way that they're managing this from what I friend was they got this pot of money and they're saying everybody can come and get some of that money for one phase of the project once a year. That's why they're doing that, right?
The second year they're saying, "Okay, the pot's open again. Come and get your second piece." >> Yeah. But if nowhere in here does it say >> now of this of this money
what [snorts] I forget but uh reimbursement is this a reimbursement grant? >> Yes. So we have to come up whatever the bridge costs
spend the money and then get reimbured. So so >> right >> we know we know the work has to be done. >> Okay. So I I I feel that you know we should do
phase one. Okay. get the estimate so that that we have a number that we have to shoot. All right? And then if we have to, we'll have to go to the town to get the money. All right? Or
the town appro. Now, we've all heard complaints about schoolhouse road bridge. you know, I I get it all the time from certain people who are always looking at what we're not getting done, you know, and uh I'm sure everybody else
does too. So that's why it's important you know that we have that figure. Now we approve the second part of this and not knowing that you know we're going in unexplored
territory here. I feel I don't want to commit myself unless I know that I know about approximately what we're going to have to shell out and hopefully get reimbured. I do I do know the number that it would
approximately be from estimated other projects for that bridge house. >> So the numbers that I ended up having it's anywhere from 387,000 to 425,000
>> and that's schoolhouse. >> That's for schoolhouse. Yeah. town of Shelurn Falls have the same same type of bridge with the same fractions that would be implemented here
in stale ended up having the same bridge repaired. The big thing is >> I know a lot of people bridges in the past three years. >> So we end up we could end up
implementing you know adding on to it I would say um and this would be an open bid too for these projects too. I just >> I mean the challenge the reason why I started getting like okay we got to talk
about this >> is because I haven't I love to, you know, I just and I have to trust when you come in here, I want to go, okay, good, we're done. I don't want to have to ask any questions,
right? Because that's that's your role to tell me what's going to happen. And when you say a million dollars, I was kind of like, wait a minute, I've never heard of that where it's guaranteed for I. So, I just want to get that feeling where when you come in, it's like, okay,
God, you know, and I'm just not there yet. >> I'm just not there yet. Um, and I don't want it to be the first town comes to and says, "What the heck is this?" >> At the end of uh Nbrook with that one
bridge that fell in disarray because lack of maintenance over the years. Understood. >> I just want to see that turn into a dead end road. >> That's the potential. So, um it's our job to make sure that we're prepared for
that should that happen. That's not the way this came. >> And the thing is is that like you know you're giving them us a guesstimate between certain amounts but it can't go to the town guesstimate. So what we're
what we require is is we get the factual amount with the number and then it's easier to go to the town and say all right we're going to expend $300,000 on this bridge but we want to get it back
and we have we have that exact number if we put out an approximation and then say say the approximation they go on the old number and then we we have to go higher. All right. Now, we're going to have to go into one of the
funds to bring that up to where we need to be. So that's why we what we need is that let's get phase one done and then uh you know once you got that done [clears throat]
soon as you you get that figure we go to phase two then we can move forward quicker with that. All right >> they would end up having an actual plan. I'm not an engineer so I don't know the exact specific. So yeah, you're you're
coming with the suggestion I have but in reality we actually have to have a an engineer and you know say this is this is what it's going to cost. All right. And they'll have a variance, but it'll
probably be a lot closer to what it's going to be >> where where I got a little wing it just arbitarily. >> That's correct. >> And that puts us into >> So I already know we're not
>> Yes. Yes. So, it's really important that we know what we're doing and so I mean this was helpful to be able to read this now I know next time you come in I would know exactly what the the deal is to tell you but know when it comes to let's
talk about the grant itself I just want you to when the parts of the grant you know when we when folks come in for grants have them for everybody not want to know how long is that grant been good for? We
want to know what are the reporting requirements. Most important piece is that we don't want to fall down on the report back to the state what are the reporting requirements and deadline and your response was once the design is completed and state phase two of the
construction starts. That's not the reporting requirements. The reporting requirements are when you read this document talks about the details of what states expect that that's what I want to see.
>> Because if anything falls between the cracks for some reason that's really this is all for coaching, right? So next time you know,
>> but the way I see it, the the state presents you with a menu. Um, this is one, two, three, four. All right. And if you don't follow their menu, chances are that someone's going to say, "Wait a minute. They're
following not following the menu. Automatic rejection." And we don't want that to happen to to the town. I understand. >> We definitely do appreciate this is just permission slot. That's that's what this
is. >> But it's still important that you fill this out >> because we track what all these different grants. >> Okay. >> Now that we get it, >> can I ask that question? This was you
had two of those. Where's the first one? What was that? Okay. That was the dirt roller grant. >> You had two dirt roll. We already signed. >> We already got approved. >> So you had two approval to apply on Monday. They signed one. They didn't
sign the second. What was the first one? >> The first one was the culver. >> You guys know I don't know, >> right? Yeah. >> Do we have a thorough understanding of it? No. It felt the pressure of we had to get inside. Right. It's nice that we
ended up having the backing state on that one. Not just that, but even having the PVPC that we end up having come out and do the assessments in town. The documentation is proofs in the pudding. I submitted paperwork last time. I
talked to Kristen. She ended up saying you have everything there, but it was just the flood of people were applying for it and that's what ended up questioning you out. some type. >> Well, >> I only asked because I wasn't sure if you're asking for from him to do the same thing
>> for Jul. >> No, we signed it. >> Okay. >> Um, but here's here would be my thoughts on that. Again, please don't you guys u this last minute coming to the board, you know, it's got to get done and it's
got to get done by Friday. freaks me out a little bit as a leader, right? >> I And because I have questions and I'm not questioning your job. I'm questioning the process to make sure I know what the
>> um I'm not going to be the person that's just going to go, okay, okay, okay. It's not me. I can't do it. I you know I feel we have an obligation to the residents to know what the heck we're saying >> and Julius Hill won one I felt pressure
I felt like I got to do this or because town's people are watching number one they're watching now and the way that you say it is that well then you won't get it and that puts us in a bad situation it makes us look bad honestly that we're we're giving the things to
happen for the town we don't want that I just want you to know that I take I we as a group take our roles extremely seriously and so >> and we get the blowback >> and we get the blowback when it when it does right and not only that we have
[clears throat] to you asked for 200 someone else asked for 300 someone else asked for 400 and we got to sit here and go okay let's make sure that we got this all covered right I just want you to understand the pressure of
making town decisions All right. All right. >> Well, he's got to have it side by Friday. So, um I can't, you know, I start scratching. >> What's that? >> This one's already built up here. So,
I'd have to go up there. I could rewrite the second page and then just get a signature. >> I was going to start this. >> Yeah. >> But you only have till Friday. >> Yes. Tomorrow.
>> All right. So, that's by Friday. >> Do you want do you want to perhaps make a motion to um approve >> this? contingent on receiving whatever you need to receive from him and then you can sign at your teacher either at the
next meeting. >> I was saying to give next >> well one person can sign or you can make me to designate to sign for this particular one if he needs me to sign the form out right on the wall up there. I can just rewrite this before.
>> So let's talk. So, um, got anything out of this? It would be don't come in last minute. >> Yeah, understood. >> Okay. >> Can I ask one thing?
>> Um, I noticed for the Julius Hall IGA for Sprinkle Water up on that turn, there's three spots for the select board to sign. Can I just make sure that all three are on this before I send this over to Sprinkle Water, please? I know Jax, you do sign, but yeah, if there's
three spots, I just so that it's all there and then I'll send that over and they can end up signing there. And then once I end up having the contract signed, either they're going to send it to you, I'm guessing, >> I'm sorry. >> Yeah, this is for the
>> once the gets signed in from Springfield. >> I'm guessing it's going to come back to me. >> Yeah, it come back to you or Joshua. Yeah, Josh. >> Oh, Josh Shimo. Yeah, >> that's he's the president. So, >> so either either you get it, I get it,
and then at least we end up having a a full tender on that. Did you receive the copies I left in the hallway for you guys on Monday? >> The contract that we signed all the sign
paperwork, I left it on the seat on the chair. You guys want me to leave that there? >> What was it? >> It was this copy of this contract. >> That contract. >> It was a copy of the contract. You asked
me to leave a copy on the >> chair out there because you're going into an executive session. >> Right. Right. >> I think Joan might have picked it up. >> No. Well, she did. >> Oh, >> no one No one picked it up from the select board. It ended up in my mailbox. Well, I thought I thought it was
honestly I thought it was make us a copy of this as of this um brand that we just did >> and then I had the primary copy. So, I made copy. So, it's a copy problem. >> No, you never gave that back to me. So, I couldn't copy that one.
>> No, I know. So, I didn't realize. So, I left the copies there and then, >> well, I just want to let you know I did leave them there for you and Joanne put them in the mailbox because the next day they were just sitting there on the chair still. So, I ended up taking the
copies that I had and I asked her to put them on Christina's desk just so they weren't sitting around in the hallway. >> I don't. And then I ended up put but they weren't in my mailbox. They were sitting there and then in the morning I just want to make sure that you got them
>> now. They are. >> All right. Let's talk about chapter next. So can you explain to us explain to us what and again we need to understand it. It
is a substantial financial you know I call it almost like a windfall because we get it. It's a subsidy. >> Thank god that we get it right. uh and it went up this year prior year for what they were giving us.
So tell me tell me how you what how that process work. So >> I end up taking a project. Well, first off, we end up doing bids earlier in the year that we all know
for fuel, oil, HMA, next asphalt. And we end up we end up putting together estimated projects that
it's an estimate of the projects that would be due to be completed within the year. It's not a guarantee. It's just in a good faith. >> It's a good faith because I know there was an issue about the amount of asphalt
for one of the uh contractors. not going to say specifically that we ended up not meeting the quota. I ended up looking into it and I know now that yes, it isn't a good faith measure. It's not I'm guaranteeing I'm
going to buy 10,000, you know, tons of basketball equipment, but it's roads that you're going to end up paving any type of projects. Let's say I put a project together. You get your bidding done, you receive our
bids. That's our sheet that we would go off of the awards from all the contracts that the advertised bid. No collective bid. That's what it would be the collective bid. So we have all those
lists that we applied for. We wanted to opt in for at that point. I use that sheet throughout the year. Those are our locked in numbers for projects. So with that said, let's say I end up having a project that I want to end up putting forward to the town and use my
chapter 90. I come here, I end up presenting, pitch it to the Slack board. The slack board ends up approving it. Okay, I would like to go through it. I end up letting Kelly know right away. I send her an email. Um
the accountant is not needed to be on the uh on the application anymore for reimbursement. The only thing she's there for is to basically check the uh standings.
So, like when I end up in the early phase of submitting a project, I'll send an email to Kelly and say, "Kelly, I have a project I put forward the estimate cost. This is what it's going to be 350,000
150,000 yada yada yada." She at least is aware. She says, "Make sure you use your chapter ID account." Yep. made her notified at least that she is in the loop. At that point once the uh on she's notified end up
going on my grand central account. I start putting a project request together for that specific project from estimates and calculations from road width to road miles to length of the road. What's
going to be What's going to be totaling the project's cost striping, line striping? Am I going to end up doing handwork? Am I going to end up whatever materials are
going to be added to this project? That number comes up. We end up I submit that paperwork. It gets approved. At that point, we end up getting a contractor up here because collective bid and advertised bid is two different scenarios.
The collective bid is what we do for the chapter 90 program, the HMA in town that we would end up utilizing throughout. >> Can you tell them more about it? Like the that the collective bid I don't know. Yeah. So where I was going? >> Okay. No, you just keep saying
collective bid, but like no advertisement for No, no, no. the tell about the oh so collective bids we pay for [ __ ] to end up doing this process for us Ellen and Laura are very good
they end up from all the all the companies in the area that supply us with our materials that we need throw a number at this for and then whoever comes out the
lowest for the amounts the quantities that we end up using to distance they have to travel all gets calculated into what their number is going to be. So then their number gets locked in and we end up having a high
bidder and a low bidder or the next in line bidder and we can either opt out first bid if there is issues with the actual contractor in the past which I have seen and
currently am seeing too. Um we just have to make sure that ORCOG is aware of the situation. They have a file issue that they're starting documentation so that if there is issues going forward,
they will end up having it on file so that they can end up referencing that going forward. And just to give Karine a little bit of background. So, and you correct me if I'm wrong because I'm learning myself. So, you have all the
different hilltowns, right? All the highway guys everywhere, right? Collective bid is they all put in what they think the work is going to be and what materials they're going to need. >> Then the biders bid out and give you the best possible price that they're willing to sign up for and give you at whatever
rate that is. >> Correct. Okay. I just want I don't know what you know don't know. >> Might have been beaten around the bush. I'm sorry. >> And just for reference kind of off, but regional council of governments and PBPC is a sister kind of kind of but they
just offer different things. Different uh regional government groups offer different >> and they're in Greenfield, Massachusetts also. >> Do you know the phone number, right? >> Yeah. Bog's pretty good. >> 413. So >> So everybody puts in their volumes they
use and then they come back. It's like it's like when you go out when I did the wall. >> Yeah. Well, no a little bit more. >> So what you're >> there's deadlines. >> There's dead to have your stuff submitted. There's deadlines to have
everything accepted. There's at both ends, not just the municipality, but the contractor itself. And if they miss their deadline, they don't make the quota. Like we had a salt provider last year, two years ago. That was great. I
mean, no complaints, no issues on the material. The drivers knew where they're going. They brought us the specific trucks that we needed. >> They missed it out because of literally like two numbers they didn't put right. The challenge is the ch and again
correct me if I'm wrong but the challenges are >> so Jackie Corey's one of the biders right and I see oh they need x amount of stuff [snorts] right and I low bid it and the reason why I low bid it is because I want that job
>> correct >> right if I don't get that job I just lost a ton of money >> because I low bid something because that bid that low bid is for everybody in the surrounding towns too. >> Gotcha. >> Okay. So, am I wrong on that? >> Yeah, you are.
>> Okay. What What is the answer to that? >> It depends on It's not just for a a mass of surrounding towns. It's for like you can look at the bids on stuff. Montgomery has different prices. Huntington has different prices than
Bamford has. If that's what you were saying. It's not a collective area of let's say Hamen County or Birkshshire County. >> Everybody who participates in the program. >> Yes. It the prices don't end up changing or they do change from the different
communities >> in that area. It's not I thought you were saying like it's a one price for everybody in one area. That's what I thought you were saying. But it's different prices for the different communities for the actual estimate quantities that you're going to use. >> Okay.
>> Well, no, I get that. But the price per is different, too. >> What? >> So, if I say, and I'm going to say something stupid here because I don't know anything about the pricing for this stuff. So, let's say if I say it's $10 a foot or something. Um, and that's what
I'm willing to do it for. I'll do that for you for $10 a foot. That's only for Bford. That's so let's >> that bid only for >> let me do this instead. Let me explain to you. So the the use of salt >> by the ton let's say Montgomery has 500
they're committing to delivered to the town. >> Y >> we do 1,200 delivered to the town. Our number is going to be lower because we're committing to a larger quantity >> than Montgomery uses. >> So instead of $10 a time, we get it for
$7 a time. So >> $10 a contractors do is they're going to take Ray's number, right? They're doing collective, right? They have a number and they're like, "Okay, if Blamford wants this and they only want this much, they have a number. These contractors have a number in their head where they're going to make money, right? And
so they split up the the tonnage or the deliveries or all of that to what towns need what. >> So they could lose money with Bford and gain money with something >> or vice versa. >> Yeah. Got it. >> Sand deliveries. sand deliveries and people deliver to us cheaper than
>> so this is just part and parcel of the process of here's what I'm looking at to get chapter 90 money let's go back to the chapter 90 process >> so at this point to do a chapter 90 project we'll just sum it up I'll end up reaching out to the vendor I'll end up
talking to the vendor say either I need this material or I want to do this project can you end up coming out end up they come Now, if they look at it, we end up having an agreement. At least their schedule works with our schedule as agreement.
>> Yeah, >> I have the estimated sheet that I already submitted to the state in our file. That's the worksheet that I [clears throat] would end up working off of for that project itself. So, let's say
I'll give you an example there. This is an estimate road estimate sheet. So this is what every town has to use for municipality chapter 90 projects for a submitt. You end up [clears throat] crunching all these numbers. They have
different codes too. So you got to know what each code is for for when you end up breaking it down. Then the total value will end up calculating down the bottom. That's the number that when I end up coming to the select board, I can say this project's going to cost $91,000.
>> Yeah. >> Because I already calculated what our bids get. That's early stages. That's the numbers that we end up working off of. I change those in here to what we actually have bid or been what we accepted for.
>> So then we say all systems go, right? Go ahead. >> At that point, I end up taking this. the contractor comes in. Um, we get the project done at that point. When the project is complete, I do a post uh
report for chapter 90. It has to be done. The main things that are required forment at this point, which would be into at this point,
is I need a copy of the check. I need my estimate form sheet which also that brings down all the materials from project. So let's say we use gravel, we use simple, let's do
it simply with asphalt. You end up on a road seven. You've always put more material to an asphalt. If you don't shimming it
over the existing surface, you put less. So it's seven or 5% that you end up adding per t. You don't need to know these numbers, but for an estimate, you end up those calculations in on that sheet that I have to submit. So that
by the state, they actually see where is going for that project. So after that sheet's completed, you also have to do fuel adjustment sheet. So the fuel adjustment sheet when the project starts or like let's say for instance this one on uh Russell stage [clears throat]
>> they ended up having we put out an advertised bid or yes we put out an advertised bid for Russell Stage to see if we get a lower number when we put that bid out and we accepted that bid. The town accept that came to us.
There's there's a fuel there's a fuel uh >> price for that timeline that the state has. And when that happens, you take that and what is the fuel
um fluctuation from when you ended up having the project the pre and post and you have to end up doing the math on that also and having that broken down. um >> post and report. >> You send that to the state. We don't
need the details of >> how you make this. >> Well, no, it's it's the chapter. Yes. >> But the Well, that's that's the upfront piece of the chapter 90 process. Then it goes to the state. They approve it >> or maybe that's already done.
>> So then the project's done. You have to do your thing, send in the paperwork, report back, and then they send us the money. But we're paying the bill as this is going on face with the check. >> So we end up having it
pay bill >> right >> front the cost we submit the paperwork then state and then they end up submitting back chapter 90 account. >> Okay. So the reason why this came up is
because we did not get our chapter 90 money. So what happened? Can you explain that? >> So with the fiscal year turnover, I guess there was a delay speaking to D about it. he reached out to the state
and expedited our reimbursement because I ended up putting I ended up putting in the reimbursement for Cobble Mountain and Russell Stage the 25th. I took a picture of it because when you started talking about chapter 90
explanation, I kind of knew where you're going to know I did my paperwork on it. So I ended up going back to Grand Central which has everything broken down and on my Grand Central site
for 238,4727. right here. >> So, the color is nice because you can actually see the difference from what we deposited in the account, what we ended up using in the account. It's just it's nice to have. We I keep it on the
calendar all the time so I can work off of that. So you can see that this right here the 238,000 because we came out under >> right >> from the original projected price for
that project. I ended up submitting 52125 and we got the reimbursement on 73126. So if I didn't do the paperwork and submit the paperwork, you wouldn't have
had that date. It would have been 7:31 26. >> So >> 7:31 I mean if I'm not mistaken. >> Yeah, the 52125 was submitted for the 386. >> That was for requested it actually.
That's correct. >> So 31 is 26 is when you submitted it. 82125 I have on my computer at the shop. It shows that I ended up submitting the complete packet. >> Well, the Okay. So, what happened is
what happened though is that the state the system didn't accept it or something. >> Well, otherwise the money would have come in earlier. >> Well, it got accepted. What Dave was saying is just such a flood at that time was we're not the only town >> system doesn't show that it was
accepted. We're not the only town that's submitting reimbursements in the state of Massachusetts. We're not just the only one that's using the chap [clears throat] of these older ones real quick. See how they look. So
>> you're saying those projects got done fairly quick because you submitted a couple later. No, I mean bottom line >> who submitted them. >> You submitted them. >> Which one? >> You said you submitted the 230 August of 2025. Correct.
>> It's not the date. >> I don't think it was 30. >> 820 application that I have here. care is signed on the 20th. So the next day after I got the signature for this, this is the packet by the way.
You see it? This is the packet that I end up submitting date when you end up doing projects. >> Okay. >> 23. There it is. 238. >> This is a cover sheet of what you have to end up the checklist that you end up
going through. So there's your adjustments from the beginning to the end of a project. >> So that's >> so when she signed it, I turned it. >> Well, I know it didn't go,
>> but how do you know? Okay, so how do you know? Who's Bob? Hi, Bob. Um, >> Bob. >> Bob. It's our Bob. >> It's our Bob. [laughter] >> Um, so how do you know that you you know what I'm what I'm asking is how do you know that you got the money? Because you're
the only one that knows. >> You're the only one that gets into the system. >> How doesn't get in there anyway. >> Kelly's you're asking how would I know if I got the money? It would end up showing a reimbursement on the actual sheet like it does here. >> Understood. which
>> but it didn't show reimbursement until recently. >> Right. >> It's true. >> Why? >> Because I sent the email to Dave Stokes wondering why the reimbursement wasn't uh already >> coming back to the town because I was
just finishing up and submitting the paperwork for Brussels Stage. >> Okay. >> All right. And you've already submitted the 90. Is that right? >> That's already done. It shows in the it's already been reimbured to account $9,535.
>> That was around the same time. This is This is one that doesn't show. >> Yeah. >> Right. It's too old. >> Okay. It was just understanding because no one sees this like you. >> No one. So, if we don't get the money, you're the only one that knows we didn't
get the money. Well, that's where communication if if Kelly if I don't see it on here that's why reaching out to Kelly and seeing hey did you end up getting it at your end Dave Stokes is another resource center >> yeah but you would see if she got it it'd be here
>> no I don't >> right so she did and she since she doesn't have access to it anymore I guess what >> she has the account that's she would just see the account showing it whether is deposited or not >> no date are you Right. >> Right.
>> Yeah. So, just let's just talk about that process, right? Because there there's a um you know, I don't know. Let's say that we never got the money. Um you're the only one that can tell whether or not the money came in. You're
responsible for this. So, Kelly, which I I don't agree with her not having access. I think she should have access to be able to see it as the accountant. what she sees is, you know, you do the right thing by contacting her, right, that you're going to put put in for this
project. Why is that important is so that she knows that when those bills come through the door, she's going to take that out of cash. >> She has the money there available just so that if we need to end up paying, if there is an issue, she can get, like you're saying, get
>> she pays it. she's paying the cash out um as soon as that invoice comes in if we got the reimbursement or not. >> So, what happened was she saw the cash sitting. She saw that she had paid this out and she didn't see the money coming
in and that's why it got to where it got to that Friday, right? Of which Christina had to get involved um to help get the money from the state. Oh, you you reached out to the state. >> They reached out to me.
>> Oh, really? >> Yeah. >> Because they're saying, you know, so all I'm saying is that since you're the only one that has access to this, I really need you to be monitoring to make sure like anything can happen with transmissions, right? >> Yeah.
>> Obviously, >> this thing sat out there for over a year. So, I just want you to know, you know, make it clear that this is you. This is your responsibility. make sure that money gets posted. Um because we paid it out in cash.
>> It's a whole process. >> It's just follow >> it's just following process. >> It's all it is. So I wanted to all of us to understand so we don't have to go through this when you come in and talk about chapter 90. We understand what that process is. Since we had the
special meeting, it gives us more time. >> Okay. >> Okay. I got a headache just from >> preparing the process. >> It is a process >> and it is Yeah, it's a lot of it's a lot of work to put it through. >> Okay.
>> Preparing it too, >> right? Oh, yeah. Yeah, I could see that. Absolutely. Okay, >> I'll keep an eye on that going forward because I know >> I am going to be submitting some more projects and I know I'm going to be submitting reimbursement >> coming up for this trailer, too. And the
sooner you submit them, better get a grasp on >> cash flow, >> which way we're going, right? >> Well, the everything that's projected is on the sheet already. So, >> is it >> you got a grasp on it right here already as it's not a guesstimate or, you know,
let's just shoot in the wind on this. Like, everything is here. Like, >> you want to look at the price of what the trailer's going to be that we're going to end up having to spend. Yeah. >> It's right there. The engineering for Beach Hill is right there, you know. So once completed,
>> then we can access to Christina. >> I don't know that is the estimate sheet >> or the our account for the 573. >> I understand. On an ongoing basis, why don't you make a print of it and let us
see what's sitting out there so we can just keep an eye on it. >> Okay. >> Okay. >> Okay. >> I'm sorry. I didn't understand the question. We get that from the district one day. He emails it to us. >> It's not sitting somewhere that we don't. >> Sorry. >> Well, then you can flip the email, >> right?
>> That's fine. You don't have to bring it in. She'll flip the email. >> Okay. Don't worry about it. >> Flip it. >> Flip it. >> Just flip it. >> Just flip it. >> Just flip it. >> And you know what we're going to do? We're going to flip it. >> Flip it. >> Flip this table. >> All right. >> So, I think Yeah. So, I think that those
were the two things that we wanted to talk about. >> Okay. Um, and you know, I want you to know that if there's ever times where you can say, "Please, I need more time, right, to thoroughly explain what's going on, when you need something, all
you got to do is let us know." >> Okay. >> And we'll put that time aside. >> No, definitely. And then also going forward, if I have something that I want to end up the table, I'll make sure has it on the agenda so we can't >> Yes. Yes. >> We can't walk away from time to here
trying to present something to >> That's right. >> Because the time here already and then come here and you know >> Oh, tell us now. >> Oh, no. Because going forward, >> we're going to have select meetings at 400 p.m. instead of 6.
>> So, you can get out a little bit earlier, too. >> I might work at four, though. >> Well, you come in here during that last hour. >> That's okay. I mean, unless if you if something happens like you're on a job, you really need to do it, >> right? >> Let us know. Not big deal, >> right?
>> We're we're doing it to try to accommodate. >> So, we're still doing a department head meetings. >> We will. Yeah. >> Okay. So, if there's issues for the select board, I'll make sure. >> Well, also, right, you know, that if there's if there is, and this is just something that we've been talking about
in general, um >> they are available to come in. We could have a meeting on a Wednesday afternoon, right? But if there is something pressing, you're not stuck in to just Monday night. >> Yeah. >> You know what I mean? >> But you got to give 48 hours.
>> Yeah. Probably more than 48 hours. [laughter] >> Agenda done and posted. >> Okay. >> Yeah. If there's any issues um >> with me attending, like I said, I'll make sure that I send an email, >> not where it amounts, so that people
know that I'm tied up, >> occupied with other government. >> Yeah. send us a >> not thinking I'm going to be here and >> Okay. Okay. Good. >> So, just a a couple of things on my mind. Uh first of all, thank you for
going up hill starting. Thank you very much for that. And >> I'm sorry. >> You you got the trailer. I'm impressed for the calcium. >> Yeah. >> How does it work? runs off a Honda Honda
transfer pump. Basically, it's a sump pump that we have in front of it that pressurizes. >> That's what it look like. Yeah. >> So, ever I do need a transfer pump, I have the pickup and the drain hose on it that I can utilize. >> Now, is there is there a pipe that comes
off the back so it spreads evenly? >> It's got two little spray nozzles that do a 45 on each side that will disperse that. I have a remote control that the driver can actually utilize inside the
cab. The other models, they couldn't do the remote. That was the issue. They wanted to have someone stand on the trailer while it's being operated on >> the trash truck. >> Yeah, that sounds like a >> and I said it's not. Go ahead. >> No, no, go ahead.
>> So, that that is going to be getting um taken care of and it's going to be a lower number, too. So, >> okay, >> that's we just >> that's fascinating. When you start to use it, let me know. I want I want to see that after. >> Definitely. >> It's going to be a good uh add to the
dirt roads in town holding together. >> All right. That uh there's no public any comments on the phone? >> No. >> Okay. So, that concludes that part of the agenda. The
um board is going to go into executive session uh in accordance with GL 308112 to discuss strategy sessions preparation for negotiations with non-UN personnel to conduct collective bargaining sessions or contract negotiations with
non personnel. So thank you very much Ray. >> Oh wait a roll call vote and not reconvene. Roll roll call to not and >> enter into executive session either to reconvene or not reconvene. Which is it?
>> Not you're not you're not opening it to the public after. Okay. So roll call vote to >> roll call vote to >> enter into executive session and not to reconvene. >> Executive session and not to reconvene. >> TJ says yes. >> Jackie Cor. >> Corine Charter says yes. >> Thank you.
>> Sorry. No. >> I'll get it eventually. We done for this part. >> I'll end up getting that second uh page. >> Okay, good. >> Rewritten and >> just leave it out there. >> Yeah. Hold it on.
>> I can put it on. >> Where do you Hold on a second. Where do you want it left? You need to submit it by tomorrow. So, you need to know where it's going to be left. >> Do you want Do you want me to drop it off on my way home? >> I can put it in your mailbox. I can put it in his mailbox. I got to come back
and sign my taken care of too. So >> that's fine. >> All right. Thank you everybody. >> It's fine. I came with it. >> Telling you. Uh, everybody on the phone, I'll be
calling the tech