on the 30th. Um, so it's pretty exciting to get a close-up look at everything that's going on over there. Um, I just want to set a reminder. Um, all this scheduling and progress information, uh, anytime you want is on the website,
eslam meadowmma.govhsb building project. um that that is constantly updated and all all information. Um the aforementioned October Fest at Brown Farm, another rousing success. Um thanks to everybody
that attended and had a hand in uh putting together the event. Uh sunshining atmosphere was uh one of community and family fun. Uh, glorious autumn day, pony rides, uh, bounce houses, arts and crafts, food and drink, >> goats,
>> uh, goats, all smiles. Everybody was all smiles. Um, >> old goats. >> Old I who said that? I didn't say. Uh, thanks to Donna Prather and her whole staff, uh, volunteers, vendors, uh,
everyone that continue to make this, uh, event an amazing experience in showcasing Brown Farm. Um the Westcom board of directors uh appointed Penny Ryan as the new executive director uh at their meeting on October 16th. Uh
Penny's been serving as the interim director. Um brings a tremendous energy to the position and it's filtered down through the entire organization. Uh work ethics been contagious and Westcom is blossoming into an efficient and professional organization. Uh we look
forward to a prosperous future under Penny's direction. Uh the town uh received award letters for two grants. Uh the municipal digital ed equity imple implementation grant $64,950 uh for digital skills training through
the library at three locations library senior center and the housing authority uh will be uh before you shortly uh for your acceptance. Uh, and the second is a Massachusetts downtown Initiative one-stop grant, $30,000
uh dollars paid directly to the consultant for a business improvement district uh phase one feasibility study. So, we're excited about that. Uh, Brownstone Gardens turns 50 years old this year. Uh, first phase opened on
November 1st, 1975 and contained 100 units for the elderly financed by the Massachusetts Housing Finance Authority. Uh in 1985, Brown Brownstone 2 was constructed and contained 32 units and Brownstone 3 in 1995 with another 40
units. Uh all three buildings were designed by David Carlson uh and built by the local firm EA Graia Construction and have been managed by Car Property since their inception. So happy birthday Brownstone Gardens. Um and attached is the phase one report
and recommendations memorandum from Spec Dempsey. uh regarding the reimagining of the Rotary in Center Square that uh we talked about last time. Uh memo raises some interesting questions and talking points as we discuss as a community where we're headed and I'm looking
forward to that full conversation. Uh upcoming events, trunk or treat, uh October 30th here at the COA, 4:30 to 6:30, uh coffee with the town manager, November 5th at 10:30 right here at the
COA. Uh, and I hope everybody has a safe and happy Halloween. That's it. Uh, if anybody has questions, um, well, I'll be here all night. >> Thank you, Tom. >> Thank you. Questions? >> Okay, seeing none.
>> I have no communications correspondence or announcements evening. >> Oh, you know what? If I may, sure. Uh, I don't mean to jump into a different one. I did receive an email from National Grid uh yesterday. Uh they're starting
their roll out of the smart meter program. Uh this had been something I don't remember if we mentioned it. Um but uh they'll be sending out mailers. Uh there's an insert in one of the bills like there's like a 60 30day and then they'll do door hangers and stuff when
it's um if you don't know what a smart meter is, it just sort of helps with the uh efficient use of electricity for for all the customers. So um I can attach that to my report so that it's that it's
in the on the website. Uh but my guess is you'll start seeing that literature come from uh National Grid in the in the coming weeks. So, uh, sorry to butt in. I I forgot I wanted to mention that also. >> Sounds good. >> You shouldn't throw it away.
>> Don't throw it away. Supposed to pay that one. >> Okay. And we have no public hearings. So, we'll move to orders of the day, financial matters. Uh, the first one is accepting donations from October Fest.
>> I make a motion to accept the following donations for Annual East Long Meadow October Fest 2025 totaling $2,743 per mass general law chapter 44 section 53A
Giftologology and Steven Allen Jewelers $600. The Pizza Shop $600 Porter Road Pet Care Incorporated $400. Mson Savings Bank $250.
Aw brown $400 and rent a tent $493. >> Second. >> Motion's been made and seconded. Is there any further discussion? Seeing none, all those in favor, please say I. >> I. >> Any opposed? >> She was just not.
>> Motion passes. >> Thank you everyone. >> Thank you to all of those people that made gracious donations for that event. Okay. Uh, next kind of a combination of the next three items under financial
matters. So, we have appropriation for additional costs for the Porter Road project followed by um additional DPW projects uh for pump meter module inflow and infiltration
and then uh free cash from Mountain View Elementary School. But since all three of those kind of go in the same discussion, I'll let Tom introduce them before we >> uh so so naturally I I made the grandio statement that we were going to not make
free cash transfers before the tax hearing last meeting and here we are with a potential free cash transfer just like I did with ARPA last year when I said we were never going to talk about ARPA again and we had to talk about it the next meeting. Um, so the the reason
that this is coming up is uh our the bands for all these projects are coming due and so because the rates are so good, we're going to permanently borrow for some or all of them depending on uh this conversation and that ratings call is happening on November 3rd, which
would be prior to the next council meeting. So that's why we sort of bump this conversation to this meeting. Um most of the the the first one the the item two um those are projects that are
being reappropriated meaning there's a balance in those projects that are completed and that money from the sewer enterprise fund is being moved into the new project line item. >> Um >> what exactly is the Porter Road project?
So, uh there is a uh you know how uh a couple years ago we put that that big um sewer meter at the end of uh North Main Street so that we could get an accurate count of our sewer flow instead of estimating what we pay to Springfield
Water and Sewer. We also have a direct connect to Springfield through Porter Road. Feel free Bruce if I'm saying any of this wrong. We also have uh a line that goes into Springfield that uh there's a vault that we're going to meter that as well. So, it's one more
connection point to Springfield that we will not be estimating. We will be metering and paying actual use. >> So, did we already appropriate funds for for this and we ran 100,000 short? >> Yes. >> I just don't remember.
>> Yeah. So >> only Porter Road project I remember was the Culvert. >> Was the Culvert. Right. No. >> And that was paid for by a grant. >> Right. >> Now all of a sudden I'm like Porter Road project. Yeah. >> Like another 100,000. I'm like the grants already covered it. >> Yeah. So this is a this is a project
that needs additional funds that was approved through the capital plan. This Porter Road. >> What was the original? Do we know >> it's came in higher than they were estimated at? and additional electrical service and then utilities poles were also added to the project that were
unforeseen. >> I was just curious what the original cost was. >> Kim's looking it up. I know she >> Yeah, it's >> computer. >> And the answer it was 12,800. It's
>> almost double. So it's double. Yeah. big difference. >> Yeah. >> And again, so that's money uh >> and that's coming >> from the sewer going to the sewer. >> Yep. >> Um
>> the sewer. >> So the other projects had been bonded. >> No. >> And that's what's left over. Nope. They were banned and instead of permanently borrowing, we're going to pay for them in total >> through retained earnings.
>> Through retained earnings. >> Perfect. >> So that's number three, th those the the 158,000. Uh and then the last piece uh which of all the projects in the band amount
would be the only impact to the general fund which was the the modulars. And so, uh, as we're talking about, uh, what that amount is that we want to permanently borrow because rather than
roll the bands, uh, based on conversations we had with our bond council, uh, Kim, Don, Rebecca, and I, uh, the the rates are very good for permanently borrowing right now at three and a half% or so. um and rather than
borrow this amount of money, uh we'd save $560,000 in interest over the life of the loan or thereabouts. Um not to mention our uh line item for debt in the general fund budget is
declining, which is allowing us to spend more on capital. Uh, and if we borrowed this amount of money, we would have to add something like 150,000 150,000 to that line item again. And that's would be sort of an increase and
money we couldn't spend somewhere else. So again, like I said to Connor last night, this was more of a uh it's like a choice that we have. We have to borrow. we have to do something because we started the project and we banned it so
that we could have cash flow. And so we either borrow and spread that out over 20 years or we take free cash and pay for that entire amount now uh and save that interest over the life of the loan.
Um, again, the if we don't do that, we just have to add that into the the general fund budget in terms of debt. Um, that that's really the the nuts and bolts of it. I'm sure
there's questions and again, uh, Ralph's already smiling. Uh, and that's fine. >> Directly at me question. >> No, no, no. Of course there's questions. And again, it's no small amount of money to just appropriate Uh, and so I want to make sure that you
have all the information you need and if there's any questions, obviously Kim's here as well. Um, and we're happy to answer any of them. Again, this was our thought as the best plan of attack uh
for this for this money is to to pay it all off now so that we're not paying 1.8 over 20 years. So I do have questions but I I want to give everyone a chance.
>> Okay. So the 1.3 million is what we've already allocated. Um we already took a vote on it to spend that. Correct. >> Yep. >> Um and that vote was to allocate the money or was it to specifically bond the money?
it. Well, if there was to bond it, then don't we have to um revoke that decision before we allocate out of free cash? >> I don't think so. No. >> Yeah. Because >> Come on up, Kim. I'm guessing you're going to have to answer one or more of these.
>> I'd get you up here. >> Um no, because we already banned the money. So, we've all we've already um fulfilled that obligation. >> Okay. >> So, now we can choose to use retained earn. Well, like as in the other funds, we use retained earnings. We can choose to use free cash to cover it rather than
permanently borrow. >> Borrowing at 3 and a half% would seem to make a lot of sense because the rates so low, isn't it? >> Yes, but we also have 13.3 million in free cash and >> spend that.
I don't know what your intentions are for this plan. Um I mean yes, it's a good time to borrow. So we could definitely borrow the money, free up that money and free cash and then you can use the free cash for anything else. We just wanted to give you what that
picture looked like in terms of, you know, health insurance costs are going up significantly this year. Um our excess levy is at about 1.6 six. And I'm thinking going into this year, we're probably going to have to dig into that
a little bit. And slowly but surely, as we come closer to that excess levy, that becomes a budgeting issue for the town. So, we're also looking at adding $150,000 to debt if we borrow this 1.3, which is now fighting with that budget as well. So, we're just always looking
for opportunities to kind of reduce the general fund budget if we can. So, just giving you that information. You can choose to um you know reduce the debt um I mean choose not to increase the debt budget by putting this in there also
saving $560,000 over the course of it or you could choose to borrow it and we can move forward with that and then the 13.3 is you know available for anything else. >> So so that was the point of having the conversation was we we were always going to have to borrow it. We we had to do
something right and so is there a better option here and of this what was the what was the total number >> uh to borrow four >> 4.6 I think >> 4.6 1.3 of which was general fund the
rest of it is split between sewer water and storm water. So none of that three the the 3.3 would hit the general fund. we we we have to come up with the money somehow. And if we were going to borrow it, we'll just borrow it. That that's what we plan to do anyway. Like if we
didn't think we had enough free cash to make this kind of decision, we would just borrow it because that's what we'd have to do. So there is this other option though that allows us to save this money in interest. And so naturally, we put it in front of you to see what you thought.
>> Just to clarify, so we this because I was confused. So this we've already we did this like about a year or so ago, right? >> This this money was Yes. >> Yeah. >> Yeah. We had originally appropriated like 800,000 and we had to come back and
appropriate additional because right >> the cost was a lot more than what we had expected. >> And so to make it even more confusing, that first part was permanently borrowed already. So it shows up on the list of our debt. >> Which one? >> Mountain View Modell. the first
>> the first part of the >> right. So even if you were to say spend this 1.3, you'd still zoom out and be modular around the debt because that got borrowed >> probably twice >> that got borrowed in 21 22 >> I don't remember all of that.
>> It was it was a bit ago >> four years. >> Yeah. So maybe it was 20 22 23 something like that. Um, again, just talking about the options of what we can do with our money and how we want to make it work for us. That this is where we're at.
>> So, just a comment to the counselors, one of my thoughts was because we had so much free cash to allocate more towards roads this year. Um, a large chunk, but if we're using some of it to do the
school, that could um cut down on what we can and can't do. Um, again, I'm not I'm not against either way. Um, just trying to put options out there and our thought process down the road. Um,
>> again, we still have, would you say, 13 >> 13 million >> 13.3 >> 13.3 The other thing that I I do just want to bring up is that come August, September, around that time, we will have to go out and borrow again. It will be for the school in the niatorum, which
is exempt. So that doesn't affect the general fund budget, but there will be borrowing in there for Maple Shades Roof and that's an MSBA project. There will be a reimbursement, but I think that project is estimated about 3 million.
Um, so do you know I'm sorry, Tom, do you know what the um reimbursement is? >> No, they haven't they haven't established that yet. >> Okay. They're still working through some of the parameters about if solar is is going to be required and so there
there's still a lot of questions before that comes out. >> Okay. So, if we have to borrow again, is can we add other items into that borrowing or is it just um for the school that we
in other words, let's say we as a council vote, hey, let's add $4 million. Um I think Long Meadow did 5 million for paving. Can that be added to the future bond? >> It could. Yeah. >> Yeah. And I think we that was a
misconception at the beginning that that school borrowing had to be all by itself. >> That's what I thought. >> Yeah, >> they've answered all my questions. >> Well, not quite. Don't go. >> Yeah. No. And again, it's just a question of what what what your comfort
level is and what your idea for for the whole pile of money. I don't mean to use that phrase, but uh if if that 13.3 you were ear you're marking for something else, then we'll just spread out the 1.3 over the 20 years like we probably would have
had to do in another year when we didn't have 13.3. Um it it's just like a sort of your option so to speak. >> Does anyone have any >> I would just comment on uh the 13.3
and did we have any other thoughts about it? Um, I would uh say I don't right now because I'm waiting to hear what you and Rebecca and Kim might uh have to to say
about that and what we what we ought to consider. >> Okay. Okay. I think a chunk of it's probably going to go towards our fiber. Um, I would assume because the make ready has got to be coming close. >> We're we're we're about a week month
overdue at this point and so I apologize that there's been no update on that. We are still working through the logistics with the utility companies. So, sorry. At this time, I think it makes sense to like their request and do it out of free
cash and then down the road if we make the decision to spend the money and we need it, we can borrow it at that time. >> Yeah. Yeah, I mean that's kind of my thought too is I think knowing that we have pretty healthy amount in free cash, it makes sense to save on the interest
now and we may, you know, take some for roads and other improvements out of free cash and still leave us with a healthy amount. But then any future project that we could envision over the next year, whether it's moving fiber
along or whatever else may come up in the capital plan, maybe there's some leftover or maybe at that time it's appropriate to borrow that money in the future, but it doesn't make sense to borrow now when we don't really need to.
So, I'm fine doing the uh this project with free cash, but just on a note with a paving, could we start maybe looking at some different alternatives in terms of if we know we have, you know, $4 or $5 million put put towards paving, what we know we have coming in on chapter 90
money and potentially what we might look at in terms of borrowing to make a substantial kind of impact on it. just could start looking at some different options for you know like a combination of free cash borrowing chapter 90 and see how we can make one maybe one big dent in the next couple years. Well, that was sort of a request I had had
already for DPW and I think have sort of a robust uh list of roads that will be will be coming. Again, we we'll have to we got to plan accordingly. If if it doesn't seem that Prospect and North
Main are happening this fall, they're certainly not going to happen this winter. Uh, I just want to make sure we don't have too many projects going on at the same time because all these projects have to be man. >> They're driving into each other. >> Yeah. Right. Well, >> a detour going into a detour. >> Somebody needs to manage this project in
order for it to be done right. And and that that takes a lot of time obviously. So, if we're paving too many roads at the same time, but I agree. And to answer your question, if I had my way, a lot of a lot of that money uh is going
to go say half the fiber, half the roads. Uh again, I'll I'll always keep leaning back to the fiber because it will be a revenue stream when it's done. uh which is a very uh very unlikely
opportunity for a community to to create a revenue stream uh sort of at this at this point. But uh yes, the certainly the roads program uh we're we're Bruce is working on capital right now. I know
I see premarks in a bunch of roads. >> Yeah, of course. Uh I see premarks in a bunch of the roadways that I had mentioned to Bruce and Mark Burman. Uh probably for cing. Uh so I think that plan is sort of already underway. Uh but
I'm guessing uh well like I said with that debt number coming out so if our our policy for capital is uh 3 to 5% of the budget net of debt which is another reason to keep this debt number going down that means we spend more money in
the budget on capital and then we add our reserves on top of it. Now we have this capital plan that continues to grow like it should. Um, and so yes, to answer your question, I I would love to have a robust robust paving plan. And
we're talking about possibly next year, uh, you know, obviously the the state will be doing North Main, uh, excuse me, Summers Road, Prospect, Pleasant Streets on the list. Uh, where I've seen the marks are the rest of uh, Parker Street
where we left off at Fernwood uh, all the way to Metobrook and then Metobrook, which is terrible. uh and probably Hampton Road out to the line. So that in and of itself is an enormous chunk. And again, like I said, the when I say
pre-mark, I mean they have to dig safe the marks and they have to locate the spots where the guys are going to drill the cores to see what we got there and what the design will be uh when we build the road. Um so that that is underway. uh the roads are uh high up on the list
and again I have fiber at 1A and roads at 1B but I mean that I think is where we make a huge investment this year >> and I think something like we've talked about too when it comes to roads is in the past we've just kind of thrown a
blanket chunk of money at it but we didn't really know what that was going to add up to completing a street wise but now that we have a better idea with the plan and then future plans that the DPW are putting together will have a better picture of what amount that will take rather than just saying ah what
about 300,000 it's >> an actual project estimate so it's tangible and not just thrown into the account uh and that sort of is the path that I had asked Bruce and Mark to go down and they're they're already on it so um so I'm excited to see what that
looks like and again we we've been getting a bit surprised that price is not as high as we thought they were going to So hopefully that trend continues. Uh I know you guys, the DPW's been getting creative with our
treatments. Uh and um so I'm excited to see what that is going to look like when capital cap you're done with capital already probably, but I think everybody else everybody else has till November 15th to
to submit. Uh but yeah, that that is something that that we're going to key in on the on this capital plan for sure. >> Well, so one last followup. Um thank you for for talking because it gave me the opportunity to come up with a
our investment income. I know this year we had an an extreme amount um basically interest on the money that's been sitting there. Um I'm just curious a percentage rise what percentage are we earning? Is it
5%. And so if we borrow at you know three and a half does it make more sense to leave it invested at five? >> So it's really hard to answer that question because all of the money is in so many different places. Um,
a a lot of it that's invested, I mean, if it's in a CD, we're probably earning about 5%. If it's in investments, we're probably earning more than that. So, yes, by borrowing it, you're making more on it than what we're paying on it. And
I and for a larger project, something that's going to last a year, I would say that makes sense. I just don't know how long this project is going to last. So, like how many months you're really going to be able to uphold that money and make
interest on it. >> Do we do Do we have a like substantial completion date on the yet? >> Uh >> they just did demo so I I don't know what >> the water man's going. It'll be ready for next school year. So, it would
probably take the the rest of the year. Um >> it's probably not a good idea. based on taxes of towns to tax people hold their money just to make interest on it. That's like a byproduct.
It's not like myself. My personal investments, if I'm looking at buying a car, I look at, well, geez, my investments are making 8%, I'm paying 3%, that's a net profit of 5%. I'm not sure that's the way the town can really assess it.
I mean, I think it depends on what the intent was. If the intent was to borrow the money and you want to do that and the benefit from borrowing it and the time frame that we have is that we're going to earn more than we're spending,
then I don't see an issue with that. >> There's always Vegas. Any other questions or comments? >> It seems like I don't want to speak for anyone, but it seems like the consensus is that we would still move forward with the free cash and then if that's the
case, we can take the motions in order. >> You ready for >> I am. I move that the town appropriate $100,000 to pay additional costs of the Porter Road project and that to meet this appropriation set amount shall be
transferred from the following balances of amounts borrowed for the various projects that have been completed and for which no financial liability liability remains as authorized by general law chapter 44 section 20. Date
of order May 24, 2022. Amount of $574. No, I'm sorry. $574,275 for the sewer project. Amount to be reappropriated $50,000. May 28, 2024.
Amount authorized $100,000. Project for sewer and amount to be appropriate reappropriated 50,000. >> I'll second that. Motion's been made and seconded. Is there any further discussion? Seeing none, all those in favor, please say I. >> I. I.
>> Any opposed? Motion passes. Then next we have appropriating 158,19 for three projects. I make a motion to appropriate from sewer retained earnings 73,931
to fund 3420009 Daws in Lynwood pump 69,000 to fund 342213 meter modules and 15,69 cents to fund 34220214
inflow and infiltration. Second. >> Motion's been made and seconded. Is there any further discussion? Seeing none, all those in favor, please say I. I. >> Any opposed? >> Motion passes. >> And last, appropriating from free cash. >> I make a motion to appropriate
$1,340,000 $340,885 for free cash for account number 3422012, Mountain View Elementary School Modular Classroom. Second. >> Motion's been made and seconded. Any further discussion? Seeing none, all
those in favor, please say I. >> I. >> Any opposed? Motion passes. >> Thank you, Kim, for the explanation as well. >> Next, we have approval of our October 14th meeting minutes. >> I make a motion to approve the October
14th, 2025 meeting minutes. >> Second. >> Motion's been made and seconded. Any further discussion? Seeing none, all those in favor, please say I. Any opposed? Motion passes. >> Old business. We had the transparency
bylaw update. >> Um so uh we we got to work on this uh almost immediately the other night. Um, so if you click on the transparency tab now, we've begun populating all the necessary uh contracts
um and uh payroll from FY24, which was everybody in town. There's a big spreadsheet that uh brings you to another link, but uh we're still waiting for a few uh I think a few contracts from the schools. Uh Audra's been
working with them uh getting all that information switched over and then loaded into the onto the website. Um again, uh we got it all on the quote unquote transparency tab. Um whether or
not it's uh in a way that uh pleases your eyes or not uh is something that we can continue to work on. Again, the there's a few icons on here, some that were already there. Uh contracts, uh open payroll,
open checkbook, annual town reports, financial reports. Um again, all on there sort of in one place so that um for for ease of viewership, which I guess was the whole point of the transparency law. Um
so anyway, uh I don't know if there's any other questions. Again, we'll continue to uh upload as we get the information and then update as the new information comes in. Uh obviously, a lot of these contracts uh get renewed from time to time. Um and um I think
what by March we were going to have an updated uh wage sheet um updated as well. So um thank you for the push uh and uh that that's starting to look pretty good.
Great. Yeah, I just looked at it while you were mentioning, so I do see more in there. Any other comments or questions? >> So, just a comment. Um, and this is for the residents. If you go to the uh East
Log website and click on the tab that says government, that's where you'll find the transparency tab and you click on the transparency and it'll bring you to all the information. Um, >> very nice. I appreciate it. Thank you. Sorry it took so long.
>> Great. Thank you, Tom. >> Yep. >> Okay. Next, under new business, we have discussing the proposed center town district bylaw. Um, we did receive a memo from our planning director, Rob Vuella, which I'll just quickly read
that said, uh, "Dear Miss Quaglei, on behalf of the planning board, I wish to move forward a proposed zoning amendment for the town council's initial consideration and review. The proposed amendments pertain to creating a new mixeduse zoning district with relative regulations and amending the zoning map.
The proposed additional language would be inserted into section 450-2. uh 455.6 455.12 newly proposed section 4501.2
table 3-1 and table 3-2 text in blue indicates language to be included while red strikethrough text indicates language to be deleted text highlighted in yellow indicates language intentionally singled out in order to promote further discussion. The board hopes that the town council will
consider moving this proposal forward and to jumpst start the public hearing process on behalf of the board. Robert Wella, director of planning and that was submitted to us on October 23rd, 2025. Uh since it's not like a first reading
on behalf of the council, we won't read through like we normally would the entire attachment, but it is on file with the clerk should anyone wish to see what the contents of that are so far. Um, but then I'll turn it over to Tom to see if there's any other introduction that
you wish to make about >> Well, first of all, I'll I'll e or sort of pass along Rob's apologies. Uh, he had a conflict this evening. So, uh, yes, again, I think I always use this phrase, he has to watch me muddle through. Um so this most of the bylaw is
uh the fruit of um our exercise with PVPC uh the 40R feasibility grant project. Uh they provided us with uh sort of a draft bylaw uh which Rob um through
meeting with Rebecca and I uh sort of crafted the the proposed language for um you know based on uh what what our conversations we had with the public uh steering committee members
uh other departments um proposed uh or possible developers in town uh to sort of get their input on uh what what kind of projects they could do. Um what what sort of return on
investment uh key points there were. Um and again uh putting this forward to to sort of start the process and asking for a recommendation to the planning board um you know to to get their public hearing
process going. Um is there anything else that you want to add Rebecca? >> Great. So with that overview are there any discussion points Ralph? >> Oh thank you. Um,
so as you know, I'm on um the bylaw review committee and I would ask that we um put this off at least for a few months until the bylaw review committee finishes its task of going through. Um
we've haven't even reached the zoning aspect. Um, we already have a zoning diagnostic report which has given us u multiple issues to address under it and in the middle of that trying to add a
center town district. Um, I just feel it's too much all at once. Um, I would rather see us uh finish our job that's mandated under the charter. um add the zoning diagnostic in, get
that voted on, and then we can adopt this into whatever new form our zoning bylaw show us. Um to try and and do everything at once. I mean, as it is, between this report um and doing the
bylaw review, it's a lot. Um I just I think it's too much to ask, especially on one committee like this. And I think it makes no sense to adopt it and then we come back and say, "Okay, well, we're going to change all of this to this and
it just doesn't coincide." Um, that's my thoughts on it. And I'm not against I mean, I started reading through and all and I'm not against what they're looking to do. I just think the timing if we could postpone it a little bit would be advantageous to our subcommittee.
you know, you and I attended that meeting where they gave the the presentation or the the the recommendations for what we should work on and there was a lot more involved than I anticipated. So, I didn't know this was a concern, but it makes sense.
This is there's a lot of detail in this too that deserves, you know, attention. So, um I don't know what we would do if we put it off for a few months if we, you know, um that's up to you.
>> Any other thoughts? >> Just a I think to add to Marilyn's comments, you know, one of the things that struck me in that last bylaw committee meeting was the amount of cleanup work that needs to be done in the existing bylaw. There's going to be a cost of doing so. to add something I
think of this magnitude to that before that process is hasn't even really gotten started yet just seems it's the con it would make things a little more convoluted I think than they need to be at this point and to just to hold off to see what comes out of that process to
see if we need to do anything with this bylaw before we really start drilling into it terms of cleaning it up or making it more in uniform what may change in our existing bylaws might make a little more sense I wasn't anticipating what
the folks from that we hired to do the the the cleanup work presented to us. Um >> there's zoning diagnostic. >> Yes, thank you. There's a there's tremendous amount to it. >> Amazing.
>> And a lot of great suggestions in a lot of work that's going to need to be done by our subcommittee in order to to mesh everything together the way we need to. And a lot of it's going to have to be in conjunction with the planning board. At the same time,
>> there's a lot in the diagnostic report that has to do with cleaning up inconsistencies and things that are mentioned in one bylaw, but might contradict another bylaw. And I wouldn't want to see putting something this large into that that may further complicate
just that effort alone. I'm torn because I agree that I don't want to make it more complicated or hard to to do without having done that other cleanup effort first. But I also think that this is going to
be like a long enough process for this bylaw, too. And I'd hate to make that like start even later knowing that it'll take a while before that part completes. But then I also know that we still as a council, probably at a future meeting,
have to reconcile how we even want to move forward with those bylaw changes given that the ballot question failed at our last elect. If we attempt that again and try to get a more clear message out about it, because if that doesn't
succeed, I'm not even sure that any of our bylaw cleanup efforts will actually happen. So, part of my concern is once we refer this to the planning board, it starts a clock and you only have a certain amount of time to hold uh public hearings and
stuff on it. So, I'd rather not start the clock and just say, "Hey, let's give us a few months to try and get through most of this. >> You have a deadline. >> What What is the time?" So, they have um 60 days to open the public hearing, but
then the public hearing could be continued on and on and then there's >> which I'm sure that the conversation about this will continue on and on. Uh okay. But but 60 days would start would start that clock. Okay. >> Yeah. But I do think there was something
in there that we always forget about that if the planning board doesn't close their public hearing and make a recommendation to us and I forget what the timeline is. We still have to hold a public hearing and vote on it, too. So, it's not like we have unlimited
>> unlimited time. >> The timeline once the planning board closes their foundation, they have a certain number of days to forward I'm sorry, once the planning board closes their hearing, they have a certain number of days to make a recommendation over to you. And if they don't, then you
can move forward with your process, close your hearing, and deliberate. >> Right. But I thought there was one in there too that no matter when they close it or if they didn't close it in time, we still had to hold one. >> There's no closing it in time. It's just
a matter of us getting a recommendation over to you once the hearing portion was closed. So you could continue once you open the hearing, you have to continue to make certain you can continue on and on. Once you close the once the planning
board closes their hearing, they'll forward a recommendation over to council. Council, it would be advised, leaves their hearing open until they receive that recommendation and then you can deliberate on that recommendation in public hearing and
make a decision. I do also want to note that >> I can hear um >> I'll just also note that I think that the way that the planning board and the council um had a joint meeting to
discuss 4DR and the direction that we were going in that was very productive. Um, I think there's there's a hope that >> planning and council or maybe planning matter subcommittee as a representative body of the council are meeting jointly through this process. Um, because I
think that it makes for a more productive discussion if both bodies are there hearing the comments that are raised over time. Um, I think it's also more transparent for the public and whether it's residents or developers or anyone who has an interest in this
issue. If you have a full public hearing process for planning board and then a full public hearing process for council and they're separate, it feels a little bit um confusing for people to weigh in and come to the table with their thoughts and then if they made it over
here, do they have to come to the planning uh to the council after the planning board to make the same points? Um, I think it makes the the process um like overly complicated for the public to participate in and it also creates
um what do I want to say an opportunity for two different decision-m bodies to make decisions in sort of a vacuum from one another as opposed to being able to understand some of the rationale or thought that went into you know the the
version that's being crafted considered along the way. Um, I think that the two boards would do well to work together through the public hearing process and then at some point planning closes
theirs makes and then in in the same way that the normal process would be followed where they close their hearing, they make their recommendation, council's hearing is remained um left open so you could deliberate on the recommendation and then once you make your amendments you would forward a
final version to the full council. from either the subcommittee or the full council. >> May I I know there's a section in the bylaw that addresses site plan review and special permit can be taken up in
the same evening so that the developer who's making the representation doesn't have to bring all the people twice. I'm not sure how it deals with separate public hearings for planning board and the town council with respect to how the
statute would look at that. >> It's I would say it's it's governed by 4DA which is the >> Does it say specifically that you can have both together? >> They wouldn't they wouldn't be a single public hearing. They'd be two public hearings. So So the same at the same time. >> Yes.
>> Okay. So they would be noticed separately for the same time and place and then whoever's representing the planning board would have to open their public hearing. Council or sub subcommittee of the council would have to open their um public hearing and they're just taking place at the same time in the same place. But they are
independent bodies making independent decisions. However, the opportunity for deliberation across bodies is possible. And if a whether it be planning board or the council um moves to um postpone a decision
for another night to take things to just um can we do that? You can you can not say I'm not against it. It's just it's a it's an interesting concept. >> Yep. So you can um both bodies once they open the hearing they can continue their hearing to any date certain. um they may
decide to continue it onto the same date and continue to meet quote unquote jointly to work through the details or if there was some reason where there was a conflict in scheduling you could have them continue to a separate separate
date and then reconvene on a later date. It all it all just has to happen. Um your your public hearing once it's opened has to be continued to a date certain each board is making their decisions separately but they will be able to communicate to facilitate more
collaboration and coordination and I think there's a lot of um value there for the for the bodies and then also for the public. >> Would this help you? >> So I I would agree that process makes sense. Um, I just don't think we should
even start down that process. And that's why I mentioned this tonight. Um, and like I said, it's just it's so much going on already to throw something that's this big into it because this isn't just um, you know, a simple little
zone change. Hey, we're changing this word or that word. Um, this is a whole new district. Um, and I just my feeling is if we could just postpone it temporarily. I'm not saying throw it out the window um by any means because I
I definitely think uh this is something that we need. Um but I'd just like to get through some of the things we already have going. Um, and >> just so Marilyn and Conor know the some of the with the other process with the bylaw review committee, there may be a
lot of conversation needed with the planning board and the council just in regards to what the intent of some of these bylaws are. There's not even it's not clear in the current according to the consultant, they're not it's not clear in our bylaws what the intent of some of these things are. to maybe have to have a lot of conversations amongst
his body which may influence how we look at this bylaw once we get more educated and get down that process of how we look at this. So we might doing it on a dual track might be problematic because we might be changing some stuff with
purposeful intent in the existing bylaws that may I'm guessing conflict with the intent of this bylaw. It just it seemed like a lot. it would be difficult to have those multiple conversations at the same time in separate hearings in you know in a public setting with another
body alto together. So it just it just seems like I agree. I think it just seems like a lot to to bite off all at once here. >> Something we could consider um knowing that the consultants, you know, kind of left us with homework
about the general policy questions. they would do all the technical, you know, clean up and formatting, but we still had to figure out what kind of policy direction we might want to to answer. Even though we may both as a council and planning board not have weighed in on
the contents of a drafted bylaw, we could, you know, put that towards the direction of they've been through it policy. So, we met uh Rob and I met with the consultants on Monday to sort of debrief about the last bylaw review committee
meeting. And I think that Rob was encouraging the consultant to um do some survey work with the community. Um and then the thought was that those results, survey results would pre presented to planning board and town council
hopefully in some sort of joint session. Maybe they're invited into the chambers here again. Um but that way you could um I guess on the policy recommendations see sort of like thermometer reads on where the public is interested and then
also it creates a single venue for the the public to weigh in at a public meeting. But then also you would be able to sort of rank order the substantive policy changes that you'd want to make. But I think at the end of the day those policy changes are going to need to be
sort of like ticked off one by one. Whereas the technical review and the grammatical sort of changes um you'll have a package and although you probably have to um list
each change in an agenda, there's there shouldn't be anything standing in the way of adopting technical changes as a package once they make it onto this body's agenda because you are the you're the commit. you're the body that
makes the zoning bylaws. So any technical review that the um consultant provides you can be adopted through the normal sort of bylaw change process here. um it would say, you know,
multiple amendments to like you'd list it legally um with an advertisement that said like multiple changes to chapter 450 of the zoning bylaw and then you'd have some sort of like document that listed all of the changes, but you could
while you'd have to list them out, you could largely vote on them as a package. >> I'm not sure about that under our charter because it's it's very specific. you can make one change on one item. Um, and we did that purposely and that's why
we went for >> charter change to allow us to do multiple things at once and the town said, "Yeah, no, we don't want you to do that. You're going to be >> sneaking things through or something." And I don't know what the thought process was, but >> they're still listed individually and
you're still reading them in individually, but you can vote on them as a package or if somebody is like upset about like one item, you could probably pull them out. >> I I understand what you're saying. That's what we did the first time with the charter amendment. Um, but even the
attorney was very specific on what we could try to group together and what we couldn't. And um, but that that's down the road. Um, I mean, like I said, my thought process is just we've got a lot on the table for a subcommittee right
now, and I'm just asking for a few months additional to clean up what we have before we jump into this. >> When do you anticipate that the chair >> um that your committee would be done? My recollection is did was there originally
a deadline? >> March. >> March. Okay. And I'm hearing >> going to be >> I'm sensing that that's not going to be feasible. >> Well, it could be depending on Saturday, Sunday, Monday. Uh
>> I think >> back really opened our eyes and >> we may have to re-engage with them and come back to the council for an additional appropriation to maybe have them engage in doing more work. um which would be a more of a parallel track to
the other bylaws we're currently reviewing. So it may expedite that process a little bit, but it's if we have to take that on on its own, it's substantial. >> So the general bylaw portion, I believe we're more than halfway through. >> Yeah, we're over threequarters of the
way through it. Um and again we've had to divert a few areas to different departments um to try and get their opinion and their thoughts on hey what's the best way to go forwards with this um
you know I don't think um like in the health department listing um you know bulls in there when you mean breed a dog you can't just say bulls um just doesn't because everyone's
thinking cow and it's like no no no no this was actually for bulldogs but because there's so many within that that so I mean there's a lot of moving parts in it and uh and I know Tom's had a list
of them that that Ryan's forwarded over to you. >> I do think Oh, go ahead. Oh, I was just going to say sort of as like an observation. It this sort of reminded me when I was reading this of like when we did the mixed use bylaw. Uh, and I remember
having been a part of it and a few people on the day here being a part of that. That like I think was over a year maybe in total between when we first started it. So I do not withstanding what's already been said. I'd be open to starting it soon. I do understand the
argument of like not I would not want this hypothetically to be decided upon of course before you guys finished but maybe doing it a little bit on a dual track I don't think would necessarily um you know mess anything up in a in a major way because just being mindful of
the fact I feel like this will probably attract a decent amount of public attention being that it's a very public area people have a lot of views on you know housing and what type of housing we want and whatnot. So, I think it'll take at least a couple of months, maybe maybe
closer to that year timeline that we had with mixed use. So, you know, we could be if we the later we start, it could be going, you know, well into later on into, you know, the decade. Um, so, but I I do agree. I mean, I don't want to
like this is a big thing, so we shouldn't necessarily um put something big in there before making all of these what will probably be substantial changes that you guys will offer up. But so just a thought. >> So could we move this uh agenda item to
our December our first meeting in December? >> Yeah. And at that point, um, hopefully the bylaw committee will probably be through the general bylaws and all and make a recommendation at that point. >> I also think we'll have a better idea from the consultant where we're at and
what we need >> and what the timeline would be if you guys would need more time. >> No, I think that's good in the middle that way there. not waiting until we're completely done, but we can >> re-evaluate and hopefully kind of as that one's ramping down, we can ramp this one up and
>> my season's over and I can spend a lot more time >> and then you can do Saturday funday. >> Yeah, exactly. >> While you are in Boston, >> although I may miss that December meeting >> is your other season. Yes.
>> Do you need a motion or >> motion to the table? Yeah, I think that's a good idea. >> Post postpone or >> so table this December first meeting in December second.
>> Motion's been made and seconded to this topic until our first meeting in December. Any further discussion? Seeing none, all those in favor, please say I. I. Opposed. Motion passes. >> Thank you. Thank you.
probably already did the next preview. >> Yeah, we basically talked about our uh bylaw review committee update. All I was going to mention on that was that we had the presentation from our um consultant who presented the diagnostic report and
kind of presented two two additional tracks there. One was the grammatical and formatting and just structural changes and also trying to gain some clarity around what was currently in there and rationale if we had any for
what some of it meant or what it was intending. And then the second half of it which was more the to be determined stuff is the you know general policy questions. Are there things that we like that we want to keep? further things that we want to add that they could
consider um drafting something. Um there's anything I'm missing feel free to add. >> They're coming up with some of the policy questions if I remember correctly. They're going to come up with purpose questions and stuff um that we
as a body and the planning board should be looking at um for going forwards with it. Um I think there was like you said the technical and then the purpose that they were going to craft. Um I know Rob had mentioned to them something about a
uh public outreach uh portion of it. Um >> that that would be the survey component that I mentioned. >> That would be the survey component. Okay. >> Yeah. I think that mostly covers the club. That's it. Great.
Okay. Then next we have our FY25 metrics from the Department of Public Works. >> How bad are our roads? >> Too long. Oh, they're pretty bad. >> Well, thank you all for having me this evening. Um,
you guys all have the report I put together for you. Um, there's a lot of information in here, >> a lot of information not in there >> and there's a lot of in there. So, uh, please be patient as we go through this, um, through the chair. Do you want me just
to start off from the beginning? We'll just go through each section. You guys can ask questions once I have presented it to you. We can just go that way. All right, sounds good. Um, so the first uh portion of this report is uh about our work order system. Um, in 2024, we
switched our work order system from 311 to the open gov system. As you can see in the metric, everything used to be put under highway. Um, so you can see in FY24 about 1,600 work orders. Um, and then we had a separate work order system
for um, our building maintenance only. That's um, that system did all our buildings and our fleet maintenance. Um, so you can see in there in FY24 about,300 under the building maintenance, 1,600 under parks and
highway. Uh please keep in mind as you look at the building maintenance for FY24, there was a lot of duplicates that year. So on average, we typically about 650 to 700 work orders in the building maintenance division. I did did look at previous year's reports. So that is on
track um for this year for FY25. Um so for FY25 um we did get that new system in uh December of 2024. We're still playing with it. Uh putting in more data. Um and this typically takes a few years to get
all the uh required data in the system. It took me about five years to set up the uh the impulse system and I believe Kathy um was a part of that system in the beginning. Um so we're doing a lot more. We're doing a lot more tracking uh moving forward. So, as of today, um
through all the different divisions, about 3,9 uh 3,099 work orders excluding the building maintenance side of things. Um but we're tracking material costs now. We're uh tracking labor costs, um preventive maintenance costs, all those
items are in the system now. And you can see that in the back of the report there's a dashboard. Um it kind of gives you and this can be adjusted accordingly. Um, it tracks all our costs and everything else in each division. Um, any questions on that right now?
>> I'm just curious under the work orders. So, let's say um Park has a faucet that's leaking. >> Yep. >> And the principal calls you and says or puts in a work order. Hey, the faucet's leaking. And then the vice principal puts in a work order that says, hey,
that faucet's leaking. Does that count as one work order? Is it one job or does that count as two work orders? >> Right. So that's what had happened in FY24 when we got our new uh new facilities person in. They expanded the
people uh submitting work orders. So we typically try to just have the department head or a principal or their designate on one person um entering work orders for each division or each department. And if it doesn't get addressed quick enough, do they do
multiple work orders for the same project? >> And sometimes they do. Yes. Uh but part of this system as well, the previous system didn't email that person when you entered a work order system through 311 like Impulse did. So when you entered a work order, when it was converted to a
work order, so it assigned a task, then it's converted to a work order and then that work order is then emailed um um to that person who requested it. >> Yeah. I'm just wondering, like I said, if there's multiple for same job, >> right? And typically
>> sometimes that skews the numbers. >> It does. It does, but well, right. >> One faucet, >> right? Yeah. So it's that's part of the manager's uh uh job as well to make sure there's no dup >> I wasn't sure if the new software >> it yeah no it doesn't differentiate
between Yeah. 12 jobs but 40 were >> right. Sure. >> Okay. Thank you. >> Okay. Um any further questions? >> Not yet. >> No. Okay. >> Um um under the highway divisions we
continue to uh uh well over this past summer we're working on the Summers Road and Prospect Streets. Uh we repaired roughly about 67 catch basins and on Summer's road uh 40 storm drain manholes in order
to get ready for the paving for for this upcoming year >> this fall. >> Yeah, for this fall I was go I was hoping fall. Um but unfortunately it's happened now. >> Um so we continue uh to wait for the for the call from Mass DOT to get that
project going. Uh we're continue to do roadside easement maintenance, roadside mowing completed uh twice a season. Easements clearing has begun and will continue uh through the through the winter months, more specifically when the ground freezes. So that's when we do
our sewer easements through the uh through a lot of the wetland areas or the really really wet spots um in town. So we wait for the ground to freeze, get in there with our Bobcats and clean those areas. So if we do need access to clean manholes and things like that, we're able to access those areas.
Um our winter operations um are in progress. We have five sanders um in place already. We've already procured all our winter salt and we're going to be ordering that salt on November 1st. Um so we're ready to go. Um pavement
management plan has been completed. I believe you've all received a copy of that. Um, and also with that, our upcoming needs is about $30 million in backlog in pavement management. Any questions? Um, you can see from that report um that
you did receive. It's it's very uh comprehensive. Um, it's a great guide for for us to use uh moving forward. But also keep in mind um we we can't take all that information and just go by that
as well. Um as you all well know uh when we do water mane work um storm drain work or anything like that we typically come back and then pave that road a year later. So sometimes we we try to marry those those things together you know
with the condition of the road and our infrastructure. So just keep that in mind as we do infrastructure as well. Um we we typically pave those uh roads a year or two later. >> One of the few sort of mandates five or eight years ago whenever it was the
asset management plans for water and sewer were required by D which you know was a sort of this expense that you didn't see coming. But now we have this matrix of matrix of projects that you know one sort of prevents the other from happening for a couple years. That water
man's coming up and so you don't want to pave on this side of that water man project. You want to pave on this side. So um there that's quite a lot of information that >> Yeah. And I tell people that uh as well when residents call I I agree with them that a lot of our roads are in bad
condition but we need to look at the infrastructure uh infrastructure as well underneath the road before we pave it as well. So keep that in mind. >> So Bruce, that through the chair, that report that came out uh was extremely in-depth. Yes. >> And let's say Peas Road, it broke it
into like eight sections. Well, this section, you know, maybe they uh recommended a complete rehab um base and everything. Did they come up with that based on cing >> or just visual look? >> That's a big question.
>> And hey, we're going to go out and do certain core on streets and >> Sure. wasn't sure if that's already been done and that's why they chose >> I don't believe core sampling was part of that process. I'm not sure. No, >> typically it would be visual inspection.
Uh a a experienced sort of pavement surveyor >> and tell by the deflection andor cracking what that >> what the most likely needs, right? Like what does the repair look like? Right. So the cing is twofold now proves it.
>> Exactly. And it helps with the mix design. Mark has been working in >> bold in place recycling where the whole train of trucks is pulling it up and putting it back down but injecting a mix based on the data of what's pulled out of the ground. >> Okay.
It >> is pretty cool. It >> is. I watched it um doing Westwood. >> Westwood. Yeah. It was neat. >> Yeah. I was sad I missed it. >> I kind of was. I miss my booths. Um, on the next page of your report under the water and sewer division, um,
I'm going to skip reading this whole thing. Um, we get into lead service line inventory, where we are with that. Um, so currently our lead service line investigations, we have completed 74 vacuum excavations completed to date.
Um, 6,254 service fall fall within the pre986 lead band category. So on the public service lines, um 4,05 confirmed non-LED galvanized uh for 64% and then the
unknowns are 2,249. On the private side of things, uh we have 3,410 confirmed non-LED and 2,844 unknowns. >> Questions?
>> What about the known ones? So, >> well, if they're known, they've been marked as non-LED. >> Or have we run into any that were lead that had to be redone? >> We have only run into one property with lead.
>> That's a good >> That's it. So far, it's >> extremely good. >> Um, just to just to um explain it a little further. Um, the public service lines is the the portion that the town owns. So, that's the curb stop to the water man. And then from the curb stop
to the meter is the resident side of things and that's private. Okay. So we have roughly 5,93 left to go. So we're going to it's going to be a few years um to get this whole project um completed. Okay.
Any further questions? No. Good. uh regulatory compliance and updates for the uh water division tier one publication notice plan um for lead and copper through mass D requirements. Um it's going from uh 015 parts per billion
and then in 2027 it's going to be going to 010 parts per billion. Um and copper is going uh from uh copper is at 1.3 milligrams per liter. Um under tier one public
notification plan for total colifform in ecoli. Um that's going to be changing as well. Um for ecoli it's zero. It's always been zero. That hasn't changed but it's about the reporting uh requirement for that. Um and we're also uh underway for our water and sewer rate
study. um hopefully be done by the end of this year in order to go with that tier based system. So that'll be coming uh in front of you >> something we talked about I think briefly during the budget process last year about how we want to
>> yeah for people that use more water get more basically what it comes down to. Um any questions on any of that? No. Um capital project and system improvements. The rehabil rehabilitation of the chestnut water pumping station is
underway. Um our sewers shed e wastewater meter vault pit on cross order >> as well with ty and bond. Um the replacement of the kingmain worthy Garland Donald and Burge Niagara and
Young Street water main is complete. That was done I believe in May of this year. Um, our manhole ceiling project was completed as well and that's our INI. So that's inflow and infiltration keeping the water out of our source system and
because we pay to treat that that clean water. So that's why we want to keep that from coming into our system. Um, our PLC replacement project for fiber optic stations is completed as well and our new wastewater pump installation at
Lynwood pump at Lynwood pump station is also complete. um on co ongoing uh subdivision and site inspections um are continuing at Oakwood Estates, Happy Acres, and at the high school project. Um routine maintenance
and operations. Um annual hydrant flushing program, water meter change outs, dig safe markouts, valve exercising program, emergency water and ser services, sewer main jetting and cleaning, camera
inspections of wastewater systems, drinking water sampling for mass D requirements, maintenance of 17 waste water, wastewater pumping stations, and two drinking water pumping stations. Any questions? So,
>> we um it's been a while since I looked at the sheet, so forgive me and I won't put you on the spot, but when we do the Porter Road uh connection to Springfield, >> there's really only one other major one right at Franconia. >> Yes. And that's right in the middle of the golf war.
>> Yeah, that that Yeah, >> we're not doing that during the summer. Yeah, that's gonna be a island. >> And that those three like consisted of like almost 95 like we have a weird connection on like Forest Hills, right?
There's like three houses that >> Yeah. But we ended up taking those border accounts and gave those back to Springfield. So they gave us a few um uh customers and we took a few customers per our contract. >> So they didn't have to go. >> So they didn't have to. So we had a
reporting situation where our water meter reads had to be given to Springfield and they could bill correctly and vice versa. >> Yeah. >> Because the towns were on water lines in different towns. And anyway, so again, this was when we started this that whole
the big one in North Main Street was to have an accurate number >> that Springfield Water and Sewer >> is charging us for sewer instead of this estimate that >> right >> was hard to reconcile. We'll just say
>> yes. Uh, so we're we'll be basically paying we'll be once we do Franconia, we'll be paying for what we're actually sending to Springfield. >> Yeah. >> On that, have we found with the ones that we've done so far,
>> like based off of what they had been estimating and building a set previously versus what the actual number is now? >> Pretty close. They're pretty close because what had happened in the past, the previous superintendent uh put some um the temporary meters they put in manholes just to gather that
information. So it was done through uh various manholes throughout town. Um so it is pretty close but our usage should be going down. Um and never mind that with our INI and everything else we're doing as well. So, um, but until we have
all that data all together, we're not going to know. So, great questions. >> That, um, station at Franconia, is that the one you can see from Dwight Road that's right near the brook? >> That's Yes, but that's not our station. That's Springfield Station. We just
connect. >> It's like an 18 or 24 inch main that runs through that golf course. And so, so if that's not the building, is there a different one on the course somewhere that is ours that has to be done or is >> We don't have a building. We >> don't have one.
>> We just we just gravity connect to them. >> Okay. >> Yep. >> Yep. >> Right next to the brook. >> Yep. >> A lot of our pipes are in the brooks because the >> That's the low point. >> Yeah, it is. >> That's where all the storm drainage goes. Yeah.
>> Everything flows downhill. Okay. Um, so under uh compliance reporting, we have a lot of that going on in the department. SDP requires water tank inspection. So we get an ROV, we hire a company, goes in, does an
inspection, >> whatever. Sediment uh depths are at the tank and if it meets a certain requirement, we have to take out that sediment. They check for um chipped paint and other things within the tank. but that happens every three years. Um,
so we're in good shape on that one. Um, we do com uh completed EPA and D mandated update on wastewater on and M manuals every year. Um, we also do public notification for our UCMR5 water
samples. Um, completed inflow and infiltration reports EP EPA, Mass D, and Springfield Water and Sewer Commission. Um, we did our annual statistical report for mass uh D as well. Complete our consumer confidence report for mass DP.
You guys get that letter typically around June uh of every year or early July. Um, our disinfection byproduct rules, our public notifications October of 2025. We've been doing pretty good on our HAAs. Um, so we're getting hits here
and there, but we we've been working uh closely with Springfield on giving us the required data, how much chlorine they're adding so we can adjust ours and things like that. So um we are seeing light at the end of the tunnel. Um so
we're hoping in uh by 2028 when the full plant uh goes online for Springfield, this should combat our issue. We do uh we are working on a backup plan as well. Uh we did receive a notice of
non-compliance because of how many um uh MCL's we did receive over since 2018 when this this initial uh problem kept happening uh over and over. So we are working on a another plan that you'll be
seeing in your capital plan um for this year. >> Spoiler alert. >> Yeah. Um, so >> Springfield Water and Sewer, that's the Cobble Mountain Reservoir and infiltration. Yes. >> Millions of dollars they're putting in.
>> Millions and millions of Yes. >> So, we're hoping by the time they get it done that we have clean water, >> right? Yes. >> It's always clean, Ralph. >> Yeah. Never mind that. It's so funny. Well, I have this argument. Well, I
don't have this argument with mass DAP, but I I sit there and and we get these samples right at Harkness is typically where we feel where we fail these these tests. So, it's right at the tap when it comes over the city line and we are
responsible at that time for that that water. It just uh um it just doesn't make sense to me. That's how we get it, but we have to do all the recording. The testing is on the upstreet side of our station where we treat the water before we send it to our residents. So, we
fail, >> fix, and send it out. >> Yeah. >> But that's indeed let us change it. >> Nope. No. We've tried changing the site numerous times. They won't let us as well. So, anyways, >> um so emergency repairs for 2025, we've
had eight water main repairs to date. uh broken sewer mane repaired on Kulie Avenue. That was a couple weeks ago. Um we repaired that. Um we repaired that for the paving, but we also did a water mane replacement a couple years ago. So that was the reason for that paving as
well. Um under the parks and recreation division, uh we purchase a new turf tank painting machine for field line field lining. It's a little robot. You fill it with paint. to program it. Um the guys are
are are doing a great job with it. >> Everybody's favorite. >> Yeah. Yeah. So, um it's working out great. You can't leave it alone yet because if it hits anything, it does mess up things. So, we're still working out the bugs, but it's uh it's a it's a good uh
>> line painting next. >> Yeah. Yeah. Um so, it's greatly effic uh Yeah. increased our efficiency when it comes to demand on all our athletic fields. Weekly field painting schedule implemented weather permitting. Um we've
completed our step one through three townwide for fertilization. Step four will be completed um I think it was done uh or it's going to be done this this upcoming week. um continue weekly mowing schedule as conditions allow at our 170 acres of
parkland we maintain um under building facilities. Um we continue with our preventive maintenance program buildings and schools. These consist of about 95 work orders. Energy efficiency upgrades happened at
our service building um this last summer thanks to Rebecca. Uh, we had some heat pumps installed, some AC that the guys desperately needed over there. So, um, kudos to that. Uh, we continue at 382 North Main Street. Building assessment
ongoing with other town buildings. I'm working on that. I've been working on it for a few months now. Um, just doing an assessment of the existing town hall. I'm still working on the new the the 382 property and then all the the other town
buildings um minus the schools. So that'll be forthcoming. I'm thinking with capital I need to sit down with uh Mr. Christensen and do it and see uh see uh see if we're we're going in the right direction.
Uh modular replacements at Mountain View School are ongoing. Water main replacement like I said was ongoing today. The building demolition has been completed as well. Um once the water man is in foundations and the slab on grade and all the um rough plumbing and
everything else will be installed under our storm water. We are currently in year number eight of our MS4 permit and continues to meet station requirements. Excuse me. >> We missed transfer station and landfills. >> Oh yes, yes I did. I'm sorry.
>> Questions. >> Okay. Okay. Hi. I thought you skipped over >> questions. Ralph, uh, we continue to comply with all regulatory requirements for testing and reporting uh, with mass DAP. Um, this includes fire uh, station
gas extraction system monitoring and reporting. Uh, Summers Road landfill transfer station compliance reporting, Allen Street Landfill, uh, environmental monitoring with PAST. We continue to move forward with that. um and solid
waste management reporting with mass D on that site as well. So I believe last meeting or the meeting before >> we talked about it right >> had asked about um waste oil uh containment system I believe we had
allocated funds for a specific one that mass EPA said well this is the one we really like and all and the last time I went to the transfer station they said quote unquote oh I don't think we're ever taking oil again >> so we never received monies or allocated
money for a new uh uh oil receptacle for that facility. We only had money for the remediation of the oil contaminated soil. That was it. >> The meeting that was a mis uh a miscommunication or something because
>> I know I did receive from Mass D a sample of a oil containment um unit that they recommend. >> Yep. But this still doesn't take out, and obviously uh I'll take it from you guys on how you got want to move
forward, but it still doesn't take out the element of human error up at the transfer station. Not only would residents need to go up a ladder to get to the top of this this unit and pour the oil in without spilling it anywhere, um it's it's a complicated um um way of
doing things. So I'm of the mindset of not accepting waste oil up there anymore. But >> so I thought that unit had a protective area. It was basically double. So it had the tank and it had a double wall tank
>> in case one of the residents spilt anything. Uh and that was the whole reason why we were looking at that. So that way there eliminated any of the the ground exposure because if you did spill something, it was going to be self-contained, >> right? You're still going to have that
element of like I said going up to the unit, it could fall and and spill. I mean there's there's many different elements. Um so >> I did look back at the the meeting and it was basically the allocation was for
the licensed site professional >> because we had to do all the Yeah, >> the the the remediation work of the oil oil spill. It wasn't to replace the tank, >> right? >> But we had two separate meetings. One was to replace the tank and one was for
the remediation. >> I went back to the to the >> And again, I couldn't No, no, no. And I only when I saw it just >> if there was a second meeting then I I went to I found the minutes of the meeting that we did for the LSP and and
that was what that one was for. But if if there was a second meeting that we you think we allocated money for the tank specifically then I didn't look for a second meeting because I saw the because I asked Bruce and he said no that was just for the remediation cost. >> Yeah. because I made a comment that it
just didn't seem quite right that the EPA is saying, "Hey, this manufacturer has this tank and this is the one we want you to use." Because that just doesn't seem like it's >> right >> open and fair market. Let me let me go back and >> and again I I may be wrong but um I
don't know what the council thinks and again this may be something for a future meeting but I know there was a lot of residents that used that waste oil and >> yep >> um >> yeah so obviously >> I think it was always a benefit for the town and that I mean if it's something
that we can get let's look at the cost and analyze it. >> Keep in mind too there's a lot of maintenance that goes with that as well. you have to have it pumped out. Um there's reporting. I mean there's all kinds of things that go with that. Never mind that we anywhere you buy your oil
these days, you can return it back to that that supplier as well. You go to Napa to buy your oil to change your oil in your car, you can bring it back to them. Your waste oil anywhere you go. I just like you. >> So let's look at it. No, of course. Of
course. Just >> does the um DPW facility still use waste oil? >> Yes, >> we still have our waste oil burner, right? >> Yeah. And we don't allow residents to drop it off there. We we used to now and again, but it got messy as well. It
people you just show up there in the morning, there'd be a bunch of containers of oil. We don't even know what's really in there. >> Had to stop that as well. Ralph oil. >> No. Um >> again, we we we have this conversation about the transfer station all the time.
And you know, this year we we we >> we up the rates. >> We up the rates, right? No, but there there's there's still there's still quite the difference between the expense of running the transportation and the revenue that transfer. >> Keep in mind as well, we are >> if this is another sort of cost and a
reporting thing, we just let's just let's just make sure that it it still makes sense. Um, and I will check for that other meeting as well to see if that again I stopped looking after I found that we were talking about the remediation. So
>> yeah, I believe I shared with you guys the um tank that was recommended by uh Tom Spate and everything else, but yeah, I don't believe we ever allocated any money. >> We'll double check. >> Any further questions?
No. Um, under storm water, I'll get back to storm water again. We're currently in uh year eight of our MS4 permit. Continue to meet all requirements. These items include or consist of street sweeping of all roads twice per year. Public
education and outreach in our Pioneer Valley Planning Commission helps us with that as well. Catchbasing cleanings of sumps that are more than 20% full and annual cleaning requirements. installations on an annual base of B uh
BMPPS uh GIS LIS annually. Um example bio retention areas, rain gardens, storm water wetlands, extended dry retention basins, proprietary media filters, on and on and on. >> We're uh more than 20% full now.
>> Yes. Never mind that. There's >> percent full, right? >> Yes. Now that um in year nine they're talking about uh putting together a replacement schedule for all our catch bases. I believe the talk was 20% of the catch every
community which is >> 5800 something like that here. >> Yeah. >> It's ridiculous. So continue to to move forward. Yes. Marilyn, >> you know, this is always my issue. Um,
okay. The private developments in town that are assessed just like everyone else and yet there's nothing no mitigation is done within the property. Now, I know contamination can get into the storm water and can get out into the streets and you may address it there,
but um I just don't think it's fair. I really don't. Um, in fact, this came up at the um association meeting of the development that I reside in. And there was a neighbor that was concerned, a resident that was concerned that our
water bill that the association gets and then the bills that the individuals get um that there's double dipping. Well, I took care of that and you know, I I got out my storm water rates. Um, but anyway, uh, so I know that's not
an issue, but it it, you know, I struggle with the fact that, you know, they want to know what they're getting for this money, right? >> It's nothing, >> right? A lot of it's, like you said, is all the requirements. It's all the reporting requirements and other things that we do. And never mind that, it's the testing, too. We do dry weather
testing of of certain outfalls. And by doing the outfalls um at these specific areas, you're testing for chemicals and other items that are in the system. So if you do get a hit on a uh at an outfall, you then go up that to to the
next intersection and if you have three pipes going into that, you find out which pipe where it's going um or coming from and then you follow that. So it's about finding the point source of the contamination and eliminating those. And
I know you don't see that you're getting anything for your money, but we are doing uh many things in the community um in order to uh obviously meet these requirements. And yeah, >> don't sweep our streets. >> Oh, yes.
>> Sorry. I Marilyn, I wish I could tell you I'll be there tomorrow >> for you. No, because there's, you know, there's a discussion about um even is it fair the rate? Should the rate be different >> for those properties that you can't access?
>> Sure. Sure. >> Just Yeah. >> It's an ongoing issue for me. >> I understand. Thank you. >> You listen all the time. >> I do. I I like I said, I wish I could go on private property and help everybody. >> School buses come on private property. >> Yeah.
>> Maryland. >> Thank you. Thank you. >> Um any further questions? No. under storm water. Um under fleet maintenance um 64 vehicles serviced uh across the
division. 95% of those preventive maintenance um and compliance. Um we've done a few uh major um repairs in our shop. Um our truck 22, we did a dump body removed, all rotted, repairs, sand blasted, repainted. Um the truck frame
cleaned and painted as well, and all work was completed in house. Uh we did the same thing on truck 4 involved with a motor vehicle accident over the winter sustained approximately $30,000 in damage. Our insurance company uh company
covered all the repair c costs but we performed all the service in hops. Um, our tub grinder at our transfer station, uh, repairs, um, took almost, uh, about a year to repair, uh, given the complexity of the machine and the
ongoing issue with getting parts for older equipment that we're constantly uh, running into these days. No one's keeping any parts on the shelves anymore. So, we're finding ourselves actually going on Amazon for a lot of things these days to get parts. So, um,
we're trying to get creative when we're doing some of these repairs. Um, other than that, um, we continue to fleet mo, uh, modernization modernization plan. Um,
summary of next steps, um, strengths, high pro productivity, efficiencies with staffing, and proactive maintenance. Um, next action steps, continue infrastructure renewal program, prioritize fleet and facility
replacement schedules, and seek grant funding through Mass DOT, Mass D, and MVP and green community grants. >> That's all I have for you this evening. >> That's it. >> That's it. >> Pretty comprehensive. >> Awesome.
>> You got it. >> How's our sidewalk plan doing? >> Sidewalk is doing good. I'm not sure what the balance is yet. my uh contractor that just finished up Maple Street and Westwood hasn't even sent me a bill yet. So, he's uh been in the
Midnight Oil trying to get the last uh construction projects in. Um so, I'm not sure how much we have left. Um so, >> it it was awesome seeing Westwood uh not only the street done, but then the walks done and turning and come up Maple
Street. Um >> a lot lot of compliments in >> I've received a lot as well. um on that stretch. So very happy. >> Looks excellent. Thank you. >> That's off Bruce. Thank you. >> Perspective. I mean, thank you to you and your team because you know, even
though many people in the community and even at times the council want us to do more and more actually look at the report and see all of the projects that are thrown at you on top of the regularly scheduled maintenance. Yep. And then these days, all of the
compliance and reporting stuff that you guys have to do on top of that, it's a lot of lot of ongoing work. >> It is. I get a great team and I couldn't do it without them. So, thank you to them as well. >> Thank you. >> Thanks for comments. >> Thank you, Bruce. >> Thank you.
>> Thanks, Bruce. Thanks. Appreciate you. Think we should just skip over the next item. >> Yep. >> I move we another day, >> another year. >> So, next under new business is the one
of great sadness, but I'll leave it to Julie. >> December 26 will be my last day. Um, and I wanted to make sure I had all my ducks in a row just with my retirement and all that, my staff before
I announced it to anybody officially. Um, before it appears in the retirement board agenda, my name is a new retiree. So, um, yeah. Well, I'm healthy and active. I want to remain that way and do more and see my far away grandchildren
and travel and see I'm going to start crying. though because I love my job and I love everybody I work with. But >> we love you >> ages and stages as my daughter says to move on and do different things. >> And I wouldn't leave if I didn't know I had a talented uber professional
qualified team to just carry on and do what we do. So, >> well, we're gonna miss you. >> Good night. >> No, I mean I think it goes without saying for any of us on the council that we
appreciate all of the hard work that you've done >> over the years and I think it's apparent to all of us, but even more so now being having been the president last year and now for this year just how much work you do for all of us. >> Thank you. how seamless everything
happens. And I think it's one of those positions, too, that the public doesn't necessarily see unless they're coming in to, you know, get a license or something, >> right? >> Just how much work actually happens in the clerk's office. And >> even all the preparation for the elections and stuff, they just show up
one day of the year. But >> there's a lot of stuff that has to >> Yeah, it's been my pleasure. And again, I have just a great team beside me all the time. So, thank you. I mean thankfully it's not like you're leaving tomorrow but >> right two months
>> much appreciated for all the years that you've served the town. >> Thank you. >> Which then leads into the second part of the topic is um of course the town clerk is one of those probably the most special position in Esau Meadows Town
Charter where it also serves as the clerk of the council. So kind of both serving the executive and the legislative branch whereas all other you only have one boss. >> That's why she's at the cool kids table. >> Exactly.
>> Uh so then just the part of the charter too uh section 3-2 the town manager. Of course, this is one of those positions that the council has veto authority over in addition to a few others that are enumerated in the
charter. And um there's also under paragraph one there where it says that the town manager shall appoint after positions have been advertised once and interviews conducted and of
course the veto period extends after that. So I think given that knowing Jeanie's retirement notice that the position would be posted and interviews will be conducted in the very near future.
>> Um but then I also just wanted to put this on there as well knowing how the process went with the appointment of the fire chief and thoughts that counselors had with that process. if we don't necessarily have to decide or even
discuss tonight, but something to think about if there's particular ways we wish the process might work or even just knowing what the process that Tom or follow for our
involvement in information. Feel free to let me know before our next meeting and >> just jump in right now. Sure. I've been doing this. Um would there be any appetite uh from the town manager to
include in the interview process if nothing else um the council president um doesn't have to be a part of it but can actually sit in the back and listen to the interviews um and at least that way they're
privately can give an opinion on what the thought is. Um because this position half of it basically is the clerk of the council. Um again I don't know ramifications if that's uh appropriate or not. I know in
the past uh um I believe it was the police chief um counselors were let in basically just to hear the process. >> Um and again I don't know how the president feels. I just sort of threw him under the bus. Oh, we we again we we talked about this briefly and that was a
suggestion. Obviously, it is a special it is a special position in that >> it's really the only employee that has this kind of uh sort of interaction with the council in directly, >> right? >> Um by by charter. >> So, um that's certainly something that I
I don't see a problem with. Certainly. >> And I think that it shouldn't be a surprise to the council when we find out that an appointment's been b made and we didn't even know the interviews were going, >> right? >> Yeah. No, I remember
>> the discussion that probably already took place. that that was my only thought process like I said and um I mean depending on when it happens um Jeannie probably know most people
that apply for the job. Um and I'm certain she would give you her opinion if you so asked for it. Sorry Jeie the bus. It's okay. >> I'm having a good night here. Yeah. No, I'd be happy to
continue our discussion with Tom and uh look at the details in terms of that process, but >> I think that's a good plan. >> And then I think the second part of it would just be after Tom does make an appointment is then just kind of
buttoning up the transition period because of course there's stuff from the town side, but even from the council side, just ensuring continuity there. Mhm. >> But I have no doubt that that'll happen. It'll just >> Yep. >> Next step. >> Great. If there's no other thoughts or
comments, we can move on. So, our last item is action items. Um, our next meeting is different. So, normally we have our meetings on the
Tuesday, but because November 11th is Veterans Day. Our charter says that the meeting will be on Thursday the 13th. So, Thursday the 13th on November next council meeting.
>> Um, if we have it in time, it could be for that first meeting if not the November. We could bring up the discussion that we just had of the transfer station and sticker rate math and all that. We'll see if we get some
information in time, but some point in November, we'll have that discussion again. Um, we'll have our tax classification hearing. >> Oh, 13th. >> I was also planning on bringing up uh the 250th anniversary celebration to see
if we have any ideas that we want to start thinking about knowing that that may require appropriation as we enter the budget process following. >> Right. Um, and then I think Tom said the CPC deadline is November 15th. So, it
won't be for our first meeting, but at some point either later November or December, I'm sure we'll have something that'll come before us then, depending on how long the committee, the actual CPC committee needs to, you know, meet and discuss. And
>> we'll have to have to time to publish the public hearing notices, too. Right. So, it'll probably be December, but depending on the timeline. >> Second meeting is the week of Thanksgiving. >> Yeah, that one was just pencled in. I don't have anything necessarily
scheduled. So, if we don't, we won't have to meet before Thanksgiving, but if we do have enough business, we could. But then in December, we only have the 9th scheduled because the next one would be like right before Christmas and too close for everyone, I think. So,
if there's nothing else that I'm missing, I'll entertain a motion to Oh, sorry. I I I can't believe I forgot. Uh November 11th is Veterans Day. Uh there's a parade and ceremony in front of town hall. >> November 11th starting at uh American
Legion post 293. Um so, um obviously show up and um give thanks to our veterans. >> Yes. Thank you. Yeah, >> I know I RSVPd, but thank you for the >> I know. Me, too. Yeah. Yeah. >> And uh even the veterans dinner that
they have uh the night before here at the council on June the 10th. >> So, we have both of those events coming. >> Okay. Seeing nothing else, I'll entertain a motion to adjurnn. >> So moved. >> Second. >> Been made. Second and thirded. Any other discussion? Seeing none, all those in
favor say I. >> I. Any opposed? The motion passes and we are adjourned at 7:51. Thank you.