This government meeting is brought to you by Eastworks and our local cable subscribers. I'm going to call to order the meeting of the Southampton Select Board before February 19th at about 6:10 p.m. And uh
I think you want to have the finance committee call yourself together. >> Call the meeting to order at 6:10. >> All right. May you stand and say the pledge of >> allegiance please to the flag of the United States of America and to the republic for which it
stands one nation under God indivisible with liberty and justice for all. >> Great. So tonight on our agenda we have some budget hearing our joint meeting with fin. So, we have uh these flipboard side. We got Steven, Ellen, and myself.
And we have a complete fin. >> All right. >> Yeah. >> All right. Thank you, Jamie, Randy, and Doug. Okay. So, first up, I think we have >> Yes. >> Council Aging. >> Hi, everyone. For those of you I haven't
met in person, just Oh, my name is Kate Dean. I'm the director and one of the shine counselors at the senior center. >> Okay. You're going to need to speak up. >> Speak up. Okay. Sorry. I'm not used to that. Um so would you do the next slide please? Um so the Southampton Senior
Center um provides a lot of different things. We are more than just having coffee, playing cards. We are a social environment but there's a lot of resource sharing that we do um offer along with programs and activities. So um we have information, referrals and
access to community services, Medicare and Shine counseling. So I am a Shine counselor. We have two on staff, myself and Michelle Murdoch, who is the town's VSO, but she is our dedicated outreach worker at the senior center. Um, Shine stands for serving the health insurance
needs of everyone. We do Medicare counseling for um, anyone that is eligible. So, sometimes you're eligible before you're 65, but it's primarily the 65 plus demographic. Um, we also do public benefits counseling. There are other things that people um, can apply
for and might be eligible for based on their income. Um we offer um application and case assistance with the supplemental nutrition assistance program which is new for us this past year. Um we are able to assist with the lowincome heat and energy assistance
program which is also more commonly known as fuel assistance. Um and we also do housing application assistance. We offer transportation to our 60 plus population um for our Southampton residents uh through the Franklin Regional Transit Authority. It's a partnership that we have through them.
and I'll speak more to that in a little while. Um, we have a number of programming and activities. Um, there was over 70 different programming and activities. Um, we'll go over that as well. Um, last year, multiple volunteer opportunities, not only with the senior center, but also with the town. Um, and
like I mentioned, socialization opportunities to our 60 plus population. We currently have more than 2,300 residents that are over the age of 60 and close to a thousand that are um, more between that 50 and 60 demographic. So hopefully our attendance and our membership increases over the next 10
years. Thank you. So this is our staff. Um I am considered full-time. We are open Monday through Thursday from 8:30 to 4. Um I am 32 hours a week. We have our volunteer coordinator, Andrea for 14 hours a week. Pam Con, our program
coordinator, 18 hours a week. Michelle Murdoch, our outreach worker, she primarily works Monday through Wednesday. um Darlene Matyok, our administrative assistant. She does a lot of our FRIA and our um data entry related to our reports. And then two FRA van drivers that report to us. Um Tim
Huber and Bill Kita. Um although we are only open as a center Monday through Thursday, we do offer our van rides with our FRA um van Monday through Friday. Thank you. So this is a little snapshot of our regular programming and activities. Fridays tend to be fairly
light and we kind of hold those for special events. Um, but there's a number of activities every single day that we have, weather dependent, season dependent. Our walking group is fantastic. They're still walking. You can see them going up and down Quark Street Monday through Friday. Um, but we
do offer a number of health and exercise classes, informational talks, webinars, um, that we we host for folks that might not have access to the internet and those webinars at home. Um, again, public benefits counseling. Uh, we do have craft group, coffee hour. We have a
partnership with Michelle for her VSO role and we host our veterans in town once a month. Um, and we also offer techn technical support, um, chair yoga, memory cafes once a month, and a number of other programs. So, this is a little snapshot. I got
Scott up there with the chief. Um, number of our um, special events that we host throughout the year. A few of them I do want to highlight. The pancakes um, in September have been an absolute huge hit. Um, uh, Scott has been hosting that with our police chief and our fire chief
the past two years, and it's been a packed house, especially once they figured out that he uses fresh fruit with his with his, uh, pancakes >> as the frozen blueberries. >> That's okay. It's okay. Um, we have a a very good partnership with our fire
department and our police department through our triad initiative and they have done a number of programs for us related to um our CPR training, kitchen and cooking safety classes, falls prevention. Um, the police department comes over at the Northwestern District Attorney's Office to do scams talks. Um,
we're just trying to do as much education as possible and also we've um hosted various community organizations committees. We were able to host and participate in Southampton's 250th last year which was a lot of fun. Uh we had our first ice cream truck last year
which was a big big um big hit. And one thing I do want to highlight is um we've had a really good partnership over the past year with Bay State Noble Hospital and Koulie Dickinson Hospital with some falls prevention um stroke education classes and we're hoping to expand those
in the future. So, just wanted to talk a little bit about the impact. Um, one thing I will say, we are doing our best to not only just be in our little community, but also branch out into the larger Southampton community. Um, our
attendance and membership has increased more than 20% over the past year. We've had a number of new members. There's over 30% increase in new members this past year. Um, like I mentioned, the Franklin Regional Transit Authority van. Um just a brief overview, we have two
van drivers and a part of the partnership is that we are able to provide public transportation since Southampton does not have it currently um to individuals 60 and over and those with a certain percentage disability status. It is a program that is approved through the Franklin Regional Transit
Authority and it is a reimbursement grant. So it costs the town practically nothing. Um and we uh bill back to FRIA and then they basically pay for our drivers and for the services. One of the fantastic things related to the grant that they have as of right now and has been for the past almost year and a
half, all rides are free if you're approved on the van. So, it's been great for folks needing to get to medical appointments, going grocery shopping and all that. Um, the Shine and Medicare public benefits counseling. We've had more than 150 Medicare specific
appointments in 2025. Michelle came on as our outreach worker. She wasn't on board when we met last year, but she came on shortly after. Um, she dove head first into the Shine training, which is about 80 hours worth of training to get certified with the state. We do need to get reertified every single year since
nothing stays the same with Medicare from year to year. Um, and I will say as being the only Shine Counselor before her arrival, there is no possible way that we would have been able to handle that type of of um of number for folks. Some of the Medicare appointments,
spouses come, it ends up being a two and a half hour talk just to try and get through everything related to their medical needs. Sometimes it's an hour conversation. They come back, it's another hour and a half conversation. We are we do our best to be impartial. We are not allowed to sell anything. We don't have salespeople come into the the
senior center, but it's setting them up for their best um success in the upcoming year and then we start all over again for open enrollment in the fall. Um, the other thing I do want to talk about for public benefits, there is the Medicare savings program, which is an income based program that helps
subsidize some of the costs related to Medicare. Um, like I mentioned, the lie heat fuel assistance and utility discounts. Eversource does provide discounts for folks that qualify under some of the public benefits programs. Most people don't know about them, so we do our best to screen for those. And
then SNAP is a supplemental uh nutrition uh program. So one thing that I had applied for last year was um the outreach partnership. So it is a partnership with the departmental transitional assistance which oversees SNAP in the state of Massachusetts and
the UMass medical school in Worcester um who does all of the trainings with DTA. It is a reimbursement partnership. So, if we are able to assist with applications, say I meet with you, we meet for two hours, um you get approved for SNAP, I help with your case
assistance, we get reimbursed for 50% of our salaries um based off how much time we've spent with you. So, um it's it was surprising to hear, especially when government had shut down, SNAP benefits were frozen. There's more than 400
people in town that are on SNAP. It es and flows every single month. That number is based off December's numbers. Uh the state has not released uh Januaries yet, but 117 households, so not just people, but households are over the age of 60. So we are going to be
doing more outreach related to that partnership. Um not so much because of the reimbursement, but because the need is is so there. Um I do want to give a shout out to uh FOSCOA, our friends of the Southampton Council on Aging. They have been phenomenal in subsidizing
costs for our grocery bag giveaway. We give out 50 full grocery bags um before Thanksgiving every single year. Number of volunteers. You can see the bags lined up right there. Biggie Supermarket in East Hampton gives us everything at cost, so they make no money with it and
they try and do the best that they can to give us the highest quality of food for the amount that the friends donates. Um Mary Kennedy is right there. Um she's our volunteer of the year a few years ago. Um she has initiated a school supply drive for Norris Elementary School the past two years as well as a
winter clothing drive for Norris and Hampshire Regional High School. As you can see from the amount of clothes, it was very successful. I will say for this year because of um what Norris PTO was requesting, we received a couple hundred worth of gift cards. So less supplies this year, more gift cards for teachers.
So it was it was really um really impressive what she was able to do. So, I won't necessarily go through all of these. Um, but we have, um, similar to last year, launched a number of new programs. Um, we have a partnership with
Highland Valley Elder Services to provide grab-and-go lunchons. A part of their subsidizing for their grant, um, we are a community dining center. We allow folks to come in, have lunch with the folks that also order or don't order and just want to come in and have lunch.
Um it is a $4 suggested donation, but you do not have to pay if you're if you can't or do not want to. And it's been um primarily hot lunches as well. So that part that partnership has been fantastic. Um the Fritivan, we had more than 12,200 trips taken last year. Um we
had more than 3,000 hours of service for the at the volunteer um for our volunteers at the senior center. And that includes we have full coverage now for our front desk reception. We do not have a dedicated receptionist with this influx. Um we have individuals that come and help us organize for different
events, set up for our memory cafe, serve, clean up. Um one of our volunteers is also helping us clean and mop the senior center now, which a lifesaver, especially with all the salt in the parking lot. It's been fantastic. Um and so I will say the amount of people that have been asking to
volunteer specifically with our front desk and with our events has been astronomical this past year. We couldn't we couldn't ask for more from them. um our triad program that is a partnership with the senior center, the um fire department, police department,
northwest district attorney's office, public health is a portion of that as well. Um we are able to help provide durable medical equipment lending. Our sand for seniors program, we have over 100 people on the list this year for San for seniors. lock boxes which are installed um through the police
department. So in case there's an emergency, it's a lock box that the police can access in case you have to call 911 so they don't do damage to the property having to break into the house which personally have had to use in our home and it's fantastic. Um and reflective house number signs. So we've
received a number of those with all the snow and the plows in town. No. Um it's just it's so hard. But if you do know anybody that needs any of these things, please send them our way. Um so some of the challenges for that we just face in general um funding needed for COA
salaries. I'll go into that in a little bit. Um currently our volunteer coordinator and our outreach worker are not funded um fully funded by the town. Our volunteer coordinator is 50% funded by the town, 50% funded by a grant. Our outreach worker um her salary is going
to be ending by the beginning of June of this year. Um, she was paid out of an FY22 COA earmarked through Senator Vis's office. Um, and the funding is just it was onetime funding. That was fantastic to create the outreach position. Um,
it's how I kind of started at the senior center. Um, but the funds are running out. Um, then we're requesting an increase in paid hours. Um, for me, uh, the amount of hours that I work does not necessarily correspond with what is currently listed on the salary. Um, lack of office space. um we have five staff
sharing one office. Um we are grateful the fact that Michelle has her own office as part of her VSO rule. But if that ever changes, it creates more of a burden um just in terms of needing to provide that confidential space related to HIPPA, which is public benefits counseling, that type of thing, we have
done our best to apply for grants. We call have this area in the COA called the claw office. It is the closet office. Um right now because we are short on space, the treadmill and the uh recumbent bike are in there. So, we've kind of we're being creative with our spaces, but we do use the select
boardroom downstairs heavily for for those one-on-one meetings. Um, given the increase in programming and increase in attendance, we would love to have additional space, especially in the select boardroom if we're able to, um, for new programming options and just being able to actually safely increase
our class size. Um, and so with the FRIA van drivers, we don't have a designated staff member that handles all of the influx and calls related. We have more than 100 people on the fertilist that are approved to ride on the van. It is timeconuming. It is fantastic that we have the service, but it's also it's a
challenge in day-to-day operations. Um, and then some of our facilities related challenges. I joke that I'm kind of like a walking red flag when Scott sees me. Um, we've had a number of facilities challenges related to broken pipes, sewer vents, um, HVAC. I'm sure if any of you attended the Zero College Highway
presentation last week, you couldn't hear most of what was being said. HVAC's a little a little wonky. So, we're working through it. Um, so this is an overview of the salaries. One thing I did want to touch base on, which I feel like was a hot point last year, the FY25 actual for that 65515 listed at the top,
that was the actual what the town had paid out for salaries, but did not represent the subsidizing of the grants that we have for um that we had paid out for our salaries. So, it didn't include the state formula grant. It didn't include the FY22 earmark. Um, and it didn't include the Fritavan
reimbursement grant. Um, so it looks like it's an astronomical jump between FY25 and 26, but Scott made it a point to add in that type of grant funding, so it better represents what the actual operational needs are for the senior center. Um, I am the benefit eligible
individual that's listed up there. Non-benefits includes the rest of the staff that we had previously talked about. Um, and then, oh, can you just go back one more second? Sorry. So down at the bottom that COA state grant that's listed there um it's called the state
formula grant. We are allocated 60 as of this year and they're pushing for this for next year. We are allocated $16 per individual 60 and over based off the 20 uh the 2020 census. So as of 2020 we had
1900 or 1915 seniors. We have over 2,300 right now. So, if we were to get full funding, if as it increases every year, it would be an additional about $6,000 um related to our funding. Um the earmark FY27 is listed there, it's completely wiped out, unfortunately. Um
and then for our FIRA grant transportation, FRIA did increase our budget allotment from $30,000 to $35,000 for for the reimbursement. >> Okay, just a question. Can you just mention if there's any restrictions on any of those grants in terms of how you can spend them? So for the ear mark it had to be spent I believe for outreach
related um just in general. So it it is dedicated to the outreach worker like I mentioned um that salary is going to run out by the start of June. So we will have to subsidize whatever June's salary would be so we don't have a disruption in services. Um for the state grant we
are able um we use that the goal is to be able to use that primarily for programming. It does subsidize a majority of our operational expenses at the senior center. So, when we have a memory cafe, it pays for the food, the performer, um, everything is more
expensive and it adds, especially with food, it adds up really quick. And sometimes, uh, we want to provide light lunches or a lunch for the folks that do come. So, we do our best to get all of this um, as tightly packed as possible for different events, but we'd love to offer more. Um, one thing I will say as
a part of the state formula grant, we do have two volunteer appreciation events that we host. We host the town's veterans appreciation lunchon or brunch um in in November and that had such a huge influx I can only imagine that growing and that catering bills for that
specific event is over $1,000 that comes out of the state formula grant. So we try and keep that specifically for programming and operational expenses. And one thing I will caveat is it's dependent upon the approval of the governor's proposed budget. So it's not guaranteed funding for us from year to
year. So, um, we still haven't received all of the payments for this fiscal year. They come in little increments with the hope that the rest of it kind of gets closed out by the end of the year, but, um, one of the things that we would prefer to do is have the town cover all of the salaries as mentioned
below because that state formula grant is not guaranteed funds every year. Thank you. This is just a brief overview of what we have. Um, so the salaries not including the FRA van driver since that is a reimburseable grant. um would be the 13180. This also includes the
request for my increased hours. Um a lot of that is with the shine counseling, the increased demand of the of the center and then just how much more that we're doing and have taken on over the past few years. So annual funding, um operating
expenses, the 2500, um and then COA salaries, I put not 100% funded. That was for FY26. Um and so that's what the estimated amount was for assuming everybody works all their hours this year. That's what it would be. Um and then this is a snapshot of our external
funding. Like I mentioned, state formula grant is um pending distribution of funds from the state. The reimbursement grant is budgeted for 35,000, but if we do go over, FRTA does work with us um on that. We applied for a senior center modernization grant, which has allowed
us to um upgrade some of the things in our facilities. We were able to order a table, chairs for the office, a more of a accessible water cooler for downstairs because we've been we're just using way too many plastic bottles. um sound paneling for the wall so it can help
with some of the acoustics related to our performances. Um and then a few other things related to the modernization including dementia friendly signage that we're hoping to put in now that the ADA accessibility study has been completed. Um and then so you go back sorry um one thing I will
say so the friends of the Southampton Council on Aging they have contributed $4,380 which includes our dues for MCOA. um when we get our floors redone, it's well over $1,000 and they desperately need to get redone at this point after this winter. Um and then they also help
with our um our my senior center database which is our our full database. Uh we did receive a COA appropriation for the governor's budget pending distribution from funds from the state related to programming and improvements. It is one-time funding that is only dedicated for programming and
improvements. So we wouldn't be able to use that for salary. Um but there is no deadline on when we're able to spend that so we can take that into the ne next fiscal year especially related to improvements um within the senior center. We do collect class revenue related to chair yoga and line dancing.
Um it that is an estimate for what it would be for FY26. Our goal especially if we can free up some of the state formula grant funding is to not have to charge anyone in town um to be able to attend our classes especially as it relates to health and wellness. Thank you.
Um, I know I've gone over a few of these things already. Um, so currently the volunteer coordinator salary is 50% town funded, 50% state formula grant funded, which is about $7,700. Um, the state formula grant, like I mentioned, is 30,640.
Um, and it covers programming, supplies, additional required funding for operational costs. Um and the friends of the Southampton Council on Aging are huge supporters of us, especially as it relates to um a number of our events. Like I mentioned, the outreach worker salary was 100% paid for by the earmark.
Um and then the funding will be running out and the driver salaries are reimbursed. So, our request for FY27 um full funding of the COA salaries, especially as the state formula grant may not be a sustainable option for us
moving forward related to the salaries um level funded operating budget of $2,500. Did not want to request an increase, especially if our state formula grant funds are freed up. Um and then an increase in my hours from 32 to 35 hours to reflect additional um time
work per uh per week. It's taking on the snap and the shine and just with the increase in attendance. It's been such a phenomenal opportunity. Didn't expect the influx to be so quick and so much so soon. But um we love what we do and we say it's our happy place. So we're happy
to be there and appreciate your time tonight. Do you have any questions? >> I have a few. So the salary that's going to be not funded in June, what's the plan to get it to the end of the fiscal year to July 1 or? So, we were going to utilize the state formula grant since we
do have some funding in there. It's less than $1,000. So, it's something that we are able to take on um just to kind of get us to the start of the fiscal year. >> And the proposal of the new budget would support that moving forward. >> Yep. So, the proposal of the new budget would have the town taking on that salary line as the permanent salary line
along with the 50% of the volunteer coordinator position. >> And then you referenced that there was a 25 umk grant for programming. So can that be used like for the state formula if that one falls short like the the 25k that was a new grant that you said. So that
>> seemed to be pretty specific for programming as well. So with those >> Yeah. So it's programming and improvement. So for us it's one of those things like if we are able to extend into the select boardroom like it could be something that helps us supplement our programming, help us get
organized so that we are able to go into that space. It might not be necessarily um paying for programming like Memory Cafe, but things that are helping us support long-term programming within the senior center. One of the things I would love to do is extend the patio outside so it is more ADA accessible to us.
That's an additional programming space, especially with the grant we we received the year before. We got about $20,000 from the state. So, we have um AD accessible planters and um picnic tables and that type of thing. We would love to be able to extend that. would be a perfect opportunity to organize that
grant. Thank you. >> You're welcome. >> Anyone else? >> Your operational budget is $2,500 listed on there, but that doesn't include your programming, right? >> Correct. >> So, approximately how much? >> So, for programming, it's we are I I
will say I meant to mention this. I am extremely grateful. A lot of our programming that we have related to our watercolor art class, our card class, our healthy bones and balance, they're all volunteer instructors. So, say those things disappear. State formal grant
would help us subsidize that. Right now, say memory cafe that we have, our the performers run anywhere between $3 and $500 and then we're spending another couple hundred on >> that's just for one event and I do my best. I go to Costco way more than I should. Um, that's what I was saying.
>> I will say it's it's it's hard because we try and do as many we try and put flyers up around town. >> Printer cartridges are so expensive. So for us to even just to like replace all of them, it's like $400. So a lot of it for what happens with the state formula grant is operational cost once that
$2,500 goes away. Um, I will say we probably spend between our instructors. We do pay for tech support. um we pay for our instructor for um our chair yoga and our line dancing and then whatever gets
collected um for the class fees. It's $5 for each chair yoga participant and then $3 for the line dancing. It helps offset some of those costs, but it's not guaranteed. Some weeks we have 17 people attending one class and then depending if the weather's bad, it's three. So we
we need the flexibility within the state formula grant. Um, but it's that's kind of like a little bit of an outlier. We would love to have that set budget and not have to charge anybody um to be able to attend those classes. Um, so I would say probably about in an ideal situation
$1,500 a month just in terms of like what we're spending on supplies and programming and performances and food. And we want to be able to host people, especially if they're there for anformational talk and it has to be over lunch. Um, if it gets more people there because they're
looking forward to having a meal, fantastic. If it gets more people inside. Um, so our goal is just to be able to provide additional room as much as many resources to the town as possible um, utilizing that budget. So, >> if the outreach worker position isn't
picked up by the town, what happens to that position? >> Great question. I think we're going to have to have some hard conversations. um that outreach. It's given how busy we are and how critical each of our staff are, it would be hard to pull away from
to be honest to any one of them um or from any one of them. With the outreach worker position, things are getting harder for so many people and there's less resources available out there. And so our goal primarily is to be able to go out and Michelle does home visits.
I've done home visits. Um, we want to be able to go more into community spaces so that folks know what's available at the senior center. I would hate for a lot of those public benefits, programs, resources, and outreach to be eliminated because that is not something like that
that is a full-time job. Most senior centers have that as a full-time 40hour position. So, if we had to pull back on that 18 hour position, I think it would abs it would be catastrophic for our folks to be honest with you, just seeing what the need is. um our shine appointments more than doubled. The fact
that we have the SNAP outreach partnership and the the 400 people we are supposed to be as part of the um that relationship helping to manage those case loads. So taking those 18 hours away, which you probably could work 30 is it would be it would be
detrimental for for the town. >> Well, there's certainly been an increased visibility for parents in town because we have our BSO outreach. >> Yes. And it it's I will say it's I didn't realize how much overlap there
would be related to um we've had more veterans come in town and come into the senior center knowing that there is a VSO role that's there but that she's shine certified. That is something because I am not a veteran I will never become qualified or trained to have. And
we there's hundreds of of veterans in town and a majority of them are over the age of 60. So, we've kind of gone through this divide and conquer approach where she handles those folks cuz I honestly can't. Um, it's there's so much more overlap related to those positions
and how much more beneficial it has been to our community. It's been I I think it's been phenomenal and we've had so many more veterans coming into the senior center to participate in other programming outside of their veteran specific programming. It's been a really good really good partnership.
>> So, I just want to point out the obvious though. um you had a position that was funded >> and now it's no longer funded. So >> it's a little bit of mission creep is the right word, but we had this come up once in a while where something's funded
and then it's not and the town has to step up. So there's an actual 85% increase in the budget from 25 to 26. >> So that that budget, right? So that one that you're looking at that didn't include what we were funding for state formula grant our FRA grant. It didn't
include the COA earmark. Um so that was only what the town had been funding. This is what the town is funding in addition to the grant funding. >> It's all wrapped up. >> Isn't that what I'm saying? >> The town's responsible for 121 >> last year.
>> No. So that that's all the funds that come in. So grant money, external money from the state, everything. So that's the total actual budget of what's being spent. >> All right. So the grant money >> is there a piece though that's falling off that we're going to have to fund that we're being asked to fund. >> Yes. >> The big the outreach worker
>> the outreach worker is the primary. >> So is that the difference between 131 and 121? >> No. >> It's it's gross stuff. So it's going to fall out in revenue because you had recorded that in revenue. >> So you you could
you just have to know that it's dropping out of revenue. So yes, overall with the offsets it's up 27 or so thousand >> so yes. >> Okay. >> Yeah. >> Which which is more than our 2 and a
half% target. I will just just just make that observation. >> And so just to piggyback on kind of Reggie's point. So can some of this 25k that can be used for programming can that support that position and maybe you know we don't get the patio this year
but to keep the programs going in order to support the seniors >> and is not a component of that it was very specific with that so we are able to pay for performers and that that would be a salary but we are not allowed to pay for COA salaries to offset that 25 >> but could we pivot from what the state
formula can pay and you know what I'm saying so like look at what the 25k can pay for you know because it looks like some of those spends are similar. >> Yeah, I think when it comes to the state formula grant, like it's very specific as to um at least with the Senator Vis
allocation for um the FY26, so that 25 for programming and improvements. Like we could technically pay probably a memory cafe performer through that, but that's it. So, we'd still need all the additional costs related to the state formula grant in order to be able to support that programming. Um
>> it and these are difficult conversations. Listen, if we had all the money, we want to support the senior center. >> It's hard cuz I think with the state formula grant, the goal is to be able to provide programming that is beneficial to our seniors and not necessarily subsidize salaries that aren't able to be um supported by the town. And I know
Scott has talked about this, especially with us, like the goal is for our salaries to not be dependent contingent upon grant funding and whether or not that gets because then if it doesn't get approved, half of our staff would have been wiped out to be perfectly honest with you. Um, even the director's salary
a few years ago was was partially grant funded. Um, so and that was at they were only at I believe 24 hours or 26 hours a week at that point. So, um, >> but the purpose of these conversations is try to figure out ways to save salaries and and we don't know what what the cherry sheets are going to look like
next year. We don't look like, you know what I'm saying? So, to be creative at this table, to think of solutions to keep, you know, programming is essentially too like >> helping the people sign up for benefits and things like that. That's arguably programming as well. So just trying to
be creative if cuts do happen, how can we, you know, make recommendations to keep at least the vital services that are there going. >> Absolutely. And I I do think the outreach worker and the volunteer coordinator, they're vital services for us, especially because they are the ones managing all of our We have 70 plus volunteers. They're managing those folks
and they're also keeping us up and running with our reception area um and making sure that we are working through our senior tax workoff program. It's it's to me that's very it's critical for for our folks in general. It's why we didn't ask for an increase with our operational expenses um from last year.
We didn't we felt as though if the money for the state formula grant can get freed up a little bit more. We're able to do more. Right now we don't do more because number one the space and number two the funds. We don't want to run down our funding not knowing what's going to happen next year. So say the governor's
budget doesn't get approved or gets approved at half whatever we have left over is going to have to carry us over and it's not that much. So, anybody else questions? >> Okay. >> Okay. >> Thank you all.
>> Thanks for the presentation. >> Thank you. >> Next up, we have a little bit behind and help. Okay. >> Hi. How's everybody doing? My name is
Kaitlin Rrooks. Uh, I also missed the memo about abody else's presentation other than what you've given us. We're going to get ourselves confused, right? >> Um, >> I didn't do a slide deck. >> No, the budget is the same. So, there was a change in the council on agent.
>> Okay. >> So, I didn't do a slide deck and I apologize. My name is Caitlyn Rooks. I'm the chair of the board of health. And for all of you who have not met Claudia, Claudia Sardi, new health agent. Nice to meet all of you. >> She joined us in May.
>> No, mid June towards end of June. >> Um, >> I don't know when I can get up. >> It's If it's not, I can just make it work on top. Okay. So, I will start talking.
>> Maybe there we go. Okay. So, I did mine in the form of a budget book just because I thought that's what we how we supposed to submit the budget. So, my apologies. So, um I'm just going to talk a little bit about what we do and our work and
then we can go into the budget. So we are part of a regional shared public health excellence program. So part of what we do is we are trying to leverage regional resources and that is essentially how we are grant funded. So it's not like we get a specific
allocation for Southampton. There's funding that goes through Northampton and then we have 14 member communities that share resources. Um we currently are receiving uh restaurant and food establishment and food truck inspections through them. we uh have access to
trainings. They're actually funding for me to go to a a conference um in a month for um the Massachusetts Association of Health Boards. They're also offering regional trainings to help uh us to meet state standards. There's a whole new
framework for Board of Health um for compliance called SAFE 2.0 that's coming out. We're actually pointing to a webinar about it next week, but they continue to raise the bar in terms of standards for training for board of health members. Claudia is going to have to go through a whole set of trainings
uh for both food and um housing inspections. So, we're learning more about that process. Um also challenging this is the fact that the state continues to cut funding for these programs. For example, we were supposed to have access to state inspectional
software within the next one to two years and that is now being dragged out for another couple of years because they essentially cut that funding in half. Um the federal government also is making a lot of changes to how uh public health is being funded. I'll keep my words
short there. Um but there's a lot of uncertainty in terms of the long-term financial support through the public health excellence program. At this time, we are funded. We're in the middle of a five-year plan, but we don't know if that's going to continue beyond that. So, we're a little bit hesitant to rely
too much on the inspectional services, although we are limited to the food establishment inspections at this time. Um, their trainers, so they have two public health agents similar to Claudia that are able to do the inspections. They are trying to uh receive training
on how to do septic inspections, but there's not really a lot of clarity on how they're going to be able to provide that um those inspections across so many communities just because there's such a demand for it. Um Claudia is able to do some of I I am able to do uh the
title 5 inspections. In order to be able to do title five inspections, uh you need to go through some rigorous coursework in becoming a title 5 inspector. Mhm. >> It's not e it's not an easy exam. It's not an easy course. >> Um we have to reertify every 3 years which means going attending conferences
and getting cus. So putting a lot of people through a program just to become aseptic inspector is very very cost prohibitive to do that and not many people are going to be able to do that. That's why we have people that we work with in the community that are engineer,
septic engineers and contractors and can do that soil work because not everyone can do it. Not everyone has the time to attend all the coursework necessary even to become a soil evaluator. It's part classroom and then there's part
practical and you have to pass both written and practical exams for that. Not everyone does. Mhm. >> So, >> and it's like 2 years of wait just to even be able to get those just to even be able to get on that list. So, realistically, you know, asking
their inspectional services to take over Title 5 inspections wouldn't wouldn't really work out very well unless everyone holds a necessary certification from the state to be able to do it. >> And there's two people for 14 communities. it just doesn't seem like
it's going to be like within the next several years a a a solution for Southampton. We also are more heavily rellyant on septic inspections than say Northampton who has sewer or East Hampton that has sewer. So, um it would be a bigger ask for Southampton in
comparison to some of the other member towns. Um a couple other things that are managed through the board of health budget. We manage a sharps program. So, uh residents can pick up a sharps container and dispose of it here. It helps protect sanitary workers and to
reduce the likelihood of um sharps injuries. And that program is about $3,500 a year. The costs have gone up for that program, but we are trying to level fund our budget as much as possible. Um we found out actually yesterday or today that the mosquito
control program, which is also a state program, is going to be um not increasing their fees this year. They said remediation fees might be going up due to the increased cost of um supplies like chemicals to treat mosquitoes, but for right now the cost remains $6,000 a
year. And um the landfill monitoring, I have not heard any that it was any that there was going to be any change, but that was transferred from um the transfer station into the board of health budget last year um at $8,700 a
year. Um, in terms of other off, we have office supplies for $3,000. Like none of that. We uh we're just like requesting a level funded budget for all of that. Um, in terms of our inspectional services, so um Claudia's actually able to do a
lot of health inspections, which is something that we're not we previously uh our health health director did not really leave the office too much. Claudia's been spending quite a bit of time out of the office when she's able to. the challenge is that getting out of
the office is proven to be really difficult. And so Scott has put into the o a potential override, which we're not sure if it's going to be funded or not, to support um an administrative staff that would support both the building
department and the board of health so that Claudia would be able to get out and do more inspections. >> Can I actually just talk on that for a second? Absolutely. Under the health department budget, I am proposing a 16-hour a week admin assistant for a couple reasons. Um, for those who know Art, he's been volunteering for 10
years. He is going on 84 years old. Um, he's literally been a part-time employee for the last 10 years for the for the town, for the building department. >> Um, this position would be split, you know, about 8 hours on average. It could be, you know, a little bit more, a little bit less depending on the seasons, but this would be an
inspectional service administrative assistant. So it would take all the electronic permitting, the people that come into the office, um, anywhere from the sharps program to plumbing inspections. So it would be the face and the first point of contact for those two offices for the most part. >> I have a question about the title five.
So is that strictly under the board of health perview or does Ron do some of that? Cuz I thought he was like certified title five. No, >> he he does do that. He he holds teaches classes. >> He holds a license in that and he has his own business for it, >> but that's not something that he does for the town. >> Okay.
Mhm. >> Um and so part of our u challenge with coming up with a the budget in terms of our reliance on contracted health um inspection services is because we're also a little bit dependent on this override. Charlie's expenses were uh
last year funded at $20,000, but we also had the um revolving fund that was supplementing inspection costs. the I ran a report or I obtained a report of last year's inspectional services and because we adjusted our fee schedule, we
actually brought in $63,000 last year, which was a pretty significant increase from the year prior, which also helped to offset some of the costs that were incurred with Charlie performing those inspections. Um, we're hoping that Claudia is going to be able to take on
some more of those inspections, but we do anticipate um that we we're still going to need some assistance with Char Charlie performing some of the inspections. Um, we had budgeted $20,000 for problem properties. And I just want to talk about that a little bit. So, um,
there's a number of properties in town that have been in court for sometimes one year, two years, three years. um uh condemned properties, uh houses that have burned down that require raising, um boarded boarded properties that are
condemned that need to be uh boarded and secured for safety reasons. Some of these cases are taking an exorbitantly amount exorbitant amount of time in court. And we also don't collect fees for these um problem inspections and for when um when we need to be in court. And
sometimes this takes, you know, years to resolve and also many hours. Um Charlie's also been handling a lot of that. Um we'll say this year he was able to close a case that brought in $70,000 in back taxes to the town. So I just want to highlight the there there are
some uh numbers that are not reflected in directly in our budget because those funds funds go into the general fund. But we do we are able to recoup um lawyer fees, administrative fees because Charlie's managing those properties. And I honestly don't anticipate that several
of these issues are going to be resolved even within the next year. Um so I would I I think $20,000 for problem properties and then $20,000 for inspectional services seems reasonable. And that actually that number is based upon his average
um invoice fee per month. I'll also mention that because of the way the revolving fund was eliminated or um I don't know it was eliminated the Charlie's funds for this the six months actually are kind of stuck in the
revolving fund and are going to need to be um voted at town meeting to transfer out of that fund because it requires a town vote which of course we didn't know that as a board um I don't know that the select board knew that either but um so at the end of the year um the funds are going to transferred through the
revolving fund with a town vote hopefully um to pay the rest of Charlie's um fees for the past 6 months. However, um because that revolving fund was eliminated, that's going to need to be accounted for differently in the upcoming year budget. >> Wasn't part of that being paid out of
this the septic betterment fund or what was >> two years ago? 3 hours of the public or the health director's fees were covered out of the septic betterment funds. And because we determined that those hours were not actually being allocated, 3
hours per week for septic betterment funds, that was that was eliminated, I believe, last year. >> Um, I don't know if I can maybe just go over the budget. Um, >> the court >> Oh, yeah. >> I just want to make sure everyone's on the same page.
So, what I just want to be clear, are you saying that right now the inspection fees are being paid out of a of a contract line or it's being paid out of >> So, there was a $20,000 problem property um line, >> okay,
>> that has been exhausted and the $17,000 we were expecting to be able to draw draw down on that, but unfortunately because of the way the revol Scott, maybe you can describe this better than I And so I I can just go through the budget really quickly. So um for the budget there's a slight increase for the
expenses um you know licensing uh professional development things like that. For the sharps program that's level funded for the mosquito control that's going to go up. We don't have an exact number from the state yet but we paid 6,000 last year. We don't expect it to exceed 7,000. >> I thought Kate just said it was going to stay at six.
>> We that's what they told us today. That tells us we just found out today that it was that they don't anticipate that it's going to go up, but the cost of remediation may increase because of the cost of supplies is what the email said >> and you were asking for level services or a level amount on the office supplies
too, right? You >> I mean I anticipated that it was going to be level funded but um >> so we had Okay. Um so for landfill monitoring that is going to go up. >> That will go up. Yes. Was that because of the PAS? Yes. Um, even though we were
able to get uh a uh waiver from DP to reduce uh some of the some of the gas monitoring there because we are going to have to start adding in POS testing. >> That whatever savings we were going to see, we're not going to see.
>> Mhm. >> So, while it may have knocked back $1,000 or so, now we're going to see an increase anyway. Almost double though. That's the calculated increase is almost double. Yeah. >> Uh special consultants we had at $20,000.
>> That's for everything >> for Charlie. >> Yeah. The special consultant. And then we had the salary line which is still at 32 and it's supplemented by the um >> the um WPAT subject. >> Yeah. >> Uh the inspection animal inspector stays level and then this is the admin
assistant shared between the uh building and the health department. And that would be that's not that split. That would come directly out of the board of health budget. >> Uh it would just be housed in the board of health budget. >> Got it. Okay. >> Can I ask a clarifying question here? So I I thought I heard you say that you
wanted $20,000 just for maintaining the problem properties. >> Correct. >> Um and we're no longer including the revolving fund. >> That's correct. >> So you actually need another 20 in this budget. >> I honestly think based upon what we calculated that it that it will be necessary. I'm also recognizing that if
we are if we don't get this override, then we're going to be at a a deficit. Like, if we don't have that assistance, Claudia is not going to be able to get out into the community to be able to do the inspections. So, I'm not sure where that gets accounted for in the budget, but you know, can't I don't think both things are going to be possible.
>> So, should we should we increase the special consultant? >> You know, I think we I think yes. Um I anticipated that we had actually uh calculated 43,000 but I feel like if we made it 40 and and that we could make
that work. >> What what is the issue with re reinstituting the revolving fund? The idea I thought we had at one point in time was that the inspection fees would come from the revolving fund and it would pay for itself which >> which it which it is but now it's just
going into the general fund. >> Right. So traditionally it's always been in the general fund. the board of health, you know, generates over $60,000 in fees. When you have the revolving fund that goes specifically just back to the board of health for them to use what as they come, >> right?
>> I will I we have been following the recommendations of the select board for that and we implemented at the suggestion of the select board and then the following year the select board recommended to get rid of it. You know, we're just happy to do whatever you think is best. Recognizing that I
honestly doesn't really matter to us which line the >> the consultant is being offset. At least the 20,000 is for inspections and if we don't budget for it, you're not going to be able to to use that resource and you're going to be stuck whether you have the administrative assistant or not
having to to fill >> Exactly. Right. Exactly. So, >> and I think it um I think it's important to to include that Charlie's expertise here has been invaluable. He's been doing the majority
of the heavy lifting for us in terms of these court cases. There was a time where boards of health or agents like myself could bring a case into court and it wouldn't be a problem. Now we're being asked for legal representation to go with us, which increases. Now we have
to hire attorneys to go with us to for these endless court hearings that may go on for a year or more or longer than that depending. So having someone who is specifically
dedicated to doing that job takes a great burden off of my departmental role as you know being right now the agent and also trying to serve as the director and a secretary and an accountant and I'm wearing a lot of different hats for
for for one position that's 35 hours a week. >> I I can say that. I'm sorry. Yeah, I it's um I I I really want to emphasize that having a consultant who is wellversed in the court system
>> is extremely important >> for us in order to move these cases forward and get them resolved. Yeah. >> So, not constantly sitting out there. >> Um and so is a contractor a lawyer then? Is that the >> No, no, he's not. He No, he's not a
lawyer. He they so he's helping with the And are all the problem properties are they vacant or are they >> They're not all vacant. >> Do they look Do you guys look at receiverhips or anything like that? >> Yes, we do. >> Yeah. Um we the uh Brickyard Road property um that was the the the
junkyard for lack of a better way of putting it. >> Just got bought. >> I live right around the corner from there. >> We put we put that into a receiverhip program that got bought, taken care of, cleaned up. One more thing you know that we don't have to deal with. We do have, you know, ongoing court cases with
people at road with uh >> but at what point do the court cases do you guys file petitions for receiverhips instead of keep going down the >> we if we see that there is no effort being made to correct violations within a specified time frame
>> and we have granted as much grace as we possibly can >> to those people >> because the court's going to grant graces when it goes in anyways. Yeah, we try to accommodate as much as we can so that people can make meet the deadlines. You know, there there are always going to be, you know, roadblocks
to to making a specific deadline. But if this, you know, if something continues for 9 months without progress and we've met and talked about it over and over at Nauseium, then it okay, we're going to court with this and you know, we might have to put this property into receiverhip if we
can't come to a resolution. And the legal fees come out of your budget, Scott. So they don't have a legal fee line. It comes out of >> Okay. Yeah. So that was going to be my question is where where are we in terms how do we how does this impact the legal budget? Because obviously we may be upfront in the class, but I thought I heard you say that we recoup the legal cost. Is that true?
>> Sometimes we recoup back tax. It might not be legal cost, but it could be back taxes. It could be the cost to board and secure the property that needed to be put up. Like we could um regain those costs down the road. And usually it's like5 to $10,000. And Charlie, sorry.
Sorry. I see. I see you. >> I'm right here if you want. >> Yeah. Yeah. Yeah. Please. >> So, so does Charlie generate like an invoice for every property? I mean, can you know exactly how much? >> It's about $2,800 to $3,300 a month
depend for inspections. And for these um problem properties that don't generate inspection fees, his contracted rate is $60 an hour. Also, will say Charlie does a lot of work. pro say pro bono or he's does a lot of office support time. He
comes to all of our meetings. He doesn't get benefits and he doesn't charge for all of his hours. So, and also we try to find ways to group inspections together whenever it's feasible. So, you know, to try to be as efficient as possible knowing that a lot of these court cases are not efficient at all. So, Charlie
does a board and secures then is or no, somebody else does that too. Charlie, >> let me let me explain the board and secure the board of health issues. order for you. >> If they fail to do that, >> then I go to to Scott. We talk about legal expenses and then we decide if
we're going to have a private attorney working for the town or the attorney general's office because I partner up with the AG's office, too. They'll issue a board of secure and then we get into what's the receiverhip you're referring to. It can be a short receiverhip which
is just more than secure or it can be a long receiverhip where the whole place is torn down, cleaned up and repaired or whatever. >> And a lean's put on it until the they either sell it and somebody else buys it. >> A lean is put on it first. The town is priority lean. So any back taxes and
expenses the town incurred is set right on it. The receiver gets a super lean which is put on there. If they don't pay that within a few months, then the receiver like their neighbor takes an auctions off the property or gets an order from the court to sell the
property. So then what happens is it's sold within that year and that money comes back to the town. >> Mhm. >> For whatever, you know, back taxes and stuff like that. My costs typically don't come back, but every case is
unique and depending on how we handle it and and what the circumstances are. Some of them the money actually does come back to the town. Uh Scott had for a few years a uh account that the building department had for board securing and we would go to court and get a court order
and we get the money reimbured back on that that money that was spent. So, it didn't cost the town that money. The problem with this is it's very complicated. And just so you understand how I function, Southampton is not the only client that I have. I work for the
city of Northampton. I work for Chester, Huntington, Hatfield, and then I try to stop because it's just too many. But the reality is I have court cases on all of them and help them out. And because I do it that way,
that's why I only charge 60 bucks an hour because I can consolidate everything and keep it rolling. >> Just as as a question, you've done a great job cleaning up a lot of these crazy properties that have been sitting around forever. >> You want you want I'm looking at my old
slides in my computer. What am I coming up with? Russell Newhouser. >> Oh my. I was I was going to ask with the with the idea that we might have to keep on doing court stuff for the ones that you you've still got >> Yes. >> out there that aren't aren't finalized yet, right? You've got a couple that
have been finalized, others that aren't. >> Yes. >> Are we trying to just sort of pick out like maybe three or four high priority properties that we will focus on and not >> Sometimes they find us. Sometimes they find us and people come to us and file a complaint. And once you file a
complaint, sometimes it's a Pandora's box. I will tell you we do discuss in meetings trying to balance. Okay, how much can we manage right now? Is it slow season? So we can take on a little bit more. There's some properties for instance we uh valley road we we gave
them a year to address the issue and then you know here we are coming back to it a year later. So you I mean you obviously want to give people the time of day. Also, you want to be considerate of their individual circumstances. We just had a family meeting where there
was some unsafe conditions in the home and the the the uh the the mom that was affected had just had a stroke, right? So you have to like really, you know, we as a board really try to take into consideration the need, ability, and finances of that family and really try
to avoid things going to court whenever possible because it's it's just going to take everybody more time and resources. Go ahead, Charlie. >> Chris, the other part of the problem is like 148 middle road. >> It's a house fire. >> Yeah. >> 94 years old.
>> She has no insurance. talk to specific >> care. >> But the point is it gets to the point where it lands on our desk, >> right? >> Yeah. Yeah. Totally. Yeah. >> And and yeah, the the number of problem properties are I don't believe are ever
really going to slow down because so much of it is complaint driven by the community. >> And if you don't respond, then >> or you don't respond in a timely manner to to the concerns, you know, of people, then the complaints continue to come in
and you get backlogged with them. And as you're trying to explain, well, we're trying to get there. >> Yeah. you know the it's a it's a balancing act. >> Also just mention you know this proposed solar project. I mean I personally have been trying to figure out where we're our role is going to be in this. None of
these things are fast and are going to involve the board of health quite a bit in terms of inspectional responsibilities. Um, and so I feel like those I anticipate and Massachusetts is anticipating that there's only going to be more of those proposals and none of
them are simple and they are going to take a lot of time. Um, I know we're like running short on time. I also want to mention just because this does affect the select board um that there is a newly formed subcommittee committee to
try to think about how to best utilize opioid settlement funds. Um, this is something that we've kind of just like I feel like we've gone in circles about. There's been some changes in leadership at um at Hampshire Hope and within the Northampton program. I'm really I started going to those committee
meetings and we're I'm really emphasizing the importance of having a regional approach to administering those funds because no one town can have a sevenperson committee on how to how to just administer those funds. So, I am trying to um advocate for us thinking about this because of our school
district and not because of just Southampton. Um and so I am planning on trying to report back with any new information, but just know that that's like a monthly meeting that we're attending. Um and there also has been a restructuring for the um
the uh our region of the H um medical uh coordinating coalition co coalition because Northampton actually pulled out of that. So now there's going to be two committees. There's going to be one within Northampton and then one of all the other communities around Northampton and we also participate in all of those
meetings too. And that's um to support regional disaster preparedness initiatives. Um, and so I'm also making sure that we uh take into consideration the needs of Southampton and our region while acknowledging that none of this is efficient when you take one meeting and
you split it into three different meetings. Um, but of course these are all just like things that we do as volunteers in our in between spare time. Um, any questions, additional thoughts?
Anyone? I know we're out of time. >> I guess just one comment. I looked >> at FY26 expenses that Bradley most recently sent and it looks like the consultants line is at aboutund or excuse 100 19,000 20,000 give or take.
So, uh, understand and not question the value of, you know, Charlie's work, but is 100% increase really what you need, or is there some middle ground there? >> Um, well, we,
if you look over the past couple years, there's no one way to look at how the board of health budget has been managed because we've had a change in um employees. We uh were funding part of our budget through ARPA for a little while through the septic betterment
funds. I I literally lose track of the year to year on how we've gotten created to fund our budget. Do I do I think that it's possible that we could reduce his ex I also want to balance it. >> What I'm saying is right forget the revolving fund and everything else. If you look at what was expensed through
today give or take whatever >> 19ish. >> Yeah. >> But that's without the past few months, right? That's correct. >> That's without because the because we thought that we were going to be able to use the revolving fund account until it was >> but I think Bradley was still recording
the expenses to that line. Okay. >> I'm just saying maybe I'm wrong with that assumption, but I don't see any other line items where that is against and we didn't have the revolving fund. I don't think Bradley would have applied to that revolving fund balance. So it looks like, you know, through this
month, give or take a month or so, you know, you spent 19,000. So do, you know, with you're doing a lot more inspections. >> Um, and I think compared to the previous director, that wasn't the case. >> Um, you know, you know, I recognize that
there may be a need for some of these problem properties to increase, but is 100% increase knowing that you're picking up more. Is that a reasonable ask when we know the budget constraints that we're up against? I don't see it as a 100% increase because it's still we've been using those funds for Charlie's
expenses for a couple of years now. Like he's always >> So you're still drawing from the revolving fund. >> We are unable to draw from the revolving fund until the end of the year because we we didn't know that there needed to be Scott, you you can explain this because
it came as a surprise. that's no longer being active and needs to have town meeting approval to to use the funds >> and we just like we were under the impression that he could continue using those funds to pay for his inspectional services. We had no idea that we couldn't use those. So the plan is to
you at the end of the year to transfer those funds to cover Charlie's expenses. >> So are we saying that we have deficit spent and we have invoicing above what's been recorded? >> Yes. Uh, currently we owe Charlie a little over $8,000.
>> Okay. So that would help with the comparison. So So then it's actually, you know, $30,000. >> And I have not even received his invoice for for >> this month yet. So >> Well, that helps the comparison. Yeah. >> Thank you. >> Okay. Anybody else questions?
>> Anything else? >> Any other budget line items to go through? >> I think that's our budget is actually really simple and short. Okay. >> Okay. Good. Thank you. Thank you very much. Thank you. >> Library next
lady. I don't know. Nice. I only have a few in color. The rest got >> share the color ones look real fast. So you can share those ones around. >> I know. >> Hi.
>> Okay. Yeah. Brand new in the job in a way and we put you right in front of the uh the firing squadron. >> Very excited to be here. I'm Andrelair. I am the interim director at the library. Um, and what I'm handing around to you
is a lot of numbers. And actually, I handed one of my copy to you. Did I have one? >> Oh, well. >> You color one. Thank you. Um, this >> Yes. Uh, this is >> a year's worth of data from the library.
I'm going to go over just a few of the numbers to highlight what we've been able to do. Uh, but the overall picture I want to share. Well, that one might be mine. >> Was that yours? >> Nope. >> I just came from the friends meeting, too. I'm sorry. That's my friend's agenda.
>> Um, the overall picture that I want you to take away from these numbers is what we're able to do with a level services budget. So, my some my favorite one is right in the middle. 15,283
visits to the library and that's in a year. We I did um a calendar year rather than a fiscal year, although I certain that the it would even out to be about the same. We had 48,237 total circulations. That's basically
something that someone has borrowed from the library. Uh because it's important to remember that we're more than just books. Uh we provided 1,976 hours of Wi-Fi. Uh it is also available in our parking lot if anyone ever wanted
to come by for after hours. It's it's honestly very useful. We had 364 users on public computers. So that's almost a user a day. Um more than we would be open. our library of things,
which is uh the collection of items that are tools and single-use items that you would borrow so that you don't have to buy uh a drill or a sewing machine have gone out 219 times. This is the first year of our collection
uh and it was grant funded from the Yeah. the Department of Environmental Protection and we're hoping in the coming year to add two more of it. >> Can we get an inventory of all available things? >> YES. YES, there it's partially on the website, but come by and I can give you a tour. There's a label maker. The label
maker is very popular. >> I've read that they do that more in like in the some of the Scandinavian countries, they do that quite a bit to save. >> Yeah, it's a great idea. It's wonderful. >> Single purpose, buy something that you >> Exactly. And it's really incredible. There are lots of libraries across our
network, too, who can loan things like instruments. Um, and that's open to everybody who has a library card in town. Um, one of the things I want to highlight with our uh the our volunteer community,
um, we have over a thousand volunteer hours. We have an incredible uh, group of volunteers who in some cases we rely on to provide some of the critical library services. uh 2,177
registered borrowers is a number that we include to sort of a general idea of Southampton people who have a library card. Uh if you live in Holio and use the Southampton library, you're counted in Holio statistics. But if you look at
a number, it is uh about a quarter of the town, about a quarter of the town uh has a library card. And it would be great if we could get even more people to come in. But that is for a small town that is an enormous number. It's a
wonderful supportive community that we have. We also as a part of our uh participation in our library network, which is the it's the CWMR network. If you've heard the the acronym, what that is is it's we are a a member library
with libraries through central and western Massachusetts. And it allows patrons to order books or anything from central and western Massachusetts libraries, libraries throughout the state. So basically, if there's something you're looking for, we can get
it for you. And it's what allows us to have uh the databases, the ebooks, if you use our ebooks and the audiobooks, that's all part of our participation in that network. And I'm highlighting that also because um in terms of our our
services, there's a calculation that relates to the minimum things we have to meet in order to be a part of that. Uh, but that allows us to have access to our patrons to have access to 65,000
ebooks, e audiobooks, magazines, and you can use your library card, uh, your Southampton library card or your other library card at any library in central and western Massachusetts to you can just visit, of course, because you can visit a library, but you can check out materials. You can go to Worcester and
borrow a museum pass for the Worcester Museum of Art. uh and that's part of the benefits of being a part of our community library. We also loaned 6,731
items to other libraries uh which shows that we are not only participating in receiving the benefits of that network. We're able to meaningfully contribute to it. uh a to highlight just a couple of things that we've done this past year
that uh are wonderful additions to reshaping and rethinking what the library can be. That library of things which is allows materials that you you simply don't need to keep or the metal detector that you
really don't want to buy but you'd like to test out sometime. Um, we've implemented a home delivery service, um, which thankfully we've only needed to use a couple of times. Uh, but it's available for any patron who for
whatever reason needs library materials either picked up or brought to them while they're infirm or laid up or something like that. It's been wonderful to be able to offer that service. um the sensory garden which at the moment is very dormant and under all the
snow. If you're coming and if you haven't been recently, if you come in to the library headed straight towards Conet Park, it is on the left. Uh it is uh it will be its first full season in the spring. So the things that were early planted will
be will be coming up. That was grant funded from the American Library Association. Uh there's a walking path around it and it's meant to be sensory friendly for all people. is meant to be a touch and smell and when there are tomatoes in the raised beds taste garden
experience that just brings the library outside too. So that we are not just an indoor space. there's you can come and experience. Uh we have received in a donation um an honorarium uh for one of
our beloved patrons a bench that is about to be assembled and that's going to go under the tree than facing the garden. And it's just being able to memorialize that and and and remember that Petro and also providing a wonderful place for people who maybe
don't know and just want to walk through and just pass right through the little path and take a moment in the middle of their day and say, "You know what? The library can also give us this moment outside." We are, it's on the back of some of your
um uh fact sheets, but we are starting a new coffee hour. It will be Tuesdays, Tuesday mornings at the library. Uh it is uh meant to be drop in for conversation for just getting out in the
world. This is also partially grant funded um through uh uh the Association of Rural and Small Libraries um as a part of uh battling loneliness and um fostering community connection. Uh we're hoping to be able to support
local businesses and having some snacks. Um and just creating another space that you don't have to pay to attend to. You don't you can't you can just stop into the library and have some coffee and hang out for as long as you want and use the Wi-Fi and it costs you nothing. And
that is uh also important to highlight. None of our services cost patrons anything. Everything is free. Usage of our community room is free. Uh, we even are a non-fining library, which means that if you have an overdue
book, we're not charging you fines because that's punitive and it makes people stop coming to the library because they feel bad. >> The what I me overdue book right now. >> No, that's that's fine. Bring it back and it'll be absolved. We we don't mind.
>> Okay. >> No, that's fine. uh when I mentioned the when I was talking about this the participation in the CW Mars network and talking about a minimum both the network and our um allowance of a state grant which is
usually about $10,000. It's service and populationbased. Um the state grant essentially pays for the CW Mars membership. uh that is a calculation of the amount that the town gives us as a budget
total. A percentage of that has to be spent on materials. And so what we ask for um generally is the close to or the full amount of that percentage to be included as part of the town budget. So
that allows us to get the state grant that allows us to p participate in the network which vastly increases the amount of resources. So in the budget request, it's gone up about $2,000. That's still I can I call it level. We
consider it level services because it is level in terms of the calculation of how you get to that number. So, it's a it's an it's it's unnecessarily complicated sometimes in figuring it out, but basically it's about 90% of the total
budget that we are awarded needs to be spent on library materials. It's a it's a honestly a very small very reasonable amount. Uh and that is most of what we ask for. That is where that beyond that salaries and our maintenance and
utilities that's that makes up the heart of our budget request. >> Angie just a quick question on the salaries there was an additional 5 hours for the youth librarian. >> Oh so that was for that is um not for the level request that is if we have um
the override the if if that is something that you can see. I did a calculation. If we were allowed to ask for more uh and an overrid override budget, it would be the youth librarian position is
currently 30 hours. Adding 5 hours would allow the youth library to work on a Saturday, which would again vastly increase the amount of programming that they would be able to do for the availability of families. >> Scott, do are we going to have two budgets? uh the the level funded one and
the override one to consider or >> um well the level fund is going to be from >> Okay. Yeah, it's it was the dream. >> Okay. I just didn't know cuz sometimes that's how communities present it like this is level funded. This is if we pass override what you know. >> Yeah. We're going to we're going to have
to do two budgets. One as an override and one with reductions. >> Thank you. >> So >> So what are we looking at for most of these departments? the ones with the override or without the override. >> Uh these are at level services plus some improvements that could be possible.
>> So these are these are override ones probably >> with without an override it'll be you've you know uh without an override there will be reductions significant reductions everywhere. >> So this reflects the current personnel that are there. No. Um, so this would be
additional five hours for the LE library and this would be a request a new position as a library technician at 10 hours. >> That is um part of what I mentioned earlier when we're having volunteers. They are allowing our building to be
open by being there for several shifts um so that a single person isn't there alone. Also, having that position would in the end save us money in our substitute budget because um at this time would probably use um at least 8
hours a week of substitute coverage every week, which is could easily be filled by a position. And it's because of in terms of when we need a substitute, it is we have to have someone else there to keep the building open. Otherwise we we run what we can
with what we can but having a a regular person who is in position to know the community to provide um services across multiple departments would be in the long term an ideal situation for
saving us money in in substitutes and providing better long-term service so that you're you're not getting someone who said well can you come back later and then we can help That was >> uh if you did have to choose between the library technician or more hours to the
youth librarian, which one would you choose? >> Um probably the library technician. Um while the youth librarian because it is a 30-hour position as it is, um that is it's essentially the second staff
person. Uh so having an additional staff person take some of the pressure off of scheduling. um if there's one person who's there multiple hours who's out versus someone who's there 2 hours and then could step in um in an occasion, I
think that that would give us the best long-term benefit. >> The eight hours a week for the substitutes, is that like a single day coverage? Is that you know, how is that spreading that you're having eight hours recurring every day? >> So, it's for coverage for um the time
off, sick time and vacation for our benefit staff people. >> Okay. So it is not anything um unpredictable. It is it is uh our so the youth librarian um are one of our part-time people and the director are
benefited positions and so in just regularly covering a Saturday shift when the the cataloger takes the Saturday off you need to have someone come in. Uh and that's why thinking about having uh for example the youth librarian position
added onto a Saturday in that case if there are three people scheduled for Saturday one person takes a day off you don't have to have a substitute so it's not um it is it is only covering uh normal benefited time off.
>> Thank you. >> How many hours a week is the library open? We are open 37. Um I can let me do the math quickly in my head. >> Not open on Sundays, right? >> No, we're not open on Sundays. We're open Saturdays for uh essentially the morning.
>> And we're open two evenings a week. >> So that's wonderful to you know with this. So if I'm understanding the the 68,000 up above that's the request to town for your operational cost. Is that right? >> Yes. >> This is the operational budget. the
operational budget there. Now, you've outlined numerous grants, so kudos for getting these grants number one. How does that does that help offset some of that or these are things that you're doing in addition to what your normal stuff is? Cuz I think you've just got a a huge well relatively huge grant,
right? >> Yes. Yes, it is. In addition, the grants are project based. Um, primarily, uh, a lot of library grants are year-long project based, uh, and they're off, they often have a specific focus like the sensory garden was, um, for
disability accessibility. Um, the grant that we received from the association of rural and small libraries um is for food literacy and for a connection to the community. Uh the
>> the new one you just got for 19,000. >> Oh, that one that one is um it is actually in the value is in materials and it's for technology. >> Okay. >> U which is wonderful. We're going to be able to replace some of our public computers, have um laptops and hotspots
and tablets that are available for patrons to use, which is incredible. Yes, >> a lot of that is specially special. It doesn't help to cover any cost. You can't you can't take some of that grant money and use for some other operational cost. >> No, unfortunately. We do get the support
of our friends group. Um they I would say primarily are the sole funding source for any programming that we do. They fund the entirety of our summer reading program. Um none of our budget but there's not a separate programming
line. So the programming that we are able to provide >> just because like I don't see any programming up there. >> No. Where's your programming money coming from? Okay. >> It is. Yeah. It it comes from at the moment from from fundraising. Uh I would be again ideal to be able to have a
programming line, but the amount that is set aside for books and materials is the minimum amount that we have to spend on books and materials. I cannot take that and put it to anything else. if we were to still be able to qualify to receive
the state grant which allows us to be part of the network. >> Perfect. Yeah. Do you have a sense of how much the the value is of the friends contribution? >> Um I mean it's certainly in for summer reading. Um it's anywhere from a,000 to $2,000
um for uh funding. We do get some donations done fundraising from local businesses is usually contribution of $50 to $100. um for uh adult program. I mean I would say in total probably between four to $5,000 on depending on um a given year
from the friends >> trying to get an idea you know how how important the friends groups are to many of our groups in >> town. They are they are incredible. Our friends group does u very specific project based fundraising as well. So right now they're doing if you wanted to come in for a raffle they're doing the I
love your library month and it's seven uh tote bags full of treasures. Uh, and that will probably something that and the book sale fund summer reading, >> right? >> I have a question based off of something that Chris said. So, like the 19,000 that you're going to buy laptops and
hotspots and things like that essentially, would that be books and materials though? And could that hit that number? No, it's not. just for like creatively for this year. We're looking to cut money this year and that could be added to books and materials and then will that freed up 19,000 that we could
fund the position or you know so just >> Oh absolutely. >> Okay. So it cannot,000 even though it's materials that are going to be checked in and out. It's a separate >> it is separate because of the the uh terms of the award of the grant. Um it
is it it isn't contributing they don't consider it contributing to even though we will be circulating them. It's it is a like a a launch special category. >> Exactly. Yes. You can fund um the the minimum requirement supplementally
through some amount of fundraising which we have had to do in previous years. We have um fundraiser asked the friends for example to take something from the programming and put it towards that uh that minimum requirement. But ultimately what happens is that we're it we still
have to meet that minimum and then we're asking we're borrowing money from somebody that could have been used for another service. If I remember correctly, in in past years, we raised concerns about, you know, having the minimum appropriation requirement, you
know, fall on the donations. And I think we tried to step up and have that fully funded by the town. That would be uh the best situation because it is the very minimum and it is the majority of our
budget aside from salary. And we because we fund so much else through donations and fundraising, we'd love again to be able to rely on that for something like programming or for um uh adding something to the sensory garden. uh
everything every grant that we have we will spend down as much as we can. But yes, the being able to take the burden of that off of fundraising would allow the fundraising that our groups can do to go towards other things that aren't align in our budget. I >> I guess what I'm saying is I thought
that last year in the budget we did do that. I thought that so you may be allocating in a certain way but I thought that the budget numbers were such that all the requ all the minimum amounts were being met from the town >> in the pre in fiscal year 2025. It was
in fiscal year so we're going towards fiscal year 2026 um uh we request it was under by $1,500. Yes. So again, you you are we are very very close and we were able to
thankfully make that up. >> So is this 44,000 the full 19%. >> Yes. >> I have a concern about the utilities and level funding it for three years in a
row. I know my utilities haven't been leveled for three years in a row. Is 13,000 realistic? Um we have I know for last year which is the budget that I'm most familiar with I was looking at the comparison of last
year is that our utilities jumped a lot and we ended up taking money from another fund to cover them. Uh >> so then no >> so that no so it is I it is um utilities
are uh expensive uh and um occasionally unpredictable >> what would you recommend the utilities to be >> um if it's maybe the 24 number just for I don't know
>> so I guess >> we did we did the LED project so I should say I'm going to take it Yeah, I would take that was this that was $7,000 for the LED project. >> Bradley through February has $6,000 spent or I'm sorry, $7,000 spent of the
FY26 13,000 budgeted. So maybe there's stuff going elsewhere, but we're more than halfway through the year and we're only at 55%. >> Yeah, that's on track for for 100% usage in line with that number. So
>> yeah, I mean if the rates don't change the amount that calculation is based on our our bills. Um assuming that nothing changes. So I mean I guess it is it it could wishfully be realistic
>> for the energy people though. What an amazing savings by replacing. I mean that's amazing >> and they say those programs do pay themselves and that's evidence of it. So >> that was the um >> the mass save program that we did. >> We did these two.
>> Yeah, that made a huge difference. >> Wow. >> And we get lots of compliments people saying that the lighting is so nice. >> Yeah. I I don't want to discourage from getting an accurate number there, but I also don't want to just pull a number out of the hat with how we're trending so far. >> Right.
>> Green community grant really. >> My only concern is that you do a lot of programming. Your fact sheet is essentially all about programming and it doesn't show up and that story is
important to be told. It doesn't fit neatly in the budget, >> but it needs to be called out and it's pretty clear the way you've conceptualized it. All of your programming relies on fundraising beyond
what the town provides in this budget. clear and straightforward, but it's not on that page. >> Yeah, I appreciate that observation. Thank you very much. Yes, it is. Um uh for all of the programming that we're able to do, we uh are able to just make
the most of the resources that we have and we're lucky to have the fundraising support. But in in terms of keeping our budget uh manageable and especially looking into a difficult budget season, uh the minimum amount that we have has
to go towards those materials and then long as we can keep the lights on, we can keep doing what we've been doing. >> 13,000. >> Yeah, let's hit that. Well, it'll be great. >> I I have a question. This may be unfair
because I haven't asked anyone else this question, but knowing the difficulties we're going into for the budget, what are the minimum requirements to to meet the state requirements and the funding requirements, right? Because it's obviously it's it's smaller than this.
>> What do you have to get if if something, you know, push comes and shove? What's the minimum to meet the requirements >> for the amount? >> Yes, >> it is actually the it is the the 44,000. >> Okay. But there's also there's a separate funding calculation as well
that looks at the three-year rolling average, right? >> Yes. Yes. So that is that one is the um it's honestly if you look at the three-year rolling average, it's more um but this is the level of services amount
that could get us through the next year. Okay. Um there are also requirements that uh are about hours open and how much staff you have um and amount of materials based on the size of your population. All of which we have no problem meeting. Good.
>> Yeah. The the questions stem from I you know I think it's it's extra important here that we meet because if we fail to meet those funding requirements, we're going to lose you know above and beyond. So, >> okay. Nobody else has questions. Thank you very much.
>> Thank you very much. >> Thank you very much. >> All right. >> Chris, you just have to adjourn and then you can continue just delivery because you're below. Okay. >> Why don't you take this?
>> David left that in in the bathroom. >> It's been in there since last week. >> I think it's a key for sanitizers. >> Oh, >> I hope it's Highway. Here we go. Thank you for being so patient and waiting for it. >> Okay.
My budget is a little more involved. USB or HDMI? Um I don't know what works. Tell me. I think it's the USB. Okay. There are a few things that have been added on that we got to talk about on
Randall's budget for this for current fiscal year and next fiscal year. Good evening. >> Excuse me. >> Bless you. >> Thank you. >> The right one. I don't think it is.
>> Um, use the remote to select. There you go. Okay. I don't love PowerPoint. >> You look like you did a great job. >> This is my first PowerPoint since college, which was many moons ago.
>> Okay. So, I will try to to make this as quick as I can. We can go as granular as you want after. Um but what we do roadway maintenance and construction, snow and ice control, vegetation and obstruction management, storm water and environmental compliance, town property
and grounds maintenance, transfer station services, fleet facilities and equipment management and permitting and interdep departmental support. So I mean there's I could talk a half an hour about each one of these. Um
>> transfer station will be a separate budget. >> Yes. Um, but I'll just keep moving on. To do all of that, we have myself, two foremen, two truck drivers, and one laborer and a part-time administrative
assistant. We um remain with two vacant positions and one vacant mechanic position. Uh, two truck driver equipment operators and one mechanic. The last time we were fully staffed was 2018. Um, I've felt like I've been drowning
and um, we need to do something different. Scott and I have been talking about what that is, but um, keeping all the balls in the air and doing uh, the job of a superintendent and a DPW director uh, is a lot and I
don't want things to fall through the cracks and that's what's going to happen. >> Just to be clear, so we've got potentially nine full-time positions of which six are filled. Was that >> eight full-time positions, part-time administrative assistant, and myself? So, I mean, yeah. Nine.
>> Yeah. Okay. >> And we did change uh there was a mechanic position. This year, we changed after mechanic to labor. >> Oh, okay. So, the mechanic position is >> was reduced. So, we probably won't hire a mechanic and we just transition to a labor position.
>> And what we do, you'll sub out the services for >> That's what we've been we've been doing. my um foremen are pretty good at kind of triaging what they can handle and then we we farm out what we can. Um it's the only way we can do it.
>> Okay. >> Uh I'm going to kind of jump around because the snow and ice is the reason why I don't have as slick a PowerPoint presentation as my colleague Chief Illingsworth. So
on the left here, you can see we've had 20 events so far this year. Pretty involved. If you look at the manh hours per event, I kind of blocked them out so it'll, you know, the the top is blue as one event and the next one is white and so on. Um,
right now we're in a deficit um of $6,681. I have projected that by the end of the winter um with base salaries for four more payrolls and
the salt that I already have on order um we will be over close to $100,000. Um >> do you guys do all the plowing or do you have subs that that plow for you? I have call-in guys who only come in for
storms and use our equipment. And I have a bullpen of those people. Depending on the storm, I might call in more, I might call in less. Um, I've been jumping in the truck a lot to do sanding. So, we use them left less for treatment events. >> Um, but for plowing, we usually, it's usually all hands on deck to get
everything opened up so people can get to work. Um we sub out um the municipal sidewalks, the school, and the uh walks around town hall. That's all covered under one contract.
Um this is the cost of winter. I know anybody who's been on the finance committee for more than a couple of years always hit hears me hit the drum of we should be funding winter snow and
ice control. uh accounts at a level that meets what we usually spend. Um got a linear trend line there in the red, but uh the green is what we've been funded at in the past level funded because of the mechanism
where if you declare an emergency, you can deficit spend so on. The purple is what we actually spent per per winter and you can see the cost keeps going up. uh infrastructure projects. We have a a bunch of big ones going on in town.
We've got um a safe routes to school project at um on Pomeroy Meadow from the intersection with 10 to the school. Uh we're putting in extending the shared use path that goes along Route 10 around the corner and up to the school. Uh the
sidewalk that ends at the Pomeroy Meadow intersection that goes in front of the cemetery will be extended up and catch the three subdivisions that are on that side of the road and provide safe crossings for the kids to get to school.
Um that is grant funded um with help from the grants committee. Um but the town does have responsibility there. We're responsible for right of way acquisition, which includes things like title search, appraisals, if
there's any takings, uh, for easements that are necessary, legal, recording, and anything that I forgot to mention. The next project is East Street Reconstruction. This is a project that's been going for longer than I've worked here. Um, it's gone through a couple of
inter iterations, but it's going forward now. Um because the cost has escalated over the years and we're using TIP funds for the construction, we have phased this project to uh extend from the
intersection down here with Route 10 up to Whispering Meadow. Um we got the bridge replaced partially funded by a uh Mass Works infrastructure grant a couple of years ago. Um
the new reconstruction will uh fix some alignment issues. Um uh provide a shared youth path on one side and a a sidewalk on the other for part of it. Um, and
this is an important project, not only because East Street has been a constant point of complaint from residents, but uh, with the last project here, the greenway coming up, I think it's important to provide uh, as much
pedestrian safety as we can to the bike trail. So there are issues with East Street in that again uh the design has been funded by chapter 90. Um the tip will cover the construction cost
because we can't swing the $10.8 million that it's projected to cost. We are responsible like I said by the for the design um and right ofway acquisition. Again, um the issue with East Street is there
are 69 affected properties that will potentially need easement. >> So, just that's one of the things I didn't mention that we we're going to have to have a discussion. So, these projects are, you know, going on over the last four, five, six, seven years. One of the things that wasn't taken into
account was the acquisition costs for the safe streets, safe roads to school, the greenway and the east street reconstruction and a lot of that will be um it could reach into the six figures. >> I was just going to ask you have like an estimate of like per acquisition is it
like two grand like for recording fees things like that? >> There's going to be a base for at least I mean a minimum several thousand just for our attorney to do that. I mean, larger takings would obviously cost a lot more money. If someone objects to something or decides to go through the legal process, that could cost a lot
more money. Um, so we we're working on getting an estimate. It'll be next for next fiscal year. But, um, the reality is, you know, the town's going to have to fund that one way or another. Do we want to look at funding it through a general fund um putting some more money
in potentially through the override or do we want to take it from the chapter 90 funds which is money that Randall uses for street maintenance, potholes, curbs, those types of things. So, it's going to be a balancing act and that's going to be a decision that you'll
you'll have to make. >> Do we have to move forward? Can we can we cut it >> at this point? we're we're too far. >> We would we would be foolish to do so. We've spent hundreds of thousands of dollars on this project already to keep it moving. It's been a
priority of the select board for a while now. Um and like I said, it's important for me to provide the safest path to that bike trail that we can. Um and the bike trails going forward, too.
So, >> well, East Street is one of our main thorough affairs across town, >> and it expands our um walkable network in a in a a logical way. I mean, the the the we we connected some with the sidewalk
in front of the the cemetery. Um we're expanding the one up to the school. We're trying to do things in a logical way to to make Southampton more walkable um and and safer. So, uh, another project
we have coming up is the Palmory Meadow Bridge. I don't have as much to say about this because we're still working through ownership and potential cost savings. Um, and then the Greenway, like I said, the greenway um
is really being pushed by the greenway committee, but I communicate with the engineer quite often about uh specific design um issues that that uh affect me affect the highway department
like east street interface. >> Scott, is there a potential instead of like okay cuz we keep talking about this override but we don't know like it's it's it's ambiguous at this point, right? Because we don't know if an override is going to pass or not. However, what about short and long-term borrowing? Like I know like cuz we're working with the DLS and like these
types of projects with a capital improvement plan it makes sense, you know what I'm saying, to look at short and long-term borrowing where you know cuz that burden goes away unlike an override. So I think it's more palatable to the taxpayers and I think it's something that for this level of big
projects that we need to look at as a select board and a finance committee in my opinion. Let me go to my let me go to my next >> or you can answer >> with with our debt. Most most of our debt other than this year because we had a short-term borrow from the eating system for that. But the majority of our
debt is through debt exclusions. So once that goes off, it doesn't come back to the revenue. >> The only the only non-debt exclusion that we have is a loader >> um from a few years ago. And then we have the highway system. So, um, the capital plan that that I'll be
presenting, um, major projects wouldn't be able to fit into that. So, and still be palatable to the voters. >> Okay. >> So, right now, um, our current chapter 90 balance is is $1.2 million. Um
we have I'll give a little bit on um we get about 315,000 per year but in the past 3 years the governor has put um supplemental funds in so we've got more than double um and that's really helped
bolster our balance. Um, I held off last year on uh doing much pavement work um to see where the bridge went because again it it's got to be paid for somehow and uh I don't want to spend it on some of these projects, but I understand
in the financial position we're in, we may have to not invest in uh pavement preservation work in order to make some of these other projects happen. Um, so where we're at, well, we have 7,000 left of a 426,000
design contract. That got us to 25 cent uh 25% design. We will need an updated uh proposal to get to 100% design, bidding, and construction phase engineering. Uh, typically this is paid for with chapter 90 funds. Uh, write
away acquisition costs of the projects I spoke of before as a potent. I mean, this is all stuff that we could think about using Chapter 94. Uh, I don't necessarily want to because if you don't put the money back into your roads, you're you're losing ground and they're
degrading. So, um, bridge valuation and rehabilitation on Pomeroy Meadow. Um, and I always like to keep a little in contingency for the unknown. Um, just in case a road washes out, something like that. So, again, my preference is to do pavement preservation. Um to give you an
idea how fast the money goes though. Um this is kind of the what I've spent chapter 90 money on uh in the past 5 years. Um Pomeroy Meadow Road just paving that. I did some milling of it. uh 291,000.
Uh you could you could see these like Milanville um of Hillside Meadow, County Road, Pleasant Street uh and Chip Seal on two roads is 545,000. Uh chip seal of two roads, Russellville
and Fo are 220,000 and then we used some for the East Street construction phase services 69,000. uh 2023 we signed the 25% design for that reconstruction which was the 426
and uh last year um or 2024 sorry did a pretty ambitious pavement program got a lot of streets done milen filled um and 78 758,000 so that's where I'm at with the grant
money we get Um, anybody >> what's the chapter 90 money allocation for 2027 >> for 12? We don't know yet. >> Okay. >> That won't be announced. >> The 2026 >> that wasn't on the charity sheets. >> No, I can tell you it won't be enough. >> Well, yeah.
>> No, where is some further information? Is a completely separate fund. That doesn't go >> It doesn't go Okay. When I talk about um our equipment, this is >> It didn't switch, right?
>> How do I get it to switch? Scott, do I have to close the PowerPoint? >> I think it's is Go back to your PowerPoint. Yeah, the PowerPoint right there. >> There you go. And now you can switch it.
Should be able to >> I'm just going to close. I think if you do the window, it deletes. >> Okay, so this is my vehicle fleet. We have 14 uh pieces of large equipment and trucks uh that we have to keep on the
road. Um you'll see that we have made some good improvement on replacing some pieces. We But I don't want to take our foot off the gas. Scott has got a pretty good plan for capital to keep us going in the right direction. Um, my
mechanical costs I think are starting starting to level out. U, they were getting pretty excessive for a while. Uh in in addition to the vehicles, we have two dozen pieces of equipment uh assets greater
than $1,000 and then about three dozen other small engines uh saws, trimmers, pruners, blowers, cords, tools, all that. So when you see the mechanical budget, you'll it'll blow your mind how much we spend, but that's what we're
trying to keep going. um for my budget um wages. Those of you who have been on the finance committee will recognize this. This is my worksheet for generating how much uh I need I need in wages. Um
projected overtime hours are based on several years of real data. Uh it actually went up pretty high last year and this year is going to be high, but we're going to hope that next year is a normal year for us and that we
don't have to come back to uh overspend any of the counts. But hours of overtime based on logical assumptions, uh these are the base rates for the guys I have in green. And then we did minimum
qualifications for the uh uh positions that are open and I did not change that to a laborer position yet. The mechanic union positions >> well they are all union positions. Yes. Any questions on I suppose I should ask
>> well your salary is not in there too so that's abs mine's down here. >> Okay. Okay. >> Yeah. >> And then I have a non-union uh administrative assistant. And then you said you bring in on call snowplow drivers. So that's on a contract or
>> No, they're they're temporary. They're they're paid out of wages. They're paid out of the wage line. Yep. They're accounted for in the overtime down here at the bottom. >> Okay. So, as far as uh expenses, um I try to drill down on each one of
the line items. Uh anything you want to explore under building expenses. They're all separated out as much as possible. There are some things that just end up in like office supplies. I I don't track how much paper I buy per year. It's a little pedantic.
>> No, but it's split out. Not all your permitting licenses are in your office supply line. So, it's it's more palatable and easier to reach. >> Yeah. I I want you to I want you and the residents to know what we are spending money on. >> That's a I it's it's split out way better. So,
>> um general highway is the same way. I try to split it out into as many reasonable things as I can. The big ticket items are up here at the top. Um, chapter 90 has typically given us about $315,000
a year. We had a pavement management plan done in 2018 which suggested that we should be spending $450,000 a year just to keep our roads at the level they're at. No improvement, just so they don't slip down the degradation
curve. So the additional money in the big money in my general highway is these three right here and that's for pavement preservation and and sign marking and marking the roads for safety. Um all of the other
stuff is stuff that's also in general highway and it's all things that we use machinery maintenance budget. Um if you look down here, you can see how it really blossomed um in 2024,
but has gone down significantly in 25. We hopefully will have some free cash or can cover some of the overages like the winter winter roads deficit if we keep on track. I believe that we're doing okay in machinery maintenance. >> For the um for the deficit, we're going
to try to do it from free cash. That's why we're pushing that free cash certified, but we're not going to have a lot. But hopefully we'll be able to uh pay off the AR money, pay off the central office cost and put the rest towards um the deficit. >> Was the file was the schedule a file?
>> Um expense account. >> I think my machinery maintenance most of my accounts I think are on track. Um wages is going to be tight for general highway this year. Uh machinery maintenance.
There it is. That's not it. 26. Yeah, it looks like I'm about 50% on a lot of things except for winter roads expenses. Um, and like I said, general highway wages, we're at 76%
on that. Machinery maintenance, we're uh only at 30%. So, we're in really good shape. I don't want to jinx anything. Um, really >> cuz those big pieces of machinery can get expensive if something goes >> your engineering line is really low
though. So who does your public bidding then like for like all those road jobs on the previous page like who >> we utilize Franklin Cog. >> Okay. Ver cog does it. Yeah. >> And that's up in general highway. I have the uh um >> Franklin Cobb up here on line 49
>> or 39. 49. >> Um and that's due next week. So I've got a really fun week in addition to all the storms that are coming in. Again, I'm the ball's in the air and something's going to get dropped. Winter roads expenses. Um
I always ask for more than I'm allotted. Uh we did raise it up to 135 last year. Uh I've consistently spent more than that. Um this winter has been exceptionally expensive. Um
and wages, >> what is that figure, Randle? I can't read this right. >> 100 190. >> That was uh my ask from last year. I'm going up to 200,000 this year. I'm sorry. >> I don't have my um
not all of my uh uh top titles carried, but this is FY27. These are my ask numbers. I did tighten up my uh machinery maintenance expenses. Like I said, it's lower. So, I I actually that's different from the number that Scott has. It's not
less much less, but it's less. And then storm water compliance. We have a federal EPA permit. We're um uh because of the population density of the towns around us. We're mandated to perform um education and uh sweeping
activities, catch basin cleaning uh among a lot of other things. uh for this MSR permit. Uh we hire um a uh a consultant to help us with this burden as well as we are a member of the
Connecticut River Stormwater Coalition. Uh that I attend meetings. I'm the representative that goes to that. This year we have to complete a demonstration project for um storm water treatment. We've picked out a spot at Conan Park. Um, and basically it will
funnel the uh the runoff from a parking lot into a groundwater quality device, which is a a grassy swale before it discharges into the man. >> So, the permit compliance, that's a consultant.
>> It is um I don't have a a proposal yet. >> Who do you use? >> Um, should I say that? >> Oh, I don't know. Oh, okay. Well, I don't know if it's >> time. Yeah. Yeah. Yeah.
>> Okay. >> Um, so this is the granular part. Does anybody have any questions on anything? I can go back to the PowerPoint, too. >> So, in terms of the the total, we're
looking at 1325. Is that right? I think did the operational cost change a little bit from >> what we >> I would say everything's gone up slightly. I believe that we built in a two something%
um uh increase on things like utilities and materials. I don't know how realistic that's going to be with inflation, but >> so the operational cost that what I'm seeing from the sheet I thought I got from Scott was 656
150 sorry 631 but now it's 656 that >> 656 25,000 increase >> total budget looks like it's a 25,000 more than the sheet we had >> oh that was the street lighting so that
was actually removed I'm sorry >> oh street lighting That was one of the things. Yeah, that was talked about. >> Yeah, that's never been in my budget before. So, >> yeah, street lighting. Sorry. >> Where does that in shared? >> Uh, you'll see in the general shared expenses. >> Okay, got it. Oh, you passed the test, Chris. Good job.
>> You did say that, Damian. I forgot it. Sorry. What's what's happening like with things like your um I know you've got a contract out for um they give you regulations there on the um street sweep we pic and so forth. >> Yeah, that's the MS4 storm water
complian costing us for that. >> So it has cost us uh it's highly variable. Uh it depends on what the the the requirements of the permit change per year. Like for instance, we don't have to do a demonstration project every
year. So that's going to be an expensive project. It's an actual construction project. Um sometimes it's just reports. We have to do like a surface water protection plan for u municipal facilities. >> Um and that's something that Ty Bond will draft up for us and then I go
through it, make sure it fits everything for what we can do or what we um that it's realistic that it ma matches what where our operations are. But we have a company that we hired company. >> Tyen Bond does um most of the reports,
the technical um u like creating the design for the the the demonstration project, the storm water quality unit. >> Um >> as well as they will probably do the bidding for that. Mhm. >> Um >> y >> and then uh a lot of the educational
requirements are done through Connecticut River Stormwater Coalition. And then a lot of that stuff is is uh you'll see me share things on the town website. It's not because I I am actually actually am interested in in storm water, but um I'm sharing it
because it's a educational requirement. >> You'll see things on leaf disposal and grass and things like that. >> Yeah. >> Yeah. And you've got 40,000 budgeted for the street sweeper. Is that right? Twice a year total. >> Um street sweeping. No, it's 35.
>> But >> we've been coming into the two years. We we never bid it out before. We always did it in house. >> Um the two years data I I have uh the average is like 30,942. So um with a little increase I put 35.
>> Is that that's twice a year in the town? Uh so it's we do it once on every street in town but for the requirements of the permit it's twice in the jurisdictional areas. >> And I think my other question would be relative just to utilities just real quick. Um given that you're putting in
some new systems at the highway department. How's how's this looking and what do you think it's going to do for >> I have I'll be honest. I have no idea. That's why it's in yellow. Mhm. >> Um, so we're we're replacing our um our
oil fired burner from the 20s with a uh updated one which is not a steam boiler. It's a hot water system and it heats our whole facility. Uh I won't know until I get a year year's data what it's going to cost.
>> Is it a heat pump? Is that what it is or >> No, it's a it's a propane fired um hot water and then it blows through these exchange units that are out in the garage bays. So, I'm unsure.
I would hope that it's more efficient than what we've had, but I can't qualify that. The other unknown, Scott, are we still going to do trash the same way? It's all going to be handled through >> the transfer station. We got to >> and we'll do a a journal entry or
whatever, however you do it. Okay. >> Y then. Yep. >> Okay. >> Where did the 140,000 number for the winter roads expenses come from that is here? >> Cuz don't you have 200? >> Every year I think Randall asks for more
than we giving because the deficit spending mechanism. >> Sure. But what who is that Scott's number? Like where did that number come from? >> 135 plus five, right? Because we >> budget. I have to I have to advocate that I think that it's the real money
we're spending on. If I don't, what happens is the delta between what we actually spend and and kind of level funding it or even coming up slightly, it just makes me look like an ineffective manager and I can't deal with that. >> I work very hard to manage my budget.
>> Yeah. Yeah. We've got 140,000 budget. >> So I have to advocate for the real cost of taking care of us. snow and ice. >> Yeah. >> But I understand the limitations of our budget >> as well as the emergency mechanism. >> Are we uh Scott running up to the
limitations of future years free cash? >> We we were able to cover it last year. We should be able to cover it once we it should be a very easy thing with free cash once we get rid of the central office cost of the arbor money this year. So, central office, we we're going
to owe $150,000 for central office costs from the three four years ago and $130,000 is going to come off of our free cash for the AR uh >> CARES CARES Act, not ARPA uh from 5 years ago that we're going to owe. So, the remaining would probably be
dedicated to the uh >> snow deficit. >> Snow deficit. Hopefully we're we're hopefully it'll be you know the total will be $3 to $400,000 in free cash now. >> And that I mean that does mean there's
zero money towards stabilization oped or capital expenses >> is um are we really in the third year of the central office or am I >> second year? >> We're in the second year. We had we three years was the agreement.
What's what's the central office? >> Um central office never build the five towns for the cost. >> Okay. Okay. >> Instead of one big lump sum, we managed to negotiate a payment plan. >> Okay. >> Of sorts.
>> So if I may ask a question back to the big projects on like on the first part of the presentation. So like we know like we have to do no like the the four ones that are upcoming the the walkway one >> there's actually five because I forgot the demonstration project but yes the
four five projects >> now because of our current crisis like which ones of these we have to put some money towards now and which one of them maybe we can address in 2028 or I well I do see so it's 2028 so are the all of
these on track for funding in 2028 or are we what are the asks for the needs now? >> We're going to have to start the land acquisition next fiscal year. >> Yes. >> Um they're on the tip. We want to stay on the tip because if we get bumped, it
gets really hard to fit in. Um you really have to lobby for this. >> Um in fact, it wouldn't be a bad thing if anybody any of the select board would like to go or you go on to the JTC meetings. I'm double booked for Tuesday,
but I may skip the uh recycling meeting that I've got I'm supposed to attend to go on to the JTC because you don't you want to make sure joint transportation >> committee at PBPC once you have something on the tip >> you want to go to those meetings because
if you don't often times if you're not there you'll get bumped >> and I think that's already >> happen you and or Scott usually or >> I try to go to him but again I'm I'm dealing with limitations of time and space. >> We're on the tip. We We had been I think a year maybe earlier a year. I think
we've been on 27. >> Yeah, we've been bumped. I think we were on 27 for one. >> Yeah. >> 28 for the other. And now they're talking about 29 for East Street, but I'm pushing back. I don't want costs to escalate anymore >> because it gets more expensive every year. >> Yeah. So, some of these other costs are
going to have to start getting getting planned for now. But Mass Trails uh has been very generous with funding the greenway every year for the design. >> I thought that a lot had been funded by um Mass Trails and that's the construction for that is being funded by earmark, right? It's on the tip but it
was >> um weird. Yeah. Yeah. The town purchased and then the design work is from >> through the grant but ARPA money for the next last year and this year. >> Okay. >> Yeah. But we were on the tip for I I think it was like I want to say 16
million or something that I >> okay remember >> and I'm not sure what can be used for grants for um rightway acquisition or if anything can be um but we already we already are in control of most of the rightway. Is that correct >> for phase one?
>> Okay. >> Yeah. Phase two will be a different story. >> All right. Sure. I have to imagine there's some mechanism that CPA funding could be pulled in for the green light. >> Oh, for recreation. >> It's a good idea. >> Yeah, that would be a great idea if we can use it.
>> But I mean, the state definitely wants the greenway to to move. So, they they've been very very supportive on that. >> I put all the all of these on here because the state actually asked me in a meeting the other day like which ones do we want to push forward? There's a lot going here.
>> I can't think of one that I would pull back on though. Um, even the bridge. I mean, the res you you must be getting complaints from residents about it, but >> it is what it is. >> I'd abandon that bridge if we uh find out we own it.
>> See, we're making a number. >> There we go. >> Maybe we can get one of those surfs military bridges just be a fast pass responder bridge. Well, the hope is that the
rehabilitation costs are relatively reasonable. But we don't want to spend dollar one on it until for evaluation even until we know what the cost are. >> Y the worst thing you can do is spend money on something. Years go by and then
it's useless. Like the evaluation you had is now >> antiquated. Now we have to do another one and it happens. >> Don't like spending money twice. >> Right. >> Just one last one on personnel. I just want to clarify. So, we've got two vacancies now. >> Three. >> Three.
>> Two operators and a mechanic. Labor or >> was going to be a mechanic. I I would accept a labor at this point. >> So, last year >> we just need butts and seats. >> So, we had seven and a half positions. The half was supposed to be filled halfway through the year, but full-time.
The mechanic has been unfilled and we reduced that to labor >> for last year. >> For this fiscal year. Oh, well that was >> and then the sixth one you did have to fill and the person had left. >> Oh yeah, we we had we I had filled two
positions and one person has already left for more money. >> Well, in Worester. >> In Worester. >> Yeah. >> Yeah. >> So we have three vacancies now. >> Yes. >> And last year you had two. So this was a >> No, because we cut those positions,
>> right? >> Yeah. I whatever the mechanism was I >> your first sales line for that >> for me um cutting any of these positions would be detrimental. >> How long have they been vacant for? >> 2018. But we've but but
>> I know the the the tendency would be to say, "Oh, well, you've been doing without them since 2018." We've been drowning since 2018. >> Right. Right. And you're filling up. >> Maybe it's it's that colored one up. We're trying not to, but I mean I'm jumping in machines that I I should be in this office doing administrative
stuff and I'm out every storm with those guys >> right now. >> A lot of the overtime to is because of the winter storm. So it's not even like if we said, "Oh, we'll fill all three." But we're not going to see that much of a reduction, per se. >> So what's the main reason that you can't
fill those positions? Um I I think we've done great on increasing wages, but honestly we can't compete with the private sector >> for anybody with a two you need two l two professional licenses to operate
hoisting and a commercial driver's license and you can make twice what you can make with a town >> um in in private industry. So, >> okay, >> you have to really be the right person to fit into the job, >> someone that wants the benefits and the and understand that that's such a value
>> and the trick the trick there is, you know, the young people don't don't understand the benefit of benefits >> and so we skew older >> and now and like right now I think we've got three people
with retirement in the you know in the front >> in the next few years, >> if not sooner. >> Yeah. >> So, what about with the three open positions though? And again, we realize that you've been doing it since 2018, but if if if we filled one out of the three or two out of the three and was
able to at least reserve, you know, it's still much better and try to get you fully staffed. >> Well, honestly, that's what we're trying to do. Filling all three at once would almost be detrimental. Trying to get somebody onboarded >> and then training everybody, it's going to take away from >> it takes away from our us already drowning. So with with two people trying
to train them, I got lucky because I got two people that had all of the prerequisite licenses and one of them had all the experience I needed and so he was offered a shot and so then I was really just concentrating on trying to
uh train one person. So, should we stagger like it? >> I mean, that's what we we've been doing. >> And um >> that way your budget workbooks got >> I really want to emphasize though, I don't want to lose positions permanently. It would it's >> we're going to have to start cutting
services. And we've tried that before and nobody wants to cut anything. >> You try not mowing a field and people lose their minds. You try not mowing the cemetery, people lose their minds. >> No. And I think you've done well by paving those roads because that in my
opinion is what make taxpayers tick is when they say their roads and there are potholes and you know it's it's very important the roads in the town and the communities they live in. >> Yeah. I try to do a robust pavement preservation plan every year. Um I have a worksheet and I have groups of roads
that I aim to um try to fit into the chapter 90. Uh, I've been kind of holding back, like I said, to see what shakes out with those those other things because I realize I want to keep those going, but at the same time, I do want to pave some roads. So, I might take one
chunk of one of these colors and and try and get them done uh just to keep things moving forward. Uh, but if you look at the totals on what it would cost, I >> does chapter 9, do they like if they see like they say, "Hey, Randall, like we see a 1 2.2 2 million sitting in. Could
it affect your funding next year if you're not expending it within a reasonable amount of time? >> I've been told um that legislator legislators don't like it because it's money that they've put out there for infrastructure that's not getting used
and they want to see the results. But at the same time, little communities like us, um there's two reasons I would hold on, three really. uh contingency for some big project, saving it for a known good project. Uh the first one was unknown, saving it for a known big
project because you only get 350 per year >> or um the third uh for example, when I did that ambitious 700 something thousand. Um I think we got a better price on asphalt >> when we bid it out because you got Okay.
I I know I'm spending >> bigger quity. >> Bigger quality. >> Yeah. Absolut absolutely >> this is my strategy. Um I I don't think we've ever uh we don't go over a million very often. >> It's because of those supplementals that came in >> that were over a million.
>> I like to keep one or two years in reserves like about 600,000. >> Um >> but other than that I like to get the pavement on the ground too just like the leg legislators. It's at some point. You had told us a couple years ago maybe
what it cost to do just a mile of paving or something. >> Oh yeah. Um that's I tried to give some real world examples in my uh >> that really was an eye for me when you when you get your chapter 90 money and then >> sounds like a big number but it doesn't go very far.
>> No, it doesn't. Um I had their already dated costs but um where is it? >> Yeah, since co everything in construction has doubled. So, >> I'm looking for one that says um public.
>> It's what I did for that presentation about Maple Street. >> Yeah, >> I have too much stuff on my desktop. I know. >> I always get judged for it. Third line, public speaking. First one right there.
>> No, that's this or no. Uh that was a seminar I went to. >> Oh, okay. Sorry. Never mind. It's that word. But I know you you were saying that you know it's ridiculously what a what a mile of paving actually costs. >> Here it is.
>> Yeah. Okay. >> Yeah. So construction and this is probably very dated. Um 8 million per mile. Full depth reclamation. That's like if you tore up all of the pavement
including the base, which you have to have a pretty substantial base. Uh 733,000 mil and fill overlay. These are the ones I utilize most often. Um the re total reconstruction, we can't
afford that. So those are the ones we end up going out for tip. But mil and fill, just an overlay without mill. Um, crack seal and chip seal is not on here, but chip seal is another one I use quite often. It puts a a durable wear course
on. It'll get you several years of uh till you have to do something else. >> Okay. >> Any other questions? >> You guys have gone through a marathon tonight. >> Oh, well, you've been sitting here all the time, too.
Anyway, thank you, Reno. >> All right, thank you. >> Any other questions come up? I I always invite you guys. Nobody came to visit me. >> I know my my building's dingy, but >> we know where to find it. >> We've got spirit. >> And we'll we'll have you back for
transfer >> transfer station. Yeah. >> Okay, sounds good. >> All righty. >> That one's less detrimental to the general fund. It's actually >> as a fee based enterprise. >> Okay. >> All right. >> Thank you kindly.
>> Scott, just remind us when our next budget meeting is >> uh Wednesday. >> And that one is >> we won't have a quorum because I I work one day a week on Wednesday. I'll be at my house and Becky's out of town. So, >> uh Wednesday, uh clerk treasurer
townwide items and accounting. >> All right. >> And then Thursday as well too, right? >> I can do it Thursday, but I put it forward. Wednesday. >> That's a school. >> All right. >> Um, Nor school will be here after regular, >> but I I might want to do revenues and a few other things.
>> Yeah. >> I think you're here. >> Okay. I didn't hear it. Thank you very much. >> This government meeting is brought to you by Eastworks and our local cable subscribers.