Good Good evening, ladies and gentlemen, and welcome to the December 3rd, 2025 special meeting of the Cadam Select Board. Please note that this meeting is being recorded and will be available shortly hereafter for scheduled and on demand viewing on any smartphone or
tablet device. If anyone else is recording the meeting, including the use of AI note-taking apps, please notify the chair. Seeing none, pursuant to Governor Healey's March 28th, 2025 signing of chapter 2 of the acts of 2025 extending
certain COVID 19 measures adopted during the state of emergency suspending certain provisions of the open meeting lawsuits general laws chapter 3A section 20 until June 30th, 2027. And this meeting of the Chattam Select Board is being conducted in person and via remote participation.
Every effort will be made to ensure that the public can adequately access the proceedings as provided for in the order. A reminder that persons who would like to listen to this meeting while in progress may do so by calling the phone number 158-945-4410 conference ID203386491
pound or join the meeting online via Microsoft Teams through the link in the posted agenda. While this is a live broadcast and simal cast on Chattam TV Exfinity channel 1072, despite our best efforts, we may not be able to provide real-time access. We will post a record
of this meeting on the town's website as soon as possible. The first order of business is to ensure a quorum. Miss Davis >> present. >> Mr. Dykins present. >> Mr. Matters present. >> Mr. Smith >> present. >> And the chair is present. Is the working group meeting posted?
>> Yes. Then probably we should have a a an determination of an a quorum as well. So I'll I'll call on you one by one. >> Mr. Smith >> present. >> Robin >> present. >> Rob Pat >> present. I'm not the chair. I'm present.
>> Thank you. Thank you. Thank Thank you. We have um one agenda item really substantively, but we do have public announcements and agenda item requests. This is standard call. Does anyone have anything tonight? I don't see anyone. Uh, and then
secondly, public comments on the business agenda. If you want to make them now, I assume most people would want to wait to hear the presentation. So, we'll go right on to the business agenda, which is the Center for Active Living, Sefell Building, working group recommendations, and a vote. And with that in view, I'm going to turn to the
town manager who is joining us remotely, um Jill Goldmith, and um she's going to um make some remarks. Jill. Well, >> thank you, Mr. Chair. But before we begin, I wanted to extend
my appreciation to the members of the Center for Active Living Building Working Group for your diligent and weekly work since October 22nd through public meetings, a site visit, and careful review of design and cost information. You've helped shape a clear
and balanced recommendation for the project grounded in the intent of town meeting. My thanks to each of you, Stuart Smith, Pat Burke, Steven Daniel, Rob Stello, Robin Zebrat for the time, expertise, expertise, and care you've
invested in this effort and for your collaboration with our owner's project manager, architect, and town staff. Your work has strengthened this project and set the foundation for decisions ahead. Thank you again for your service and for your commitment to the future of the
Center for Active Living. Mr. chair, I'll turn it back to you. >> Thank you. I guess I'm going to throw it back to you in a moment, but Stephen, did you want to um >> Well, I was going to ask the members of the committee to introduce themselves, but since it's been done three times already, I think we can move beyond that. >> Well, I think we should say who you all
are, Steve. >> Okay. Stuart, why don't you start us out? >> Sure. Uh, good evening. Uh, Stuart Smith, uh, member of the select board and also a member of the building working group for the CFAL building. Robin Robin
>> Robin Zebra, president of the Friends of Cadam COA and member of the um building working group. >> Uh Rob Stella, just a builder. >> Pat Burke, uh chairperson of the CHAM Council on Aging Board of Directors and
a member of the Sefell Working Group. >> Steven Daniel, chair of the finance committee and a member of the CEO working group. Thank Thank you. And I want on behalf of my board extend our gratitude to the working group and to
our representative uh Stuart Smith um who kept I know he kept me informed. I think he kept the board generally informed about what was going on here. So we look we look forward to the presentation. Um I'm going to um throw back to Jill because I think you want to introduce the the team and the
presentation. I guess guest from Terry Whan or whoever is going to start it. So turn it over to you. >> Thank you. So, uh, let me start with our owner's project manager, Rick Pomeroy, our architect, Kurt Raber, and town
staff. We have Leah Lacrosse, who's our director of community services, as well as Terry Wellen, uh, who's our princ our projects and operations administrator. Um, it's a little challenging for me to be remote, so um, I I'm going to take your lead, Mr. chair and if you want
Terry to introduce the staff report or if you want to uh turn it right over to the working group to present the recommendation. >> Which would you like to do first? Okay, we'll start with the working group and I think Stephen, you're going to present it. >> Yeah, that's what we agreed this
afternoon. Um so at the risk of repeating myself, I too would like to thank my colleagues on the working group. It was a terrific collaborative effort. I think we've landed on a place that will hopefully be be considered attractive and and prudent by town meeting and the taxpayers. Um, and in
addition to the members of the working group, as has been pointed out, our efforts were supported by Jill Goldmith, town manager, Leela Cross, director of community services, uh, Terry Whan, director of principal projects, Rick Broy, the owner's project manager,
excuse me, and Kurt Rabbert at the team at Catalyst. Uh so thanks to all you guys for the exceptional support of the initiative. Uh the mission of the working group was first to independently analyze the center for active living
project its goals and its functionality. Second we were asked to make recommendations to the town manager and the select board on how to prospectively move this project forward. So those were our two north two north stars. Uh and in that context we had two goals. uh first
was to create a facility that would allow the sea pal to function uh in the pres uh in the provision of services to chatam's seniors. Second to be respectful to our town and its taxpayers using revenue thoughtfully to create the
best value. We also creating a facility with an estimated useful life of 35 years. Uh there has been a lot of question uh about the numbers which have shifted around. So, we thought it would be prudent to just do a little trip down memory lane and figure out exactly how
we got to where we are. Um, so with that, let me attempt an explanation. Uh, town meeting voted in May of this year, as I'm sure everybody remembers, to allocate $5 million for the project.
The vote was predicated on the use of conceptual drawings and using an estimated cost per square foot calculation. That approach while appropriate in the terms of process uh results in a preliminary cost assessment which
clearly uh exceeded as the plans were further developed. Uh the vote in support of the project MA did allow the project team to move forward uh with more uh advanced development of schematic plans, more
detailed uh more information but still not yet fully realized and developed. Those plans resulted in an estimated cost of $7.7 million. The project team then began the process of value engineering that 7.7 figure to
see if we could get somewhere closer to $5 million uh the estimated cost of course from town meeting without compromising the utility or integrity of the structure and intended purposes. The result of the value engineering
process which allowed for the drafting of actual construction documents resulted in an estimated project cost of $5.98 million. So following the presentation of that figure to the select board, uh it was
determined by the select board that the functionality of certain elements of the building would be compromised as a result of the value engineering process and elements of the the the structure uh that were were taken out or otherwise altered uh or or excuse me also
otherwise not addressed. Um it was at this point that the select board and I guess in conjunction with the town manager elected to create the working group that presently sits before you. Uh for context the entire project team has
held I think nine meetings now uh committing collectively over 325 hours to the development of this project and tonight's presentation. in it. As you'll see, the working group uh unanimously unanimously agreed to
adding back certain elements of the project to enhance its long-term functionality and reduce its long-term operating and maintenance costs. Uh I'm going to hand it over to Rob now for a walk through certain of those items so we can present in a very fully
transparent and comprehensive fashion why we're suggesting to add these things back in. >> Thanks, Steve. you explain that. >> You have to press. >> Thanks, Steve. I think you explained that real well. Um, I actually got on this committee just because I um, you know, being one of the outsiders making
comments about the whole process. Um, I decided to join in and I really um, have a lot of respect for everybody we worked on on this committee. It was um unbelievable how well everybody really try to just reach the goals of being responsible as he said to the community as well as um you know you got to have a
a project that's going to be um viable and work for the people that for a function to make this you know be a good project for what it's not to be used for. Um the seven things that we um put back in and everything was one was the um you know as you look at the added
scope um you know is the column in the cellar lobby and we tried to put a little explanation. I'm not going to read it or anything but I just if you read it I'm just saying that you know it's a very congested area. It's a place we have an entrance door come from the outside. It also leads to one of the big
um program spaces that's going to be used. Um there's an elevator entrance in that area and there's also a staircase and for people both for accessibility and for um you know walkers or any of those kind of things that are needed and even for emergency u people personnel to
come in um it just makes sense to put that column in and put a beam in and um the reason another reason why it's good is because when you go through some of these other ones the equipment everything is on this job site. So looking at it from a building point of view, I mean, if you're ever going to do it and you're going to do it right while
everything's there, this is the cheapest way you're going to do it is do it now. And the other thing we're concerned with, and this is a really good example, you say, "Well, gee, is it that important in that area?" It really is congested and gets congested really easy. And if you don't open it up, um, you know, it's back to the situation of
saying, "We got a building. We made a decision in the town that we're not going to tear it down and build a new building. We've gone through all that process. We need to make this building as viable and as useful as we possibly can and to me it's a safety issue to begin with. On the second one we has
another structural beam. Again we have all the equipment at this place and there's column in this. This is in the supportive um care program area and they have two basement windows are going to be enlarged in that area and they're right beside where the beam has to be passed in. And there's um you know with
all the equipment right there, it's not that big a deal really to sit down and just go a little farther and just cut out the part where you got to put the beam in and add it. Um this is also a very small confined area, but it fits the needs for the program that they need. But if you keep the columns there,
you can't really move around the furniture. There's not really good access. If there's ever an emergency trying to get in there, try to help somebody or whatever, it's just too congested with those beams. and you know having it open and plus if you're going to sit down there and they're going to put these bigger windows in which is a I
think another safety factor is the idea of egress to somebody get in and get out if there is a fire or something um it just makes sense to do it now and also it gives you the more light to come in without the beams interfering with all that so that's another one that we all felt was quite important
the um third part that we had here was this idea about the column in the exercise um room and this if I understand from the people who work there is going to be for the exercise room and it's also used a lot for people who got some health issues and they have people in there and try to help them and
advise them. I mean, I don't even know how they could even function in that room without getting rid of those columns. Again, we got two windows in there that should be enlarged. Um, you need to get some light in there. I mean, nobody wants to sit there and work in a dungeon. And, um, while that's there, putting this beam in, again, makes
really good sense. There's also a lot of reconstruction going in this area to make it what it is. there's some bathrooms that are going in and whatever and um you know trying to work around this beam doesn't make financial sense and also for safety and other reasons again it really needs to be expanded at
this point and uh these beams are pretty critical from giving us really what it does it takes a basement area and makes it into a full usable area now that's what it does and uh has a time to do it the fourth thing was the building envelope this is probably one of the biggest things that I was kind of at I
realized that the um you know again you know the windows are are everything. You know, we need some new windows. Some of the ones that are there already um um have rot, have other leaking problems, stuff as we mentioned. Um if you really look at the plan really close and you read it all, uh my big thing was, you
know, to sit back and go back with wood clapboard and paint it. I mean, you know how long paint lasts and how long it's going to be there and it's if it doesn't kept up, there's going to be rot, there's going to be more repairs. So trying to use maintenance uh resistant materials which are very common today
and also with a lifespan I can um I can guarantee you down the road you're going to save money because it's going to as soon as we get done with this building if we don't do the whole building and everything there's already repairs that got to be done and um you know I think it's the idea with the committee when we
get together was that we were trying to stop all the um you know cost down the road you know because you always hear the same thing now we're going to do this now we got to do that. We try to look at this as a whole project. It need it it needs it. It deserves it. And um you know, we don't want to step
backwards doing this. So for the few windows that are left, the numbers of the materials that we're going to use, there's there's no other way and I'll be glad to defend that um if there's any questions on that as well. So that's what the building envelope is. It's, you know, we're going so far, we might as
well just go the whole way. and if we're going to put new stuff up to go back with old materials, you know, like, you know, with the wood and everything doesn't make sense today. Um, the fifth thing we had was um the idea of the kitchen. The kitchen, you know, in all fairness,
the kitchen's going to have some uh work done on it anyways. Um, you know, I mean, if you take a look at it, it really, really needs an overhaul. um to do this whole building and leave that kitchen the other the way it was. Um I don't think number one it's going to be as functionable. The few changes that
they talk about making and we're talking about redoing. Um does it add to the cost is yes, but then if you're ever going to do it down the road and you really need it for the lunch program. Um you know I mean this is one of those things that would be shortsighted to leave it. There's no doubt about it. And
um you probably end up doing it later and you end up doing damage to the pot you already did. And you know, if you're going to start this building off to be really functionable and be something we can be proud of, to leave the kitchen would be a, in my opinion, I think most of the committee would be a no- win game.
That's for sure. Um, I also think it needs to be done as well as it can to be a um, you know, to be functionable as well. The sixth thing was the ramp in the back. If you look at the landscape uh plan and everything, you'll see that um most of
the parking is on to the right side of the building and it's almost all parking. You can't it's not too good on the left. It's not going to be in the front. And there's a back door there that um you know, there was a um ramp and stuff that they had. They took it out, but that ramp needs to be put back
in. I mean, for access to that building, um, if you're coming from those parking lots, um, it's just really one of those things to try to navigate to get to the front door would be I I don't know how they how they do it, especially if it's inclement weather. Um, so the, um,
what's that? >> Oh, yeah. I was going to say, so the back ramp, you know, you know, is where the doorway is. Uh, we also talk about, you know, the where all the parking locates, and it's a I don't see any way of having people access that. I think it's just opening for an accident if we don't do it. And I think everybody
pretty much agreed on that. Um, number seven was the idea about, you know, the modular housing and the, you know, programs need to be kept up. They need to be functioning. There's no way to skirt that. I mean, obviously, you know, just because we're putting a new building up, the services that are needed don't stop and so they need to
progress. So, I think that's the seven points that we had and what our reasoning was. And anybody wants to add anything to that? Yeah, I guess the only Thanks, Rob. I guess the only closing statement I would make is that that there is a very strong consensus on the
working group that it makes considerable sense for us to spend an incremental $1.85 million to get this building right. We've heard town meeting not spending $13 million bucks. This is the time with no question I
think on the committee. Well, I think also some of the costs that we're going to put like for the exterior and stuff is going to come back and as a savings to us for sure. >> You know, >> I also think that um what we didn't touch on and we talked about today is the kitchen's not going to be a
commercial kitchen, but it's going to be a hybrid kitchen, which um will be better for the future if we do decide to do more meals. It'll be more easy to be accessible. We've moved some things
around today which I'm sure they're going to show you later. Um, and I think the upgrade um is very positive. And the other thing that I wanted to mention that didn't get mentioned is um
the relocation of the parking area. We have a current easement and we met with the lawyers and we are reconfiguring that area so that the seafal has its own parking area and the condominiums will
have their own um parking area. It will no longer be a drive-thru. Um and that made more sense also. >> Good points. Um, the only thing I would like to add and it it's on what Rob was
saying is the discussion that we had regarding the beams and pulling the beams out. Having Rob there to say to us, well, you know, when I do a job, all my equipment's there and it's easier to do do it all at once was um it helped us
really think through the process and how we could get there because not taking those um columns out would really we'd really be wasting our money if we didn't do that. Stuart, did you want to >> Yeah, the the columns were uh kind of
one of the central um issues to deal with. Um we did when the town went to town meeting and got the voters support by a large majority. um for the 5 million the initial 5 million uh we told them that we would be taking the columns
out but due to you know the constraints of uh the the initial estimate um the the initial group wasn't able to get there. Um I think it's important to point out that the there are additional funds needed to complete the project
correctly and to get us some longevity for the building. Um but those funds really um were were savings that weren't really savings. Those were going to be just postponed projects that we would
have had to have done down the road and uh the prudent uh uh time frame to do that is when we've got the building torn apart. Um so um I I yes there's some additional funds needed but uh you would have had to have spent those funds down
the road and we're getting a much better more functional building and uh with more longevity. >> Thank you. Uh unless there are additional comments at the present time from working group I'm going to turn it over to Terry. You want to make the introduction on who who's going to go first?
>> Yeah. So Rick Pomeroy is going to give u and and I'll just give a couple of quick um overview, but Rick's going to run us through the project budget, the cost details and the the the the master schedule. Then Kurt will take us through the nuts and bolts of what was uh just
um presented by the the working group. Uh we'll have a quick slide on another consideration of the project regarding sewer and then the uh director of finance will also talk about the financing options. Do you want to entertain comments from the questions from the board during the presentation?
Do you want to wait? What does the board feel? >> I'll I'll leave that to the the board. I mean, if we can run through, but >> let's Okay. >> But I just wanted to give some context that we, you know, some of your questions I think we're going to go through in in the graphical detail
>> uh and and some um additional detail on the the budget and the schedule. >> Okay. Good evening. Do you want to put up uh which slide do you want to put up first, Terry? >> Yes, we got the four column slide. >> Okay, so very quickly, we'll talk about the progression of the budget. I think
Stephen had um had alluded to it in the working group's memo. Uh the column to the left is the conceptual budget uh that was approved at town meeting with a total town appropriation of 5 million. Um and then uh what you're seeing in the
second column going to your right is the schematic design phase which when estimate was uh provided to us in early September u when after we completed all of our programming structural investigations investigations of the building and that's where that number uh
climbed up to total project number of just under 7.7 million. Um the team immediately went into the value engineering mode to see what the cost drivers were and to determine what steps could be taken to get that budget uh
down uh as uh reasonable as possible. And the presentation to the select board in October uh was the uh next column which was the 5.9 or five uh nearly $6 million budget and that's when uh the working group uh was uh put together and
we began our meetings and basically the process was peeling back the layers of the onion with the with the working group so that they could understand what our process was and you know how uh how the budget was create how the budget was created and uh how the the uh the uh the
increases evolved. Um and we actually walked the facility and were able to explain the different areas and components and from those conversations and some of them were pretty lively. Uh from those conversations, we were able to really
get down to uh what the what the true mission was, understanding how the numbers got to where they were. uh understanding what we could do to try to control those numbers and drive them downward and understanding what improvements would be more beneficial for the
facility and the community. And that's where we landed with that last column, which is the budget you have in front of you right now. And it it it involves um a lot of uh re re-engineering of certain spaces that were cut back uh to create
our cost savings. And then there's some adbacks, some add-ins too, uh to avoid uh maintenance down the road. The uh that's that was you have that in your package I believe to give you that progression. The the differential
between the first column and the last column is shown in basic figures for you. And um you can see that uh the construction uh differential was about 1.2. Uh there was some uh owner's uh uh
project cost, soft cost. Uh the net difference was about 263,000. Uh a big part of that was we added in moving expenses. Uh some of the other increases were um more uh beneficial for IT improvements and furniture fixtures
and equipment. Um and a big number there is the owner's contingency. With the $5 million budget that was approved, the owner's contingency was minimal. was 117,000. Uh and uh you know, normally you'd want to be carrying a 10% contingency. Uh and
uh that number was uh insufficient. So working with the working group and and collectively uh we bumped that up to 500,000. So that's not to say that we want to spend that money, but it has a it's a safety net for you. Uh you're breaking you're you're tearing into an
existing building and uh as Rob well knows, uh you work in an existing building. There's always unforeseen situations and always always areas that uh once you open it up, you have to you have to correct. So having that contingency or safety net is going to be beneficial. And that increase was uh
three $380,000. Uh bringing our contingency uh to uh less than 10% about 7 and a half% but uh still a good reasonable contingency. And again the intent is not to spend it but at least you have it there if you need
it. And so this gives you the differential between where we began and where we're at right now. And the difference is uh just isund 1.8 million $1.9 million. Uh the this slide gives you an idea as
to where the bulk uh bulk bulk monies were in construction cost and then the added contingency. Uh the beams uh doing all of the structural work. The net uh cost is about $90,000. The building envelope is a big one. Um
so when this project is done, all the windows will be new. All the doors will be new, siding, trim, and roof. So your envelope will be uh you know a 30-year 35-y year envelope. Uh whereas before even in the original plan at uh at
annual town meeting was just to touch the areas that were impacted by the renovations. So it wasn't the entire building. So this is a big a big benefit of them as as Rob had mentioned. Um it's going to save in deferred uh capital maintenance and deferred maintenance in
in the future. U we added in kitchen costs and uh we put back the uh the window wells and the the uh entry uh vestibule and the second ramp to the rear of the site which was important. So the uh
total um cost uh items that were increased above and beyond what was presented at the uh October meeting to select board for the construction cost is about 433,000. Um and then the ad of the uh contingency
funds uh gets us uh so the total differential uh for that above and beyond was uh above and beyond what was presented in October is the 8 823. Um I hope that hope that's clear for you.
This is what we're looking at for our schedule. And I'm going to work off of my sheet rather than looking at the screen for this because it it uh we tried to give you as much detail as possible without overwhelming you. But there are certain factors that need to take place in this project that we'd
like everyone to understand. The goal, of course, we're here today, December 3rd. and I'm working on the first line down uh and uh we're going to be uh doing our site plan approval uh in uh December and January as a second line. Um our goal is to have the
documents complete and ready to bid by uh the first part of February. Uh we can have if that's the case, we'll have a two-month bidding duration and uh we'll have a bid in hand uh April 3rd. April 3rd is a key date uh because by
state statute we have to award uh from receipt of a bid to award is 45 days. Um so we we're trying to time this so that we have the uh the annual town meeting and the ballot vote completed before uh we have it scheduled right now
so we're within 43 days. Uh so uh the bid in hand on April 3rd, we would leave the month of April for any uh public forums, public presentations that would be necessary. Uh we have a tenative date of May 11th for the annual town meeting
ballot vote on May 14th. We would be hopefully awarding uh the contract at the GC on May 15th. a couple of key factors in order to uh once you award the contract to the contractor um the clock starts tipping
ticking uh their bid has already been they've already calculated their bid they've got all their quotes and everything else so the the goal is to allow them to start as quickly as possible u so if we have a GC award on May 15th we're assuming that we it'll
take about a month uh uh a couple of weeks May June Yeah, which we would be uh issuing a notice to proceed around June 1st. Before that time, there's a lot of things that have to happen. Um the trailer order has to be released.
Um the the lead time for that is 6 to 8 weeks. Um we'd like to see that trailer ordered released um you know, next week if we could. Uh but uh you know, we don't want to get in a situation. We know we have a trailer now. Uh but if we
have a natural disaster, the first thing that goes is emergency generators and trailers. Uh so we'd uh we'd like to lock in those trailers for a firm delivery date. Um we've spoken with the trailer company and uh we do not have a penalty if we uh or we don't have to
leave a deposit with them. We can release the order, give them a drop dead date, and uh so there's no cost impact at the town. Uh we'd like to release that order no later than April 15th. uh their lead time is six weeks. We'll have the delivery in June 5th.
The temporary electric is another uh time sensitive matter uh to run the the temporary power poles and to get the service to the trailers in the back. Uh there is a lead time. We need to lock in that electrician sooner than later. If you I think you all know that the springtime is a very busy time for
contractors. Um, and if we call them, you know, uh, if we call them in in June and want to have service complete, we'll see them in August. So, we'd like to, uh, release that order, um, as soon as possible, but no later than May 1st. Um, there we're working,
we will work with the electrician. Uh at this time uh there there's discussions about a deposit but um from our perspective a deposit is not something that is acceptable especially in municipal uh municipal government town government. So we'd work with the contractor but nevertheless we'd like to
have that commitment in hand so that we know that we have service. So we're looking at a six week lead time uh from the time that we order but again I'd like to order that sooner. uh we would have the temporary electric service complete uh mid June and then it and
networking uh would be in there um to get the trailer set up. The next another component is the move and the storage of items uh that the the council on aging or the seal has a lot of items that will be used uh during the
period of construction. There's some items that will go into storage. Uh our recommendation at this time is to solicit a um a move contractor to handle all of that. Uh they'll handle the move out. They'll take the storage, they'll store it for you uh in a in a a
controlled facility, and then they'll bring it back for you at the end of the job. Um so we we'd like to get a a move RFP out there uh sooner than later. And it doesn't commit you to anything. It just gets your quotes in order. Uh but uh we that's another contractor that you
need to lock in sooner than later because they get very very busy getting through the prep items. Uh we look at the getting the the uh seal moved out. The prep would be from May 15th to June 15th. And I know Leah and
her staff uh really don't need any prep time at all. They're ready to go right now. So, but I gave them a mount I gave them a month anyways just to uh uh just to be fair. Um, and we'd like to see a move out at the end of June. Uh, right before that, we could issue a
notice to proceed first part of June, allow the contractor some ramp up time, get his procurements out of the way, get his shop drawings and submitts ready to go. Uh, mobilization, and uh, we'd see a construction site right around June 1st. >> Uh, we've allocated 10 to 12 months for
construction. We feel, uh, we feel that we can accomplish it. We'd hope we could accomplish it in less time, but we want to be conservative with this. And uh so we've allocated 10 to 12 months for construction. Also, a two-month
commissioning and FFN duration. That two months is overlapped with one month of final construction. FFN is furniture, fixtures, and equipment. So, we need to move everything in. We need to get the IT and computers and everything set up and and ready to go.
So, we slated a um a move back uh August 1st of 27. Uh we're going to move on to a design presentation. Uh but I you want you have any qu there's a lot of stuff coming your way. So, if there's any questions on the material I just presented, I can
do that first before Kirk gets into the design if you'd like to do that. >> Any from the board? I think we'll wait. We'll defer public comment until completion of all the presentations. >> Anything? Yeah, Pat,
>> just a question on the MO. It says August 1st, 2027. Would that be the Is that the right date? >> Yes, that's moved back in. >> Okay. >> Yeah. >> Okay. I just >> Okay. >> Somehow I got confused here where everything was the 26th. Oh, I forgot
about those 10 to 12 months. >> Yeah. >> Here we go. We we wish we could forget about those 10 to 12 months, but unfortunately >> that's okay. I'm going to turn it over to Kurt and uh we can talk about the design features. Good evening everyone. Kurt Raber from
Catalyst Architects once again. Good to be here. Um Terry's going to control the slide. So um this we'll start at the site plan. Um this is our uh proposed site plan and a couple things are different um from
when we uh had a conceptual plan. Uh the biggest one is that the parking lot on the right side or the east side has been kind of simplified into a rectangle and it no longer passes through into the budding condominium property. So, we
proposed that to get more parking on our property to kind of create this simple rectangle which is much easier for people to negotiate and pull in and out of parking spaces. Um, and it puts the handicap parking immediately adjacent to
the base of our front ramp. Um, and then Terry, just above that is the new rear ramp right there. Um, so now there's two ways into the building. If you're at the back of the parking lot, it's raining, you can go right up that lo that back um
ramp and come in. And when we show you the new plan inside, we'll show you how you arrive properly into the into the welcoming lobby. Um along the driveway that goes to the condominium that is also there's a separate lane of parking
there interrupted by a tree. Um they're going to be paved parking there ex usable by um staff and visitors to the seaf foul. Um in front of the tree behind the tree is some going to be somewhere between three and five spaces
that are going to be signed for use by the um a butter. They currently have four signed parking spaces or um painted on the ground um that they're reserved for the condo association and that was
created um by a deed. Um so if we can we're going to look with our civil engineers to get a couple more new parking spaces created on the condo side of the property. um that would help us move that tree line bit that proposed
tree in that row back further providing more parking spaces for the um seafoul. Additionally, um we are proposing um a new line of parking and widening of the parking lot on the west side of the building. And
then the driveway swoops around the back corner. Um yeah, down there. Um, and that is going to be the arrival and place to disembark and get back onto the shuttle van that the supported day program uses. And those partic those
program participants will immediately enter into the building there on the lower level. Um, and at the end of the day, that's how they'll leave as well. Um we created um a new ramp on the left side of the building um right there and
that's to facilitate the um meals on wheels program where we have visiting or volunteer drivers come in. They take their coolers into the building, load up, come back down that ramp, load into their vehicle and and go about their route. That new sidewalk is going to
wrap all the way around the building and extend back to the rear of the right side parking lot as well. Some of you will remember seeing a plan that proposed some parking right in the center island of the front. Um we've looked at that. Um there's four little
circles in this plan. Those are manholes to drain basins that are part of the storm drainage system for Stony Hill Road. They are actually very high structures. They would have to be dug out and lowered re rebuilt to facilitate parking there. So, we're not showing
those this time just because it is a a big undertaking to uh rebuild that drainage. But with the new rectangular parking lot on the right, um we still have more parking spaces than we were proposing a year ago. Um so, I think that cover
>> Kurt, can I just ask you about the rectangular parking? If you can go back to that, Terry. >> Um one more. >> Okay. So the on the right hand side the upper right those four or five spaces
behind the tree those are going to be parking spaces assigned to the condo people. >> Yes. Right now there's four parking spaces that are exclusive use for the condo on on the town's property and there's a deed that goes along with that. So, what we're trying to do is
concentrate their parking onto their parcel or just a few left on our side, but in that last row, which is only accessible from their driveway and would not be accessible from the internal driveway on our property.
>> Have we had consultation with the condo people? Is there is there any ch is there any chance or is any p is there any practicality to those spaces >> being reclaimed totally by the town and the >> yeah I think for just to build on on
Kurt's comment and we did have some discussion um Kurt did mention that we're continuing work with um the the site engineering team to see if we can move those spaces predominantly in this area uh to avoid you know to uh get rid
of that situation. But the the the the condo association is is very in favor of the um the key component of blocking or or taking away the the pass through and and we will reconnect with them again with a more detailed plan and some of
these other items. So, and as I think Robin mentioned, uh, at the the working group meeting, we had, um, town council Jay Talerman part of those discussions as well and what we need to do. you know, he's reviewed the the deeds, the
the the plan, and um basically um his recommendation, you know, when we get to if if again if we move forward with the the recommendation would be to put forward an article that will also um include potentially the the deed
documentation that needs to be executed as well. So, we had a good, you know, thorough discussion with council as well. Um, so more to come on that provided, you know, we we get the go-ahehead on this this recommendation. >> Curt, what's the total number of parking spaces we'll have allowing for the those
three or four spaces to remain condo spaces at the present time? >> A lot. >> Um, I think it was between 42 and 45 will be ours. It all depends on how many of the um >> there's yeah >> 49 in the draft
>> and and and five of those are or two of those reserve spaces may become ours as well. So it >> okay >> 45 to 47 >> we currently have what 32 >> right >> okay >> yeah we have the unstructured area >> okay >> yeah this this
>> correct yeah this this will define also the um area to formalize the parking to max optimize how how people >> okay >> uh park versus I don't want to say willy-nilly but you know however they park is is not always the most
efficient. >> Thank you. Please continue. >> We had a we had a fair amount of talk about these parking spaces and certainly I think the committee was interested in getting all of the parking spaces that were assigned to the association on
association property and having a clear definition. It really wasn't clear but >> work in progress. >> Right. Thank you. You can continue. And Terry and I met on site with a representative from the association um and he was very curious as to where the property line is and were in fact those
spaces that he believes, you know, encumbered by their deed rights. Um so we flagged that on the ground for them uh with the help of our surveyor. Um, and they were open to these subtle improvements on their side of the property, which again would be part of
our project, but modest with that cross-hatched area up there was an area where we would be adding some paving on their property and then restructuring the lines on their paving to maximize the number of spaces. But if we could get rid of one or two trees, we might be
able to get eight where we show seven and then two more on the other side and they would have their 10. Um, so we're working towards that. >> Thank you. I guess the next slide is the uh the lower level basement level.
Um and guess he's going to expand it out. Yeah. So, um here's the uh the the basement level plan and the numerals are keyed back to the memo from the working group. Um so
number one is removal of a column and and insertion of a new steel beam across that welcome lobby area. Number two is a combination of removal of the column in what will become the senior um adult uh
supportive day program. Um, number two is mentioned in that same paragraph in the memo, and that was with the new deeper windows, um, and the window wells. Those are going to be a pre-fabricated window well that actually have a stairwell built into them if someone had to come out that way or a
firefighter had to go in that way. Um, so that's in that room. Over in the numbers three is the new exercise multi-purpose room. And we were already removing two columns there, but the new piece of steel is going to remove a
third column and really make that room a lot more useful. Um and um I think the other subtle changes um to this um plan is that the there the
HVAC room 013 which is just above the number three on the right side. Um that is a new expansion of the mechanical room because we are adding a new water heater um and um some ventilation equipment um that just can't fit in that
room. Um similarly on the other end of the building the the new addition includes the program coordinator's office which is a new space that we didn't consider um a year ago. It's in the conceptual design. Um and the um addition also extends down
the left side of the building with the uh senior healthcare equipment storage room and the new ra the foundations for the new ramp. Um so if we go up one slide or up one level, this is the main level of the building and the cross-hatched areas uh around the front
and the rear of the building show the new sidewalk areas. Um the red numerals again correspond to the memo from the building working group. Number five is the reconfigured uh sort of improved and upgraded kitchen. So when we looked at
that in the budget um number one a year ago we didn't add that to the scope of work. Then we did add it in our schematic design. That was the budget that came in really high. We pulled it back out in our VE budget, but the
working group wisely talked through this kitchen many day for many meetings um and decided to to hey, we we shouldn't finish this building and have an unfinished kitchen space. So, this plan was absolutely set in stone a week ago
and then we changed it this morning um for the better and we there was another doorway into this room. We decided to take that out, maximize that open countertop space as a pass through to the corridor to to make the best flow
for people to that when lunchons and and other meals are served here, people congregate in the dining room and then circulate back out to the hall, oftentimes in a buffet type of service and collect their plates and then come back into the room. Um, we also moved
all the refrigeration equipment from the kitchen into the new, uh, Meals on Wheels office storage room. Um, and that allowed us to add about another 12 or 13 feet of countertop and storage uh
overhead on the wall to really make this kitchen more suitable for preparing lunch and meals or catered meals uh and plates for a group of 50 people that can now gather in the dining room, which is being expanded by 8 and 1/2 ft. Um, so
that was a really wise um move. Number four points to a a little broken red line that travels around about 50% of the building's perimeter. In our first construction estimate set, we were only
improving exterior surfaces and windows and doors in the areas where we were actually creating additions or the work altered that face of the building significantly enough that it makes sense to rewrap that building with new siding, new corner boards, new sophets, faces.
Um and where we were providing new surfaces um we went to the historic commission. We got approval for a cement clabbered product um which will be factory primed and painted and is necessary can be touched up painted in the field. We also are going to specify
a PVC lumber for the corner boards and running trim. Again, it will be painted because it looks better and it lasts longer. But these are materials as as Rob stressed which will be lower maintenance um for the for the town to
take care of going forward for the next 30 35 years. So number four indicates that we have readded that perimeter portion of the building to include new windows, new siding, new trim. So that now the entire facade of
the building on all four sides will match with a brand new finish. And from the budget sheet, you flip back a couple pages, you'll find that was about $190,000 ad, but worthwhile. Number six shows a new wooden ramp and step coming
into the building at the existing rear door. We will replace the door as part of the building envelope, but vestibule 104 in the plan, which is that first little room, that's new. Currently, that door drops you into the back of the office space, and it's not a great place
for guests to enter the building. Um, so we've closed the wall that enters into the office and guests will come into the lobby and immediately can come down the page to the reception desk. We had put this in our schematic design back in
June July and that was one of the embellishments to the project that we pulled back out when we realized our project was so far over budget. in discussion with the working group it was decided that that was important and that should go come back into the project. Um
so this level plan a lot has been thought out and of course dimensioned and detailed and the path for the sidewalks and the ramps and the handrails um are all now well down the road into design and are compliant. Um,
and uh, this is a a much better floor plan than it was a year ago and and much improved from where it was just three months ago. The last slide on for the floor plans is the second floor. This didn't change a lot uh, under the review
by the working group. Um, the building got tweaked a little here and there, but um, nothing um, but some simple simplifications. We had proposed moving some wall some walls on the second floor. Come to find out after the
structural engineers review that that was really detrimental because that mean we were going to have to reframe the attic floor. Um so we went back and simplified the design of the second floor dramatically. Um again the conference room on the far right is uh
occupies half of the new dormer on the face of the building which I'll show you on the elevations. The friend's office is also in that that new dormer. Uh on the lower left side of the plan in activity room 2011, the the right side of this room has a new dormer as well.
Um which greatly increases the occupancy of that room and and just the usability of it because it won't have that inclined head knocker of a ceiling. Um, and we changed some of the positioning of staff around a little bit um, since
we were first showed you that plan in January of 25, but um, it's all just subtle improvements on this one, but we haven't identified any additions here that the building, you know, working group added. Do you want to add something? >> Yeah. Do you mind if I clarify one
thing? I just want to make sure that everyone is clear on this. Um what we're showing you now is sort of the refinements and adbacks uh as compared to what was presented um to the select
board in October. And sometimes Kurt will say this this hasn't changed at all. And I don't want anybody to misconrue that with in other words the facility is not changing at all. The design hasn't changed at all since October. Um but the design
of the existing if you went to the existing facility plans right now and then looked at these new plans you would see all of the changes that incorporated because there's an extensive amount of changes throughout. It's just that we've looked at two or three different iterations of it and uh so this is just
a progress. The last two slides I wanted to show were the building elevations. And I think the last time we were here, we had uh even on this sheet. The uh front elevation of the building shows two new
dormers. Um the addition to there's Yeah, there's one there. Thanks, Terry. That's the second one on that roof. And then the salt box addition to the right to the far left on the first floor. That's the expansion of the the dining room in the fire the new enclosed
stairwell behind it. The elevation at the bottom of the page is the east side facing the that newer rectangular parking lot. In the last time we showed this drawing to the the working group and I think to the select board we had most of the elevation of this building
was was just showed existing shingles to remain and existing trim to remain and existing windows to remain. We've now scheduled that to be rep all those surfaces to be upgraded. Um the second page again the top of the page the larger drawing is the rear side
of the building and um there is an addition to the uh right side of the drawing which includes the addition of the um adult support of day program director's office at the lowest level, the meals on wheels office at the main
level and then the shine office on the second floor. And then the underneath that uh slope roof at the far right is the fire stair. Terry's high. Oh, go ahead back to that lower level. We the plan does include a little porch at the
lower level rear that um covers uh a about 16 or 18 feet of an existing walkway to the re existing rear entrance. We thought that was important just as a place of shelter to close an umbrella for people that are arriving at the rear side for the support of day
program. um at the top of the elevator shaft. Um we're going to take out the elevator louver, which is no longer code required. Um and when the elevator is modernized, um that could go away. And
that's the reason why the elevator is so cold all the time. Um and around the whole elevator shaft on three sides plus the roof. Uh we will be growing the building about 2 in as we wrap it in an exterior insulation sheathing board uh
which will also improve the temperature conditions inside that elevator shaft in the car. Um all the windows on the rear side have also been scheduled for replacement. Um on the lower drawing, this is mostly new construction on the left uh or west side of the building,
including the ramp um as a second means of egress out of the main level, but as a primary entrance for and exit for meals on wheels drivers. Um so that's a quick run through of the plan changes. I just wanted to ask picking up from what
uh Rick was mentioning before about what was presented to us before the working group got got to work on this. >> Yes. >> Right now the building has just really one multi-purpose function room which has a couple of columns in it as I
recall. And that's on the second level. Um and the street level. >> Street level. Go down. Yeah. And you're going to we're still going to be expanding that. >> Yes. >> Yes. Dining room multi-purpose room is
one layer one lower. Yes. This the lower left corner. >> Yeah. >> This does say expanded multi-purpose room. >> And do we >> that the the left third of that room is the new part of it. It's about 8 and 1/2 ft by 24 ft.
>> Uh can you remind us as to how many people that can accommodate at a lunchon for example? Well, now we're taking out the column um that uh was right here. Um we'll be taking that column out and putting a piece of steel
across that room. And there'll be a second piece of steel that holds up the second floor above under the other line. Um but previously it was hard to get more than uh four or five tables of eight in that room. So it was struggle
to get 40 people at a table. Um but with this new room we show a configuration comfortably with um six eight tops of 48 people sitting and dining with room for a lectturn and a presenter and on the TV
on the wall for a lecture. Um so 40 to 53 48 to 53 for dining but for um a presentation if the chairs were set up as lecture style it could be well over 100 people in that room.
>> Thank you. And on the first floor, uh, this the senior day program >> y >> slashmulti-purpose. So I think that is a storage area now. It's pretty much not use usable, but uh that's going to uh
serve as a multi-purpose room on those days when the senior program is not in functioning. Is that how that works? >> Yes. And the senior day program uh currently meets at the COA three days a two two days a week. It will grow to four. Okay. >> Um, so one day a week
>> that will be available >> plus weekends this room would be sort of available. Uh, and that's why it's really important that the other room be improved as well so that groups can gather there. Okay. >> And that's going we envision um in the furniture plan we show exercise mats and
some exercise equipment, treadmills and bikes uh that can be in that room, but those could um be pushed into the corner. that could room could be used for a number of things and there is some traveling programs that come and use that room monthly. >> Okay. Are there any questions from
anyone on the panel? >> Okay. Who's next? >> So, I'm going to pull up a >> Sorry, I put the mic here. Uh uh we're going to pull up a a slide here. So, we've got two more things to go over just uh uh for an additional discussion
point uh that came up through um working with the um through the working groups um looking at all options for um with an eye towards the future um getting out in front of items and we just decided this
add additional consideration and it it's this it's a concept and I'll maybe defer to Stuart uh for that um for more detail on basically uh accelerating the installation of the sewer line along Stony Hill Road.
>> Yep. And um we we had a fair amount of discussion about this as well. Um the original plan um included uh about $60,000 or so dollars to upgrade the existing Title 5 system.
We thought that, you know, the town is trying to get people off of Title Fives and putting money into an existing one may be uh, you know, not as forwardlooking as we'd like to be. Um, this is on it's it's within albeit at
the edge of the uh uh Pleasant Bay wershed. So, we thought it was prudent to uh consider getting rid of the title 5 and applying those monies towards extending the sewer line which currently
ends in the area of Enterprise Drive and Stony Hill and bring it down um to at least the uh Seafoul building, hook the Sefal building up to it. Um the advantage to this is we get the COA building off of title five which I think
is a goal of the community and also it um brings that sewer line down for the area neighborhoods and the sewer line would have been coming down that road in the years to come anyway. So it does uh
move ahead that project if the select board uh deems it appropriate. Um but we do think it's prudent because of the things I just mentioned and it's a stepping stones to deal with um uh the area neighborhoods which was going to
happen eventually anyway. >> And you've had some consultation with the DPW director. >> We have. Yeah. And he came in a couple >> Robin did some >> research on this as well. >> He came in and spoke to us a couple of times and was uh really helpful. Um, so
we do think that this is uh going to be advantageous for the COA building, but it's really going to be more advantageous for the area neighborhood when they start to get service for the sewer line. So, we do think that it's appropriate to have it not directly
associated with this uh article and project, but that it'd be a separate article uh for the select board to consider um as a as you would expand any other sewer line. >> It would be funded out of the sewer program, but >> Yes. >> Can I add something here? I think it's
really important to mention that um you know you're going to be doing a lot of extensive landscaping and doing a lot of stuff in the front. If we can because it's going to be a timing issue that if we can get the design and the plan and um if it's going to be imple implemented maybe two years down the road or
whatever but we get permission from the health department you know we could um literally run all the lines and have everything in this project in this phase which would be much easier than you would have to dig it all up later on either. So it would be a I mean there'd be a cost savings that way as well, right? I mean it' be a big advantage to
us. >> It would and um it is somewhat contingent on the uh board of health giving um uh permission to this, but there's precedent for that uh that if they feel I think I think we're a reliable resource that uh we're going to
extend that sewer line that we would be able to use uh the current system until then. It probably makes sense at some point as and if this project goes forward um to um touch base with the water and sewer advisory committee to
get them on board. >> Sure. >> Support this. I think they would be very supportive of it. >> Good idea. Y >> um so Terry can talk with Rob about that. >> Yeah. And again, we'll like I said, we'll follow up with some proposals for a separate article. >> They meet monthly and get a get an
agenda item before them at some point. Okay. >> Yeah. And then and then the final item, we have the um uh director of finance on and just to kind of in in your package, you had her uh analysis that I think you had previously and and just a a quick um
summary. Um I'm going to pull up a summary slide right now. Um and then Carrie, I'm hoping you're out there. >> There she is. >> I am. >> Okay, great. Sorry, I couldn't see. Uh so I'll just turn it over to you for a
um summary of your uh recommendation uh for the financing uh the fiscal um proposal and just a quick highle review of the fis financial impact. >> Okay, thank you Terry. I appreciate that. Uh Carrie Mazerel, director of
finance. Um after uh reviewing everything and um this early in the budget cycle um I am recommending a um capital exclusion. For those of you who do not know what a capital exclusion is, it's a um a
one-time um payment for it's it's above our levy. So it's a prop 2 and a half. It does require a twothirds vote at town meeting and it also requires a uh twothirds uh I mean sorry a um a ballot
question uh similar to a borrowing except for it's just a one-time versus borrowing for many years which you have interest on. Um, also for this I um am putting towards
this project um around $500,000 of free cash and there is roughly around $30,000 of closeout articles to go towards this project. Um so I'm estimating around $1.5 million for the capital exclusion.
Again, this is a one-time um impact to the tax rate. It's around 12 cents. Um, and at the current valuation of what we have for a home valued at $1.7 million.
Um, a capital exclusion is good for um one-time purchases such as purchasing major equipment, making capital improvements to municipal buildings such as this um and other items like infrastructure projects and supporting
large non-re reoccurring items. Um, with the current valuations, as you can see on the screen, um, for a home that's valued at 1.5 million, it would be a onetime payment of $185
impact to the tax rate to your to the tax bill. For a home valued at 1,750,000, it would be $215 more. 2 million, it would be $246 more.
$2.5 million home would be $37 more. Um, if we did a borrowing for 1.5 million at estimated amount of 4% for 20 years, we would be saving $744,000.
If we did a 15-year borrowing, we would be saving potentially around $574,000. Um this is a similar to raise and appropriate. It would be the same type of thing except for it's above our tax
our um excess levby capacity. Um and again because this is early in the budget, we really aren't sure exactly where we're going to be falling for that and I'd rather not impact our capital plan for this at this time. But if I can
find other funding sources, this the 1.5 could be dropped down slightly. >> Carrie, >> this is what I'm recommending at this time. Yep. >> Carrie, this this uh your recommendation is not something we would have to act on tonight, right? We would be thinking about
>> We don't have to act on it tonight. Yep. We're going to I can bring it forward during the budget season. I'll have um more closer numbers for everybody as well, but once we get um into the budget season, I'll know exactly where we're
going to be falling. >> So, it probably doesn't make sense to act on it tonight or I don't want to put words in your mouth or do you want some are you looking for some direction from the board on this point on this concept? >> I'd like to know if this is something that you would consider.
>> Okay. All right. Thank you, Terry. Just welcome. >> Thank you. And that concludes our again I appreciate us letting run through. I know we presented a lot of information uh but again we have the team the obviously the the working group and staff can answer questions.
>> I appreciate that the that the information was focused on the work that the working group did >> beyond what we heard about in October. Um, and one last call to the panel and we can always ask questions later on, make comments. Otherwise, I'm going to
throw it open for public comment. >> Stephen, >> you know, I just like to point out one thing. There's been several observations about prospective savings on maintenance costs, but I think we would be imprudent not to highlight operating costs as well with a new building envelope, new
wrapping, new windows systems, etc. >> Yeah, good point. Okay. Uh if anyone in the audience or online wishes to speak, you need to go to the microphone or raise your hand online. Wow.
No one. I'm sorry. Uh Brian Phillips. All right. For the record, Brian Phillips, 374 Orleans Road. Um, I've attended all of the uh working group meetings and um I just like to say uh
they've done a really good job and it's really impressive um of how you know people in this community who care about it you know did such a good job on you know on this because it seemed like it was kind of a mess and um I could tell that they're very passionate about this and I don't I
don't know if I can say much more about that but um because I didn't even say anything to the third meeting you know they picked up on the and you know all sorts of stuff. Um the kitchen um so you know I've been pushing for uh you know a lunch program
for two years. I understand if it's not there yet. Um by the third meeting I was pushing for more you know equipment that would be uh you know better suited for you know a kitchen. Um, at this point, I guess I'm just, um, hoping that it can
be constructed in a way that, you know, pieces can be added on in the future. Um, and I was kind of wondering because, you know, we live in a community where there's a lot of very talented, you know, chefs and kitchen managers and, you know, restaurant owners that if, you know, we could add, um, because the
kitchen never came up, you know, or was not, um, really discussed or or, um, you know, a part of the project. So if maybe you know we could reach out to some of the you know restaurant owners or you know kitchen managers to you know suggest some things to the um sefell
group I'd appreciate that. Thank you. >> Thank you. Anyone else? And no one online. All right. I'm going to bring it back to the select board for discussion. We do have a recommendation in uh the town managers uh and staff memo which I
will read. It is respectfully requested that the board concur with the working group recommendation to keep the project moving forward in a manner consistent with the primary design objectives of the project proposed in the conceptual plans by continuing with the bid in hand
approach and authorize the project team to continue moving forward with completing design development consistent with the CFL CFL building working group recommendations. for the 2026 annual town meeting. So the goal will be would be to authorize the
project team to continue uh with the design work, put the bid together, get the bid out, get the bid back. We'll have that number in time for town meeting. We would work with the um finance director to determine the
appropriate amount of um the um capital exclusion. if that's the direction we go in and um so that's before us for consideration. I'll open it up. Mr. Dykins. >> Thank you, Mr. Chair. Um first of all, I just got to thank the working group for
an excellent job. I also thank our staff working with the working group for one of the better presentations I've ever had as a select board member. To be honest with you, the way you numbered the the plans back to the recommendations was brilliant. the way
it was laid out so that we could see where the beams were, where the the poles were, if you will, and where the beams are going because that was a real crawl. You know, we were really really disappointed that when the iteration came back, the second iteration came back that the poles were still there,
the support beams were still there, I should say, in the middle of the rooms where we thought that was one of the mo one of the most important um concepts to to deal with to make the building functional, fully functional. We've we have a long and storied history on this one. There's no one in this room that
doesn't realize what we we've struggled with this one. Um I won't go into the the deep dark history. However, I think we're at a place where we can present the town meeting a a plan fraught with common sense as long as it meets the
functional needs of the COA. If it's meeting the functional needs of the COA, I think this group has done a remarkably good job in making the improvements to the last iteration that that make this a complete and smart thing to do. Doing the doing the envelope now is a smart
thing to do. Getting steel beams in there instead of the I struggle with the word, but the poles in in the middle poles in the middle of the rooms are supposed to be functional for dining and activities and stuff is a smart thing to do. to attack the sewer now is a smart thing to do and to prepare the sewer for
the future for future engagement. Um, financing plan is a smart thing to do. A one-time debt exclusion to do a major quasi major project, $1.8 million is nothing to scoff at, is a smart way to finance it and get it out of the way so it'll incur future interest costs. So, I
I'm I'm I'm tickled. I'd be more tickled if it was a gleaming $13 million structure. I mean, I But you know, you know where I am on that one. And then that's history. That's history. But I think we're in a good place right now. We have a very common sense approach to dealing with this building. Um, and
that's where we are. I I would if there's no there's no cost to ordering the trailer or teeing up a trailer, there's no downside to that. I I'd lock and load that now. I mean, why wait if there's no if you don't have to put money down and you're not you can cancel? I I I get him in the queue. I'm
familiar with getting trailers on on projects and you do need a little lead time. you need lead time for um help, you know, electricity mo most notably. Um twothirds vote. Uh we'll see. That's I think it's up to town meeting to to weigh in. Um I think what we ultimately
should we uh abide by the recommendation that Jill has made to us or the staff or this working group has made to us. I think we'll hopefully hear in a positive way from town meeting even though it's twothirds. Those are my thoughts. Oh, I I did have one qu you answered the question about the contingency. I saw
that skyrocket. So, but you guys answered that. Plus, I think there's still um question marks about supply chain in the near, you know, still out there. So, who knows where what kind of um buffer, if you will, we might need for supply chain. But I didn't see any numbers
related to the parking improvements. So, we we going to how we going to finance parking. Is that in the in these numbers at all or Okay. I I didn't I just didn't see it didn't it didn't jump out at me and then I'll be quiet. But I I really do appreciate the effort. Really excellent effort. Um from the end of
August to the um roughly the third week in October, we had done two estimates. Um in the original estimate, the parking was included. In the second one, we broke it out as per potentially bidding as an alternate and it was one of those things like, oh, could we pull that out
if we needed to? It's all back in. >> Okay, good. >> Okay, good. Thank you very much. Really, thank you, >> Steuart. >> Yeah. U Thank you, Jeeoff. Um just a couple of it's been said but I want to say it again. Um
the bid inhand approach to this is uh it's a sea change on how we approach projects. I think it's personally I think it's going to reassure town meeting that it's a real it's a real number. Um, and I think we'll be more
successful not only with this time but in future projects. And um, I'd also ask that the select board um, uh, endorse keeping the working group uh in in place
until the completion of the project. Um, because we have some outreach that we want to do with the public and more explaining >> and as an advisory body too. As an advisory body to us as well. >> Oh yeah. Yeah. Um at least through the end of the project, >> but I know that the working group from your recommendation wants to educate
help educate inform the public. >> Yeah, I think that's an important part of the you know the the process. Um and the other thing and and it can come up at a later date, but I think that hopefully this demonstrates uh the the value in having a permanent building
maintenance oversight, whatever you want to call it, committee. We used to have one some years ago and it may be time to uh consider bringing that back. I think it's been very beneficial. >> We can learn from this. I think >> um Shireen, did you want to speak? >> Yes, thank you. Uh first off, thank you
to the working group for your due diligence on this. it and the explanation is as Jeff said was really uh helpful in in um looking at what I thought you know when we were presented the the the initial project it was kind
of like a sad okay you know this made me feel better um you know uh the explanation of the beams being for safety reasons um providing more light in some of the rooms was really um really helpful I I feel much better
about working space around the the activity rooms and things like that. Um the idea that the outside of the building is is going to be completely upgraded is really um really smart. U
the kitchen um yeah I I can hear Brian, you know, you you a good Chinese kitchen would be super terrific, but there's been so many concessions that have had to be made around the entire building. the fact that this is a hybrid um a modest, but it is an upgrade and uh I
think it's a smart way to to address um a kitchen without going deep diving into um the weeds with it. Um lot the explanation was logical. It's a more functional and better building as as Stuart had mentioned before. The the
idea that the maintenance is uh is being deferred into the construction. We have a cost savings. I'm um the sewing um is great. Financing uh as Carrie presented, I I really think is uh really um is
fine. the path that she's going. And uh I really hope that this is going to be our our our last time dealing with this. And I I the fact that the public is quiet and um and I think it's been
well explained and there's a lot of confidence that the working group has um brought to the table and hopefully we will have a successful town meeting with this. Thanks. >> Thank you, Corey. >> Thank you, Mr. Chair. Um, I'm not going to repeat a lot of things that have already been said. They don't need to be
repeated. Uh, one thing that does need to be repeated is a great thank you to the working group. This is this is how we get production um input people set forward, give their expertise, give their input, you know, roll their sleeves up and help us. It's it's a
collective effort. And um, you know, when I first heard that we're going to do some um, budget engineering, I was really nervous what we're going to carve out of there. and we're, you know, after this very, very long road have a building that would be with shortcomings
and subpar. Um, but the group has identified key issues. The the beams are significant issues, functionality, safety, structure. You the these are key things. Um, and and I commend the group for identifying them and sticking to
their guns and saying this is what really needs to be done. and I think they've done their due diligence. It is our turn to do our due diligence. We're going to prepare this for town meeting. Uh it'll be up to the voters. Um I I fully hope that we can get the support
needed to to finally put this thing to together. Um, I also hope that and one thing we haven't really spoken about little much about tonight, but the continued efforts, the promotion, the the communications
and a lot of the necessary elements with the um temporary transition during the construction, the community building that is going to take a lot of support. Um, it's not going to be easy, but it can be done. Um, but that's going to be
continuing conversations and efforts and and and and re outreach. So, um, I I feel in a much better space than I thought we were going to be in a couple months ago. Um, I I'm very supportive of this and I'm I'm very happy to see this
move forward and I I I see a light at the end of the tunnel. I really do. >> Thank you. Um well, I want to um also once again commend the working group um because you did exactly what you were asked to do um and which was to identify
those elements of the building that needed to come back in and come forward with a as Jeff said a very common sense solution. Um, in terms of a couple of the particulars, I like the fact that you're going to re
replace the entire envelope of the building. It's with um, I guess we would call it cement board or hardy board or something like that and not shingles, so they'll have a long life to them. And for me, from the very beginning, the removal of the columns was the Caion for
this project. And it's finally good to see them all go. Um when this is completed, it will be a thousand times better than what we have now. And um when town meeting of voted the $5
million, the vote was 84% in favor. So they they liked this concept. And I'm very supportive of going back to town meeting and asking them to fund
what remains to be funded in order to make this meaningful and lasting and to save money in the long run. I also think that the finance director's proposal for a capital exclusion makes a lot of sense
because it saves hundreds of thousands of dollars in interest. Yes, we do get hit. My house is right in the middle. I'm gonna get a couple hundred dollars extra on my tax bill, but that's, you know, what it takes to make something
happen. Um, so I'm going to support this. I'm going to support sending it to town meeting. I would ask if anyone on the board would like to offer a motion to support the recommendation of the staff with the
addition that we endorse um the um capital exclusion approach for funding as recommended by the finance director. Does someone want to offer that motion? >> So moved. >> Is there a second? >> Second. >> Any further discussion?
Okay, we'll call the role. Miss Davis. >> I. >> Mr. Dykins. >> Hi. Matters. >> Absolutely. I >> Mr. Smith >> I >> and the chair votes I five to zero. That's unanimous. I think we have completed and I want to thank I want to thank our
staff and and and the our consultants as well. It's been a long long project and the council on aging board many of whom are here and members of the board of the uh friends of the council on aging as well. So uh with that I'll take the final motion for the evening. Hey Dean,
just one one uh qu question. Do you does the board wish to take any action or consideration of the standalone capital article for the sewer? >> The intent was I think from the working groups. >> Would we do that this year? Is that the plan? I'm happy to
>> Yeah, that was uh that was part of the plan. Um I don't know whether you wanted to do that during the budget process or now. Uh now >> this is to to sort of expand what what Rob was saying to do the work to sort of >> lay the the stubs or whatever you want
to call them into this >> get the drawings done and design so we can get concrete numbers and you know and also it helps planning the project itself. >> What we could do is take a vote to ask the the staff to develop a warrant article to come back to us. They'll have
numbers for it. we can get some run it review that with the department and and with the >> Yeah, Jill, do you have something to say you want to say on that? >> I think that's perfect. And we'll also for the seal project craft the article
so that it won't have a dollar amount. So when the bid in hand comes in, we'll be able to offer that as a motion. So just a technicality on that. So yes, we'll be happy to present. >> So there'll be two articles that you're going to bring, one on the seell and one on the sewer, >> right? >> Yes. Okay. And the sewer, we should make
sure we when you be by be by the time you bring that back to us that we run that by the water and sewer committee to get their endorsement of it or the board of health or whatever. >> But that's no different from what we did on on the project. Anyway, we we had people um
some of them I think may have in advance ran the put the stubs in before the line went in the street. >> I I think in some instances that might have occurred. Oh, yeah. I I think that that's I think it's fairly common. >> So, >> were you were gonna say something, Stuart? >> Uh,
>> so we'll say well, we should have a motion to instruct the the uh staff to the town management staff to prepare an article uh for the um sewer connections as outlined uh by the working group. >> So, moved.
>> Second. >> Moved and seconded. I'll take a vote on that. >> Uh Miss Davis. Hi, >> Mr. Dikkins. Hi, >> Mr. Meadows. Hi, >> Mr. Smith. >> I chair votes I. Okay. Anything else? >> Do do we need anything? Wait one second.
Do we need anything to encourage um the committee to continue? Um, I I think it would be helpful because it's not. >> So, I'll offer a motion that the that the working group continue uh to um
continue in existence to work on um education and information and promotion of the project um >> and and engagement in the uh the end of the construction project I think would be >> we'll add that into the motion. >> Thank you. >> Is there a second?
>> Second. Take a vote on that. Miss Davis. >> Hi. >> Mr. Dykins. >> Hi. >> Mr. Matters. Hi. >> Mr. Smith. >> I. >> Chair votes. I now we'll entertain the motion. >> Motion to adjurnn. Mr. Chairman. >> Is there a second? >> Second. >> Okay. >> Miss Davis. >> Hi.
>> Mr. Dykins. >> Hi. >> Mr. Matters. >> Hi. >> Mr. Smith. >> I chair votes. I returned at 8:03 p.m. Good night. >> Thank you. >> Thank you everybody. >> Thank you. >> Thank you. You guys.