committee to order. Uh my name is John Souzer. I serve as chair. I just like to introduce some of the members for those that may be watching. Um Dennis King from the school committee. David Brazlau from the library trustees. Darlene Lucia a town
accountant. Pat Maloney is our select board liaison. He's with us this evening. We also have a member that has applied to be a member and he's here to observe us tonight. I just want to introduce Bart Wesler. he's joining us tonight to observe and learn about the process. So, thanks to him for coming.
Um, and one of our our mission under the charter is to help assist the town manager in the development of a five-year capital improvement program and also to assist the town manager in the development of the annual capital budget which eventually will be brought before town meeting. We have a number of
department heads here this evening. And um first on the agenda uh we'll we'll go through in this order. We have sum the cemetery department, fire, public works, and municipal facilities. So, uh, first, uh, I'd like to hear from our cemetery superintendent, David Bole. David's
project is number 18. If you're following along on your project detail sheets, >> good evening, David. >> Good evening, everybody. when you're ready. Everybody's ready. >> Yes. >> Okay. Um so, so this um this capital
improvement is for the uh replacement of the current backhoe. The the current backhoe is a 2008 John Deere um that's currently in service. And basically um so at time of replacement it'll end up being about 18 19 years old at that
point. Um it served us well but it's it's basically come to the point where we're spending a lot of money in maintenance repairs. Um and as far as far as as far as basically what we do with it, you can kind of see
from the description um installation of leaf box. We do have a we have a uh what they call a sweepster which goes in the front end of it. You take the bucket off and we're able to sweep all the six cemeteries. So then the next back hole will have the same exact option so we
can continue to use that. Uh it does snow plowing obviously. It does the all the interament work as far as uh full burials go and also moving wet leaves and so forth like that like what we're doing right now. Um, as you look at the
the pricing here, I just talked to one of the vendors and the the price there, you see the 159 is currently that's kind of the current price right now. Um, he projected a an increase to 165
by the time, you know, fiscal year 27 comes. Um, and and also as far as the as far as paying for the the backhoe, we'll be splitting the cost with the town. So it'll be 50% town, 50% cemetery, and
that will be repaid um within the first five years. We repay half the sum of the cost of the backhoe. >> Excellent. No, thank you. That's great. >> And and there will also be there will be a trade in value. I just can't give you that value today uh because I did kind
of press him on that, but I I it changes daily. So um but there will be a trade in value there. I can only go back to 2008 and tell you back then. Um, I'm going to say it was about either 19,000 22,000. It was it
was in that ballpark of uh of a trade in from uh back then and that was a 91 we were trading in at that point. >> So now that gives us kind of a ballpark estimate. >> Yeah. And actually since, you know, the past
five years, ironically, you know, they keep saying the cremation rate's going up and up and and we're actually the other way where uh there's been a lot more full interments uh rather than cremation interments. It's gone from at
one point 23 I think we were 52% cremation and now we've flipped that. We're back to about 6040 currently. So, >> do any of the members have questions for David at all?
>> Yeah. Um, so we we would be replacing this piece of equipment with light kind equip basically the same kind of rig. >> Basically the same. >> Okay. And then if we did get roughly 20,000 in trade and John maybe you can u answer this. Um, does that uh so if we
appropriate 159 or 165 and we get a $20,000 trade in, how does that work as far as uh >> basically it depends on the amount that we borrow. If we borrowed the full amount um then there would just it would the trade in value would be it would
basically turn up as recaptured funds in later years. >> Go back to general fund >> and you go back to the general fund. >> Okay. Thank you. And is the same true for the the share that the cemetery department is going to >> Yeah, we would tip what we've done in
the past is we would usually um I would just do an internal um memo or David would do in I would give him the the cost the the cost to borrow over five years and then he would make an annual payment from perpetual care to reimburse the general fund
>> for 50%. I got one other thing. Um just quick another quick question. So this would just be for the the backhoe itself, not for any of the um >> Yes. Everything every like everything else we can continue and all that stuff. >> I mean basically what we'll do is we'll get the same same back. Uh it'll have
the wet front end. So the bucket comes off. We can use the bucket. We can use the sweepster. I also have it set up for a plow too. Plow. Okay. Thank you. Great. Thank you. Okay. >> Thank you, David. >> I did want to mention before we go on in on the agenda that um this meeting is
being uh recorded, video recorded for broadcast at a later date by Chsford Teleia. And then next on our agenda, our fire chief, Gary Ryan, is with us this evening. The fire department's projects are numbered six and seven on your
project. >> Evening. >> Good evening, Mr. Chairman, board members. I hope everybody's well. So after review of our operational needs, uh I am proposing the replacement of two staff vehicles. So our plan, our
internal plan is to replace our staff vehicles at 10 years, but you'll see for the first one that we've gone a little bit beyond that. So the first one for your consideration is the 2013 Ford Fusion. This is actually the department's first uh hybrid vehicle.
This used to be my old vehicle. So, um, currently running into, uh, mechanical issues with this vehicle. Um, we are looking at a hybrid battery replacement. If anybody knows about that, it's very expensive. Um, this vehicle sits very low to the ground. Um, and it's got a
lot of body rod underneath that. So, it's um, currently it's 12 years old, but if we get approval tonight, um, approval at April Town meeting, the vehicle will most likely be 14. I say that because what we're seeing both
police and fire department DPW even for staff vehicles is that by the time we place an order, have it delivered, have the radios and lighting installed and have the vehicles marked, you're looking at several months to a year. Um right
now we are still currently waiting for our fire command vehicle to be placed in the service and we place that order shortly after uh approval at town meeting. The town manager has been very supportive. Usually he will allow us to place the order. The vendors will place
the order obviously with the you know the expectation that we can't pay them because of we have to wait till July 1st. But even with that said we're still waiting for our command vehicle to be placed into service. Um so with the Ford Fusion um this vehicle it serves many
roles on the department. It serves as a backup command vehicle. So the command vehicle is the vehicle that the captains take out on the call. So if that vehicle is out for repair maintenance, this is a backup vehicle. So it is actually operates as a frontline vehicle. It'll
back up a staff vehicle. So if my vehicle is out for repair or maintenance, I will use this vehicle. Uh it's used by recruits to attend a Mass Fire Academy. And uh currently it's being used up by our fire investigation unit. So it's almost acts as a pool vehicle, but it gets a lot of use.
And I'll take any questions you may have on that. >> So uh Chief Ryan, um so it would remain a pool vehicle. It it wouldn't be assigned to anybody >> right now. It was being used by a fire investigation, but with the expectation
it's a pretty much a pool vehicle. It is used where needed, >> but the new vehicle would be >> Oh, the new Yes, the new vehicle will be assigned to probably one of us. And we pass our vehicles down. >> Okay. Okay. >> And the $90,150
cost estimate includes not only the vehicle, but all of the necessary >> Yes. for the 91 90,150 that is the the vehicle um the radios the emergency lighting and so um that is the pricing
that we got so subject to change um as we know with the market so okay next okay so so the second vehicle for your consideration is a 2017 Ford Explorer
says 2017. However, we took possession, put that in service back in 2016. Uh we're looking to replace that vehicle at a price of 95,400. Currently, this is in the fire prevention serves as fire 4. Um and again, this vehicle will most likely be
11 years old by the time a replacement vehicle becomes available going through that process I mentioned earlier. Um this vehicle that you see was involved in a front-end vehicle accident last year. Um we did go through insurance, had it uh repaired. However, we are
still um experiencing issues with this vehicle since that accident. Um and this vehicle or the replacement vehicle I should say will be a hybrid ver vehicle. This one is not currently a hybrid.
No, Lance, any questions you may have? >> What are you going to do with the older vehicles? Are you are you going to auction these off? What are you doing with the older vehicles? So the Ford Fusion, we will most likely go through the municip bid process. I don't anticipate getting a lot. If we do, it
probably honestly with the price of portable radios, I know the police just got a grant. They will probably pay for the cost of one of those. This vehicle um there is a need in town. I think the building inspectors, Jose Negron. So
this vehicle, I think, um >> yeah, with some work, I think it could probably serve his needs. So that's the thought process >> on the uh accident. It says recurring mechanical problems. What are some of as it engine problems or >> leaks, transmission, noise complaints
because of steering column um leaks? >> Would there be any effort at all to make any repairs before before passing on to another town entity? >> I can shift the burden. No, I No, we will do we will do the right thing. No,
if we cuz we have been in that place where we've gun vehicles um from the police department. So certainly yes, we will uh we will do our best to bring that up. We don't want to pass something on that's going to be an issue for somebody else. >> Excellent. >> So we would Yes, we would do that. >> Any other questions for the chief?
>> Thank you. >> Thank you. Thank you. Happy Thanksgiving finals to you >> to you. So next on the agenda we have our public works director Christine Clancy and she's going to present there are public works projects numbered 8 to 17 and then
municipal facilities which are numbered 19 to 21. >> Good evening director Clancy. >> Good evening. Um all right so I just want to make sure we are going to start with number eight. >> Correct. >> Yes. >> All right. So number eight, um this is
an annual request we have for our sidewalk uh program. Um so annually we do, you know, we with our paving program, we have three miles of paving, but also um with our sidewalk master plan that we completed a few years ago. Um we have inventory of all of our
sidewalks in town. We have 46 and a half miles of sidewalk. Um and also every ramp is identified. So, as you can see, the ramp in this picture um is not compliant in terms of does not meet the ADA accessibility requirements. We have 920 ramps throughout town. That's from
the assessment we are going through this winter and updating it because annually we do try to replace at least 25 sometime um over 50 ramps as part of our sidewalk program in our paving program. Um so, the request this year and you know looking at the next few years and
historically it has been between about 350 to 375. Um, and that's necessary to replace, you know, continue with our ramp replacement so that we can upgrade ramps. Some ramps are just not ADA compliant. Some ramps are not of the right material, which has to be concrete with the detectable warning panel as you
see in the picture here. Um, and also uh you know, we also look to use this funds to help build out the network if needed. For looking at next year, um, what we're doing is we're looking to probably replace some sidewalks. And so we're we right now are putting together the
paving plan for next year. So if there's any existing sidewalks in that area, we would we would be upgrading sidewalks in that area. Um also looking at an area um that's Brook Street, Country Club Drive, Mont Castle Drive, Toll Cross Road. Those all have sidewalk segments that
could be upgraded. So that is that's potentially um going towards that as well. Um we're probably targeting about 50 ramps next year. Uh based on I guess there's not a in previous years there was a more direct correlation between the paving program and sidewalk needs.
This upcoming year the paving list I guess has less sidewalks. Um we're doing some larger projects that we'll we'll talk about in some of the upcoming uh uh requests. Um so yeah, this is an annual request and it's really necessary to continue upgrading our infrastructure.
Any questions? Thank you. >> So the next request and the annual request that is made is necessary our roadway paving program. Um our so historically going back just the past few years we've really increased the amount of paving of miles that we're
doing and that's necessary to maintain our maintain or improve our rating of roads. And so we have every single roadway similar to our sidewalks that are are reviewed, evaluated, assessed. Um and we know we have a whole database that says this is the next you know streets we should be paving. Um also
with that numbering system is we al we want to try to target a road before it gets to a a worsened condition. So there's you know micro sealing which is a very with more preventative maintenance. Then you get into the mill and overlay where you're taking off that top a couple inches asphalt and
restoring the pavement. Below that you have pavement reclamation which is the more um extensive repair. So, we've we're targeting 8 to 8 to 10 miles a year of sidewalk uh sorry, of roadway replacement or upgrades, whether it be
millan overlay, uh micro sealing or um rehabilitation. Uh this request is 425,000 because this is supplementing the chapter 90 funds, chapter 90 funds. So, now we are receiving $1.7 million in chapter 90 funds annually. Um but we need more funds to really target the 8
to 10 miles. Uh 3 million is the estimate. We've been fortunate to also um have some free cash allocated. So with free cash um as long as that's available with the chapter 90 and then this funds, we should be able to target the 8 to 10 miles.
And we do have a tentative list that we presented at town meeting recently. Um but we'll publish our paving list for probably by February we publish it. Any questions on the roadway? >> I don't have my numbers handy from last
year. How does this number compare the 425? Is that about the same? >> I believe it's the same. So, we've slightly incre If you go back a few years, sometimes it's like 375 400. So, it's very close. We've started to because everything's, you know, the cost of asphalt, the cost of cost of construction. So, we've just recently
increased it, I think, from 400 and I think it might have been So, this might be 425. I want to say last year might have been 400. Um, if it wasn't 400, it was 425. >> Thanks, All right. So, now moving on to some of
the vehicle requests within within our DPW. Um, so the first is the highway division. This is a 2007 heavy duty six wheel sander. Um, and we're proposing to replace it with a sander and dump body um and and a plow. Um, this vehicle has
approximately 45,000 miles on it. I guess the miles don't it's hard to say you know in terms of age of vehicle but really what we look when we if you look at our vehicles we look at them from far away they look they look in great shape we we take great you know take great care of our vehicles we go through we sand blast them we paint them um but
then when you really start to look at it there's a lot of deterioration to the the frame of it and that's where it it's harder to make repairs and so um the body and the frame is starting to deteriorate to a point that we really can't continue to make repairs we have um you know great mechanics that can make these repairs but when we get to
the the body of the vehicle and the frame and the structure. That's where it's harder to extend the life of these vehicles. And that's really I guess the theme you'll see in a lot of these uh highway requests is that the body is deteriorating is really we cannot replace it. Um we do also when we note
these requests is that as we continue with the as the deterioration continues there'll be a time where we probably can't get an inspection. Um so it really is you know we we wait almost towards the end. Also, um, and I think was mentioned earlier is the availability vehicles sometimes can take, um, 18
months or even longer. Uh, so likely this wouldn't be put into service until, you know, if request is in April when we place the order, it could it probably wouldn't be next winter, it would be for the following winter. Um, and so at that point that vehicle is 20 years old. Um, and this really this is one with the
sander operation. This is necessary for our our snow and ice as a primary function, but also with the dump body could have other functions as well. >> And would in case the question comes up, would you would the is the sander unit possible to use on another truck or
would you be looking to just trade um either trade or sell this as surplus the whole unit? >> Um I guess I haven't looked at the pieces of it. We could potentially we probably would surplus it. um a lot of there's a a lot of deterioration in like with this the
salting is a you know the salt itself. So we typically when we get to a point we we wouldn't um if anything I guess we'd have to look at that further but my and the value of that but I think we probably would would sell it through Minnesota bid.
This next request, and this is really of all of our highway truck requests, this is probably our highest request. This is a 2010 heavyduty truck, 10 wheel with sander body and dump body. So, similar to the last one, but this is a 10 10 wheel. Uh, and when we replace it with there be sander body, dump body, and a
wing plow just so it can plow larger area as a when it plows. Um, this again, this vehicle is really critical to the town snow plowing program. Um, and given the potential lead time, you're not looking to have this vehicle probably into 2027 2028 winter. Um, which would
be, you know, so we're looking at forecasting out really a couple years. Um, as far as so this has required more m, you know, maintenance than typical. Um, this the body is rusting. Um, and at this we're getting to a point where we're not able to make many more repairs
to this equipment or the body of this vehicle. This was a deferred request from last year as well. >> So the same thing with this surplus. >> I mean right now we talked about this is right now we could probably like if we got it for this winter we probably pass
it on but knowing in two years we probably not going to have much life life in it. this next request. And last year we we did know so we have four sidewalk snow clearing machines and these are really critical to the clearing of all of our sidewalks. Well, we say all 27 miles of
our sidewalk we identify as priority sidewalks. These are sidewalks really along main corridors, arterial corridors and in proximity to schools. Um and we so when we open a school, we're opening the roadways, but also all the sidewalks have to be accessible um and and cleared. So we use these machines. These
machines are that's why when we design new sidewalks, we design them so that they're 5 1/2 ft um so that this machine can go down the sidewalk. Um this function, I know there we looked into um potentially other units that could have various functions. Um but I guess really right now in the market, it's we're
replacing it with a sidewalk machine. So they don't serve much much more purpose than snow and ice, but snow and ice operations is such a critical operation. Um the thing with these machines is if one's down, then it's out of it takes us a lot longer to clear the the miles the
sidewalk. Um and one just going back to 2025, one sidewalk machine was down and cost us $24,000 to repair. And when we're going down the sidewalk, we're picking up sometimes things that fall into the m, you know, could be a a rock or something. Um these, you know, have
more wear and tear than um some of our other machines because it's going, you know, if it depending on how how much snow has fallen, um it could be hitting various obstructions, rocks, or um it's it takes a beating each winter. Um the
this is a 2009 sidewalk machine. Um we did receive one last year. Uh and this is the next one that really has no really years left on it. This would probably be readily available for so if it was in April for the winter of 2026
to 2027. Um, and this machine would probably actually we're currently trying to surplus the one we got from last year. Um, and so we just it would be a municip surplus. >> Was this the machine that needed the $24,000 repair or was it a different one? >> So there's various machines. So I think
we use So the other machine was a $24,000. This one though also had significant like so we've had we there there's almost always a machine down during the storm something happens whether it be it it's it's just and they're older also I think the new machines the one we just received I
think it's supposed to be a little more reliable. >> How many of these do we own? >> We have four total. And did you say um so we have we currently have four >> four one's new this is the next one I
think the others are right I mean I think they probably they're probably going to be in the next four or five years replaced so they're all of I think one might be a 2012 I don't have the years in front of me but they're old they're older um they're not like I said it's been several years since we've
purchased one maybe even 10 years. I think the newest one might be a 2014 or 16. This next machine is a 2010 rack body, six wheel truck, and we're proposing to replace it with a 1 and a half ton rack body with a plow. Um, this vehicle has
70 thou 77,000 miles. Uh this vehicle is really used all year round. It's used in the winter to plow. Um and it's used also, you know, throughout the year in various construction sites. Um that or roadway projects, paving projects. Um
uh this this is at a point too where, you know, further deterioration might hinder the ability to receive an inspection sticker. Again, it's getting to the the deterioration of the frame. So the next uh the new vehicle would be a six wheel similar
>> it's essentially actually we're proposing a 1 and a half ton which is essentially um a five 550. Yes. >> And this would be surplused as well. This next request falls under the engineering department. This is a 2012
Chevy Colorado truck with um and we're proposing to replace it with a 3/4 ton pickup. Um this truck could is also proposed to have a 8ft plow attached to it. um so that we could because the engineering department does assist with snow clearing in the winter. Um this
truck has 89,000 miles on it. It um does have require additional repairs. Um and I guess really when you look at these vehicles is more again to the the body deterioration. Um and what we've what I was told by our lead mechanic is I don't know if this will get an inspection
sticker next year. Um so this might be the last year that it can be on the road. This was deferred from last year and um and I said it would probably be ready available upon you know I would say within six months of of um having
the funds available if it was a project if it was and so this is used every day by your engineers on various projects inspections but also in the snow in the snow clearing efforts. >> Christine um So all these trucks have radios and and
most likely emergency lighting and things like that. Is that all in the cost that's that's here? >> Yeah, I mean essenti So we don't really use the radios as much in these we have um I don't know if we have a radio in this vehicle. So all of our highway trucks, but here a lot of times they communicate with cell phones too, but
Okay. Um here I I mean I we would we would have that cost included in this as well. Yeah. So >> thank you. I think what is included in this cost is the plow too because there is a a cost. So that's that's built into this $90,000 number.
So Main Street roadway and traffic calming improvements. So looking at some of our upcoming sidewalk projects as we um rehabilitate some roadways and also um add some new sidewalks in alignment with our sidewalk master plan. One uh roadway segment is Main Street between
school street and graten road. Um we have already started a design fa designed to um to evaluate main street and proposed recommendations. We just received a draft report with some also some cost costing information. And now this is I guess what so what we see is
request likely a three-phase project just because of the order the magnitude. Um, Main Street, as you can see from the roadway, the roadway is deteriorated, but also there's um there's a history of uh road of of roadway access or vehicle
accidents both at um a various long uh points along Main Street, particularly School Street um and a couple other points. There's also been some pedestrian um incidents uh ped pedestrians hit at School Street just last year. Um we've had speed issues
here. Uh so really as part of this assessment, it's looking at ways that we can not re obviously redo the roadway, but also um provide some addition additional traffic calming opportunities and creating a continuous sidewalk along Main Street. Um the three phases would
be, you know, so school street would be one phase and then somewhere between that would be the second phase and the third phase would be Graten Road. What we haven't decided yet is which side do we start on? one side has probably a more challenging permitting effort um and the other side might have a easement
taking effort. So, we're still looking at that. Um we're still very early in this. We just received the report. Um we also want to receive the public's inpoint uh input. So, we'll be receiving that input this winter. Um but we would advance that that first phase, whichever phase it is. Um what happens is each
phase happens to be about $500,000. Um so, no matter where we start, we probably be spending the same amount of money. Um, and then we could potentially start this project as early as next fall. And this is a separate request from our roadway probe because it's just such a
large request. This next request is turnpike road sidewalk and pedestrian bridge construction phase two. We are currently through the complete streets $500,000 grant um complete constructing sidewalk on turnpike road between bill um between
Warren A and coming from Warren A down about 1100 ft. Um ending just at 10 industrial a plan is to continue that towards Bill Ricker Road. Uh we stopped because at at River Meadow there's a uh crossing at River Meadow that really is
a bridge construction pedestrian bridge construction required. um which has to meet you know permitting requirements. So when you construct a bridge now over um or a sidewalk over a uh a brook or river it has a lot more requirements in terms of um stream crossing standards or
the construction of really a bridge. Um that that cost is approximately um this this second phase is about a million dollars. Our first phase is under just under $500,000. This next phase includes the primarily uh costs associated with
the $1 million is associated with this bridge. Um but then there's also um connecting from 10 industrial a to Bilica road which is 1300 linear feet. And this is part of our sidewalk master plan too as we build out the new um new
sidewalk segments. >> So this would cover the environmental permitting for the bridge, the bridge itself and the sidewalk to complete >> Yes. >> the project that was already started. >> Yes, we do need to go back. There is still a permitting challenge. So, we've
already gone through permitting and um we have to show that there's uh BA flood mitigation or I guess uh the where we're um building the bridge, we have to offset the elevations. We will have to ask a waiver from D because we have not
been able to find any location. We have asked National Grid if we could um have that that mitigation be done in in our property with their easement. um and they have indicated that they they wouldn't allow it. So I guess the next step would be go back to conservation
commission um and with D and it ask for an official waiver say we've tried everything. All right. The next project is um Town Common Walkway replacement and ADA improvements. Um this is a picture of the walkway area within the town common.
Um it it is not ADA compliant. We do go annually for a few times a year walking the area to see what needs to be patched. Um it's cracked, there's spalling. um we you continue to patch it, but you know in trying to upgrade some of the ADA uh you know bring some
of our walkways or uh open space areas to um to be ADA compliant. This is one area that we've identified. Um we do this every before you know it gets very busy with all the festivals but it's I guess it's at a point where um it probably needs to be replaced. We would
propose to repro uh install this with a new like a new stamp concrete as opposed to asphalt. Um, and we would, and one thing I guess we would be designing this in house, so there'd be some savings by doing this in house as opposed to sending out for uh design.
>> This would be the entire walkway all the way around. >> All the way around. Yes. And I guess yeah, this is the facilities vehicle. Let me just pull it out of the facility. So this is a DPW facilities division vehicle um that is right now
used by the town plumber 2010 utility van. Um it is you know used daily by the our town plumber. Um the mileage on the van is approximately 98,000 miles. Um more repairs. So when we look at our when we you know an operations budget we look at repairs we've had more repairs
in the facilities division and part of this has been some of these we have a plumbing van and electrician's van um that we're looking to replace next year. Um and there's also again rot to the body and frame or to the frame of the
vehicle. Um it is recommended by our lead mechanic to be replaced. It pro it would be through municipid. We would not salvage this and maintain it keep it. Um, we did also, I know like in trying to look at upgrading with electric vehicles, there's very limited options
in terms of electric vans. Um, Ram's the only version that's about $64,000. This is where the quote we received $48,000. And also the um the payload, you know, there's a greater payload uh ability with the with with this going with a a
gas van. Um, there really isn't a hybrid option. Um we also do not have a charging vehic charging fleet um available at facility shop. No, it's only you know it drives around each day. So um so the need here is to replace it
with a a gas vehicle. Did we miss project 18? Oh, we skipped that. That was uh the cemetery. >> Okay. The same. Okay. Gotcha. >> 20. >> All right. So, town office restrooms. Um the town office restrooms on this floor
right here. They are um they are a age to when the last renovation was done. I think maybe in the 80s. Um they they do not have any low water fixtures. Um also in terms of ADA compliance there, you know, there's a need to upgrade to make sure there the the
restrooms are in conform with ADA compliance. Um through ARPA, we have started design of the of all restrooms in this building and we received funding for uh two sets of bathrooms last uh last year. That's about to go to bid soon. That will be for the basement
bathrooms. Um the next we could move up, but I was proposing this floor just because also we have town office elevators that would be proposed for next year. So you could potentially, you know, when the town office elevators are are being redone, there'll be less people on this floor. So it' be a good
time to also upgrade the bathrooms. Um but this will be a really a full interior renovation. And so new flooring, new um new ceiling, new freshly painted walls, new stalls, um new fixtures, and we so we we have advanced design of this to uh probably
about just probably 90% set. Um but we're holding on any future phases of construction until we receive funding. We will move forward with the basement bathroom. So >> So there two on this floor, too? >> Yeah, two on this floor. These are larger than the the two on the bottom.
the so these this is the largest cost the 290 um I mean the honestly when we originally proposed this project we had smaller budgets um and this this is reflective of the latest construction estimates um it's quite costly it's uh
over it's almost $1,000 a square foot >> is there enough facilities in the building enough bathrooms >> I believe so that was part of the assessment so I believe it is because based on the it's based on the employee employees in the building the count. So yes.
>> Okay. >> And the last one is uh for the municipal side is the town office elevators. Um so this this is a we received funding through FY25 capital to do this project. We we're pairing this project with the senior center elevator project. Um we
have gone through level of effort I'd say probably 60% design um and with that latest cost estimate too we're projecting additional funds being needed it is I guess primarily based on the amount of scope as you might recall at a recent I think it was uh June or was a
special town meeting we did ask for additional funding for the elevators for the school projects elevator projects are coming in um above you know where we had originally estimated a year ago um that bid that for the elevators did come in and we were it was um within our
budget which is great. Um this this request here is for an additional $325,000. Um we had $480,000. It is a lot of these requirements um to meet the new stretch co stretch code requirements. You have to have additional ventilation. You have to have
new heating. You have to have cooling requirements in the elevator machine room which we do not have. So we'll have to install that. Um, and also the building electrical system cannot handle this new elevator going in. So, there's about $100,000 just in upgrades to our electrical infrastructure for this
project. So, that was unanticipated. Um, and this really is necessary to replace the elevator. Okay. Okay, if there's no questions on that, I'm going to ask um Director Clancy to go back to uh we're going to go back to projects one through five,
which are um library and police related because they're facilities related this year. So, let's go back to those. I'll let Leslie kick it kick this off um with our first project there. Yes, we have three for the for the um the
library tonight. And I'll let you start if you want to start. This is the Adams Library roof replacement. >> And then you can have a drink of water. Hi everybody. Uh thanks so much. I want to um actually start off by saying thank you to Christine and her team. There's been a lot happening at the library,
which I think everybody knows, um, with our parking lot project uh, this year, the front stairs, the chimney on the old building, um, that's being replaced. Those are some projects that have been out there. And, um, Christine and her team's just been doing so much work
getting those done. And it's nice to see the progress that has happened, uh, as well moving forward to some of these projects that we've been building up to. So, um I'm mainly going to speak to uh
the the reasons why uh these things impact people using the library and uh Christine can answer any of your like materials and engineering questions that I definitely can't. Uh so the um the
roof as we know it's on um the roofing schedule from DPW. Uh, I want to say that we don't have any known active leaks right now, which of course is great. Um, but we know that if we do have a failure on that, the contents of
the library, um, of course there's not something exact, but right now, um, on the insurance for the town, the contents of the library are about $700,000. Um, so should something happen, we can uh be sure that there's going to be an
additional cost there that's hard to to uh guess at. We have about 175,000 um visitors to that main library every year. A lot of vulnerable populations, as you know, we're a cooling and warming center. So, um you know, should we have a failure on part of the roof, we're
certainly going to need to close at least part of the building, if not the whole building. So, that would have a huge impact as well. Um and uh from an energy efficiency standpoint that this involves uh the solar panels that are 20 years old.
They're old. Um those would have to come down um and be replaced, but we should see um quite a significant uh difference in what we're able to to do with that from an energy efficiency standpoint. >> Want to speak to that? >> Sure. Just just to add to this project.
So this um annually we do a uh roof assessment of all of our municipal and school roofs and what that does is you know gives an update of what we you know how what are we looking for years of remaining life with the roof roof system um if there's any options for remedial
repairs. Um really though what they recommend for how like how much years left do you have. So this roof so annually um with this 2025 report it's estimated that we have 0 to one years left on this roof. Um, and as you'll see, I know next week we can talk to the
schools. We have we're I guess approaching a time where we have many roof requests. Right now we're bidding the south for roof project with the MSBA. Um, so we have millions of dollars of roof needs over the next few years just given the age of our roofs and so they all were probably replaced around the same time. Um, and they're all now
due for replacement at the same time. Um, and so we have a 16,000 square foot a asphalt shingle roof. Um, we also have just above below the solar panels you have about just over 3,000 square feet of single ply EPDM. Um, there are no current active leaks, but there are, you
know, from the roof report. There's very, you know, there's we have, as you can see, it's hard to maybe see in this picture, but that that picture is directly taken from the ARM report and they the numbers reference, you know, a um a defect on the roof. And so sometimes it's, you know, it could be
more of an O andM, but a lot of these defects um reference the, you know, significant granular loss. There's missing shingles. Um, and so really, I mean, from the this report, it's there's only 0 to one years left. So, um, that's why we're proposing for replacement this
year. And with that, the the the, um, solar panels are, I think it was 15 to 20 years old. So our, you know, when we put on a new roof, we want new solar so that the next time when we're replacing a new roof, there's new solar. They both in new roofs, what we're seeing, new
roof warranties are closer to 30 years. Um, this roof system is, you know, 20, 25, 24 years old. >> They say there's no current leaks as it has a history of leaking this. >> So there's no current leaks. There was one notice in the report. And also, we
this area does not include the dome. So, we recently just did some sealing around the dome area. Um, I know we had some leaks probably a few years back, but we've sealed that area that's the original part of the library. Um, it's really this larger area that's, you know, the I guess the really the focus of the the picture here. Um, there's no
current leaks. There was one note in the report that there was potentially some um deteriorated plywood below it. So, it's potentially I mean there's no active leaks coming into the library, but there's potentially one spot that might have some leaking below the shingles.
I I think you clarified this, but it's all of the roof with the exception of the slate roof and the copper dome. >> Correct. Yes. Yes. And not the carriage house which is off in the picture. Yes. >> So, yeah, it's really the if I just look
>> it's all of this and all of that >> pretty much everything that was part of >> it's not this and it's not the >> part of the addition. Yes. >> Which is no longer new. >> No. >> The new library. >> Yes.
>> So would we um during the planning and engineering phase, do we have a criteria that we specify um or do we rely on a consultant to specify in as much as are we specifying a 30-year shingle? Are we um asking for
weather shield three feet up, six feet up, nine, you know, the whole the whole roof? Um how do we go about um providing the specifications for something? >> We hire a designer to do a to basically put together a design and also any new roofs have to meet the stretch code. So,
there's new um there's new insulation requirements as well. Um but I guess we do a 30-year roof roof warranty is what we've been doing all of our recent requirements. So we write the spec, we basically write the scope for the consultant to respond to and design.
>> Okay. And um since we would expect some plywood replacement, is there contingency included in these um budgets? >> Well, so part of the consultant, they would do some test cuts probably to verify that. So that would be part of the design and then we would verify that. Um, so this contingency this is I
think this might also the pricing seems to be highly I mean the pricing of our south roof is um I think it's like $85 a square foot and some of our pricing from our AM report was significant. So this pricing is reflective of the b cost
information we have. Um and I think there's there is definitely contingency built in there. Um, I am hopeful in the So, what I'm hearing too is that some of these roof projects are coming in under budget, like some school roof projects even a million dollars under. So, I'm
really looking forward to with all with this first wave of roof projects to get some good numbers to really refine our numbers because if you carry $35 a square foot square foot versus $85, that's a huge spread. Um, and depending on who you ask, there's different
recommendations. So this right here, I think I carried $50 a or 45 or $50 a square foot. >> So I would say it had some contingencies baked in it, but um it will there'll be a cost estimate developed as part of the process as well.
>> Okay. And based on the design process, when would the construction actually occur if this gets >> So if this is funded, if this is funded April, we would design it next summer. And I guess if there it could potentially it's a pretty straightforward project potentially it
could be next fall but probably be the following spring also and we'll be talking about the HVAC you know with the new HVAC if there's any new HVAC penetrations or then that could also be part of that project or you know coordinated um as early as next fall but
also potentially the spring of 2027. And the next project is also for the Adams Library HVAC replacement. Um and going back to FY25 and FY26 capital, we have allocated some fund funds to um
advance the HVAC design of this um we have completed a design of uh sorry schematic design to really estimate alternative estimate the um level of cost to uh complete the project and and also included a small contingency in
that. um with the estimates we received now we're estimating that um if you look at the over on the right the total cost to fix to replace this HVAC is $1.8 million. Um all equipment from the schematic from the report all all
equipment is is proposed to be replaced. Um it's 20 it says 2000 but it's actually 26 years old from the original um building renovation. Um there are three air handler units in the ceiling and then difficult to access. So as part of that recommendation is that we need
to provide improved access to those new units. Two of them are proposed to be replaced in kind but also build um some uh ladder access basic walk catwalk or uh access to those two units. And then one of the air handle units that is in
the ceiling is really difficult to access. So the recommendation is to basically build a mechanical room, a new mechanical room for that unit um to access um which is currently proposed kind of clo close between the children's area and the um one of the meeting
rooms. Um let's see. I mean it really and it's the boy you know every every component is proposed for replacement. So including the the heating system which is a gas fired um heating system that's proposed
to be replaced as well. Um as far as timeline we are advancing design of this uh and so we'll advance design and construction potentially will be next year. So this includes everything but say the
duct work. >> This includes the duct works. >> Oh, this includes duct work. >> So this is basically a full design. Yes. All the duct work in between the a dun is everything. So this is a full full new mechanical room. This is everything. And I will say from the estimates we received they came they were a little
below but we added a contingency as well for that. everything. >> I assume a project like this would have to be phased just because of the invasiveness of replacing duct work and all. >> We'll have to look at that. Yes. And I guess you also trigger OPM. So yeah.
Well, yes, we'll have to figure that phase out. So we haven't advanced that because yes, there's two air handling units and then the building of the mechanical room could be a separate phase. Okay. And sorry, I don't know if you had anything to add to that or No,
>> I can't I mean, you have all heard about this project the past couple of years. Um, you know, just in sort of relation to what Christine said, too about the increasing costs. Um, we paid almost $5,000 in replacing refrigerant this
year. Um, and if we add up the cost for Kevin Grant to come and fix things, I wouldn't even want to say it. I would say in um FY26 just to date, we've spent about $10,000 in repairs, refrigerant, and you know, we're only a few months
into the year. So, um, this make a big difference. >> Yeah, we're fortunate to have our HVAC technician in house because if we didn't have him, there'd be a lot of calls to an outside vendor. >> Have we contemplated heat pump? Um >> so as far I mean that was when we had
done when we had the schematic we said look at all options and I think so that really was the recommendation in the report um they didn't >> was that due to cost or >> I'd have to go back and look at it but I think given the it was more I think but they're saying in kind it would be the
the most inexpensive >> and the last library request is for the McKay library in this in um so in FY23 through capital and free cash we did have $130,000 allocated to masonry repairs at the Adams library which is
currently underway um to the front stairs and to the the um chimney and also we had put this in here as well as um really really improvement to the accessibility. This is the the rear of the McKay building is where for is the
ADA accessible. Um that ramp needs to be improved really to be ADA compliant um and is deteriorated. And then looking at the rear of the building um the the door needs replacement. But then looking further, it was really the whole backside um has a lot of rot and so it needs replacement. So I guess there's
twofold as to why this is a request today is that costs have increased over time. Um the original estimates that we had before FY23 I think were about 60 $70,000 and now when we so when we bid the masonry uh for the stairs and the
chimney that bid came in at $119,000 so really all of almost all the funds went to that the Adams library um we still have to complete this project. Um, and also the scope of this work increased. Originally it was a ramp replacement and then just replacing the door. And now
when you look at the rear of the building, it's really a, you know, a lot has to be done to replace the the rot at the the back of the building. Um, this is something that would probably we're advancing design of this because we know it has to be done. Um, but this is
something that would could potentially be done next summer. was anything else to add? >> Yeah, I'll just say a couple of of impact things. As Christine said, this is something um we started this conversation about the rear entrance, I
think, and about um for FY23 uh recognizing that that there was an issue uh with McKay reopening at that time. And we've only seen an increase uh in use. Uh our visits there are up more than 30% since we um reopened. And I
expect that this year we'll end up having about 4,000 people visiting McKay. And we certainly see because the front entrance of McKay, you know, not only does it not have a ramp, it doesn't have an automatic door and the door is
actually quite um heavy and sticky. So the this accessible entrance gets a lot of use um by many people you know who aren't necessarily you know completely physically disabled but for whom there is a barrier uh to access to come
through the the front door. Um, as Christine said, you know, some of the other things that are impacted by this um the rear wall, we've had um some holes actually in the wall itself and had some friendly critters visiting, which is nice if that's a planned
library program, but it's less nice um when they're just getting in there. And so, we see a little bit of damage um hygiene concerns there. Uh and then we know that anytime there's water getting in anywhere, you know, we're looking at is there mold in there? and mold and
water and library books definitely don't go together. Um, you know, this is something uh the board of library trustees has been, you know, discussing. As we said, this has been on the um list of things we know needs to be done and also just looking at the challenge that
the capital committee is facing this year with more than $9 million in projects and um you know a target of of around six million. This is something that, you know, if it if it seems like in order to move forward the the most
number of projects that you can, that this is something um this is something that the board of library trustees would be able to dedicate um some uh state aid funds to and also we're willing to look into grants as well. Um but it
definitely is an immediate need in order for people to continue using the building. Can I ask one more question, Christine? Um, is our building department okay with um that ramp being in the location that it is if we replace it?
>> And the reason I asked that is just my understanding of ADA is that you can't segregate or ask somebody that needs to use that ramp to go in a separate entrance or or provide a different way in. Um, typically I know when I do
projects like this, you know, we're required to look at, you know, bringing them in the the main entrance and and that type thing. Um, have we has there been discussion of that or has uh Jose looked at this or said, "Yeah, you're okay." Or >> this is going back a couple years ago,
so I I mean, I could have a a follow-up conversation with them. This is also closest to I know the as far as where the parking lot is, this is actually the closest accessible location. We we did talk about looking at a ramp in the front and it would completely change the we'd have to um it'd be a significant
project in the front. Um and we'd have to think about how they get to the that area as well. So, we can explore it, but at least when we had I know I believe uh our facilities manager um Matt Schwiser had talked to Jose about it and so I this is I guess the first I'm hearing
about it. >> So, um I mean unless you made this the main I guess we'd have to explore that. The front is is a nice entrance. It's just it a lot of people use this entrance. This is like this is the closest point to this to the parking lot >> and I believe it's in his discretion to
you know uh provide a waiver for that but I just wanted to make sure that >> Yeah, it's a good Thank you. We'll talk to him about it. Um this just may we we thought about that when we recently were out there and it just it would really um it would completely change the look of the look of it coming off of Newfield
Street. uh be a lot more costly and this just makes sense as the most accessible entrance and but but we'll we'll we'll follow up on that. >> Thank you. >> Thank you. >> This one um so this is going to be easy. I want to defer this
to so so I made your decision easier. I mean, I guess this is my So, we have so many roof needs and so this was on here as a FY25 request when we put together the budget last year. Um, we I spent a lot of time when we prepared this year's
budget to say what do we really need and the cost too because $110,000 is probably closer to 360. That's the thing is some of the cost information we had was um was not reflective of, you know, the MSBA project we're doing or some of the other roof projects. So, we
have refined and updated roof cost number. Unfortunately, that makes our roof program so many more millions of dollars than we had thought of a few years ago. Um, so this is actually closer to 110,000. So, I'm proposing to move it out to I think it's FY2030, I believe.
>> 2030 or 29, forget what year it is. Um, and it's really because I'm looking at our roof assessment report that says what roofs have 0 to 1, 0 to2, 0 to three years left. this roof. I mean, as much as we need to replace it, it still has 1 to three years left of it. So, I'm
trying. So, and we are going to circle back on this just to see if there's any remedial work we can do just to make sure there's no active leaks. Um, we do evaluate this annually. So, if for some reason this shifts to be a need, we'll propose that next year. Um, but as for now, we will just defer this. >> Given all the needs, that's welcome
news. >> Good news. Um the next request for the police station is the HVAC improvements phase. I call it phase one just because it might be phase again given the the level you know
the this again similar to the library um when this building went in in 200 through 2002 the all the um HVAC infrastructure units are that's original to the building um and so we did we did complete an assessment through the use
of ARPA funds and that report does recommend that everything including the piping um needs to be replaced um everything is beyond its useful life. We have had outages especially with the EC. This is a critical facility running 247.
Um we have brought in you know units sometimes temp units to to provide AC. Um we have a lot of um maintenance needs to this facility. Um, also going back a couple years through FY25 capital, we had HV the um, ventilation improvements
to the firearms area was uh, awarded in the amount of $150,000. As part of this assessment, we've advanced design of that project and that project is estimated to cost about $250 to $300,000. So what proposal is we would put we would go move forward and design
the overall improve project including the firearms. we would do that initial phase um and then we would complete a second phase in FY28. So we will be back asking for additional funds um probably in FY28. Same thing here. In kind replacement, we
we >> That's what it's saying right now. Inkind. That's what Yes. And so that report that was done. Yes. Gas. Yes. Gas. So that I believe is that's the last municipal facilities project that we have. have this evening. >> Thank you.
>> Thank you. >> So, at this point, if any members have um questions or discussion on anything we've heard, you're welcome to make comments. Um >> it's a broader question. What are we looking at for bottom line number?
>> Be due to financial constraints, it's going to be similar to last year be around six million. >> And any recaptured >> actually our town accountant Darlene Lucier is working on that. So we we should have that for you for the next meeting. >> Okay. >> And then we'll have G will give us a
better idea of what we have basically recapture funds. >> And for those that th those are um those are prior year projects that have been completed where we may have a surplus balance. It's usually small amounts in most cases, but that allows us to reuse
those funds for for other capital projects. So that brings us to our the next phase is minutes. Um, and I did want to just explain so on the agenda the nove the minutes because this committee meets seasonally you'll often see older minutes that are being approved. The
November 14th, 2024 meeting, we did approve the committee approved those minutes when I did further research last on the at the November 21st meeting last year. So, we have two sets of minutes because we've had some turnover in the committee. Um, and we I believe we only
have about three members that were had served on that committee. What we're going to do is just publicly present them, but we won't take a vote because just where we have some newer members or some of the members have um moved on. So, those are the minutes from the
November 21st, 2024 meeting as well as December 5th of 2024. So, if anyone sees any from the from the members that were there at that time, if you see any typos or things, you know, anything that looks incorrect, please
let me know. And if not, um, I will present those to the town clerk's office to be posted. >> They look good. >> Thank you. So, that brings us to our public comments. Would anybody like to make comments this evening from the
public? Okay. Okay, not seeing any. Um, I did want to mention so our next meeting date is next week on November 19th and we usually try to meet on the same day. This is kind of an unusual year due to conflicts with other public meetings. So
next week, just mark your calendar. It's actually a Wednesday, so we will not be meeting uh we'll be meeting on Wednesday, November 19th. So, just to keep that in mind. >> 6 p.m. >> 6 p.m. And I will be sending out um some
more materials. I'll be sending out uh Director Clansancy provided me with a priority list. And then you should have received a memo from me with all the other materials um from from Dr. Lang as far as his priorities. Uh actually, excuse me. He pre he gave me a memo uh
of all the projects he's going to be presenting to the school committee and they're going to look at that on November 18th. So he'll let me know right after that and then I'll get that out to the committee. So uh so that's kind of the timeline if anybody has anything they want to bring up or
anything. If not I'd entertain a motion to adjurnn. >> Motion to adjurnn. >> We have a motion to adjurnn. Do we have a second? >> Sure. All those in favor, please say I. >> I. >> Ajourn till November 19th.