This government meeting is brought to you by Eastworks and our local cable subscribers meeting of the Southampton Select Board for June 11th already uh at 6 p.m. And if we could start by standing and saying the pledge of allegiance.
I pledge allegiance 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. Thank you. >> Good. All right. This is the definitely
the cool room to be out here tonight. So, all right. Anybody here for citizen speak? Off hand, Robert? Anybody? Nope. All right. If not, we'll jump right into our business. So, we have a town administrator report. Scott, you want to
run through that for us, please, first? >> Um, so we had a good meeting with the DLS last week. Um, two of their members came in. Um, and we uh went through spent about 3 or four hours going through everything. They actually helped us fill out the forms, but this is part of a project that they're doing with all the municipalities to kind of encourage
them to um get things done a little bit earlier, especially in the summer. Yeah. >> Uh, so that they don't have to do all 351 within a month or two. Um, so everything everyone everything thing went well. They gave Bradley and I some tips and tricks on how to do gateway and uh really focusing on the capital debt
exclusions, the overlay estimates. Um, and they helped us actually input all the stuff for the um the override. So we're actually all set. So we'll be ready to go to input that when it goes once we have the tax rates. >> Mhm.
>> And the gateway program is just the portal that we have to put in all our finance >> y stuff. Mhm. for those listening. >> And then we have uh CBiz gave us the abbreviated punch list for the 24 audit. So, we're going to finish that. Hopefully, that'll be the last list they give give us. Um special town meeting
obviously is June 20th, 10:00 a.m. Just a reminder. Uh we also received the final designs of the splash pad. Um so, the next phase will be getting the architect and the RFP getting going ready for construction, which probably won't be until next year.
So that's all grant funded, so it doesn't come from the general fund. >> Um, obviously we had a big grant that was submitted. So everyone that worked on the onetop uh you know, big shout out to, you know, Steven and Chris and the grant committee and everyone that that scrambled to get it done. So that was a
big big lift and um hopefully it'll it'll get through. Um it'll be really the next phase of zero college that it'll be focusing on. >> Mhm. >> And then we had a veterans and family outreach event this past Saturday. Michelle was able to put that on. Um,
our VSO, she did a great job and and they had a really good time and helps connect veterans and their families to a lot of different services that they may not even know that existed. So, >> Mhm. Yeah. >> want to go through anything up in the the audit are just things that have been
are these kind of the usual kinds of ones or these are just sampling things that they >> No, these are specifics. >> Yeah, very okay. There is some sampling in there, too. But so these are all ones that we still have to give them that they don't have enough information on to work on their audit. And do we have a
timeline plan for that? >> Um most of my stuff like the executive officer office questionnaire especially I mean a lot of those are simple. The other things with like the you know the payroll outstanding things like that from two years ago that's going to be a little bit more difficult to get. So
it's going to be a couple more weeks. >> And what's the ambulance aging report? Uh, I'm not quite sure. >> That should be the receivables from the third party. >> Okay. Okay. >> It's got to the report's got to match whatever the entry is on the balance sheet. >> Okay.
>> All right. And we've still got some issues and this I'm I'm imagining the the um the grants up at Norris. Is that what those are? So, we're still reconciling grant issues there. Okay. Any other questions, comments?
Nope. >> Okay. >> Have they mentioned, Scott, after we get these outstanding items, how long it'll take them to complete the rest of their fieldwork and the audit? >> They already did the field work. So, I mean, I I think it takes about a month for them to once we get everything submitted. They've been running a couple
weeks to a month. >> So, sometime in August, we should have a final report, right? Or a draft report for them to come and tell us about. So, usually once we have their draft report, we invite them in to actually present it to us and give the highlights of it. So,
okay. All right. Well, we'll keep um keep on track of that and maybe in our each of our meetings, we'll kind of do a rundown in terms of what's left to do there so we can keep on top of it. Okay. All right. Um for those of us that have had liaison on assignments, John, have you had anything over the last
>> uh just yesterday? Um ZBA met to take up uh four Susan Drive. Um >> Uhhuh. >> So after a lengthy hearing, the uh the committee voted unanimously to to grant it. And so now I think by Monday, it'll enter a 20-day period and assuming no
appeals, it'll get filed and they'll be able to continue on with their project. >> Okay. All right. It's the first time ZBA's met in a while then, right? Did you have a full full group or >> We had four. We even had an alternate there in case one of us >> Very good. >> All right, >> sounds good.
>> That's what I'm here for in case somebody [laughter] >> Y Ellen, anything. Um we met we had um CPC met on the reported this on the 27th um where Chris uh and Christine Madson uh presented it was an application um to
fund the renovations for the entrance to the old town hall specifically the granite the three granite steps um in front of the town hall. It's a nice presentation, a lot of great photos from the past and the interior of the building and uh more uh
more to come, but it was really interesting to to learn that much on the project. Um the CBC we also reviewed and approved the letter for the land grant uh for the Triple Brook purchase that was approved at annual town meeting and
went through some clarifications on the upcoming uh uh Triple Brook purchase kind of the alternate purchase that is coming up for the special town meeting for approval. >> Great. I also got uh board of health will be meeting on June 29th next at
1:00 and I have the minutes from the cemetery commission. Um I've been doing going over some maintenance of some tree work uh that's been overdue getting done. Um and be shortly beginning um the work on the restoration of the
historical gravestones um from the uh CPC and the CPA funding. That'll be uh that funds that and that should be starting soon. >> That's good. All right. Um, okay. Uh, briefly on my end, it's been very grant focused. Um,
as Scott mentioned, working with the grant committee and, uh, Stephen and various consultants, we put together a request for the one-stop grant program. It's a state program where you put in one application, then it circulates
about eight or so different agencies, so they determine which program you best qualify for. Uh, and this is basically looking at pre-development work um up at Zero College. Um, trying to see how we can start to operationalize anything with that property. But it really
requires, it's not a matter of just going out there and starting any kind of construction. It really does require a lot more analysis of um the locations for septic, for storm water, um where roadways might be, where the curb cut
would be off of Route 10. um just trying to look at all those kind of design work u things on the land itself. Uh so there's a whole um set of activities that would have to come in to do that. A lot of permitting and a lot of um design
and engineering work just at the land and some of that would be environmental planning with storm water obviously um and basically just trying to see how that could go. So it's all pre-development permitting uh design work and so that request has gone into the state. We won't hear till
probably October, November, I'd guess. And that was about a $400,000 request thereabouts. Uh I don't have the exact figure in front of me, but around that. And then this week, uh we met with open space representatives to talk about the land grant, uh which is also due. That's
another uh another grant that is due in. And again, this will be for the Triple Brook property that you mentioned on on Middle Road. Um and that one will be uh it's got to be in by the 22nd, I believe. Um, and so that will be in very soon. We'll be working on that one. And
then Chief Asole and I and the grant committee are working on the assistance to firefighters grant grants. So there will be two of those uh as we did last time. One is the the tanker tanker pumper truck and then the other one is for the SCBA uh bottles and units. Um so
we will be working on all of those. So there's actually three grants and they're all applications are all due like the 22nd of June. So all my next week is focused on grant work. Um that's about it. So that's what I'll be doing in case anybody wants to find me. That's where I'm doing [laughter]
other than that. Nothing else happening on uh at this point in terms of bylaws. We need to schedule a meeting for bylaws, but we haven't done that yet. Um so that's basically it. Okay. All right. So tonight we have uh once again the whole year has passed and we have our
friends here from Tyen Bond to give us our FY26 storm water management program presentation and we've got Haley and Jennifer here and uh we'll let you sort of introduce why you have to do this all the time and how how come my whole year passes in between time here
but anyway we we've gotten through amazingly a whole year has gone by but um we'll turn it over to you to see what you can inform us of and how well we're doing or where we have improvements to do or what our next steps are. I guess really >> thanks Christine. >> I'm Jennifer Gilbert. I'm the project manager for the
>> pull that down a little bit just >> for the project. There you go. Hope you can hear me better. Um and I'm joined with Haley Rivers who has been doing your MS4 program for many many years as you had stated. So one of the um ways that you comply with MS4 permit is to do a public presentation and give an update
of what you did in the last permit year. So that's what we're our purpose. So with that, I'll pass it over to Haley. >> Thank you. Um, hi. My name is Haley Rivers. I am a planner at Tyen Bond. Uh, as Jen was saying, uh, I've actually been assisting you with your storm water compliance for about four years now. Uh,
so I'm just going to give a quick introduction and background, uh, mostly for any residents in the room so that they have a baseline knowledge of storm water and why it's so important. Um, then we're going to go into permit year 8, which is fiscal year 26, and what you have accomplished. Then we are going to
look at any planned activities for the next permit year which is permit year 9. And then we are going to look at any future permit requirements that are coming down the pipeline. Uh this is a presentation intended to help solicit some feedback. So if any of you have any
questions or comments, I'm happy to answer them. Um and this will also be something that gets posted on your website. It will be added to your storm water management plan that is also posted to your website. Um, so you know, if uh any residents, anybody sees that,
comes back with any questions, uh, I'm happy to help answer. Um, and yeah, we can continue on. >> All right. Very good. >> So, uh, to start us off, what is storm water? So storm water is any rainwater that falls on imperous surfaces,
typically paved surfaces or roofs, anything where it eventually turns into storm water runoff which then goes into the storm water system, typically through a catch basin or a storm grate. Um those then flow to outfalls. Outfalls
discharge into natural water bodies or the environment itself. Storm water runoff has uh storm water runoff commonly picks up uh some kind of trash, chemicals, anything that shouldn't be there and that becomes storm water
pollution. And unfortunately, storm water pollution is the largest source of water pollution in the United States currently. Um so, uh to try to combat that, we have EPA's small MS4 storm water program. MS4
stands for municipal separate storm sewer system. It is jointly administered by the EPA and mass D. It is part of the clean water act. It is meant to protect waters of the US from storm water pollution. Southampton's MS4 area is
within the urbanized area. This is a very uh this is categorized as a higher population density and also as a higher percentage of imperous surfaces within town. Southampton has a very very small
MS4 area. It's only that red cross-hatched sections. Um, and yeah, it that that's that's the extent [gasps] over there by Fqua Pond and then a little bit up near College Highway, a
little bit from where East Hampton and Holio border you. Um, it's pretty small. Um, you can move us to the next slide. So, um, as part of the MS4 program, you are authorized to discharge because you
have submitted a notice of intent. Your notice of intent was submitted on September 28th, 2018. You received an authorization to discharge on April 5th, 2019, and that had an expiration date of June 30th, 2022. Um, the existing storm
water permit, the 2016 MS4 general permit, has been administratively continued until a new permit is issued. We do not know when that will be yet. Um, and your storm water management plan is your own town plan that says how you
conduct your storm water management program. You finalize that on June 2019 and we help you update that annually. So, your storm water management plan consists of the six minimum control measures. Just to read them out so
everyone knows what they are. Uh, number one is public education and outreach. Number two is public involvement and participation. Three is elicit discharge detection and elimination, which is also known as IDE. Um, number four is your
construction site storm water runoff control. Number five is your storm water management and new development and redevelopment. And number six is your good housekeeping and pollution prevention. So for your storm water management plan in particular, you are mostly governed
by the Connecticut River Long Island Sound TMDL, which is also known as the total maximum daily load. The Long Island Sound is impaired for nitrogen. And so you have an outofstate nitrogen TMDL. So when we go out and we do
sampling or we monitor your system, nitrogen is one of the parameters that we sample for. In addition, uh Peekquat pond is uh also a category 5 TMDL according to the 2022 303D list. Um it
is impaired for a number of things, but most importantly for the permit, it is impaired for phosphorus and that gives you some additional um requirements under the permit. uh that includes street sweeping twice per year. It included a phosphorus identification
report that we completed for you a few years ago. Um and I can get into that as the presentation continues a little bit. Um, so to go through all of those minimum control measures for your public education and outreach, you guys do a pretty phenomenal job of doing annual
messages to residents, um, as well as, um, the other audiences, including businesses, institutions, commercial facilities. Randall really stays on top of posting things to Facebook or getting the word out when he can. You also belong to the PVPC, Connecticut River
Stormwater Committee. They do a lot of really great annual messaging to a bunch of different audiences at really timely uh parts of the year such as uh doing like a uh management of dog waste message usually sometime in the summer.
Uh talking about leaf litter and uh where to properly dispose of that in the fall. Um and so your involvement in that is really great. Um, additionally for your public involvement and participation, um, your storm water management plant is available online.
Anyone can go and look at that and provide comments to you at any time. And also, of course, you guys do this little presentation so that anybody can come and offer feedback. >> And people are listening, this is recorded, so people are listening on public access TV as well. >> Oh, yeah.
Um, and so for your IDE program, I don't have any major updates on your IDE program because Randall and I finished that back in 2022 during permit year 5. Um, so you completed dry weather outfall screenings in permit year 2, which was
2020. Uh, you completed your dry weather key junction screenings. Um, you actually didn't need to do anything because you don't have any in Southampton. You have a very small MS4 system. Um, and then we sampled for wet weather in 2022, uh, I believe in
September. And those are pictures of us going out and doing it because Randall wanted to make a Facebook post. >> Are those testing events once per permit? So, those will kind of stand until there's a newly approved permit or >> the current guidance under the permit is
that you would have to restart sampling 5 years following um, when it was done last. So technically, you would need to start it up again in fall of 2027 because we finished in fall of 2022. Um I am still waiting for some internal
guidance to see if that is still going to be the case because I know there was a 2024 draft of the permit and that's been on hold. And so we don't necessarily want to start you under the the existing guidance if new guidance is about to come out and you would just
have to repeat it anyway. So, um I'll probably update you guys on that in a couple of months when we have more clear answers. Um to continue, uh for minimum control measures four and five, which relate to your construction site and post
construction storm water management, um your storm water bylaw was revised on June 12th, 2021. This was done to meet new requirements under the 2016 MS4 general permit. And so in accordance with that bylaw, every year you ch you
track site plan reviews, site inspections, and enforcement actions that are issued as a result of construction site or post construction activity. Um that all goes into your annual report which is submitted in the fall. Uh also for MCMs four and five, uh you
maintain a municipal storm water retrofit inventory. Essentially, we completed a nitrogen and phosphorus source identification report which tried to highlight any storm water system catchments that would have particularly high nutrient loading to try to target
areas where treatment of the storm water system before it discharges into the environment would be most effective. And so, um, we spoke with you about that a little bit. you had in you had installed some storm scepters on East Street and
um we also worked with you to develop um a BMP retrofit for Conan Park on Clark Street and that I can turn to you because you know more about that. >> Yeah, of course. Yes. Um so, uh last year we finished up permitting and design and so if the uh community would
like to continue, we did submit a proposal to continue with go to bidding and construction phase services. So um that would be the next step so that you can meet this uh it was in permit year six or nine six yes period year six. Um so that would be great if you uh have
the the funds to proceed with it. So >> y >> yeah and um specifically that the MP retrofit is something that a lot of communities had have had trouble trying to get done by the permit year six deadline just because of permitting requirements and trying to get funding. So, I would say you guys are still well
within the realm of what other towns are doing for this. And >> you are not atypical that you haven't done this yet by far. >> And as long as you can show that you're trying to move it forward and you've made some amount of progress, that's usually enough to fulfill the grant or um the permit requirement at this time. >> Yeah,
>> there may be some old documents related to that, but what was the estimated cost of that project? >> It's a good question. Costs have been escalating. So that would be something we'd look at when we when we get authorization to proceed is to reook at the OPC and and get some new current costs as how things are bidding right
now because as you know >> I think gas is very high, diesel's high, you know, so a lot of construction material cost and then postcoid labor costs have also been increasing. So we'd want to make sure we have a better idea for that. >> Is there a deadline that we have to get this retrofit project done?
Theoretically, it was for permit year six, but again, a lot of communities have had difficulty trying to get it done at all. So, at the moment, we don't have clear guidance on like a hard cut off for it. So, as long as you can show some progress, I think you're >> Yeah, there's other items that we have
seen in the past that EPA are pushing back on and kind of wanting to make sure communities are doing like the bylaw change, which you've done. Um, and making sure you're collecting the information, ma, making sure that people are doing post construction inspections during doing SWIPS, like doing all those actions were high are higher on their
priority list than this because they I think they're recognized. >> And is Tyen Bun helping with looking for grant sourcing on this or >> Yeah. So, you know, the MVP grant, I mean, you're the expert at MVP grant as you know, you know, have one, but uh, >> yeah, there have been a few communities where we've been applying for MP. Uh
there are a few other communities where we've been helping to apply for MVP grant funding. Um trying to look at any other grants, especially under the new ECO1top program that launched uh in like winter of this year. Uh so I mean if uh funding is something that you really need help looking into, we're more than
happy to assist in any way we can. >> Excellent. Mhm. Yeah. Um and so for your final MCM, uh which is number six, and that's your good housekeeping pollution prevention plan. Um so essentially, uh through your highway department, you conduct ongoing catch basin inspections
and cleaning. You do that street sweeping twice per year, uh once in the spring and then once in the fall because leaves are an incredible source of nitrogen and that is something that you need to be aware of because of the nitrogen TMDL. Um and then uh you also
have your operations and maintenance program and that is something that Randall follows pretty closely and so tracking for anything in there goes through your annual report in September. So what is planned for permit year 9? We're going to go back through all the
MCMS. So essentially for uh both one and two just continue to do what you're doing. You are already in compliance. So Randall, I assume, is going to continue with all of the public messaging that he is involved with. It seems like you are going to continue to be a member in the
PBPC Connecticut River stormwater committee and they will meet all of the requirements under this permit and you guys don't really have to think about it anymore than that, but gets all the great information out to the community that you need to do. Um, and same for your public involvement and participation. As long as you're making
your storm water management plan available for public review and comment, especially at presentations like this, um that garners support that provides an opportunity for input and um you know, of course throughout the year if there are other safe ways to involve the
public in storm water. Um please consider them as the year progresses for your IDE program. There really isn't much to say at this time. your fieldwork is complete and uh essentially every time the highway department goes out
cleans catch basins, they have the information and the training to be able to assess the system during regular operations. And again, uh if we hear any more guidance on what to do after that 5-year deadline, we will of course let you know. Um, but at the moment we're
still in a weird holding period because we're in the administratively continued section. Uh, for MCMs 4 and 5, you are essentially going to continue performing and tracking all of those site plan
reviews, enforcement actions, inspections, all under your bylaw. Um, and just continue to enforce it anytime there's new construction or post construction activities. And for your good housekeeping, um, Randall [snorts] does a really great job
at running the highway department at keeping his his staff trained. And so as long as you continue to implement your good housekeeping procedures, as long as you continue to track all of your annual requirements, as long as you continue to um work towards implementing any BMP
retrofits that you can and as long as you maintain your records, uh you are all set and you're doing a great job. >> So uh this is the entire schedule under the permit. It has specific requirements up to the 10-year point, which will be
June 30th of 2028. You are actively meeting all requirements other than that one BMP retrofit requirement. But again, uh that's been something that both EPA and Mass DP have been uh making allowances for as long as you're making
progress, which you are. Um your permit year 8 annual report will be due on September 28th, 2026. And again, the permit was administratively continued, so we don't really have any new requirements to
update with update you with until then. And so again, as long as you are maintaining your annual reporting and meeting your tracking requirements, you should be all set. Um, one of the biggest uh permit year 10 requirements for most communities is completing your
phase 2 mapping and all field catchment investigations. That was all completed for you again in 2022. So, you finished well ahead of schedule because your MS4 area is so small. Um, so that is all set. You are clear to go and we're just
waiting to see what comes next. >> Great. >> So, if you have any questions, I would be more than happy to answer them. >> Yeah. >> Yeah. Anyone draw anything? Anybody else? No. No. Great. I mean, I
think, you know, thank you for doing the annual presentation here and I'm I'm glad I I know Randall's been taking this quite seriously and uh following up on things. So, we're glad to know that we're in compliance and um you know, there's if there's something out of whack, it's because it's something that's out of our control and we can't
we can't deal with it until they issue certain things, right? So, >> yeah, >> but as long as that doesn't >> act negatively towards Southampton, I guess that's fine. So, we can't expect any better than that. Okay, >> great. I don't know that we have any particular questions. So, we'd see you back again in another year. Is that
right? >> Yep. >> Okay. [laughter] >> All right. Good. Well, yeah. And if you would send that to Randall or whomever, Scott, and we'll get this put it up on the um on the website, too. So, super. >> All right. Awesome. >> Well, thank you for coming in. >> Great to see you all again.
>> All right. Thank you. Very good. All right. So following that um we have a few appointments tonight. Um I'd like to take the first couple together. Then we have a new appointment which I'd like to take separately and then I think we
can group the rest. So if we could start with that. >> Madam Chair, if we can take up the first two each are three-year terms to expire 6:30 2029. One being Randall Kimp, Agricultural Commissioner, alternate reappoint, and the other Dennis Vogle,
Council on Aging Board reappoint. >> Okay. Until 2029. Okay. >> Could I have a second, please? >> All right. Second by Ellen. All those in favor? >> I. >> I. Okay. >> Next, we have a [clears throat] new appointment three-year term to expire
6:30 2029 of Ashley Stone Council on Aging Board. >> Okay. Could I have a second on that? I'll second. >> All right. And just for discussion, I'll just read a couple pieces of her background here. Um Ashley met apparently with the COA board and they
have recommended her to join the board. Um she's got experience as a coordinating case manager under community legal aid and has been um involved in a variety of things from um working with legal aid in expertise in housing in particular as well as early
inter early intervention in home services to children and families. uh and so she's um feeling like she's got a good handle on the challenges that older adults face and would like to see some more intergenerational work happening in Southampton. So she's put her name
forward and the COA board has accepted her and welcomed her to join them. So with that uh we'll take a vote. We have a all those in favor >> I >> I >> I All right. Very good. Thank you. Madam Chair, without exception, take up the next six, which are all one-year
reappointments to the senior center building committee whose terms would expire 6:30 of 2027. They are Darcy Gas >> Gasperini >> Gasperini, Elizabeth Baldwin, Janet Kaine, Carl >> Kushi,
>> Kushi, Dennis Vogle, and Madam Chair herself, Chris Fowls. >> Okay. All right. I'll take a second on that. >> Second. All right. And this is a one-year appointment. Okay. All right. All those in favor? >> I >> I
>> All right. I'm going to abstain for myself, but I on the others if that makes any sense. So, I'll vote I'll vote I on all the others, and I'm I'm not voting for myself at this point in time. I'll abstain for myself. Okay. >> Uh, next, take up a reappointment for a two-year term set to expire 6:30 2028
um for the Board of Affordable Housing Trust. And that would be Kathy Caputo. All right. Do we have a second? >> Second. >> Second by Ellen. Okay. All those in favor? >> I >> I All right. Very. >> And then lastly, to accept the
resignation effective May 28th, 2026 of Michael Buller from the Greenway Committee. >> Okay. Have a second. >> I'll second. >> Second, Doug. Okay. All those in favor? I >> I Okay, so be it. Okay, that takes care of appointments and one resignation. So,
thank you very much, >> Madam Chair. Yes, sir. >> Michael's been on that committee for a long, long time. >> Could we not send him a letter thanking him for his dedication? >> We could certainly do that. Sure. >> On the Greenway committee? >> Yes.
>> Yeah, that's true. He's he was on one of the early uh early iterations back >> way back >> way back when. Okay. Sure. >> If the board so so desires, I can draft a letter of some sort and send it out under my name. Is that okay?
>> Yep. Just a general thank you. If you got >> specific information, you can fill me in. You know more the history than I do perhaps. >> Okay. I'll see what I can find. >> Yeah. Okay. Sure. That'd be great. >> I would also note that he's continuing his service on the finance committee. >> Correct. Right. Okay. So, he's stepping away from that, but joining in on the
finance committee now. So, that's good. So, just changing changing hats a little bit, which is good. Okay. Very good. No, good suggestion, Charlie. Thank you. Okay. So, let's uh take up just a brief discussion tonight on the um select board liaison assignments. Um as you've
heard, especially for new members, I'm I'm sure you've gathered this already, but we have usually assigned uh ourselves uh to be a liazison to various committees and boards in town. And the intent here has been basically just to have a point person on the select board that somebody from those
committees or boards can come to if they've got an issue that needs to get before us that we may not be aware of. Um and so we are basically that that connection point to them. We used to be um maybe a little bit more not
necessarily diligent but we used to be more frequent at the meetings than than we have been in the last year or so. Last year we kind of scaled back a little bit and made it not a requirement to attend every meeting but to try to get there at least once a quarter. Some groups only meet quarterly but many
others obviously meet monthly, others meet every two weeks. So do the best you can when we get assignments here, but should you not be able to get to meetings, um I think as as with Ellen, take a look at the minutes that are posted and get yourself informed about the minutes or reach out to somebody
from the committee to find out, you know, if there's anything that we need to know about basically. So the idea here is um we've got a lot of committees. I think there's like 20 24 or something we had here. So, I will say right off hand on this first list that
we had, um, you want to Did I give that to you, Scott? You want to push up the assignment? Uh, I had an email, I think, just doesn't have it on the board. I'm sorry. Um, just so people can follow us a little bit. Uh, somewhere there. [clears throat] Um, there are some of them that uh were in bold and this was
this this meant that we were voting members. Usually, a liazison is not a voting member. they're just there to find out what's going on and be that that focal point uh or focal connector I would say. Um but there are some cases where somebody had already been appointed or elected to a particular
committee or board and they became the liaison at the same time. They weren't we weren't duplicating that effort. So that's what the ones in bold were going to be. So obviously uh with Steven gone we'll have to substitute out anything that he was doing. But there are also some committees that I would suggest we
don't need to focus on. um pretty much unfortunately the you know the ad hoc technology committee had started off with gang busters and really helped us out a lot with a lot of the work that we were doing both with the website but also the server with novice all of our IT work. Um and their next work was
going to be looking at bringing broadband or has been looking at broadband coming into Southampton. I think in reality that's been a project that's going to be on hold even though it came out as a high priority when we did our master plan update a few years ago. Um again it's it would be another
costly project and is not something that's going to be happening anytime soon. So they haven't really met they haven't got a chair anymore. So I'm suggesting we don't really need a liazison for the tech committee. Um there are a couple people that are still technically active but they have not been meeting. um capital committee and
finance are obviously folded together now and I think with um with our our current folks on that we we will be involved in quarterly meetings with fincom at least and so I wouldn't suggest that we need to have specific
liaison to that personnel policies procedures obviously has changed and at this point in time I have not heard but I'm thinking public safety building is probably it may continue but it's got to be reformed formatted. I think I think they had decided that they wanted to have a
new charge from select board. Uh but I need to verify that. So that there might be three or four that we don't need to fill in. So at this point in time, um what this will end up being is probably four to five anyway per person. Um so if you would take a look at them and think
about them, uh ones that you're more interested in or not, uh and then at our next meeting on the 23rd, we'll probably just go through and say, "Okay, I'd like to be whatever." Uh so if some if some people want to stay on where they currently are uh that can be known at that time uh or if there's a particular
interest uh especially from Charlie and and Doug on particular committees since that's that's new. Um feel free we can certainly swap things around >> and um you know give up odds and ends and let new people get in there and uh get a feel for what else is going on in some of these committees and boards.
Chris, would it be helpful for me to take and just send an email to Scott as to what I prefer and that way there when we're at the meeting, he can have a spreadsheet put together. >> Mhm. >> For discussion, >> that could work, too. Sure. Yeah. I mean, if people want to just send a note
to Scott with ones that you're interested in. >> That's fine. >> Actually, I don't [laughter] >> No, no, that would be that would be good. And then we can >> I think I got it by default. >> A quicker decision making on that. Sure. if you just but think about it over the next week or so what what committee
>> would interest you the most and um you know whatever you'd like to be involved with uh as that liaison I think we'll take it from there. Okay, >> sounds great. >> Okay, any questions on that? >> We discuss >> so again I think I think it's an important role um you know we we know that these committees you know we we
rely so much on volunteers to run our our town committees and our boards and our commissions and um you know we want to be accessible to them. it's at the same time we're all busy and we don't have the chance to get to all of their meetings necessarily especially if we have four or five committees assigned to us. So being that liaison and and uh you
know being that point person that they know that they should contact person X if they've got a particular issue that they need to sort out or or bring before the board. Okay, very good. Thank you. Okay. Um
if no questions, let's go to special town meeting. Scott. Um we know we've got that coming up. >> Y so the warrants's been posted online and in all the different areas on uh in the town and uh just got to finish up doing the uh the motions and the
summaries which will be uh put probably early next week. >> Okay. So again, that's going to be the 20th at 10:00 Saturday morning at Nor School. >> I don't think we'll need overflow for this one. [laughter] >> One would hope not, but we never know. Um, I think it's not a complicated
meeting like the other one. Um, but we'll have issues to discuss, I'm sure. Uh, and Robert, you're doing your meeting here shortly after we're done tonight. You're going to read through the just the articles. Um, so it maybe we'll we'll try to be quick in terms of our meeting here. It was 7:30. Okay. I
thought 7. Okay. Well, thank you. >> We'll stay focused. 7:05. [laughter] Stay focused. >> We'll stay We'll stay focused. No problem. So, that's good. So yeah, we're looking forward to have you people come out for special town meeting uh again Saturday sep um the yeah June 20th. Perfect.
Okay, >> Madam Chair. >> Yes. >> Uh so this question for you, Scott. I've noticed just some commentary on on Facebook and some misunderstandings as to whether we're going to be requesting um you know debt exclusion for the
borrowings that we're going to have the articles on. Um, have you given any thought to, you know, maybe another Facebook live or some sort of presentation as to, you know, how we're trying to utilize the, you know, the
300,000 from the from the override, you know, towards the capital plan and kind of the difference between what the past requests for borrowings have been as debt exclusions versus what we're actually doing for this special town meeting.
Um, I wasn't wasn't planning on doing any Facebook lives this time. Um, yeah, it's it's I was hoping just to kind of do a explainer in the uh the motions. >> Do we have the, you know, the long-term
capital plan? Is that on the website at all? Kind of the 10-year roll out of some of the, you know, desired purchases. >> Yeah, my suggested version is. >> Okay. But that's um now it's kind of the ball is in the the capital city court to to kind of do that. >> It does help I think give people the
picture. >> But these these will not be the borrowing for the ambulance and the truck will not be debt exclusions. No. >> No, they're not. So >> yeah. >> So but we'll get that more explained in the once you get the uh >> the articles, but I mean we could put up
something more on the on the website too just to explain that I suppose too. Yeah. Okay. Okay. All right. Um let's see next up. So um every year um select board is charged with doing a performance appraisal uh
for the town administrator and the town administrator likewise has been delegated to do performance appraisals for the people that report directly to him. Uh and so we uh as a select board go through a process where
we have um the town administrator provide his own self-evaluation of things that he thinks he's accomplished and what he's working on. Uh and then each of us has a form and score read these um 10 10 different uh topics, 10
different areas of evaluation um that we look at and individually score them on a one to five basis. uh five being consistently exceeds expectations, four being often exceeds, three being meets expectations, two occasionally meets,
one rarely meets. Okay, so we score in a s system of 1 to five each of these 10 questions and the 10 questions I will go through briefly here and give you uh where where our results are. So people have scored them and this would take the into consideration the previous board
members. So, this is actually um not involving yet until next year uh Doug and Charlie, but this would be myself, John, Steven, and Ellen uh that have gone through this independently, done our own scoring. And what then they do is all those come in to me, and I
average the scores and try to include people's comments in the comments back as feedback back to Scott. Um then Scott and I sit down and discuss this and sign off on it whether we all agree or not, but we sign off on it acknowledging that it's been presented and discussed and
then uh we present the results to to the public. So that's what I'll run through this evening. This basically covers the March 25th to May 26th period. So basically a little bit over a year. Um first uh topic area was job performance.
And again, these are these are the averages of of four people. Okay, so job performance, the final rating on that was four. And I'll just read you a couple sentences maybe of one or two of these things here. Um uh he's particularly been focused on cost savings and budgetary matters uh
that affect town operations this year. And his organizational skills and job and ability to create and manage complex and detailed spreadsheets have been helpful to illustrate the situation at hand and potential consequences. job knowledge uh scoring 4.6.
Uh couple of comments. Um Scott is well versed in the various facets of the TA job be it related to personnel budget contracts grant real estate and state and federal laws. Uh recommendations that have been brought to the select board have been informed
on that have been based on that informed approach. Um there's a recommendation that he could keep on building institutional knowledges across departments and not have any kind of concentration of decision-making. So we should be able to to work on that a little bit more and spread his wealth of
knowledge amongst the various department heads as well. Uh it's one where he's wearing multiple hats as the chief administrator, chief financial officer, etc. Um personnel management scoring there 3.8. Uh this is uh related to um a variety of
things but basically some of our comments were uh giving him kudos for bringing on the uh treasurer position uh filling that position in a quick quick amount of time short amount of time rather after the resignation of our former treasur collector at the beginning of the fiscal year. Uh and
also his commitment to working with them to streamline and modernize practices and working with the DLS to improve our town accounts. Um, generally Scott's got an open door policy. Uh, and there are times when sometimes he's in the middle of something and needs to communicate a
little bit more clearly that he needs time to finish what he's doing and then set a dedicated time to meet with somebody else that has an issue that they would like to discuss. Uh, but he generally tries to ensure a good working relationship. And there are some more routine administrative tasks that we think he could still do better to
delegate to his uh subordinates especially his administrative assistant. Fiscal management is the category number four. Our rating there was 4.1. Uh this again has been very much based on fiscal issues uh and all of the work
that we had to do with uh the uh getting ready for the town meeting and just our whole budget crisis that we were into this year. Uh so had multiple meetings obviously with select board and finance committee. Uh scheduled obviously uh
lots of time with the various department heads and had individual meetings with them as well as the public meetings scheduled for fincom and select board um basically helping us navigate the unexpected insurance cost hike uh and advocating for some quick
decision-making and an alternative to our current plan. Uh we're hoping to see some some results. It looks like it's positive and we're hoping to see that continue in the coming year and get more clarity in terms of what the actual results are. Um that could have been a
very costly situation and put us in a deeper deeper hole financially than we were already. Um the uh capital plan also was uh tackled. Uh as has mentioned that's been something that's been sitting on the back burner for a long time, but having
at least a 10-year capital plan for updating our vehicles and equipment uh is much appreciated. Okay. Uh time management score here 3.1. We felt that Scott has generally done a good job at multip at
juggling multiple competing priorities uh and has had to deal with various emergencies from time to time, especially some here at town hall with our facilities that are aging. Um he's been pretty cautious about setting deadlines. Uh and there are times when timelines can shift for just regular
normal reasons. Uh and select board would just request that we be given an earlier heads up on any progress status um through an email. Sometimes it may be an email just scheduled in between select board meetings uh just to keep us a breast so that we're not surprised by anything. So a little bit more proactive
communication uh regarding any revised expectations would be of help uh for transparency sake. Okay, communication um this is with public staff and the select board uh rated that at 3.3 and again these are the average
scoring of the four people that rated these. uh he's endeavored to keep us better informed of issues and the progress of issues uh as they have developed but there are times where we have become aware of matters um maybe later in the process than than has been preferred and
I think the opportunity uh from our point of view exists to increase communication with the select board uh and provide earlier awareness. So there may be again times in between meetings without violating open meeting law but simply sending an email to let us know X and Y as has happened this week for
example. Uh he's been very proactive on many occasions and uh certainly on the idea of recommending options for the health insurance plan transition. Um I think in terms of uh the work toward the override um it was very much
appreciated that we did uh some work here on basic educational information on the website. There's a feeling that more of that could have been done um a little bit ahead of time and that even though the um the budget series videos were well appreciated, there was more that we might have done to educate people about
the override itself and what those things meant. Um, one of the main things that Scott's been involved in is with all the grants that I know that I and others have been putting forward in various departments. Scott's responsible for ensuring all the
progress reports on those grants to the various program committees, uh, grant committees, be they federal or state, and requesting reimbursement for the funds of the grants because again, we don't get the money until we actually put in a report and ask for it. And so Scott has caught up on some of the ones
that had been lagging prior to his arrival uh and has been uh conscientious about getting those submitted. Um sometimes Scott style we I think we found is can be very succinct when answering questions and that may lead to perceptions of him not being open to
discussion. Um we think we can improve that a little bit by giving not only just a recommendation or an answer but explaining more fully the rationale about um what the position is so that people can understand how he got to that position. Teamwork 3.1
again trying to promote longerterm planning interests in a variety of ways especially on personnel hiring, capital planning, automated financial systems uh and essential services has been very very much in the forefront over the past year. Uh generally has been working well
with with other departments and uh has been involved in a variety of legal and procurement matters with various boards and commissions as they've arisen. Um let's see. Um
uh there's a couple couple of thoughts about uh just being more uh more open to other other discussions. So there there are times during select board meetings if there are issues that come up we may take more time and and go ahead and discuss those or have at least get it
scheduled for a following meeting uh so that we have a full air discussion and clear about we're all clear about various viewpoints and collaborative decision-m problem solving number eight uh rating on 4.3 um basically felt that Scott re
researches issues where he doesn't have the expertise uh is very easy at reaching out to very comfortable rather reaching out to state officials and attorneys or fellow town administrators to gather advice and then share that information with us. Um this was especially true I think on the rise in
insurance costs. We felt that that was really some exemplary work that happened there which uh his basically gathering of information looking at the analysis analyzing it looking at that the ramifications of what it would mean to leave the current educ um insurance program and move to
the GIC. um was something that was um commendable and uh especially his encouraging us to take immediate action and act within all the deadlines so that we could actually partake of that new system. Um recommending that the capital committee responsibilities join the
finance committee looking at uh other ways to reduce bureaucracy and be more customer serviceminded uh we thought were ones that he had done well with this year. Number nine, creativity and initiative, a rating of 4.1. Um this uh I think we felt that he has
been able to tackle a a wide variety of challenging situations and again uh been very proactive on the health insurance costs and the change on that and uh looking toward the future and working with the department heads working on a capital plan with the department heads
that will help us address priorities and be rather prepared for the future rather than just simply reacting to emergencies which has been our case in the past. And lastly, uh number 10, above and beyond. Um we felt that was 4.1. Uh this especially we felt has made extra
efforts to educate people on the Facebook live sessions especially on the budget series uh where um every every one of the town department heads was interviewed and uh had a chance to give a presentation to the town about what their their department was like and uh
impact of of budget decisions on that. Um he also worked on the uh ADA self-evaluation study um and that has been um received and accepted as well as the uh finishing up the um hazard mitigation plan update. And then also he
worked to ensure that the green energy grant funds were spent. Uh that had been a a program that had been awarded to us before I even got on select board and it took us six years to find the actual projects that could be um appropriated under that project. um under that grant
project um and then has been working with West Hampton on energy projects as well. And so there's a new relationship that was established there with an shared energy manager with West Hampton that will help us identify other opportunities for energy projects and
grants. And lastly, uh there's a chance for him and us to put forth some individual goals for the coming year. So I'll just read there are eight of them and I'll read those out. Um, complete the next phase of the salary and compensation plan by updating job descriptions. Continue to implement the DLS financial
practices audit. Develop timelines and formal agreements with central office over finance, accounting, and responsibilities related to Norris and HRHS. Resolve legal issues around the Pomeroy Meadow Bridge repair. Oversee timely
completion of the FY25 audit. Develop a communication strategy for quarterly updates to the community on key projects. Improve accountability and establish town project tracking with milestone dates and reporting based on priorities set by the select board and
notify of any emerging risks and delayed timelines. And then lastly, to ensure discussion and followup on any unresolved issues from select board meetings for better for better governance and closure. So those are all things that we will work together on with Scott and the coming year. And
overall, the average score of all of those 10 things is a 3.9. So that is our evaluation for the past year of Scott. And we thank him for all the work he's done this year and look forward to the to the coming year. So Scott, if you
would like to say anything, please do. >> Few words. It's >> just usually awkward to have a perform. >> I know this is not not not the most comfortable process to have your evaluation read out in public, but that's that's the way the uh the way the way it works from what we've
been told anyway. So, >> yeah. No, just in general. I mean, just in terms of working here in Southampton, your thoughts about anything? >> No, we we've accomplished a lot, but um hopefully we can settle down this year and focus on some of the more key features as long as nothing else pops up.
>> Yeah, maybe some of the more routine things rather than worrying about some of the >> higher emergencies like insurance and budget crazinesses. Okay. Okay. All right. So, thank you for that. So that completes the evaluation for this past year and then we will be following
through and seeing where we go for next year. Okay. Okay. Other than that, we have some vacation carryovers here. I think some of these are at different time periods. I don't know if we have >> So I'd like to make the following motion. Yep. >> And take them up as a package. that the
following 1 2 3 4 5 six individuals. Um that the treasurer be empowered to allow them to carry over up to the equivalent of one week's regular scheduled hours should
they have them available as of June 30th. >> Mhm. >> Cuz to your point, some are 32, some are 23, some say >> some are 40. Yeah. you know >> that >> the payroll folks will know what they are if it's available acrew it carry it over and notify so I'll make that motion
for the following people Katherine Danto Richard Fulli Ron Lauren Andrea Lllair Kyle Randu >> Rondo >> Rondo and Scott Zybeck >> okay all right we can have a second please >> I'll second
>> all right Doug second okay any comments questions Most of these are just um vacation time that can't be used before the end of um before the end of June. Uh so a lot of people have not taken all their vacation time and we often times do allow them to carry over some days of that.
>> Right. The the handbook allows them to. >> Yes, it does. Yeah. So okay. All right. So motion on the floor. All those in favor? >> I >> I All right. Hearing no opposition. That's are all approved and we'll sign off on those tonight. Do we have any other business that can't wait for our
next regular meeting which is on the 23rd of se of I'm in September. I don't know why tonight I want to be in September. The 23rd of June [laughter] is our next regular meeting. Any any issues? We have the town meeting obviously before that on June 20th. Uh
but otherwise uh we'll do that and we'll probably have a a short meeting. We just organize ourselves for a few minutes in the library uh before the town meeting, half an hour beforehand, probably at 9:30, [clears throat] and then uh we'll meet for the town meeting on the 20th at
10:00 at Norris. Other than that, we've got minutes for approval. >> Move to approve as a batch minutes for March 12th, April 14th, April 22nd, and May 12th, 2026. >> Okay. >> Second. >> Second. Okay. Anybody have any comments or questions? I saw a couple of typos on
May 12th, and I can work with Judy on that. There's a couple of names that are spelled wrong and I'll just catch up with her on that one. Other than that, the content was fine. Nobody else. Anything? Okay. All those in favor? >> I >> I All right,
everybody. All set. Hearing any opposition? Not hearing any opposition. Okay. All right. Um, other pending business. Um, FY24 audits. We have it on the list just as one we keep there till we get through it. Scott, I think you've kind of gone through that in your town
county town administrator report, so I don't know that we need to do that anymore. Anything new on the chip projects? And again, we this has been a request of Stephen to keep this on here so we know that we've got these three big projects with DOT, which is the East Street um reconstruction, basically the
greenway, and then the Pomeroy Meadow Safe Routts to School. These are all DOT related projects. They all have separate committees that meet and give the progress on that. We basically want to be sure that we still remain on the tip list on the dates and years that have been allocated to us and nothing slips
off the delay side here. Um so that's why we're kind of keeping them on here. Um just one thing it wasn't on the agenda. I'm I should have done it up above. We had you had reached out Scott on the PVTA and we have heard nothing nothing. >> I have no schedule not yet. So documents yet, >> right? So we have definitely seen the
bus go through town. It does exist. Um, I don't know whether they're not stopping because of all of our construction or what, but nonetheless, I would still assume that assume that they have to build a or make a real official stop. It's not going to be just a cardboard sign. So, we will still
continue to talk to the PBTA rep and be sure that we get once we get information about the schedule, we'll get it out on the website and on Facebook to let you all know, but hopefully that will start fairly soon. I mean, it says Southampton to Southwick, but they don't seem to be stopping yet in Southampton. [laughter]
So hopefully they will soon. >> You just got to go out and stand at the sun, >> I guess. So I don't know. Maybe. Maybe. All right. Wait. >> Yeah, I guess. Yeah. Wave them down. I don't know. Okay. So, um, we have John, you were going to suggest them. We have calendars for July meeting. Uh, we would
normally meet So, we're going to meet June 23rd >> and then we've got normally if we stick to our >> twoe schedule, we'd meet the July 7th and the 21st. >> So, I was I was going to propose this as our first July meeting, but since this is on here now, I'll bring it up. the um
>> we have I mean we don't want to wait but we have the first 15 days into the next fiscal year to approve any trans line item transfers. >> Mhm. >> Um to clean things up. So if we if we go out to the second week which is the 14th right that if if there should be any
transfers that are identified we can act on them at that meeting. Um and if finance has to be there to do it both. I don't know if it's just one or both but anyways that's a date. Uh July 7th happens to be the week of falls within the 4th of July holiday week, >> right? Yeah.
>> So um and the other thing I was going to spring on you on the first meeting is setting our calendar for the full year. And by that I mean I'd like to have our standing select board meetings to be the second and the fourth of every month. >> The only time that becomes a problem, we
avoid all school vacations and we avoid all holiday weeks except for Christmas. Mhm. >> It'll fall in there and we can >> we normally have to do something around there anyways, >> right? We do. >> But if we start on the 14th, then it's just it's the 2nd and the 4th of every
month is when the select board meets on a regular things and we can fit extras in if we need to. But that way when those two months when we get three meetings in there, we're not >> Mhm. Yeah. >> throwing our schedules out of order and there's more >> like logical logical things. I know sometimes it keeps it keeps changing a little bit. So it probably is better to
have set dates like that. That's a good idea. So that would put that that would follow into what you were just saying about July. >> So if we start on the 15th, we'll meet on the 15th and the 28th of July. >> The 14th 14th of July, right? >> Yeah, correct. The 14th and >> 14th of July and the 28th of July, that would be our second and fourth meeting. Is everybody in generally I don't think
we need to totally vote on that, but I mean is everybody generally in agreement with that idea? >> The second and a fourth, we just have definite >> definite two meetings a month and that's it. Okay, let's um let's try that and we can pull that calendar together. Um and then uh let us then change this from
July 7th and 21 to July 14 and 28. Okay. Very good. Okay. Thanks for that. Okay. Uh if there's nothing else, I think we could possibly adjourn. >> So moved. >> All right. Second. >> Have a second. Ellen, all those in
favor? I I >> All right. Great. We're adjourned at 703. Thank you.