Okay. Welcome to the October 22nd, 2025 select board meeting. Uh we are being recorded. Please rise for 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. All right, we will start tonight with the town administrator's report. >> Good evening. Um, >> so just as a quick update, over the last couple weeks, I've been continuing and
almost completed the meetings with department heads uh in between interviews and learning about the hot topics throughout town. We're we're getting very close if I haven't yet completed it. And I've begun the process of meeting with some of uh the both elected and appointed committee and commission chairs. That hasn't been as
standard a process where Diane was helpful enough with the department heads to set them up and and line everything up with the commission chairs and committee chairs. It's been more ad hoc and related to hot topics. So I will if you haven't heard from me yet, you will be. I'm looking forward to learning more about the work that's going on. Um this
afternoon I participated in a town hall lin auditorium on the UV project. Uh David was there as well. Um the program was largely focused on the technical report from Apex and Kleinfelder. Uh talking about the results and what they saw as uh lessons that they learned. Um
and there was obviously particular interest in learning about the next steps uh both on the Lynn side and the Swanscott side. And what I had tried to both caution and communicate is that the next step for us is to get client Felder and Gino in before this board uh to give
a deeper dive into the results uh something akin to today but in greater detail focused on swampscott so that we have a a better idea of what those next steps will be uh and the options before us. Um so that that was a a good event and I left before the Q&A was completed
so I'm sure Gina will have more info for us um following that as well. Uh, I also want to recognize our clerk on the agenda tonight. Uh, we have Mike Bryson here, uh, as a potential appointment for the interim. Jared completed his service to the town this week and is moving on
to Drake. Uh, so we had a small gathering for him to thank him for everything that he did for the community. Uh, and we wish him the best. Um, and then around town hall, just as a an update on sort of where we are with HR, uh, and open positions, uh, we have an offer out on the customer service
position. uh where we're going through the background checks and and uh references and there's also three firefighters uh that we are, you know, in the same position uh going through these initial background checks and making sure that um they'll be great
great additions to the team. I met with each of them. Uh they all seem particularly interested in serving here in Swampscott, which is great. Uh and hopefully a an indicator that they'll be committed here for the long term and and we look forward to them joining the team in the near future.
um happy to take any questions or uh comments as well. >> Well, I just want to say thank you for your um comments there, Nick, about the UV pilot program. And um I'll be interested to see what we're presented with. And um yeah, that's that's all I
had. >> And if there's any particular questions obviously that we can ask both Kleinfelder and Gino to share in advance, that we can gather those up and make sure the presentation reflects the things that are most important to you all. So yeah, >> is there anything you want to share? Please send it along to me and I'll work with Kleinfelder and Gino and we'll look
at sort of the next two agendas probably to to see which one has the most time and is most appropriate to get before you all. >> Nick, do you have any is there an update on the uh on the rehab of the the baseball diamond at Forest A? Just anything other than just this one
sentence. >> I do not have anything else, but I'm happy to to track it down and share it with you. I apologize. >> Oh, that'd be great. Thank you. I would be interested to hear about that as well. >> Okay, >> Doug, I know you just walked in, but if you have anything, now's the time.
>> Yeah, I know. I'm really sad, so I'll have to watch it later. >> I can give you my notes. >> All right. If those are all the um questions for the town administrator, we will move on to public comment. Um, if you're here for public comment, please raise your hand online or approach the
microphone. Um, we will ask that you keep your comments to three minutes and ask that you state your name and your address um, in advance of your comment. Go ahead, Mr. Patas, you're up. >> Uh, good evening everyone. Uh,
microphone. Okay. Uh, thank you everyone. Uh Charlie Pats goes 130 Atlantic Avenue uh in Swamp Scott. Uh I'm the uh governor's appointee to the housing authority, the chair of the housing authority. I'm one of your assessors um on the water sewer
advisory committee and a town meeting member. The reason I mention those is that they have relevance in what I'm want to say this evening. I have an opportunity to view the town from many different positions, different hats if you will, and as a result, I get to see
very different points of view. Um, some time ago, I had asked to be heard as this housing authority chair, and it took several meetings for me to be able to get in front of you. Uh, I was surprised that Max Casper was here at that time preceding me. Um, nothing
wrong with that, but it was surprising. the housing authority um at the recommendation of Ed Augustus um created a for Swampscott Housing Development Corporation. In other words, we are also
trying to create more uh uh greater accessibility to housing, not only uh public but also um affordable housing. We're trying to be competitive as you see other people with the Veterans Housing Project over in Pine Street.
It is a great disappointment and maybe there's something that I'm missing, but when I was in front of you about the Clark School and I heard that through the representative that there was a $40,000 budget amount put aside to run
the Clark School. And now I'm hearing that you're going to be using the children's money, their dues or fees for recreational activity to be able to run a school. that money that's going to be used to pay electric bills is going to
be taken away from the kids in the spring and summer for other activities. That's my opinion anyways. But what's even more disappointing is that the RFP that was mentioned was never advertised and that there was never a discussion of
going to the recreation department with anything until what I heard at your last meeting. Maybe I'm missing something, but from where I sit and what I see and what I hear, it seems to me that there's
um an opportunity to do things in a in a better way, which is why I've decided that I'm going to be running as a select board member because I believe that there are opportunities that that can we can work together and we can create
the funding that allows us to create housing for our seniors. I believe to be the most neglected group in town. The backbone of the town has paid its dues, paid its taxes, done its civic duty, responsibilities, and met countless
times. And we're not scorned, but we're ignored. Um why I say that is because the Clark school what we had asked for for consideration and I say that humbly with consideration has in my opinion been ignored because
the only the only concerns you had were to take money from the recreation to run a school that I believe um does need help and there's >> you have reached your three minutes so if you could >> well then is there anybody else who like
to speak and give me an additional 3 minutes. >> That's not an option. That's not an option. >> Well, I thank you and I hope to see everybody at the next meeting. I'll be back. >> Thank you, Charlie. >> Anybody else? Miss Lou.
the road. Just a couple quick things. Um, I spoke about master plan a couple weeks ago when I was here. It went very well. We have fantastic turnout. One second. >> Okay, great. Thank you. Uh Marao, 15 outlook road. Um I was here a couple of
weeks ago and spoke about master plan. It went very well. Uh we had a very robust turnout. Um I think that putting both meetings together in the same building for uh Glover as well as master
plan um you know were great and bringing it to the new school was wonderful because um I think it did bring a lot of people wanted to see the new building and um I think it checked a lot of boxes. So, I am rising to speak about Hadley and the importance of the
community space that was voted on at town meeting. And um I would like some assurance that that's actually going to happen. Um outside of being told by Dixon Mallerie
that it would be, you know, there'll be community space like the pub, the bathroom. um that's not the spirit or the intention of uh of what it was. So let's
hope that that will be fixed and that the conversations about you know a marriage and a partnership actually um it's it's really very different than that they are a developer. They're
looking to make money. We have a certainly a role in it. It is adjacent to our forever land in the town. The only thing that will always stay available for car shows and other
important things. Um there was a planning board meeting the other night that you know the idea was that the planning board supposed to be giving people that the select board information that wasn't publicized to people. It should have been an
opportunity for people to see the plans again. That didn't happen. At the master plan committee, it was unbelievable how many people said poor communication in this town is the thing we need to work on. The beaches, the
rail trail, those were really high high things, too, but unbelievable about communication. So, things need to improve. Um, people need to get along better in the world and certainly in town. So, I think the spirit of a
community space in a building that had been a school for 113 years is about a drop in the bucket of an expectation. There's stop in shops that have community spaces.
Let's do the right thing here, please. Thank you. Any other commenters? Okay, seeing none, we move on to old and new business. First item on the agenda is discussion and possible vote on the appointment of interim town clerk
Michael Bryson, who's joined us this evening. How are you? >> Good. >> Good. >> So, can I just speak for Yeah. So Mike has been fantastic as the assistant clerk with Jared and has assuming approval tonight. Uh indicated an interest in serving as the interim as we figure out next steps and get through
the process of town meeting um and the actual search and and on boarding of a of a new clerk. If there's any specific questions you have, I'd be happy to try to answer them or we can ask Mike as well. I I think it would be a real benefit to the community um based on his work starting as a senior workoff and
then transitioning into a a a role that is more permanent in and playing a really important role in town hall helping to keep things running smoothly. >> I I just have one question. Do you feel like you have the knowledge, support,
whatever to do all the different functions of the clerk or are there ways in which we need to support you and being able to uh fulfill this interim role? >> Uh I I don't think I could say that I know
everything that a a clerk would do, >> but I have support around me >> to help me with it. I'm a member of the clerk's association for the entire state. If there's something comes up that I'm not aware of, I can send one email. It goes to everybody. Ask a
question and they'll respond. Um Jared did a a good job of training me. Um you know, there's a couple of things that he did normally where I did the bulk of what was left. Um,
but I know where those documents are on the system. I know how to find them, how to research them. >> Great. >> I'll I'll move it. I'll I'll move to uh appoint Michael Bryson as the interim town clerk. >> Second.
>> All those in favor? >> I I >> Thank you very much for volunteering. >> Congratulations to help us. >> Appreciate you. Appreciate it. >> Thank you very much. All right, moving on to item number two, the financial update. >> So, could I just start with a little introduction there as well? So, the
agenda item obviously has subtopics. Um, there were a number of things that came up between the discussion here about staffing in the last meeting >> uh and the need for Patrick come in and give an update. So, you know, just tried to gather them all up together. Um Patrick Skater join us to work walk
through the the first couple of items and then I will jump in uh where necessary, but also to give the updates on um staffing uh the the potential for the financial management review and uh the transition allotted update as well.
Um, before we move on, Diane, could I just see who the individuals are on the call because if Marielen does join, we will need to do roll call voting. So, I just want to >> Yep. >> be able to see if she's on. >> She's not on yet. >> Okay. Thank you.
>> You want me to leave that off like that? >> If you wouldn't mind. >> Thanks. >> So, with that, >> we can turn it over to Patrick for the beginning of the presentation. >> Okay. Diane's going to ceue up the slides. Um, I've provided the board with
revenue and expenditure reports for the record and I'll go through the highlights of the operating results for fiscal 25 to start. >> Yes, it is. That's the one. Thank you. Okay.
So to start, I'll just summarize the overall results top level for fiscal 25 and the general fund I would describe as balanced, meaning that the um revenues are modestly in excess of estimates and the expenditures and
incumbrances are modestly within budget. Um yeah, that's good. Okay, perfect. Local receipts, I'll call out that local receipts exceeded estimates by $250,000,
which is great. That means we have uh reasonable, not too aggressive estimates for local receipts. We like to see that. Budget pressures for FY25 on the expenditure side, not wholly unfamiliar to us. uh legal council
costs, health care costs, property liability insurance premiums, and public safety personnel were among some of the items that ran over our estimates. Budget savings observed in the budget were primarily attributable to vacant positions in various
departments. So, I categorize those as non-recurring savings. Those positions have or will be filled in FY26. Uh, free cash has been certified as of October 14th and we were certified within range for our financial policies, however, lower than our last
certification and I'll go into that later in the presentation. Sewer retained earnings certified substantially higher than last year and signaling meaningful progress towards compliance with our policies. and solid waste retained earnings were certified
in a modest deficit due to an actual revenue uh shortage compared to estimates which I will talk about more later. >> Patrick, can I ask one question there? Will you get to any detail? Um, sorry, I
don't remember about the vacancy savings. >> Yeah, I'll talk about it a little more in detail in another slide. Thanks, Doug. General fund revenues specifically exceeded estimates by $81,000 at the top line. And some of the callouts would be uh
property tax revenue negative -2% variance to initial estimates uh largely attri attributable to use of onetime funds to reduce the actual tax levy compared to our estimates. Uh state aid modest reduction compared to estimate student charter school reimbursement. Um
that's adjusted based on enrollment and uh tuition rate data. after the budget is set. Local receipts exceeded estimates by 21%. Uh caveat, there is non-recurring revenue in there, but our recurring revenues for motor vehicle excise tax
and local option excise taxes saw real growth, which was good to see. I'll go into that more. Um this is a highlight of our local receipts with a little bit of history for you. I'll call out a few items on the slide. uh motor
vehicle local option excise tax was up 15% versus estimate and 15% almost 16 compared to the three-year average. Penalties and interest on overdue taxes up 103, up 82% versus the three-year average.
Fee revenue was down 27% versus estimates $95,000 and down 14% compared to three-year average. building permits down 40% to estimate, down 28% to the three-year average, and
miscellaneous onetime revenues. I will call out we received a $1 million energy incentive related to the new school, which we were expecting. So, that's included in the bottom line total. >> Can I ask? >> You can. Sorry.
So the 1 million >> Y. >> So that's when we talk about like we came in modestly uh balanced >> Mhm. >> if it weren't for this 1 million. >> Yes,
>> we would have been well out of balance. >> So at the top line, we were modestly in balance. We did receive a million dollar onetime receipt. Um, so there's always some unanticipated revenues and you're right that if that had not come in, then
we would have a revenue shortfall. I'm just reporting the actuals, but that is that is a good point to make. On the expenditure side, the actual expenditures and encumbrances came in $176,000 under budget.
And I'll call out a few items. Next slide. Um, so I've summarized the main functions of the governmental budget here for you with uh variances. For personnel expenses, human resources,
there was a $60,000 um savings and that was related to the DEI coordinator that was not filled and is not funded in FI26. Community development, there was a fullear vacancy for a new position and a partial year
vacancy. Those have both been filled. Building department, there was a partial year vacancy for the inspector. That's been filled. And I'll call out uh public safety salaries ran over on overtime expense and there were some offsets from
salaries and other savings in that appropriation, but not sufficient to cover it. So, those ran over the original estimates by the amount shown. Snow and ice, that's a wild card. We can't control weather or predict it too well. Uh, that came in $35,000 under
appropriation, so we'll take that in any year we can get it. Um, property and casualty insurance premiums were up 19% compared to the budget. The final uh figures for the policies came in after town meeting last year and we marketed
our entire insurance portfolio and switched carriers, agents, did everything. So although it's it's a big jump compared to our estimates, I think it's competitive. I think it's fair to say that. And we added uh significant property value with the opening of the
new school and we're holding other properties. So that's a factor. um town council expense uh nearly $90,000 over um that's I shouldn't say town council that's legal counsel in general over
appropriation and employee benefits ran over um significantly and payroll tax I'll talk about that more >> yes just a quick question about the property insurance so we're up 153 over
over the over the prior year. Um, how much of that is allocated towards the new school and how much is allocated towards the Hawthorne? >> So, the property policy as a whole was up $99,000. That's inclusive of New School and Hawthorne because we got the Hawthorne
on the blanket policy for FY25 and it's still there for now. So, um, does that answer your question? At at what point does that does that change? Does the H does the Hawthorne come off of the umbrella policy at some point? >> Yes. So the carrier has agreed to include it in the blanket policy for
now. Obviously um they it's not a typical risk that a carrier for a municipality incurs. So they don't want to hang on to that. Um, so we've been put on notice that, you know, if we're changing the terms of any anything to do with that building, we would want
probably to we're either going to have to put it on a separate policy midyear or we would want to look to do that separate, have it someone else carry it. Does that answer your question? >> So when you say mid year, excuse me, is that is midyear July one or is midyear our fiscal
>> fiscal 26. Got it. So January one. Got it. Okay. And do we have do we have any understanding of what that cost increase will be effective 11 one? >> Um I don't off the top of my head. It'll when we had the policy written
separately it was $60,000. I don't know if that's what it would be now. Probably more. I would think not less >> use or what we do with it. >> So it's it's a little chunk of change for sure. >> Okay. Before you go to schools,
>> I want to hone in on this a million dollars a little bit more. >> Um, >> did we not say that we were going to have a kind of dedicated use for those funds when they came in?
>> Yes. So, that it's unbudgeted revenue. The thought was that would fall to free cash to offset the costs of paying um there was an appropriation made from free cash for UYU expense. >> Yes. And that was an order of magnitude
I want to say $600,000 range, >> right? >> Yes. >> And that was at the >> So did we is is that settlement payment? So that's >> so that was paid. We paid it last
>> that came out of free cash via town meeting >> and I'll get to the free cash figures later so you can get a sense of where we are because as I mentioned earlier we're >> our free cash pos position is in policy but less than last year. So if I'm closing the loop we did not add to free
cash. >> So there was no kind of kind of direct tie that we were talking about besides the UU in terms of this funneling back. I don't know if Max you remember like terms of like solar or anything else that we were planning on
doing since that >> money >> needs to mute. >> Um am I just totally misremembering this? I may be >> I I the way I recall it is there were going to be some fund there was going to
be some late funding coming in through grants and that we would basically preund the settlement to pay to the UU so that we would not incur additional >> interest from the UYU and that the town would front that knowing that instead of
because I think at the time the conversation was well why didn't the school budget for this and the school did budget a portion of funds for that I believe that the settlement was greater than the budgeted portion. So we agreed well the money would be returned to free cash once the national grid money came
in. >> So in order to you know it have it not be as great of a dollar amount we we paid it outright from free cash. >> It was just a timing issue. >> Yeah. >> Yeah. I remember that part. Yeah. and
you've helped me remember it better, but I just didn't know if there were other kind of dedicated uses for this, but maybe I'm just >> there there were restricted there were restricted there was a restricted pool of funds and then there was an unrestricted pool of funds. I believe this was the unrestricted pool of funds
hence it can fall down the restricted would have to be used for the solar for for instance as as my memory serves. >> I think you're right. Do you recall that at all? >> Put you on the spot back.
>> Yeah, if you don't, that's or you >> I I can chime in. Yeah, please. So, there's two sets of funding >> related to the new school that were talked about. There were inflation reduction act tax credits which directly offset project cost. Those are not included in these results. They don't go into free cash. >> Right.
>> This is an energy credit that was received for the school. That is a general fund receipt. So it does flow through our operating results and ends up in our operating result which is free cash um revenue and expense. So
the $600,000 was earmarked to the UU and we knew that we had this money coming in so we said in theory this will replenish and the difference there were probably ideas on how to use it but we didn't commit to anything. Yeah, I think I recall folks on the school side saying,
"Well, what from the surplus, where can we sort of get that advantage?" And we sort of said, "We'll cross that bridge when we get there." >> Yeah. >> Okay. So then I guess the larger point here is are these variances, and you don't have to answer this necessarily
right now. Uh I'm just like looking forward now both to FY26. what do we learn from this for FY26 our budgeting where we stand right now >> and even more like for the financial mini summits or whatever you know what does this tell us like we would have
been significantly off >> um without that um and I don't know personnel wise it all kind of kind of comes out in the wash in a way pros and yeah put calls um but just the the various pieces here where does that
leave you feeling about our current year and you know lessons for going forward if you have any thoughts now but that would be great but otherwise it's more just in preparation for our coming discussions >> I'll take it as a mindset but absolutely
this year active monitoring revenue and expense and keeping in mind the long-term goals and commitments we're making with things like free cash forecasting that and comparing actual to our expectations and comm communicating that uh thoroughly and frequently. So, I
will take that >> comment. >> And there's some significant variables that Patrick and we have no control over that could seriously impact the free cash position this time next year, >> particularly healthcare and special ed, special ed out of district costs. So,
>> it's just there's things that are well beyond what we think is best when we get to that discussion at the summit that I just wanted to highlight as well. >> Yep. To that point though, there are certainly things that we could play pay closer attention to in terms of personnel, right? Because that seems to
be a glaring area that doesn't quite wash out, right? So, that's something we we can control a little bit, >> should focus on. >> Great. >> Okay. Great. Um, I did take some excerpts from the school's end of year
budget update just to share context because it's such a big portion of the budget. Um, their general fund appropriation, they spent 99.7% of that. There was approximately $99,000 that was closed out as an expended appropriation.
That's what they reported out. There's a $200,000 free cash um allocation last budget year for utilities at the elementary school. It was reported out that all of that was expended except for about $4,000. And that's that 4,000 is
included in the 99,000 that they're closing out total last time. >> Bless you. >> Bless you. >> And I put a snippet of their cost centers and how they track their budget just for context because we don't always have that front and center when we're looking at, you know, the high level general fund budget. and they included
information on their NATO tuition revolving fund for revenue and expense. That's a large receipt that's kept separate from general fund and they use that to offset uh the costs of those uh students attending the district. So, I thought that would be prudent to put there. Um so, just just contextualizing
the PI number a little bit for everybody. Um and they do great reporting, so I just wanted to make sure it was shared. >> Okay, >> so it's the 99 kind of plus the 574.
>> So the $99,000 was unexpended from the general fund. The 574 is its own creature. Separate fund separate. >> That's that's an accumulation. Yes. >> So that gen that wasn't generated just from one year. That's an accumulation over multiple years or that's just the one-year total.
>> Well, you can see the revenue and expense. There was a >> $400,000 delta. So that plus what was in there to start. >> Mhm. >> Okay. >> But declare to just to put a point on that that doesn't fall to free cash. It
stays in the revolving fund. >> Yes. Um this slide here compares the free cash balance as certified by the do and our stabilization capital stab stabilization fund balances with our financial policies as they're currently
written. We have ranges based on percentage of budget that we target and want to stay in or exceed. And I've noted the position for each in yellow for you. So all in all, between these resources, under current policy, there's about $1.25 million that um is available
above the bottom line of the policy. Should a need or an opportunity for an investment come up, we could look at these funds as a funding source for something. So, just to see what we're working with. Okay, I'm gonna transition over to
enterprise funds and I'll try to go through these fairly quickly. Uh, first up, sewer fund. Really positive results in sewer fund. The revenues exceeded the estimates um by a good amount, which was by design. We wanted to see that given the fund
balance where it was. We've talked about that before. Um, so that's that's a good result. And on the expenditure side, we had significant windfall as well with the Lin water sewer assessment. We got the final reconciliation bill and it came in uh very low which you know it's
based on on usage and we were happy with that and I confirmed that with DPW. So uh that result overall is positive. Water fund more modest results. Uh revenue we fell short 1% on our estimate $42,000.
And on the expenditure side, we we had uh big savings as well with the MWR assessment and some of the other costs in there. So, uh expenditures, we were budgeting conservatively and we came in under which is good to see. Um and
revenues will we're not exactly where we want to be, but we're close. Very close. >> David >> Patrick. Yeah. Do we have any we have any large outstanding water and sewer uh bills currently in the town?
>> Unpaid bills >> that have that have been paid? >> No. >> Oh, nothing. >> And you'll see in the warrant what we have right now for unpaid bills and we do not. >> Okay. >> For the fun. >> Is that just a reflection of this year or prior years also
>> that so I I assume your question was about prior year bills specifically. So any prior year bills, we do not have anything outstanding for the enterprise funds. >> Okay. >> That has come to me and I do not expect anything. >> Okay. >> Okay.
>> The uh cable access TV fund uh came in slightly under budget for revenues and uh under budget for expenses. Overall that result is fine. They used some small amount of retained earnings last year to fund their budget.
Solid waste fund. Uh this fund is subsidized by the general fund. So you'll see here general fund subsidy 1.39 million that's raised in the tax levy and funds the trash contract primarily. Uh the costs of the contract are augmented by user charges. The user
charges came in under um expectation. When I say user charges I would call it specifically the sale of overflow bags came in really under and more specifically retail sales. So we have um retailers in town like Whole Foods, CVS, Richdale that purchase um in bulk these
bags and we did not see um what we expected for that revenue. So that's primarily the variance you're seeing. >> That have anything to do with the strike? Is >> this would have been before? >> That's fair. >> Oh, we're talking Oh, we're talking about the wrong year.
>> Okay, great. So then I think there's likely an expectation that we would see a >> resurgence of savings. >> Well, I guess maybe a dip and then a resurgence because we were bringing our trash to the DPW yard and there were no overflow bags required for that. So,
>> right, >> um we were we sort of had a >> reprieve from that and now we're going back to that. So, it's going to probably I would assume people would need are going to take a a month or two to figure >> back out how to get where they were. >> So, that would be another revenue source. watch this year.
>> Yeah. >> Um, similar to the operating the general fund, excuse me. I gathered the certified retained earnings for each of the four funds. These were certified by the do on the 14th and we have policies for each as well. Percentage of budget
um sewer and water fund. So, you'll see the sewer fund we're at 17% of budget. Our our policy is a minimum of 20. So, we're making great strides compared to last year where we were had no retained earnings. and the uh water fund. We essentially maintained our position and
we would expect to see a um full balancing of that fund uh shortly with the rate increase that was recently passed. The PEG fund used their some of their retained earnings to fund their FY25 operations. So uh their retained earnings is 10% of budget. Uh we don't
necessarily always look at that through the 20% policy lens. That fund was created after the policy and the revenues are much smaller. And the solid waste fund, I will call out, um was certified in a $23,000 deficit due to the revenue shortfall. And that will
require um raising revenue on the tax rate recap to rectify. So I do want to spell that out explicitly. Um when we the solid waste fund is subsidized by taxes in the first place primarily. Um so not overly concerned about the use of that
funding source for that purpose, but I do just want to be clear about it. Okay, my next slide, I did gather information on the revolving funds. We don't always go through these in detail, but I thought it would be useful. Um, so we have several. They have spending limits
that are set um by town meeting, and we also have them in our bylaws. So, those are listed for you, and the utilization of each for the fiscal year is down below. Um, I'll note that each revolving fund with the exception of the library fund spent more than they received um by
a modest amount. And so I want to spell that out and we will watch that this year and um try and stay on top of that. Make sure we're matching revenues and expenditures. And the wreck revolving fund
came very close to its limit last year within $6,000. And that's our largest revolving fund. and the field maintenance account exceeded the limit. So, I do want to explicitly spell that out as well. And I'm looking into that um to determine exactly why there were
some expenditures in there that um were related to fields but were larger than usual. So, I want to understand that more and I'll report >> maybe that was the Clark School ice skating rink water bill or something. >> I don't know if it was that, but >> we considered that a field yet. Doug,
>> I will I'll I'll report back to the board. I'll give you a note on that. And finally, I would just want to give you a status update of the reports that we file with the state each year when we conclude a fiscal year. The combined balance sheet was submitted by the interimmount accountant on the 10th. We
received uh certified free cash and retained earnings on the 14th from do. Um that was a pretty quick turnaround, so we were happy with that. You're receiving this update today and then schedule A will be prepared by the interim town accountant. They know they need to do that. haven't started it yet,
but it's due November 30th, and we'll let you know when that's confirmed, submitted. Um, and that's that's the extent of the the operating budget update. Um, I do have a couple more slides on health insurance that I want to go through with you tonight, but I'm happy to take any other questions at
this point. Uh, before we go there, >> is the health insurance about looking backward or looking forward? both. >> Well, I mean, I think we're in better position than we would have expected at this point, right? >> Pretty much across the board, except for
maybe solid waste. >> Mhm. >> I mean, we were worried about uh staying within our ratios >> kind of across the board and we're in much better shape >> there. Wanted to make sure summary that I got it right and other people understood.
>> Yes. Yeah. I would say >> what you just said. >> I would say that's that's a clear point. We're within range on most of our policies and when we're not in range, we're making progress towards being in range. And um that's a good summary point to leave with.
I do want to thank you, Patrick, for all the work that you've been doing for the past however many months really steadying the ship and plowing ahead in all of this work that is not something you would be doing alone. So, >> I appreciate it. It is a pleasure. I do like it.
>> Thank you. >> Yeah. I will say every time you join us, Patrick, you always add something from the feedback that we've given you, which is fantastic. Like I know we've asked about revolving cons a lot and you without asking you presented it so just appreciate that ability to preempt the questions. It's great.
>> Thank you. >> Thank you. >> We're going to switch to the smaller back. Can you switch it? Okay. Okay. So Diane's going to pull up the next stack and we'll step through that a little bit. I think is this now the first part part
of the packet? >> No. >> No, just kidding. >> Order. >> The first part will be my part. >> Oh, okay. >> So, it's got the four slides. >> I don't know where they are in here. >> Thank you, Diane. I just want I just have to I can't resist adding an asterisk back on that
like we're in better shape. But again, it's because of that $1 million. >> Yes, we would be having a different conversation if that receipt was not coming in in FY25. >> But that is money we knew was coming in. >> We did know. >> It wasn't budgeted though, >> right?
>> We did not budget for it, >> right? >> Which is our fault. It's a windfall that you know we would be out of range in our free cash without that. >> Yes. >> Part of closing it out to free cash is leaving it unbudgeted so that at the end
of the year it does close out. But just to be clear like that's that's where that's coming from. It's stuff that's unspent or unbudgeted. So >> Right. >> Sure. It's a onetime thing. It was not going to repeat next year. So that's right. >> No, it's not recurring. >> And I would add to we took we appropriated money out of free cash
counting on a receipt. um if we knew that receipt wasn't coming, we may have funded that different differently, looked at different options and then >> good point. >> Yeah. >> Okay. So, the next couple slides >> pages of >> are going to address >> financial section
>> a um health insurance. >> There's another tab, isn't there? >> That's it right there, Daniel. >> Yeah. >> Oh, there it is. Okay. Okay. So, the next couple slides I have here for you, they're going to address
the health insurance expense for FY25. Um, there was a reconciliation done that changed the uh final expense number compared to what we would have expected based on reporting during the year. So,
on the next slide, I have information on uh what happened and where we went with that and where we are now. So, um, as you know, as part of the procedure for the select board and the finance committee, we can make year-end transfers by July 15th to move money
within appropriations that are set by town meeting as long as we're not exceeding our bottom line. Um >> after the 15th, we encountered the we engaged the interim town accountant services and he came in and started to
initiate our year- end close process and identified a problem uh with the health insurance expense and I communicated that to the interim town administrator and I went through and reconciled the records with uh my understanding of the
procedure and what the result should have been. and I forwarded that to the interim town accountant for review and they concurred with my findings. So, um, essentially what this means for the budget results is that, um, throughout the year the health insurance expense
was under reportported by a magnitude of about $445,000. And at year end close, we took that as an adjustment on the expenditures. And what that does is it puts the town
meeting appropriation for employee benefits which includes um several line items including health insurance, the pension, workers comp plan, all these things um which was 13.9 million for
FY uh 25 net of year end transfers and brings the actual to 14.3. Uh so that's an appropriation deficit of approximately $370,000. Um and when that situation occurs, it
requires uh funding on the tax rate recap to resolve the deficit and do um docks the free cash certification that same amount um for one year and then once it clears they'll take it off next
year. So um I want to be very clear about the amount the uh impact that has um that's reflected in the free cash numbers I shared with you and it will be an item on uh tax rate recap. We cannot
appropriate uh one-time funds to resolve that directly. Um we can look to augment the impact of it with onetime funds of a like amount to reduce the tax rate would accomplish that. Um, so that's that's the background on where we are now. Um,
and I have a couple procedural updates that I want to go through. I can go right through them or if anyone has a comment or a question now, we can. >> But if >> No, you go ahead because I was going to say something process-wise. So,
>> okay. So, but again, the free cash numbers you showed us already incorporate this. >> Yes. >> Okay. And you still said available amounts 1.25 million before. That's still true based on what you're saying.
>> Yes, that's inclusive of this adjustment. >> Okay. >> Yes. >> So, could you just explain the um the last part you were talking about where you can't use onetime funds to offset the deficit, but you can use free cash to offset the tax rate.
>> So, it's really it's just it's verbiage. You can't have a town meeting article to appropriate funds to clear this deficit directly, but you could do a town meeting article to reduce the tax rate, use that amount as your figure or your starting point for that process and that
would have the same desired effect. >> Um, should that be the case? I just So, I just wanted to put out that in case that comes up. >> Okay. And then you're going to walk us through some processes going forward. Yeah. So we don't have this issue.
>> We don't have this happen again. >> Please. >> So I'll skip right along to process. Um the process generally I broke it down into four steps. How we receive this um expenditure and reconcile it and submit
it um update the ledgers for reporting and then ultimately pay the bill in the full amount. So this is the process right now. Um I've put an exclamation point where I think things went wrong or I know things went wrong. Um so there's
a deficiency there in internal control that uh led to this error we'll call it. So what I've done for FY26 as soon as I've wrapped my head around this, identified the problems and the causes and the
outcomes is step in and add another layer of um control >> cross check. >> Yes. >> So I am um confident that this is not going to
recur. It will not. and it is something that is under control uh for FY26 and we've put procedures in place where this is being uh reviewed uh thoroughly and uh
compared to our ex it's going to align with our expectations I guess for this process going forward. So that's really general. If there's questions, um, I welcome them, but I want to be very upfront about, you know,
what happened and where we're going forward. Any questions on that? We've had a um, obviously the interim town administrator um, reported this out to myself as chair
at some point in this process. the the step for me just so the board and the public knows was to make sure there is no other errors right because what we don't want to do is approach folks and say hey we found this but there might be more so the request was make sure that
this is the extent of it and then how we're going to rectify it and then we'll bring it forward to have a discussion so that was a conversation that go and I had prenick and so that is how this sort of took you can see there's maybe a
month between the interim accountant and this reporting and that's one of the reasons why was just to make sure that number one this was the only issue and number two we had some fail safes in place to rectify it going forward >> okay everybody
>> any other questions >> right >> so thank you Diane could you just move to the slides that I gave you for So the >> subsection three now. >> Yeah, I'm sorry. I'll move through these as quickly as we can. Sort of three
remaining items. One is in response to the discussion >> uh related to town accountant posting versus finance director and um looking at peers both for cost and um and form how the different communities operate. Uh and then I can move through to the
other two once we have them up. But I will just start before the slide gets up to speak to it a little bit. I'm not going to read the slides to you anyway once they get up there. Uh, as a follow-up to the meeting, I looked at peer communities both again in the way that the finance function was organized
um as well as uh what the costs were. We did a salary survey and then in addition looked at um the positions that are similar and open both town account, finance director uh currently posted on MMA just so we have a sense of what the market is. None of this is apples to
apples. Every community is different. Uh certainly the postings are all different. um based on the structure and how things operate. Um but now I'm getting to the point that I would like to There we go. I think >> Hold on. I know it's really slow. >> No, it's fine.
>> Yes. So, I looked at the peer communities that we have and with the exception of Hull, um almost every community has a finance director and a town accountant or an assistant or more than that, but um or a
finance director, town accountant and an assistant. Um and you can go keep going. So this is that this sort of lays out in the deck, you know, what each community has and uh how they're organized and what the process is that they use.
Basically, um in the communities that do have a finance director and an assistant or a town an assistant town accountant or town accountant, generally the finance director is an expert high level, you know, a senior partner both to me uh and to other staff, but certainly to elected officials and
appointed on pin pincom or warrant committees. Um it's the person that will be working directly with Eric and others on the finance committee on a regular basis. Um and they are at a very high level making sure that all the financial functions throughout town government are operating correctly staying um in line
with DLS and DOR and and all of that. Um the assistant town accountant is sort of a position that would or a town accountant would be more junior for someone that's reaching looking for their next role or just getting into the uh into this part of town government. um in their opportunities for training and
advancement within our organization and within the way that we operate. So um you know the recommendation that I would like to make and we will finalize the what the numbers would be that would work within our budget obviously um would be to set it up with a finance director and assistant town accountant.
Um, in looking at the finance director or town accountant positions that are open currently on MMA, just to give a sense, again, it's not apples to apples. Har is posted for a finance director for 170,000. Andover is 125 to 150 for a town accountant. Concrete is looking for
a CFO. It's 138 to 165. That range can go higher, but that's their target. Um, North Reading is looking for an assistant finance director at 85 to 95. Uh Dover is looking for an assistant um town accountant as well at 96 to 108. So
we're close in some places and maybe in other spots we might need to address, but it is all subject to what we can actually handle. And I would obviously with uh your approval and and guidance, I would like to go a step further, put together that job description uh related to this with a range so that everyone's
on the same page moving forward and get it posted as soon as possible. So that is the first of my three bullets. Um happy to take questions before we move on to anything else. >> So just to be clear, um right now we
have posted town accountant and assistant accountant. >> Correct. >> Okay. So and we're on the verge of potentially hiring someone for assistant town accountant. >> Is that correct? >> We are in process of interviews. I don't
know that on the verge is It says final interview is happening next week. >> Correct. >> Okay. >> No job has been offered. >> Sure. Sure. Okay. Um between town accountant and finance director is there is it more than
semantics there in terms of like what the expectations were um for what we have posted versus finance director? I think it is more than semantics and that someone that is town accountant and another community that is looking for an opportunity to
advance. Um the the candidates that would be interested in each title or role are different obviously but also from the standpoint of town accountant that is handling ledger, handling the blocking and tackling of day-to-day accounting work. The finance director is
a senior partner to me that I think would be beneficial to the community, a senior partner to elected and appointed officials and throughout town government. There's expertise in the interactions with DLS and do that would not necessarily exist with someone that's moving from an assistant town accountant role as an example looking to
make their next step and apply for a town accountant opening that we would have. Now the the pool that we would be looking at would be slightly different and would in in my opinion we would be looking for the ones that have the experience as a town accountant that are looking for a step forward. Uh everyone
that would be applying could obviously be coming from an assistant town ro town accountant role or town accountant but I really see it as an opportunity to attract a different level of candidate with a different level of expertise. >> What was Amy's title? >> Finance director. >> Finance director. >> Okay. So somehow instead of just
reposting for a finance director, we reposted for a town account. >> Correct. >> And you're basically saying we should go back to what we had. >> Yes. >> With your blessings. >> Though Amy didn't enter as a finance director, right? So she came into us as a town accountant, did she not? And then she was eventually promoted up to
director of finance. >> Yeah. >> Right. >> So that's how the position existed >> before. Right. So that you know in my mind that would we would give that some consideration. My only concern is the disparity between a very high level person and a very
junior person, an assistant town accountant where there is not that middle ground. >> Yep. >> Right. So the balance of job duty and without seeing like a JD for each one. >> Yep. >> Um that to me is the first thing that I would just have a little concern about. >> Sure. >> But um >> and I'd be happy to come back with a job
description >> just to see the scope for each one so we can kind of understand. >> That would be helpful for me. But other than that, >> yeah. But in fairness, Amy came in as a town accountant when we had a director of finance, assistant town administrator already in already in place.
>> Who was that? >> That was Ron Mendes. >> Ron Mendes, >> former wasn't he? >> He was the treasure collector. >> He was the treasur collector, >> right? He wasn't a director of finance, >> administration and finance. I think he was I think he was assistant TA for
administration financer. >> Oh, okay. >> Yeah. >> Okay. I'm not sure on the titles of the things that I've learned about in the last few weeks. So, >> it's kind of squishy. >> Yeah, they're not supposed to usually be interchangeable there. >> But to Danielle's point, do you have any
particular response to that in terms of the gap between the two? I mean, is there a reason why you'd want an assistant town accountant versus a town accountant and a finance? >> The main driver is that my concern is around funding. >> Okay. >> And being able to Yeah. Yeah. >> To hire both positions and figure out a
way that it still balances out. >> Okay. Funding is obviously important, but just in terms of getting the work done >> appropriately. Um, >> this I think I think the the work can absolutely get done and I think we've demonstrated prior to my getting here
that staff in any position has been really great about taking on roles and responsibilities. We have one in particular that's sitting here and has presented tonight. >> Absolutely. Um, I appreciate the concern. It's something that I I would want to address as a manager along with the finance director. um in a perfect
world where I was not as concerned with trying to make it all fit from a funding standpoint. Like I think it would be great to say we have two folks that are more senior, but I would love to find someone that is, >> you know, in the role in an budget analyst position as an example in a community willing, that's one of the the
roles that's listed on the >> in our peers looking to take that next step up has experience uh within the finance department of a municipality. But I was trying to be realistic about what we could try to make work based on what the market looks like for salaries right now.
>> My other concern or my other thought um is locking somebody in at such a high level position and a higher salary position without knowing that person's capabilities. Right? So typically, you know, so as opposed to starting somebody as like an assistant finance director or
senior town accountant, right? So you have an idea of what their capability is when you hire them and then potentially promoting them up, right? When you see after a year that they've done, you know, a stellar job as opposed to starting right at the very top with, you know, unfortunately it can be like a,
>> you know, good luck, bad luck situation, right? You might end up with a gem, you might end up with not so much of a gem, right? So, >> um, so that that's my only that's just how I think about stuff. Just food for thought. Yeah. And the as I was talking about the the roles that are open,
they're they they do >> vary from CFO to finance director >> and if you were you go to the town website or talk to the TAs, the CFO, finance director, finance director/town accountant, these are all very similar. >> Yeah. >> Uh but it's really it's more the custom
tradition and the way that the town organizes as opposed to >> um and this is where the job description that you you described would be really useful for everyone to take a look at. For sure. Mhm. >> Um if I'm if that is the the feedback, I would love to have that on the next agenda so that we can move through
>> as quickly as possible that is comfortable for you all. >> And can we just to go over just a little bit how the hiring process for this type of job what it looks like, right? Is it it's not by committee or is it just are we just HR screening, phone screening
that that same ladder? Is that the same approach? be posting on the MMA and on the statewide site for um accountant, municipal accounting. Uh from there will be phone screen a panel interview of some kind and probably two rounds of that and come to you
>> with a recommendation that is informed by you know three steps at least. >> Y >> um on the panel I would on between the two panels obviously I would be in the final one but I would want folks that are not interacting necess department heads that don't interact every day in addition to those that do. So
>> think like Gino and Jonathan as an example just so there there's the full breadth of the interaction at the on the town side >> and as well as hopefully someone from the the school department even because there's such a a collaboration that's necessary there that notionally I want to make sure that everyone thinks this
person is a good fit >> in addition to being technically capable to to you know handle the role. >> Excellent. That was going to be my next suggestion. either the finance committee perhaps or um >> certainly they can designate someone to participate as well. I don't mean to exclude them >> but for this level this this high level
position with a very specific skill set is almost needle in a hay stack is very difficult. So I think that we need people with with that being their wheelhouse a little bit, right? >> And I think there is a benefit uh no matter where we land on the salary range, there are communities that are
paying a little bit less or that this might be something that they see as a a new start or >> totally >> um and you know there's certainly candidates just in talking to TAs in the area that they identified that are not geographically far from here, >> right? >> Um that may or may not be interested. So I do think there's a pool out there. I
cannot promise the quality of the candidate but in having those discussions um this is something where people develop a skill set there's communities that have three or four steps >> that if someone's in you know starts as a budget analyst moves up and now they're at you know the assistant or
they would see this as an opportunity to sort of take the next step in their career and having already developed in a municipal setting the skills that are necessary. >> Absolutely. Well, I I'm I'm good with this and I I would say I don't want to um I'm not for
me. I don't you don't have to come back um to talk about it again. Maybe others want you to come back again. Um but uh I just want to make sure we're getting, you know, good quality candidates and if we need to really talk about the salary and uh then we should do that as opposed
to um worrying that we're uh penny pinching and >> continually worrying. >> Great. I appreciate that. >> Yeah, I agree with Doug um about not having to come back again. I I'm supportive of the model we had in place.
I think um it worked for us for a period of time, we should look back to that and um if we could get candidates, obviously I'm not like, you know, throw the checkbook at them, but like if we if we go to the pool and we and we're not
getting an immediate response, then we've under funded the job posting. So, we need to just have a more uh rapid reaction to that because I think we've seen in other departments >> things sit a very long time. Um, and so I just I don't want that to happen. Uh,
I I hope we've learned our lesson there. And so I want to be more thoughtful about when something's sitting for 6 to 8 weeks without a viable candidate, we come back and immediately reconsider. >> Yeah, I I I don't mean to interrupt if
you two both have comments, but I will not wait six or eight weeks if we're not getting candidates. Selfishly, this is a position I think is really important for us to have. >> Agree. So you will hear from me if it's something where whatever we land on and whatever we can handle is not attracting anyone. I will be back to express that
and figure out what potential solutions there would be. >> Perfect. Great. >> Just supportive of the recommendation. >> Okay. Great. >> Great. Thank you. Um can you go to the >> So the next slide in the next bullet point is that ELS does financial manage
management reviews. That's a department of local services. the division of local services within do. Um this is something that is next slide. Free to the community. Um and it you know communities across the state avail
themselves of this on a regular basis. The the last two times that they have been in Swanson Scott 2001 was the general review >> uh which is a long time for something like this. And then in 2014, Tom Younger and the superintendent at the time uh went before them to ask for review of
the town school finance merger and make sure that it made sense. And again, the notion worked. Uh it's a really, you know, they work with town staff. They come up with a report that they would present to you all and to us with recommendations. They are not required. Uh they do not affect any of our other
support from DLSS or DUR. Uh but these are, you know, it's sort of an expert consulting group that they have in state government that comes in. The four things listed here are the four that we would be asking them to look at. It's the structure. Um they generally give a an update and suggest things like looking at the charter again if it's
been too long. Here I know the custom is to look at it every eight or 10 years. I think someone said in some communities it hasn't been looked at since the 70s. And in those cases the recommendation is like you need to do this now. >> Here they might say you know their >> past history has indicated it's time to to take another look because that's what
your community's always done. fiscal planning and ongoing financial procedures. I think the opportunity both with myself and a new finance office, however it is constituted in the end, is to make sure that the what we're doing is a best practice and matches not only the work that Patrick's been doing with
the interim town account and others, but it just puts us in a in a good position. And then it uh I think broadly from being in town hall for a few weeks is something we would benefit from understanding um you know again best practices things that are being done in
other places and you know what we can what the opportunities are in addition to the challenges beyond just funding. Um so something like this again with your support this does require a motion because they ask when I submit it if it was honestly it's the question is if
it's unanimous or not. Um, so if it's something that we want to wait from Mary Ellen, that's great. Uh, if you all are comfortable voting tonight, all we're asking right now is to get in the queue with them. There's communities that they're working with right now. It might be 6 8 10 months before we actually are able to get something back from them.
But I think there's a real benefit that is longerlasting beyond, you know, today or this year uh by engaging with them. So I was hopeful that if I can answer any questions you may have that that there could be a a vote to support it. >> You said free, right? I know. I was like, what's the detriment?
>> Exactly. >> I mean, we don't have to we don't have to do anything they say to be honest. You just you said that like they make recommendations. >> It's not a re It's not a requirement. It's their recommendations that they put together. >> So, I mean, >> it's a great idea. I you know I remember when the Colin Center did the one back
in 2014 and it had a lot of good information that they were able to generate from that a lot of good suggestions that I'm not sure or ever really followed up on or or put in place but it's it's a fabulous idea especially from the IT perspective too. There's a collaborative that a lot of towns are
parts of that we could consider that they'll probably suggest I would imagine. >> I heard about that as well. >> Um I'm all for it myself. >> Okay. >> So moved. Second. >> All in favor of supporting. >> I >> I >> Great. You go to the next slide. This
one's super quick. It was asked about, I think, by the chair prior to my coming on board, sort of what the status of it was. It was on the list of things because those are meetings that I was watching but not yet participating in that I wanted to take a look at. I talked to Patrick a little bit this week of in last week about sort of where it
stands and what the next steps are. Um the scope that's listed here is what was shared with um a handful of vendors that we have worked with or would be interested in work like this in the past. Um that was I believe how we arrived at the appropriation was the feedback from them at town meeting uh
passed for for next steps at the firms that replied I believe there were three two of whom we have relationships with right now. So I'm going to talk to the third one first. >> Okay. >> Uh because ideally I think that's the best way to be doing this. there. We have worked with them in the past, but we're not currently engaged. So, there's
some familiarity, but they're not too close to anything. Uh, and from there, you know, I'll be back before you with more information as we move close to an engagement, but it will be following the scope that was talked about at town meeting and and getting information and feedback, but I wanted you all to know
where we were, especially with everything else we were talking about in the financial update tonight. Um, so no action there, but happy to answer any questions that there may be. I think once we choose a vendor just a timeline would be great. >> That'll that'll be what I plan to do then. And with that I am done with the
one agenda item that had five parts. >> So thank you. >> Well done. >> Look at that. Two, three, and four are marked off. All right. Thank you very much and thank you again Patrick for joining us. >> Thank you Patrick for all your hard work. >> We will move to discussion and possible vote to approve theou for the use of the
Clark School. um and discussion and update on the recreation revolving account which we've already sort of briefly touched on. Um do we want to start with the wreck revolving or you want to >> um I think if we want to start with the
presentation. >> Okay. >> And so what you put together is in response to the feedback that we received at the last meeting to try to give a a broader understanding of how we think we can move forward. Go ahead. >> Thanks, Diane. Um, thanks everyone for
having me back. Um, this, uh, is a brief presentation kind of just outlining some of your questions that you all had for me last week. um and some additional ideas um revenue streams that we can um expect to come in um and just sort of
overall um thinking behind um the use of Clark School. So, >> oh I think I need a mouse, I guess. >> Okay, just >> Okay, sure. Um, so really, you know, when looking at Clark School, and I know we talked about
it, um, at the last select board meeting, we spoke about it, um, or I did rather with, um, our superintendent and with, um, Max, but really it's just about investing in our existing space that we have in town. Um, which in turn really is an an investment in our
community. Um, so I really look at it as is four parts. One of it is preserving a town asset for the people of Swamot, not an outside tenant. I know we spoke about the possibilities of having um you know putting out um bids to see if anyone else wants to use it. Um this would sort
of get rid of that notion and just keep it within the town, you know, for our for our taxpayers to um enjoy. Um it would allow me to expand affordable year-round programs for residents of all ages and abilities. Um and I really feel very strongly about all ages and
abilities. I am very focused on making sure we have programs from toddlers all the way up to seniors to complement what it's not to replace, it's to complement what the senior um center does, but also to be inclusive of um abilities. Um I
met with Northeast Arc last week to talk about um having more inclusive programming. Um today I saw a really awesome unified sports basketball game. Um, and just those types of programs are really important to our community and I know to the parents and families of
those children. Um, so that's just something I just wanted to put a pin in there. um creating local revenue, um jobs and volunteer opportunities and partnerships, really just creating more opportunities in our town for folks, whether it's um you know, our senior
volunteers that will likely be of great help at this in this space or jobs for people that are going to be running the programs. Um you know, there's there's a lot that we can do there. And then really just building connection and belonging. You know, a lot of folks go
elsewhere. um they may go to neighboring towns for programs or they may go to um you know other spaces like the Y and the JCC and there's great merit in those spaces um and we can't compete with those but there are lots of things that we can do um next slide.
So why does Clark matter and why Clark? Um well the obvious is that it's empty. Um that's kind of um you know a no-brainer. Um, Clark does offer indoor and outdoor um, space and it just offers
space in general. Um, I've been talking to other rec directors in the region and most of them space is the big issue. And the ones that have really successful programming, it's because they have the space and others um, you know, don't and it's because they're working with
schools, you know, trying to fit, you know, and I think the common sort of denominator really is space. Um it would enable year- round programming. So when we are a little sleepy in the winter time, um this would increase programming. Um it would provide revenue
um to offset that $48,000 in term in the in the utilities that is expected of it. Um and it just allows us to continue to be self- sustaining um while increasing our community um programming and inclusion. Next slide, please.
Um so what does Clark give us? It gives us a space for all. Um we can have a lots of youth enrichment programming there from sports to STEM to art, nature programs, things like Dungeons and Dragons and chess. Um there's a lot we can do there for the youth for adult wellness. Um there's fitness, cooking,
um could be something we could definitely explore in other creative workshops. Um other things that are more intergenerational, ma jang, which I'm doing right now, which has been a really big success. Painting, knitting, um there's a lot of great programs we can do. And then inclusive programs like I
mentioned before, adaptive sports, sensory art, um maybe community volunteering. So, lots of things that we can do within the space. Next slide, please. So, really, how are we going to do this? The goal is really to offset that $48,000 utility cost. And I know that
number seems quite large. Um the average program currently uh profit is anywhere from $200 to $400. Um some of them are significantly larger like Ski Bradford. we make a a a higher um thing off of it, profit off of it, where other workshops
where we have to hire outside vendors, we make less on. Um and the one thing that I want to make a point is recreation isn't about making tons of money off of every program. There are programs that we make zero money off of. There are events that we host in town where we put money into because we feel really strongly about them, but this is
just to think about how we can sort of pay for those utilities. So what our potential is is that we could have revenue if we were to run three to four classes on average per week. So that's we were and and you can go to the next
slide, Diane, please. So here's I have a couple of different examples. So one of them is our nature art workshop which um we've ran a couple times. Um includes um we have two instructors that we have that do the do the class. It's a very low cost in terms
of materials. They find a lot of the materials in nature which is kind of nice with you know and then supplemented by some art materials. So this is just an example of if we had 15 kids what the net profit would be and what you know a one hour you know three hour a one
three-hour session would cover. So that's just one example. We can go to the next one Diane. The next one is one of our it's a crowd favorite slime. Every parent wants it, but not in their house. Um, so we sell out every single time. Um, this is a great one. Not a huge profit when you
think about how many kids were servicing, but $500 is actually quite a bit of something where recreation does essentially zero. We just provide them a classroom to do the to do the class. Um, so let's say we did something like that two to three times a month. That would
be a profit of $1,000 to $1,500. Next, please. And here comes pickle ball. So, um, pickle ball is I laugh because Mary Ellen, excuse me, at the last meeting said, "We'll just do pickle ball 247." I mean, we could try it, but I think, um,
pickle ball for sure. If even if we just did $10 dropins and we had 20 people and we did that every week, that could be at least $10,000 in revenue just from pickle ball. Um, another one would be knitting. Um, I met a wonderful
instructor who has actually um some ties to Marblehead where she teaches a class in the in a knitting shop there. Um, and I found her and she's lovely and amazing and you know, we would see great profit off of that running something like that as well.
So then beyond programming, here are some ideas. We talked about some of these. Some of these might be are a little bit new. Um but just ways in flexible ways we can use the space and not all of these are going to be revenue revenue driven but they will be community focused. So you know
continuing to foster community. So indoor craft fairs there is actually some money to be made from those types of events because you do charge a vendor fee. Um the PTO hosts one every year. Um we do it at the Swampscott Yach Club. Um, it is very tight in that spot and I could
probably triple I I organized it alongside Katie. Um, and we could probably triple the amount of vendors that we have and they all pay $40 to be there. So, that's just one fun idea. Um, gym rentals, we talked about this last time. Um, you know, days like today
where fields are closed again. Um, you know, could we have football come in or lacrosse or, you know, something like that? Um, room rentals. So, if you're someone in town that wants to host a meeting, whether it's for your nonprofit, maybe we have a small um you
know, booking fee. Um this is a fun idea, work from home flex spaces. Um sometimes you just want to get out of your house, but you don't have $500 a month to spend at at a Wei work. So, why not use some of those smaller spaces on the first floor at Clark charge $25 a day? We've got Wi-Fi. You can go in um
get some peace and quiet, especially like a day like today where it's a half day. you want to get get away from the kids or you just don't want to be home and you know sometimes we just want to change the scenery. Um birthday party rentals. This could be something maybe a little bit down the line, but this could
be a cool one where we could have um once we build up programming and we have staff that can teach these classes. Um, maybe we have space where folks can come in, use use it for a birthday party, and then maybe we have add-ons like we could do an add-on craft where we have a recreation staff member um, come in or
sports. Um, and then senior center overflow. I've spoken to Heidi um, several times about this. Um, and there's a lot of things that they just can't do in that dining room, especially like on a large scale. So, I would love to have them use it, use the space. Obviously, that's not a revenue maker.
That's more of just continuing to extend our reach um within the community and having them come do whether it's Zumba. Um there's a lot of programs they do there that is not great in that space. Next, please.
So, sponsorship opportunities. This is something Mary Ellen brought up which I actually really loved. Um I'm looking at it a little bit differently versus having it be a like one room sponsorship. I'm thinking we look at it quarterly. Um, we can put decals on the floor the floor on the doors, excuse me.
So, when folks are coming in and maybe it's something where our goal could be $5,000 annually, but you know, the rec potential rec center at Clark could be sponsored by X, Y, and Z for Q1, Q2, Q3, Q4. Um, that could just be something
cool. It's no different than folks sponsoring the little league or or anything like that. Um, next slide. So really, I mean, I don't really need to repeat this, but I just kind of want to drive home there's a lot of potential
for Clark. Um, we I have a vision for it and how we can offset those utilities. Um, we'll continue to remain self-funding. Um, and I just think it's a it's a great space for for us to grow. Um, and it's great for the community. Next slide.
And that's it. Right. Shall we questions, thoughts, feelings? >> That that was genius to me. Honestly was um it clearly outlines there is not a a person or a piece of
this community that that doesn't touch that that little display that you just put on. from children to adults to seniors to inclusive programming, every single person in this town has the ability to
benefit from what you just presented. So to me that speaks volumes that combined with what we heard at the last meeting for the folks um you know for the life center like that this is in line with that same approach right it's partnering
with the senior center and Heidi who you've talked it sounds like you've talked to about this at length right both your recreation department and the senior center have expressed difficulty fitting into the spaces that you don't even have you don't have a dedicated
face and that was the complaint for many years before you and now we're in the position to actually make that happen in addition to taking the the the challenges that the senior center is facing because they don't have
the space either. Right. So I mean to me it that was very thoughtful how you presented that and very clear about what we can accomplish. So I I have no questions. I just think it was great. It was a lot of work, I'm sure. But thank you. >> Thanks. >> It's helpful.
>> Please, David. >> No, thank you for putting the presentation together and actually giving us, you know, the ideas of, you know, the revenues that would be generated from each of these programs. >> Um maybe this a question for for you
Charlotte or Max is is there are there any capital expenditures that are needed to to ready the building for such programming? No, I don't think there are um
you know, the building has needs. It's not a it's not a modern building. Um but there's nothing that stops us from occupying it immediately for these purposes. >> Okay. So, so it's literally just moving around. It's moving furniture. It's
moving furniture and you're and you're ready to go with some some moderate decorations, special touches with, you know, what have you. Okay. Uh, I guess following up on both of I think this is sounds really exciting. Um, and I just want to make sure that
we're kind of super eyes wide open about like we're talking about $48,000 in utilities cost. That's an estimate, right? Um, and if we're going to be using it a lot. Uh, I don't remember the details about how we got to that estimate, but we'll just assume that's
true. Um, but then this is a lot of programming. Uh so is it realistic with what you know your time and energy and the massive recreation staff uh to be able to pull all of this off because
this is a lot right? Um so that's kind of one question and then cleaning the town is taking on uh the uh snow removal and couple kind of
ancillary things. So I guess it's just I guess one question about the staffing. >> Sure. >> And how does that kind of mirror like the intensity in the summer and you know preparing for the summer when you have to like you're chasing this ball you know to try to get to covering these costs. Um, and then you know, are there
other costs that we really should be thinking about? Really, is the nut we're trying to solve 48,000 or should we be thinking that it's I don't want to make it harder, but is it really 60,000 because we got other things we really need to be thinking about that >> uh are there going to be little repairs? Are there going to be, you know,
maintenance, cleaning, you know, custodial? Who's going to be monitoring this all the time when all these people are here? So, just to make sure we're super eyes wide open. >> Sure. I'll go first. Great. Um, I just to uh to David's point about mo being movein ready. Um, no, it it probably
just needs a thorough cleaning. Um, I've already done a lot of moving and jiggering. Um, you know, with the approval of the school when I used it for the no school days. Um, but it does need like a good cleaning. Um, but other than that, it's just a matter of moving
furniture. Most of the classrooms are empty, like kind of like a blank canvas, which is really nice. And that's mostly what we need for a lot. The gym, um, I think we may look at those floors a little bit. Um, but especially for indoor pickup, we don't want people to slip. But, um, the gym is obviously a
really great space. Um, okay. So, then to move on to your um, Doug. So, staffing, we do have an open position for an assistant um, rec coordinator um, that we're currently interviewing for. Um, that person would help me exclusively with programming. That's one of the biggest things that their job
would would really be. Um, and that's previously what um the previous um uh person in that role did as well. Um, I'm not naive to think it'll be a lot of work, but I'm really up for the challenge because I kind of want to prove that we can do this because I do
think that there's a want and a need and I feel like it's just sort of like a missing part of of for the community. And to me, it's just so tempting because that building is there and and and we can really prove that that recreation can can do this, but also with partnering with all the other um groups
in town like like the senior center in terms of getting in and out of the building and staffing and the heating bills and things like that. Off the bat, that $48,000 was based on Clark as a school Monday through Friday aboutund is
it 180 days? Is that school? 180 days. Now, that would be a little bananas if I could go in there and use it for 180 days, but let's just say I used it for two to three days a week. I would probably try to have my programming be sort of in within those. Let's say it's
Monday, Wednesday, Friday. So, that way I would know that my utilities would be being used versus having many days with shorter windows. Um I have talked to um Jod Watts about senior help for um like a front desk reception area. So that way
when folks come to a class um it's it would be amazing for that program because it would increase hours for them because I know a lot of folks like right now it's crunch time. They want to get their hours in so they can kit that. So um having um having those folks there's there's so many in the program. I I know
it's well over I believe it's 130 or so that are in that program. Um, and I know that's what Marblehead um does as well at their um at their center. Um, so I would utilize them um to help me with that part of it in terms of staffing the physical building. We just wouldn't want it people just coming in and out of it
with just the classroom staff. We want some sort of reception area. Um there is a um I am in the process of switching over the recreational um platform and there will be uh barcodes so that way when folks are in a wreck program their
barcode will be scanned so it'll be much easier for people to like get in and out of things. A lot easier for parents for signing in and out everything's there's we do a lot of paper right now. Um so trying to move away from that and getting get getting it in real time. Um so that would be something we would implement there as well. But that's a
good point about custodial max. Can you speak to that a little bit? Like how does that work in terms of do we have to would we have to use school custodians? Would it be based on hourly rate? Like how does that piece work? >> No, we don't have to use school
custodians. Um Charlotte and I have actually already talked about this a little bit. Um, I think there's there's different sort of options and depending on exactly how they're using it and exactly what the needs are, you know, I can work with work with WCK to kind of figure that out. I think cleaning
contractors are probably a good idea in some fashion. Um, it might be a mix like like we do at the schools, uh, where there's cleaning contractors and some custodial support, but um, you know, there's there's things available. >> Great. >> Yeah. But the good news is when the building is open, I don't need to always
have a custodian because that would incur a cost every time I open. >> I was going to say if we have to use union custodians, you know, no >> hourly, overtime, that type of stuff. So that's that's a good question >> because it probably isn't necessarily dimminimous. I mean, you're probably going to have to have it's pretty big space, right? You're going have to have
it clean probably once a week or something. So even 500 bucks a week, that's like starting to add up some real money. So, you just have to kind of keep that in mind in terms of what you're trying to sell for. What about insurance? Who's going to cover insurance? How does that work?
>> That that question came up actually from the school committee. Um the the town and school are not like separately insured. It's all one policy. So, um it will be advisable to like update the insurance company on what the use of the
building is. Um, but there's not like it's not like a change of of carriers or policies or anything. >> That being said, for insurance, it would go from unoccupied to used. So, there is a potential that that would it wouldn't hurt as much, >> right?
>> You know, an unoccupied building is more expensive to carry than someone than one that's being used regularly. >> I don't want to say help without knowing. That's why I said that. >> Right. >> Yeah. Um, do we have a um, so when wreck is using it, obviously there is no need,
but when wreck then allows third parties to lease the space, do we have a short form use and occupancy agreement that people would sign where if they incurred damages or, you know, we could mitigate liability there? >> I we would have to create it. >> Okay. >> I unless you know one that already
exists, I certainly don't. and one specific to Clark is what we we could work with KP on. >> And then just for for matters like that, if not saying we start this out the back, but we talk about birthday parties and stuff. I assume there would maybe be a deposit involved and making sure that we hold that
>> correctly and in a separate account if necessary and how all that works. And >> I I think that particular idea is further down the road than what we're trying to do to >> prove the idea and the concept and the use case. >> And that's an idea of something that we could do to expand. So it gives us a little more runway to get it all lined up.
>> Yeah. I mean that was one of the catalysts for starting the community life center feasibility study was because as a parent I heard people who had winter birthdays all the time were like >> we just want a place to go do x thing and our house is not big enough and we have 20 kids coming and like where do we
go for that and people go to you know like foster funtime used to be a big thing when you had little kids or something like the mess you don't want to have in your house. So, >> but you're talking $300 an hour when you're doing birthday like I mean it's exorbitant. >> Yeah. I mean it's something we should definitely look into sooner rather than
later considering winter's right around the corner and if that could really help offset it's a low lift and >> if there's a positive >> especially especially the gym for right >> like a sports type party. >> I mean people are spending $600 or more at Danver's indoor sports and it's a hike to get to. So
>> y or a slime party >> or a slime >> or a slime party which people just >> birthday pickle ball. Yeah. >> Oh, that's what I was going to say. So, I was up by Liberty Tree Mall and the Bed Bath and Beyond across from Liberty Tree Mall is now a 100% pickle ball Yeah. >> location. >> And I had to laugh out loud when we
drove by because I thought, well, Clark school someday, >> classrooms for pickle ball. Mhm. >> Um, >> in terms of like we haven't signed this yet. So, are the schools >> picking up the utilities in until like
this starts? How we we kind of talked about this? >> We talked about that last time, >> but I don't think we settled it, did we? Or at least I I think the question last time was what their budget is or is not for that >> budget. We until we sign this, we are not >> responsible >> on the rec side responsible for any of
that. So that would be a question for the >> Yeah, I think this agreement starts November 1st. Um our utility bills are roughly monthly. Um it's not perfect. So I think the expectation would be like the November usage. We would start to
process it and pay it from the uh from the recreing account. This this is actually not a one-sided thing. It goes to school committee tomorrow as well. So they also have to uh agree to it. >> Any more questions? >> Thank you all for being very thorough.
It's exciting but it's like a little business. >> So really it's a big >> it's a big revenue stream what it is. It's a big >> and and just last thing we had talked about the rec revolving account from a from an expenditure perspective. If you're going to add these programs, we may want to consider upping the
revolving account. >> It's already at 98%. >> I don't know how we don't considering we were within $6,000. I think Patrick said Patrick, >> I wrote that down already so that Patrick and I can talk about it. >> Yeah, >> address it at whichever town meeting it's appropriate, but probably this
one coming. Yeah, but I just I I have that at the top of the list. >> Awesome. Yeah, great. >> Saw that coming after Patrick's presentation. >> Thank you. Um, do we want to I'll entertain a motion now for theou or do you want to get into the discussion on the recolving account first?
>> I would make the motion to approve theou. >> Can I get a second? >> A second. >> And I just want to make sure Mary Ellen's not on. Okay. So, we all those in favor >> I >> Good luck. Thanks.
Thank you, Charlotte. And thank you guys for joining us. And >> thank you, Charlotte. Thanks, Max. >> Yep. >> Hopefully it passes um school committee. >> Yeah, >> it has once before. So,
>> all righty. Um so, let's move on to then a discussion on wreck revolving. >> Who is heading that? >> I am not certain. Was it? >> No, >> nobody wants it. Neither would >> No, I mean we had the presentation on the record revolving account numbers we
discussed. I am uncertain to be honest. I apologize. >> Okay, that's good. >> Is there any information? >> Well, there was some I guess Patrick provided us with a little bit in the prior um presentation along with the other accounts. We can always circle back to
this if >> I didn't have anything prepared for this item. the FY25 activity and ending balances in the FY25 presentation for your reference. If there's um happy to prepare anything >> yet for that. >> Okay. >> Could we come back? >> Yeah, absolutely. Not a problem.
Apologize. I just um I guess from a utilization perspective, Patrick, this um maybe is a softball, but if it isn't, just punt it and we will answer it later. Um people always say how how much money is in the recre revolving account but then uh if if this parallel makes
sense because the utilization is so high it shows that the money coming in and going out is equitable. So it is not just sitting there like >> hoarding money we're actually taking it in because we're spending it and um so it makes sense to be that high. We
actually maybe just talked about it being greater, >> right? And Like if we use FY25 results as like a starting point, I did mention that expenditures exceeded revenues. >> Yeah. Yeah. >> Slightly. So, um that's the pattern we
were in in FY25. Certainly, if we're on boarding new programs and new expense, >> I think upping the limit would be prudent. >> Okay. >> Probably necessary. >> Great. All right. Well, we will given theou and um that Mary Ellen is in here
and she loves this topic, we should come back to it. >> All right. Climate action has been patiently sitting and waiting for us. Appreciate it. >> Meanwhile, the planet's warming up as we
hot air up here the room. >> Things are dire. There's always hot air up here. >> All right, we can bring forward their um presentation. Diane, please that much.
You guys want to introduce yourselves even though we know most of you all of you? >> I know I think we have three slide decks so we have like a quick >> Oh, okay. >> We have the mic in front of her but
around it. >> All right. Are we ready? >> Yep. That's right. And >> then there should be another two presentations. >> Okay, great.
>> Right. >> It's late. Yes. But uh they decided to do it for but they really did. >> All righty. All right. I am Martha Smith. I'm chair of the climate action and resilience committee. Um just to
restate our mission, the climate action and resilience committee maintains our climate action plan and promotes implementation of actions in the plan. We advocate for projects that reduce emissions and mitigate impacts of climate change. We support municipal
leads in town, other committees, and do outreach to deliver information and guidance to community members in town. Um our climate action plan is organized into five major focus areas and um just on the right is a chart of uh where our
emissions are coming from. So over 50% of our emissions are coming from buildings and over 30% um is coming from transportation or vehicles. And I'm just going to go through some of
her recent activities. >> Next slide. Diane, >> please. >> Oh, she's got it. >> Yeah. Oh, >> is it? >> Sorry. >> Next. Next slide. Martha, >> it's being >> You might be too far away from the >> trans on the left.
>> Close. >> There we go. Thank you. >> All right. Um, a major accomplishment largely driven by our committee was the designation of of Swampskut as a climate leader community. Um, this was a result of our towns meeting five required
criteria, the last of which was submitting a municipal decarbonization plan which we did in December of 2024. Um this makes our town eligible for um significant grants opportunities and
including $150,000 technical assistance grant and up to a $1 million accelerator grant and these would target musable buildings specifically and we're currently working with MAX to identify the best projects um for
submitt uh we are also continuing to support the community first program to encourage free home energy audits, weatherization, and HVAC conversions. We're doing community outreach and have recently set up a resilient swamp
website to promote community engagement with activities that community members themselves can um uh participate in to reduce admissions. We're participating in the municipal vulnerability preparedness program 2.0 0
and also contributing to the town's update to the hazard mitigation plan and the town's 2035 master plan. And most recently, we're starting to work on sustainability guidelines with input from the planning board. And last
year, we worked on a climate futures project, which is intended to help educate our community about climate change impacts. And I'd like to introduce Professor Tom Star, professor of graphic and information design at Nor Eastern, who's going to give an overview
of the project. >> Yeah. Thank you, sir. We have another slide. The other slide then you need this. Okay. And while we're setting up, do you have any questions about any of the activities?
>> Great job. >> All right, we'll take it. >> Listen, I will say this. You guys are always very a very engaged group. You're always very present at a lot of things that happen around the community. And it it's just it's nice to see that it sort
of hasn't lost its momentum. You guys have probably gained momentum since you've sort of established and you've been energized by big wins and I I appreciate all the work that your committee is doing for us. >> You sound so much more professional.
>> Sorry, you made it easy. Um, I'll take advantage of the awkward pause and mention um that that's okay. I'm Neil Duffy. Uh, and just mentioned since you were talking about Clark Utilities, uh, just put a plug in for a
future project. The Clark School is um one of the best sites for solar and electrifying that building and putting solar on that building um would probably easily pay for the electric use, but it would be an investment.
>> Maybe a candidate for a decarbonization accelerator. >> Well, I'm sure there are plenty of other candidates, so I don't want to jump the the queue on that. There are a lot of >> a lot of needs in a lot of buildings. So, but I think for that building longterm, it's a a good idea and something that we'd been thinking about.
I It needs a new roof, too, I think. So, you'd have to start there. So, >> sorry, Max. We didn't >> technical difficulties. Sorry. >> As we heard from some people during public comment, you know, it's not a it's not a done deal. What would be the
use of that building or anything either long term? So, um >> yeah, good point. >> A lot of questions. Yeah, >> but that is part of our decarbonization plan. >> So, it's included. >> Yeah. I would love to understand more as we invest in some of these um long-term
output grant funding where we're making investments into utilities, how change of use in building, renovations, things like that affect those long term. I'm sure that's Max, you know about that, I'm sure. But um would love to understand like is it worth it at Clark
to go down the grant road for some of this if we don't have a long-term usage established for it yet >> or is that putting the car before the horse? >> This is the one. >> Good job. Yeah. >> All right.
So anyway, thank you for having me u attend. And what I really want to do is just put in perspective that this is a regional project and uh Swampscott would be a a collaborator along with many other Northshore towns. And although I work in Boston, I live on the Northshore
and that's one of the reasons I'm doing the project here. And it's um it's funded by the Essex County Community Foundation. So there's no cost to any of the communities. And
the funding was granted in just to fill in the time. Okay. The funding was granted in uh 2021 and I've been working with um communities on a rotating basis of quite a few communities as well as uh organizations like the trustees of
reservations. And so um already there are 116 sight specific installations um probably about 70 or 75 in Essex County there. You know we talk them about as them being signs but this is an
actual size of one that's in Salem. So they're only 8 inches in diameter. They're more like um medallions. So, just to put that in perspective, and they're they're meant for to be put at pedestrian eye level, not something you'd see from a car.
>> I have no idea what's going on. >> It looks so promising. >> There we can't share at home. Maybe we could just present have it pulled up Diane to >> present here and we have something
>> and we can share it on the website tomorrow. Y >> it's it's not a slideshow. It's not a PowerPoint. >> Yeah, it's just a it's just a PDF. >> So you just scroll through it. >> Yeah. >> Uh did you get that? >> Oh, that's right. >> It's scroll. It's a >> Yeah. No, it's just
>> we're just advanced pages. >> I think it's a big file. >> Oh, yeah. It might be a big file. >> Okay. Would you do you have a copy of it with you? I can give you mine and we can go through it that way. >> Just hold it up. Yeah, I I have something I can go by if you guys have
>> We have it. Yeah, >> sure. So, >> you know, it just on the second page lists the communities that have uh agreed to collaborate on the project. The ones in white are places where it's
already installed. The ones in black are uh in development. And on the third page, basically what this tries to do is engage people in thinking about climate change where they live rather than as a global phenomenon and also uh in terms
of time. Um so it's often talked about as being something that's going to happen in many years from now. But there are certain um projections that science has made that can pertain um to our region. uh one of the the biggest study
um >> Diane maybe don't go sorry to interrupt maybe don't go to full screen mode and just >> yeah that's a good scroll that way >> so you could go to >> yeah let's >> yeah yeah so so there are the communities right so we talked about that um
so yeah so the idea is to try to artfully change the relationship of spa of uh citizens to space and time by landmarking where climate Climate change might affect us right here in Swamp Scout or on the Northshore. Next slide, please.
>> Is it a slide? >> Next. Okay. So, the model is these these great historic um installations where you're standing, you're reading this and right at this spot you learn that this happened. The only problem is this is in the past and
climate change is in the future. Next, please. But we know there are many ways to deal with this concept. Next, please. And so, here's uh one of the first installations in Salem at the um Derby House. So, the idea is it's written in
the past tense as if it was put at the end of the 21st century and the dates are throughout the 21st century. Next, so and they're in categories. They either address climate events like that.
next please. Um or something like this, a trustees property >> next. And sometimes they actually do chronicle a real event that happened in the recent past, still in the 21st century, but these are things attributed to climate change. So it spans from the
recent past through a more speculative future. But the speculative future is based on science and every one of these um messages is linked in an interactive with the science on which is based. Next please. So that's another event. The
other thing another topic is species impacts next. So this in Essex next or in Newbury Port next. Um maybe the most populous category is
adaptation efforts because a lot of communities are already trying to adapt or looking ahead uh this in Essex about the causeway which floods all the time. Next, more. This is a rather whimsical uh
approach at how to adapt um developed by students in Arlington. Next, and then mitigation. So, th things next that actually do something to change the situation. Uh, as you know, this um wind
offshore construction site in Salem maybe isn't going to happen now, but it was supposed to be finished this year next. And then this in uh in Durham where you know they committed to 100% renewable
energy. Um, next please. So this is the U interactive. So you you notice that each one of the plaques has a QR code. If you scan that, it takes you directly to its page in a chronology. So all the plaques that were in Swamcot would be arranged chron in chronological order
rather than, you know, the way you might have encountered them. And then from there, you can click on a more button which gives you the background and the science with links that are active links to um original documents. Next,
that's pretty much it. So any questions before otherwise um you know Martha and Suzanne and Neil maybe can just talk about you know what we've worked on for swamps. >> Yeah let's see the swamp scout one.
>> Yeah. Uh Suzanne Hale climate action committee also tree committee in case because we do talk about trees. Um so I think in your packet you have copies of each of the signs. Um, we can talk about the
process a little bit if you'd like, but basically we kind of took the whole town, thought about some of the things that we've done like positively to mitigate some scary stuff already. Um, and then we talked
about kind of the scary future and what that could look like and what could we do to make it less scary or to wake people up and say, "Hey, this is coming our way." whether we like it or not, how do we as a town want to address that?
>> Um, so the first on our list is something we should be very proud of. Same with you, Max. Um, is the elementary school because it is a super wonderful example of what we can do in this town. Um, so, yep. And there's a
little location aster bottom of where exactly we would put it. That would definitely be a conversation as to how we want to display everything, but um each location can be tailored to what's appropriate for that space.
Um the second one is my favorite. Uh it is about the micro forest. Um love it or hate it, it is a >> scroll down. >> I can't. >> This can't be right. >> It's moving.
Um, >> I just can't. >> Well, I will read it. First micro forest on the Northshore begins increasing biodiversity, cooling, and filtering the air and storing carbon. May 2022. Pretty self-explanatory.
Um, it really does all those things and it is a first for our area, first in Essex County. So, I think it deserves some love. Um, number three is AllTown Street
lights converted to LED, reducing annual carbon footprint by 280 metric tons. That was done way back in 2017. Um, again, where do we put that? I I think
it deserves a lovely spot on maybe, you know, nearish town hall where we can show it off, but you know, all that part is up for up for discussion. Um, number four is first EV charging station celebrates 10th anniversary with
expansion to accommodate 50 vehicles at 10 sites 2031. That one's for you, Max. >> So, I just want to say that's an interesting one because it really is about the past, but you know, it's looking ahead. So, it's a kind of
combination, but the others of all are all things that's already >> absolutely. Um, number five, town votes vote preserved these five acres of green space providing climate cooling and boosting biodiversity. So, that's the Archer Street um property that can't
wait to see how that develops. Super exciting. >> Uh number six, responding to escalating threat of higher flood waters. The fish house is relocated to preserve its historic value. >> So, that's one of those scary futures, right?
>> Like, we know it's coming. How do we preserve something so meaningful to the town in a way that really preserves it rather than just kind of puts up some guard rails that are mostly temporary? >> And I know I know we're not like
literally predicting the future, but can you give some sense of like why, you know, you pick 2042 as opposed to 2032 or 52 or is it just it's supposed to be kind of illustrative? Yeah, I mean we
talked about that a little bit. I think this this one in particular we were dis this one and the next one we were discussing right as the new um FEMA maps came out >> and looking at those maps in conjunction
with how often the actual like hundred-year floods were actually happening um kind of guided us to these dates. But obviously they're not perfect dates. They're just an educated guess based on the science that we have. >> Yeah. I mean, I'll add, you know, in
addition to the FEMA maps, we look we looked at the there's the Massachusetts coastal flood risk model, MCFRM, and that forecast 2030, 2050, 2070. And 2050 and 2070 are really like the sort of the planning horizons that everyone thinks
about. And I mean, if you look at 2070, it it they're they're forecasting like flood probabilities, but also depth of flood. And so for both of those locations, you're it's 100% probability that the area will flood. That doesn't mean it's going to be flooded all the
time, but it just means it will be flooding every year essentially, and we know that. Um, but the depths for a 1% or 100year storm when you get to 2070, you're talking about like four anywhere from like 4 feet to 10 feet depth. So, I
think um I agree it's it's scary, but I also like to think of these as optimistic because they're saying we're relocating, we're preserving, we made a plan, we did we took action to save a resource or to do something about this. It's not saying,
you know, this building was destroyed by flooding. And relocating can mean vertical relocation as well as physical relocation somewhere else. So, we're not really defining what that is. >> And then lastly is uh Thanksgiving Day
game played at Philips Park for the last time as field yields to seawater inundation. and that is 2064. Um that is also based on flood models and um that Philips Park is basically a
wetland. Um and you know much to what Neil had said there's the science is there that it's not going to be a playable field by that point. And that's that's what we've got.
So, how many in total? >> Seven. >> There will only be seven. >> That's we got >> I think this is fantastic. I think um it sort of hits multiple marks as you guys were saying. Um
>> climate is a tricky topic. I'm preaching to the choir, right? because it's something that people back burner often, but when it's back burnered, it just gets worse. And like having something
that is a constant point of conversation either, you know, for adults to their kids or kids to adults or just if you're out of that stage of life, sometimes you don't think about it as much as you probably should. People change the news because they don't want to hear about
what's going on often. So, it's nice to like, it's not nice, it's necessary, I will say, to put a a local touch to what that looks like for us. I think it has a big impact and I think it's very effective.
>> So, if I could, I just want to interject that um speaking to that issue, um the interactive has links. This is what we did in other communities that probably do it here where you could link directly to the climate committee
so that if you're concerned, oh maybe I should pay attention to those meetings or how they should get involved. So the idea is not only to not to frighten people but to >> engage them into participating in some way and also appreciating what the town is up against in a way, right? So that
if money has to be allocated for something, you know, they have a better understanding. >> And so that would be like through the QR code. Yes. Somehow like within the page, the landing page there, then there would be a link to Kark or something.
>> Yeah. So there's um there's a um so in addition to the page that explains a particular plaque then there's an about page which is about the project and so that would have a link to whatever um
page you like that Swanson Scott would like. So each town when the town's name is is in this text it's a hyperlink to whatever the page is. So it could be the climate committee or it could be um if there is a um a s you know a
sustainability office it might go to that. It depends you know it's just tailored to whatever the community prefers. >> Can I ask you a question? >> Yeah. I'm not questioning what it is. The infrastructure that supports the town,
roads, the water sewage system that we're always having trouble with high tide >> is going to be notable. It's going to be catastrophic. The fish house is important. It's like
minuscule. >> So if everything that you're saying is true, we got a lot of work to do. >> Amen. >> We >> Yes, we do. >> We have discussed that. uh from time to time here at this um table, especially with the flooding that has been
happening in that area around the fish house. Um it came up in great detail when the pickle ball courts came up. Um it gave a big highlight to that conversation. Um, I can't I won't say that we sort of got anywhere from our
seats here on what what the answer is to helping with some of that, but I will say that conversation is happening in many more aspects of how we are facilitating things than it has been. >> That's what I just right. Yeah. Pump houses. >> Pump house. Yeah. The police station.
There's, you know, the the fisherman's beach resiliency study that Martha mentioned earlier. That's there's analysis going on right now. uh that's you know potentially leading to this actually this sign becoming true about the you know the fish house and
many other things in that area. There's going to be a lot of work over the next decades that we're going to have to do to preserve uh just basic commuting uh let alone the businesses let alone the homes the fish house uh many different aspects of that area are extremely
vulnerable. But the other side of the tracks where everyone talks about is the high ground. That's the safe haven. Then >> the quarry area of Foster Dam and all that elevated area. >> I I think uh too we talked about it in the emergency preparation plan. Graham
uh Chief Archer was just here speaking to us about that. We talked a lot about, you know, whether the um having the emergency epicenter being in that area that is susceptible to flood is the best idea going forward and taking a look as we um revise that going forward if
that's the the best spot for it. So, it's definitely contextual to a lot of the conversations we're having. To your point, Charlie, >> I think what's really helpful about this project is it's um and what I find really interesting about it is it helps to like like was said before, it helps
to engage >> the general public in a in some way and a small way and just try to socialize some of these issues. Um >> and comments are exhibit A in a way,
>> right? And it can help us. It can help when because I I don't think it's not small Scott's not unique, but I think in most communities the conversation it's not socialized regularly and um it needs to be in order to be able to do the
planning and have the make some of the choices that need to be made in the next you know 10 years or more um to so I think it's it's one way to do to help us do that. It's um a lot more needs to be
done, but it's a it's a small way to do it. >> Yeah, I think there's a direct correlation, Neil, to your point, to socialization and financial planning because when you come asking for money and people are like, well, this is the first time we've talked about this. It's like, well, number one, it probably isn't, but it then becomes difficult to
get over that hurdle. So right >> anything we can do to socialize the topic so that when either there are financial needs or grant opportunities available to us um and people are like well I didn't know we we we need this in
this way. It's just another opportunity for us to say no we are very aware of what we need and um and wouldn't it be great if we could obtain more funding to facilitate it. So, >> right, it's a conversation starter if nothing else, right? And it's attached to
>> um places in town that are very close to a lot of people's daily life, right? So, this is how we educate and highlight and start that conversation. I think it's brilliant really. >> So, do we It said possible vote. Uh I'm not sure
>> is I don't know that there >> I'm not sure that's necessarily required, right? Um, and we could for emphasis I suppose >> you want to propose a motion. >> Uh, I I'll propose a motion uh to accept uh the report from the climate action uh
and resilience committee and supporting the um installation of these seven signs. Uh I would say in concert between the town administrator since it's town property and the committee. >> Second. >> Second. >> Um all in favor? I
>> I I guess the only um carve out I would make is I know you said spots are TBD and just being thoughtful of the um accessibility to those spots by members of our our town. So, you know, it might be great to have one at Archer Street
because it's, you know, five acres of uh accessible uh uh preserved land, but it's not super accessible to all members. So, just being thoughtful about that. Absolutely. which I'm sure you all will be. >> Yep. >> Great. >> Thank you.
>> Thank you. >> Thank you guys very much for all the work >> and thank you for joining us. >> Great. Thank you so much. >> Okay, so we are moving on to 24 Readington Street and discussion and possible vote to
approve the schematic designs. We should have Marzy on. Is >> she here? >> She is on. >> Yeah, she is. Um, hi. I'm actually on and Ted Douly is um on the call I do believe. I do see his um
>> from the um planning from the planning board. Yes. And hopefully um he'll be able to join us as well. >> He Yep. >> He's on. >> He's on. And uh Marcy, if you >> wanted to begin.
>> Um absolutely. I what I would like to do if you don't mind um in your package you should have received an update from the planning board and what I would like to do is maybe ask Ted to walk us through it. Um I was not part of the meeting um at the planning board. I only have the
notes so maybe it would be beneficial to have Ted go over that. If not I'm happy to um sort of provide to you the comments that I have received that are part of your package. >> Sure. Uh Ted, would you Diane, could you unmute Ted?
>> He is unmuted. >> He is. Ted, if you would like to unmute. >> There he is. >> You're welcome, too. >> Hello. How's everyone doing tonight? >> Good. How are you? >> Good evening. >> I'm doing well, thanks. >> Thank you for joining us. >> Um, >> of course. Thank you for having me. And,
uh, Marzy, thanks for your help coordinating um, having Clear View come to our planning board meeting on Monday night this week. Um, very helpful. And I hope the comments that are reflected in your packet are helpful as you, uh, look through your votes for the schematic design.
Um, just to give a very, you know, high level overview, um, again, you should have all of these notes in your packet. Um, a few of the pieces that stood out, uh, parking lot lighting in the parking lot to the side of the building. Um, our
board had encouraged uh, Clear View to ensure that the lights were a little bit more human level rather than kind of the the lights that you'd see in a shopping mall complex or something that are 20 ft high or so. using more um humans uh height lighting in order to prevent um
off-site lighting. Lighting going um to neighbors, but also to residents of the or people who are staying in the hotel, making them look like they're looking down into a parking lot rather than into a field of lights um for lack of better description. In your notes, um you also
see I outlined a number of the um aspects of the zoning bylaw which um outline lighting requirements in terms of the types of lumens, the amount of lumens are allowed to display for our zoning bylaws. Um dimensions um all that sort of information, ensuring that
they're dark sky compliant. That's all existing in our zoning bylaws. Um we went through that with the developer and again that's all in your uh in the letter from the planning board. Moving on to bicycle parking. Um that we encourage use of uh somewhere to block
up bicycles. The developer said they do this at almost all their hotels. Um wasn't on the plans, but something that they do regularly, so that didn't cause any any issues for them. Um the architectural alignment of stairs, there were just a few minor misalignments of
dimensions on where the stair locations were on some of the floors. I think it was it seemed like that was just a an error in the architectural plans. Nothing nothing design-wise, but wanted to call it out just to ensure consistency as they move um move from schematic plans into bid sets, etc.
The roof massing and bathroom placement is something that took a fair bit of conversation um with the applicant on Monday night. Um, the rooftop, as you saw in the plans, I'm sure, has three towers almost that are kind of new massing that are going onto what's the
existing roof. Had one tower that was a staircase on the Readington and Humphrey Street side. It had the elevator tower that was the new construction. Um, and then also had a third massing on the roof that housed uh just the bathrooms for the roof. Um, those three areas were
new massing on the roof line. Um, our encouragement to the applicant and to you all is to consider how that three new massing could become two new massings instead. If you're viewing this, you know, a lot of you, we're all familiar with the building, but um, you
know, this building is interesting that it almost has three front sides. You know, the side that you see it from Readington, the side you see from Humphrey Street, but then also the massive side that you see from Monument A, from Town Hall, from uh, from the Farmers Market, etc. So, our recommendation here was to try and find
a way to have the bathroom massing be better incorporated into one of the two other areas that'll be new construction on the roof in order to um have more symmetry and also to uh try not to have a in all projects we encourage there to not have massing excess massing when you
don't need it. Um and that seems like one area where it could have been consolidated. Um without speaking for the developer, they mentioned something along the lines of that's an interesting thought. why don't we think about that and get back to you all? Um that's how they left it on our meeting on Monday night, but did want to encourage you all
to look at that. Um since these are all new additions to the roof line, um minimizing the excess massing is something that is always helpful and something we always look to do. I'll try to move through the rest of this rather quickly. um the material
palette and color relationship. Um the new construction piece that houses the elevators um was something that we at least in the the designs that we saw was in um a darker color that was kind of stood out drastically from the um the
red brick and the the cream colored accent color um that the Hadley has and the Annex has. So we encourage the applicant to find a more complimentary color rather than the they had shown dark brick um used. So we just encourage using a more complimentary color so it
looks more like the featured uh feature of the original design, the original intent. Um, moving on to entrance design, weather protection, just adding a um, awning over the ADA accessible entrance on the
elevator bay to really give the front door more of a welcoming and and apparent view for where the entrance is. Um, considering sawtooth parking for the parking, the I believe it's eight or nine compact parking spaces that um, go
along Readington Street. Um, sawtooth parking for those of you unaware is just then the the spaces kind of have a small area of green space at the front where you would have a curb u preventing your car from going forward. So it just allows for a very nominal almost inconsequential amount of additional
green space but every bit counts. Um, so the encouragement is to have that sawtooth parking. It adds a little tiny bit more green space but that area as you all know on Readington Street in front of the Hadley does have some some trees. So it just gives a little bit more room for u for that kind of native
planting and and tree line to continue. Um mechanical system integration. Um they had mentioned to us the intent to use um heat pumps which is which is good news for all. Um the one recommendation that we had was really impressing on the importance of having significant
screening around the compressors on the roof. Um, I'm sure you are all aware there's a lot of buildings that have gone up in our some of our neighboring communities that don't have screening around the rooftop heating compressors. Um, and they stand out um, not always for a good reason. Um, so just ensuring
that there's that that screening so that it does not become distracting from a historic building looking at it. Um and then there were a few other pieces that that we added in as well just um ensuring that the elevator configuration on a number of floors were
um were consistent with the intent um of the applicant. Um there was a question about if there was any administrative space near the front check-in lobby. That was not something that came up at our meeting, but it was a question we had after the fact. We didn't see any sort of administrative place near the
lobby. wasn't sure if that's a design or um just had you know that's probably more of a question for the developer but that kind of gives a very quick very high level overview of the conversation we have with the developer and the feedback we provide to you all happy to answer any questions I realize I could
probably sped through that really quickly but I don't want to take up too much of your meeting >> if I could maybe add to that too briefly uh we did hold a neighborhood public meeting on um September 29th for residents to share any additional
comments regarding the project. Um, and some of the comments that we have received uh were Ted just listed them because lighting was a question um in terms of the design but also residents were concerned about uh pest control and that's something that will be addressed
by by the developer. Um there were some questions about um the play uh the playground and the play structures and that's something again that we're working with the um conservation um commission and in regards to placing some of some of the equipment at
Lindscott Park. Um, and we also received a comment from a former member of the Hadley Reuse Committee um, who was concerned or uh, stated that the developer to take a look at the architectural features of the building
because she just thought that some of the um, materials that were used in uh, connecting the two buildings were somewhat heavy and then maybe there are other design aspects and I think that that's something that Ted And also you
commented on it as part of the design. >> Yes. And I think that was more designed as a from an aesthetic from it looked like from the presentation last night. It was like black bricks being used which obviously are starkly contrast from the kind of red brick that Hadley has. Um so our comment was more of
finding a way to maybe use white brick or that cream colored brick that kind of is the accent color for the Havly as it is now just to create kind of a cohesive color palette throughout the whole building old and new. Right. >> And I think the big top line that I can end with, unless you have any other
questions for us, we were very flattered to have the developer present to us on Monday. Very ecstatic to have them there. They did a great job walking through the presentation. So, um, by and large, the board is very excited to see what comes of this project and, uh, looking forward to it. >> Thank you.
>> Um, it is interesting an interesting point we didn't really sort of talk about last time when the developer was here. You know, when you think about the Hadley, it faces one way, it's residential, faces sort of >> the other way is sort of commercial. The
back side of it is park space. So, it really like initially I was thinking with regard to the screening that you'd be screening for residential, but it's really like you're screening for almost when you're on town hall lawn and you're looking over, you don't want to see those
massive um units on the rooftop and you want to see a beautiful historic building, you don't want your eye to be drawn up to to those features. So, um they they have their work cut out for them a little bit there to sort of please all the angles. I guess.
>> So my question is, excuse me, so what is the next step? So Ted, you mentioned that you did make these suggestions to to Dixon and was that well received or you know are you waiting feedback or Marzy maybe one of you can speak to that?
>> Yeah absolutely. So per the U land disposition agreement, this Lwood has um until November 5th to share um your comments to the developer in regards to the the schematic plans. Um because as you know these are just schematic plans.
This is a a first pass over on the the design of the project. So I think the the development um team is looking for feedback on what they are proposing. Um, so our recommendation would be to include uh the comments that you received from Ted and the planning board
as well as some of the comments which we received from the neighbors um and as well as um any other boards that have submitted comments to us to date and share it with the uh with the development team by November 5th. >> Great. Thank you.
>> Are we taking a vote? Do we have to have a vote by November 5th though approving them? We need to submit our comments to them by November 5th. >> Right. >> I hear that. >> But do we have to vote by then? Do we need a vote before that? >> Designs. Is it that we
>> approving with these comments or as conditions or are we giving them these comments and then we expect responses and then we vote? Um, well, I think it's it you should probably um have some type of a a
decision or authorize maybe the town staff to draft a letter on behalf of the select board um outlining your comments of feedback on the schematic plans. >> So then so then we'll vote is it it's
two weeks from today, November 5th, right? >> Yes. So I think the I think the idea would be that we would the schematic designs in our packet. If there's commentary to to things that need to be changed in addition to the planning board, we need to let town staff know now,
>> right? >> Uh and then we would have town staff, as Marsy said, draft a letter that basically says, yes, to your point, Doug, we would be taking a vote to conditionally approve subject to the notes to the developer the schematic designs. And then the letter would
address the commentary from the planning board and any additional commentary this board have had as well as I don't know Marsy have any other board submitted I think uh maybe I saw one fly across my email.
>> Um the open space and recreation uh committee stated that they they'd want to submit comments. I've reached out to the chair just to assure that we would have their comments um sooner. So then this way we can share with you if the select board chooses to bring this up or if you will discuss it at your meeting
the first meeting in November. So then this way you will have their comments as well. >> So the first meeting in November though is the is the is November 5th. So I think that's what we're concerned with the timing there, right? We we would want to have that in advance. >> Yeah. And this isn't the last discussion
of this like this this is the time for us to give commentary on the schematic designs but they come these they're going to come before planning board and planning board's going to have to approve all the permitting related to this >> right >> so I there is more opportunity there also needs to be another
>> another community forum >> community forum >> that's correct >> I would personally like to see the community comments from the last one if there were suggestions because I think we have seen that right. I I don't >> No, I think Marcy just went over that at the very beginning. That's all we
>> Well, was it there separate? >> It was all It was a lot of It was lighting and >> it was the same as what tech except for >> But there was nothing additional is my question, right? There wasn't anything >> community space. >> Yeah, that's what Yeah. >> So, is there So, is there anything additional that this board
>> wants to add to these to the nine to the nine points? >> Yeah. >> Right. Omar, do you have something? So I just sorry excuse me. So I just want to point out for at the community meeting Marzy
remember also um a big part of the conversation was screening the um the parking lot right so part screening it certainly from the on the readington side but also on um I never know the
name of that is that reading like >> uh >> the extension road. >> Yeah. the end of the the the in the field essentially at the end of the >> monument. >> Um so it's it's screening that from the headlights, >> right? So uh so the the abutters were
very concerned about the headlights in the at all hours of the night, you know, and kind of comingings and goings that a hotel will bring um and and that you know that kind of disruption there to to folks. So that was definitely a piece of it and yes what you said as well. Thank
you. >> So in addition >> in addition to the lighting >> particularly highlighted and outlined. >> Yeah that's obviously a very very valid concern that cars are parking and >> could I just make one comment? I think it will help clarify on that. So, this
is obviously a little kind of confusing because it's a municipal land, a private development, and it gets a little confusing that way, but ultimately this will have to come uh for site plan review before the planning board, who per our bylaws is a special permit granting authority for this. One of the
criteria for site plan approval specifically is um screening around parking areas, entrances and exits to minimize or eliminate as much light leakage as you can as a result of headlights. So that while important to note here and completely agreed with the
with the comment that's something that if it does get missed here, it's not part of schematic design because it's not part of the building schematic per se and that screening would absolutely be >> dealt with. If it's not dealt with now, it would be absolutely dealt with by the time it comes for site plan review as every project does. That's one of the
criteria. >> Okay. Yeah. Thank you, Ted. Yeah. It's I guess that's the sort of important distinction is that in coming before us for schematic design, it's really building design, right? >> Unless I know there are commentary is
there is some commentary about landscape and you know curb appeal and parking and all of that. And I understand that there's an inter relationship between all of it, but as Ted said, there are specific bylaws and requirements related
to the special permit that would they would have to go through. And that sort of our purview right now is really >> as I understand it more a little bit a little bit different. Um but we can certainly it doesn't hurt to bring up things that we want them to know in
advance as soon as we want them to know it. >> Absolutely. Did you have one more thing? >> Yes, please. Thank you. And I appreciate you indulging me. Um, so Ted, I'm sorry I'm losing my voice for some odd reason. Um, so after that meeting, Ted, the
other evening, um, you know, I know J.R. talked about the bathrooms at the back. Uh, so as much of a concern is of the bathrooms kind of I'm so sorry from a from a standpoint on Lindscott Park and how that would look I afterwards I kind
of was thinking it's really more of yes I get the visual and I I think visual is really important in terms of the historic building but really it was the sound. So since we're you know kind of not getting insuranceances about about
um putting on solar panels on the annex the then all of those mechanics are going to go on the side where people's homes are. So I think that is what really needs a second pass in terms of you know sound.
Uh, so just >> we did put some safeguards into the LDA about the mechanics that >> Doug, you're gonna have to help me here >> about the um level of uh environmental responsibility that some of the
mechanics were going to have to live up to. >> Well, they have to adhere to our new super stretch code in terms of if that's what you're referring to. That doesn't say anything about their placement. >> Placement. No, it doesn't say anything about their placement, but I'm just
saying like uh I think >> when we're thinking about more state-of-the-art equipment, it being a little bit more quiet, a little bit more, you know, further advanced than >> throwing stuff up on the roof. That is >> heat pumps are great, but I'm happy to
>> the So, this comes up a lot for projects, no matter what size, scale, whatever they are. the compressors that you would get for a for example Mitsubishi heat pump what you know LG heat pump whatever any of the modern heat pumps that they're going to be
installing in this building the decibel level will be immeasurable from across the street >> that's so limited due to the efficiencies um so it is an absolute concern and it comes from a place where you know not that long ago they did make a very significant amount of noise but the way
that they are now is is very very um minimal Um, so it's it comes up a lot, but it's never turned out to be a concern. At least since I've been on the planning board from a butter is hearing noise from compressors or condensers, especially when it's some of these new um heat pump units. >> Thank you.
>> All right. So, >> so the community space. >> Yep. The community space. >> So, uh, where where are we exactly with that um in these plans? Marzy Ted, do you does anyone know like
>> you know Moa made some comments in public comment? Um what what exactly is the status of that? >> So the developer really visualizes the um several spaces within the building to
be a community space, not a community meeting space. I think they're considering the restaurants, the spars, um some of the the sitting areas as others as a uh community or public space or space available to the public. >> Okay. And that
>> for rental purposes, right? We're I think community the the spirit of community space is probably a little bit different, right? That that the community is looking for. Has there been any discussion about anything like that with Dixon or or at anything at all?
Have we ever brought that up? Have we ever made the point to say is this an option? Can we consider one of the small meeting rooms or some or some such thing? I don't know. Has anything like that happened? >> We did. >> Oh, go ahead, Marcy. >> No, I think I mean that's something
that's that is still um you know as part of a discussion. I believe um Dixon did say that like the dining area could be converted into a a meeting space. that could be converted to a um function
space or or others, but nothing um I don't have anything formalized um in regards to a designated meeting space. >> Can we go back to the town meeting vote about this because if I recall like this was the only amendment that like
actually passed that night. Um so the language of it was exactly what? Um >> yep, hold on. I can pull that out. >> I imagine someone in the audience here might be able to quote what the language was, but
>> Okay. >> Sorry. No, >> no, she can't. >> But I think I think clearly the description at that point as best I can recall it was that this was I certainly interpreted it as not as the restaurant, >> right? >> Um >> or the bathroom.
>> Well, I I I will say this. I think the way I recall it is available meeting space. I don't know that it was >> that that's fine. I'm saying the way I interpreted it, not the way it was written. >> So maybe I don't know if it was Marzy,
you can read the language. If the intention was that it was 100% of the time available >> or was it that it was going to be more often than not available? What I mean I understand the spirit of it was that there would be a community space where
you could go and it would be available within reason I think >> so I mean so if that is something the developer is saying the restaurant is available for like if it's not open for lunch and we can use it as a available
community space then that we just have to understand the mechanics of it and then how do we go about doing it and how is it advertised and how is it available and >> right I think we have to put some guard rails and ask for what we want. Right. If this is something that >> was agreed and and
>> did you have that language, Marcy? Just so I could hear it. Whatever you do. >> It's up to us to ask for it at this point. >> Yeah. Um just give me one minute. I'm looking for it. Um >> because we did >> the the amended article stated that um
voted um to amend the Hold on a minute. No, that's not it. >> That's okay, Mars. Take your time. But I will say that at one meeting David and I had with the developer, this topic did come up. We asked Marzy to get them a copy of the actual language from the
warrant. I actually think I advised them to go back and watch the town meeting so they could understand the spirit of the conversation that was happening at the time and then to because there wasn't a specific ask like an 88 80 square foot room available Monday through Friday
because it wasn't specific. I said what? God bless you. >> I have it. >> You have it. Go ahead, >> David. David has it. >> Yeah, I can I can I can read it. So it was article 19 proposed by the finance committee voted. Motion carries. 2/3 majority. Uh original article was
amended to include the language in 4.11.0.0 replacing the last sentence printed in the warrant with the following language. This bylaw is meant to establish development that protects historic and cultural resources and foster a connection between the Hadley school building. of naturalbuilt environment
that considers proximity to Lindscott Park and its use as primary open space for community engagement and interior community space shall be included in any establishment created. >> Right. >> Yeah. So interior community >> fairly big, right?
>> Yeah, that's the problem. It's right. >> Yeah. Although I have to community space. I mean, when I think of community space, it it doesn't conjure up a restaurant. Um >> Well, unless the restaurant can be utilized for meetings or something like that,
>> it's going to be subjective, right? Everybody's going to have their own interpretation of it. I think that what we need to do as a board, right, is to >> echo the voice of the residents of this town. If that is what we're we need to shoot for the moon if that's what we we
want to do then or Nick Connors you need to shoot for the moon when discussing this with the developer right and and push them as far as we can logistically get them right >> I mean is it going to be doable negotiation is everything right but we we need to try
>> realistically I mean what do we want to do we want to >> you want a conference room >> yeah I mean yeah are we saying we want a conf because the five of us could have completely be different definitions of what that community space and what that vote and the interpretation of of this.
>> I think we just want some guard rails of what we could potentially have, right? >> Yeah. I mean, I think that's why I had said to the developer like let's get a copy of the vote, watch the town meeting, you come up with what your interpretation of it that is, and we'll give feedback based on that. Yeah. To
me, I I mean Doug saying, is it really the restaurant? No, it's not the restaurant like for me to go in as a paying customer, but is it a restaurant for me that's a large space with tables that I could meet with a group of Girl Scouts if I wanted to and it was available free of charge? Yeah. Now,
that's more what I'm >> mean. Even if we get them to agree to, you know, once a month xyz, right? It doesn't have to be a certain space, but it could be defined as a certain time of month or once once every three months, once every quarter we'll allocate some space to >> something, right? You're you're asking
for something. I think that sounds >> reasonable. >> So I think Marzy, we are looking for some feedback from the developer on their proposal of their interpretation of the that and then from there we will give additional feedback. I don't know
why that needs uh we can just we can find an artful use of language in the schematic design response that says we are looking for the town meeting warrant article to be fulfilled in totality including the last including but not in
limited the last sentence and restate it >> defined uh we can you know as definition to be determined um or something like that and that way they are They can't just ignore it, right? And if we bring it up and we we drive it home,
we can't guarantee it's going to be a ballroom to be used once a week, but we can >> at least, you know, try. >> Could I just make one suggestion? >> Yeah. >> Like chapter 91 for water dependent uses. It's a license that D gives out. They have a requirement for public
accommodation. Great. And it depending on whether it's a office building or a restaurant or a boat club, it differs, but that could be somewhere that Marzy and I can put together a list of like accommodation, public accommodations so that >> at least you all could have something to
pick from if we have a draft or we can send to them and ask them to react to that type of list. >> That would be amazing. >> Great. >> Perfect. >> Yes, please. Let's do that. Well, let's make let's look at it and then >> Great. >> Yep. >> Thank you. >> Please. So, moving off that topic just process-wise
here um we have to approve this eventually, ideally um and it'll eventually go to the planning board. Uh this is the last stop for us right in this process. There's nothing else coming back to the select board in this process. Is that
correct? in regards to the design of the schematics. >> Any anything having to do with this project at this point? Is it >> once we approve it, it goes to planning and then it's out of select board hands is what Doug's trying to ask, I think. >> Oh, no. We we still you will still uh
review the construction drawings um prior to the final design. These are just schematic drawings. So, this is just sort of like a concept drawings. We don't have the full plan for the project yet. >> Okay. and the the uh the construction um
drawings or specifications will be um due for approval with the building per when the when they're ready to submit their building permits >> and then is there >> at that point it would then come back to us just just for process-wise once they
go for a building permit they would come to planning board for site plan special permit to acquire their building permit and then go start construction. >> Yep. So under the um LDA the we approve schematic design and then the
developer holds at least two community meetings and then um >> oh it's in that order in there. >> Well it >> that's >> it it's not >> it's not in specific order. >> It is not in >> sequential order. Thank you. Okay. It is just listed as >> that was one of my other questions about
the other community meeting when that had to happen by. It does not state that it needs to be done. Um it it does say prior to any submission to the select board, they should have held two community meetings. That's what we determined last time, >> which is why they've already had one now. >> Yeah. Um so and to the extent that the
schematics are modified they have to come back to us and then as soon as practable practicable or otherwise in accordance with the milestone schedule Doug they will submit um uh construction documents back to the town um which will be drawings and specifications
um and then they will apply for their building permit. >> Okay. So um community meeting number two. >> Mhm. Um, >> when is that scheduled for? >> Do we have that scheduled or not?
>> Well, we don't have it scheduled yet. We thought that it would be great to have all the comments um that this way we can go back to the community and share what the comments were and then maybe have a response from the developer. So, this way we can share the what the what the
concept um of the schematic drawings would look like. So, could it work then? I mean, if we're supposed to have this done by November 5th >> for next week, >> could it work for us to share these comments that we have right now from us,
the planning board with the developer so they have them in hand, have another community meeting before November 5th, so we have everything in hand to fully approve on November 5th. >> Yes, I um we are meeting with Dixon
tomorrow. I'm happy to work with him to schedule a meeting uh prior to prior to to November 5th. >> Great. >> Sounds good. >> Yep. >> Okay. So then I guess uh should we make
a motion to allow town staff to put together the comments and submit them to the developer in the very least? >> Second. >> All in favor? Hi. >> Hi. >> Hi. >> Okay. Um, so Marzy and town staff can
facilitate that please and then David and I will be on the call with the developer again tomorrow and we will continue to um talk about this and the other points that got brought up and then the um community second community meeting
and we will go from there. >> Okay. >> Thank you. >> Thank you. Thanks, Ted. >> Thank you, Ted, very much. You, too. >> Okay. Capital improvement projects update. >> Ryan's
>> and Ryan Hail is also on. Diane, if you Oh, he's a presenter, so he can unmute. >> He can talk. >> Okay, I'll >> back again, Patrick. >> Hi. Patrick. >> Um, so I provided the board with a memo
just updating you on where we are in the capital process. Um, capital planning for the, uh, 2027 to 2031 plan that'll be ultimately submitted to town meeting in May. Um, we're still very early in that process. The capital improvement
committee has met three times this fiscal year. They've looked at their procedures and they've actually broken off and spent time speaking to department heads about projects that have been um undertaken in the past to use that data and inform you know the
process going forward as we go to update the plan this year. And I submitted to the board a general timeline uh what we anticipate uh timing wise it will take to go through the steps to update the plan. I'm at the stage right now where
I'm meeting with going to be meeting with uh town administrator and the DPW director to go through what was done procedurally in the past and um plan the steps going forward to ultimately roll up with some recommendations for updates
based on the initial uh requests we've received which I've shared with you kind of the raw data uh summarizing what's been received to date from the various departments for new project requests or updates to items already on the plan and I've tried to put general comments on
there, but we'll be meeting with each of those people to discuss those projects and updates. Um, that's really the extent here. Um, I would just point out the timeline does allow us to go through all of the steps to update the plan ahead of operating
budget season. That's something that the finance committee has expressed in the past and you all have that we don't want to overlap those two processes too much. We want to get capital squared away uh for the most part before we dive into like serious budget review in the spring. So that this proposed timeline
will allow us uh ample time to do that and to adjust as necessary through the steps. If there's any questions, I'm happy to take them. And I will acknowledge Ryan Hill is on the on the call, so if he has any comments, I just had a question about the uh the
bleachers at the fieldhouse. >> So where >> where are they going? >> Yeah. How >> is that for the other side? Max, do you know? >> Yeah, I can answer that. >> I'm assuming. >> So it's the bleachers and the fieldhouse
here inside the high school. That's what we call the gym, the fieldhouse. Um, and the the plan is to add another bank of bleachers as you walk into the gym, it'll be in front of you. And the the driver of that is, uh, they're unable to
host certain uh, tournaments because of the capacity. And if they add the one more Bank of Bleachers, um, they will be able to host those events. So, if they hosted those events, where doesn't the revenue go to the MIAA or does it come
back to the school in some point? >> I I don't know the answer to that. >> Okay. >> How much football league or something? >> No, this is it. >> I think it's 5050 boosted, >> right? Some of >> then and then what would what would the capacity increase to, Max? Any any
general idea? Is it >> get it over a thousand seats? I think that's the the number that you need to get over that we're not over now. Okay. Did it get you over? >> Um I know Patrick thought >> it was for the field.
>> We don't have We just have the new requests and changes in requests, but >> I know this has come up multiple times. >> The track. >> Uhhuh. >> Yes. >> Um where is the track on the capital plan right now? Is it on the capital plan? >> It is. It was added last year and it was
scheduled in FY28 >> on the plan that was published in May, >> right? >> Um so that obviously will be talked about. I know that's already come up. Um so that'll be included in the conversations. >> Yeah. I just I I know that the the
middle school and the high school have been unable to host any Yeah. >> track and track and field events given the poor condition of the track. Mhm. >> Um so if there's anything that we can do with our partners um >> potentially at wholesome
>> aggregate we're going to give them a callate >> see if they're going to donate us a track. >> Yeah I think that would start there >> I think that would be wonderful a nice new big blue uh track. >> Have you seen the the track issue Nick at all yet? >> I haven't seen it. >> Yeah. I mean >> a lot of time at town hall not
everywhere else. >> You don't run the track during your lunch Nick. >> No that's my guess. >> It's unsafe. >> Yeah. is a hurt ankle. So >> yeah, um it's a safety concern, right? But it's also an equity issue for certain sports. I mean, they just don't have the ability to have
>> home meets, right? And >> not to say that, you know, >> do we have we have some serious runners in this town right now. Like literally, the high school has record setting runners that we can't even, >> you know, allow to have a home meet. I mean, it's almost
>> ridicul. It's really ridiculous, right? I mean, it >> it's Yeah. So there is there so this is set right in terms of schedule. Is there any way is Ryan on the call? Ryan Hill. >> Yes. >> So is there how would we go about even suggesting getting this sooner than
FY28? Is there is do we have that option? >> You mean where it falls on the plan? >> Yeah. >> Yeah. >> Okay. I'll let Ryan Ryan I spoke this week but I'll let him speak a little bit to their process. >> Hi Ryan. >> Hi Ryan. >> Good evening. Okay. So, uh, one important part of the process that I don't want to skip past is our review of
previous year's appropriations. >> So, Patrick has done a great job of pulling together a spreadsheet, which I am almost certain has not been updated by the department chairs and the previous town administrator. So, there's
um millions of dollars that we've appropriated in the past that we don't know the current status of the projects. So, it would be helpful to know um if we're going to follow through on the projects that we appropriated and are paying interest against um before we
talk about new borrowing and new appropriations. So, I'd like to remind the hardworking staff that that's part of our process that I'd like them to be prepared to bring to the upcoming meetings. And when it comes to the track or any
other new appropriations, we'll just follow the process. >> Okay. So once you get that updated, will we get to see that? Do we get a copy of that so that we know >> what's everything from Patrick? >> Okay. So at some point then once we see
that then we can begin a discussion about it, right? Because it's I know I've had many people reach out to me about it. It sounds like David is of the same mindset. So, it's definitely something that we need to discuss. >> We might have just the opportunity to have this conversation because trichair
met um recently. I know Ryan that you've been in communication with Eric about uh capital being the first quarterly conversation in trichair. So, >> awesome. >> Um we the school committee meets on November 6th. It will be posted as a
joint meeting between capital Fincom select board and school committee. >> Great. >> So we will have 30 some odd people joining us for a conversation about capital and the capital plan. Um, and it it possibly will be at the senior center
or in this room, TBD, but that will be where we can sort of really start to flush out some for C for capital to give us the information we need to understand, you know, their process and the processes that has been well vetted and that they go through annually. And
then for us to align some of the things either, you know, being thoughtful about the way that we've presented some of our goals recently, school committee presented their goals and then how some of this aligns with some of those goals, right? Because obviously as
administrations change and as our, you know, committee changes, board changes, goals change. So um capital has been doing great work and school has already provided their capital needs you know at least for the
next like I think five years and I think we we determined to sort of think about it in like you know one to twoyear threeyear and then four to five year because as you get to four to five year it's a little bit squishier right with projected how much we're going to have to spend and what's sort of on the
horizon and then what comes on and off. Um, as Ryan just stated, what's been spent and what hasn't been spent from what we've already >> borrowed. Um, that's, you know, very good point, Ryan, that >> we don't want to incur more costs if we're not even spending the costs that
we've already incurred. >> Katie, can I >> can I please make >> Oh, sorry. Go ahead. >> Yes. Um, I just want to >> make a clarifying point to what Ryan said, >> please. on our our reports that he's referring to that show projects that
have been approved but not acted on. >> Generally, those funds have not been borrowed yet. Excellent. >> So, I just want to clarify that. >> Sorry. First, M. >> Shelling interest out on, you know, dollars that aren't being utilized typically. So, I just want to make that distinction. >> Thank you. >> Okay.
>> Thank you, Ryan. >> Heard and noted. >> Um, >> that's good. Thank Thanks for the clarification, Patrick. And I think, you know, this is a great coming together now with with, you know, administration fully staffed is a great time for us to just really
um discuss openly, you know, what what we want to be when we grow up as a town, right? We've got the master plan coming together soon, I think. And we've got um you know, fresh eyes on uh on on what our future can look like. And I think, you know, life life's all about
tradeoffs. And um we're going to have to start making some some good good discussion about um you know how do we prioritize in in our investments in the community going forward between all the different um opportunities that we have ahead of us. And um you know I I hope
that as we go through this you know I I would expect that um not everyone will be happy with the decisions but I hope everyone can be satisfied with the process that we follow and and at least the the logic and the discussion that we that we all have to to reach those um
priorities and those conclusions that that those are all transparent and people can at least understand the process even if they if they may not um have their their their their main thing at the top of the list. That's what we endeavor to do and I'm glad to be working with all of you again in the upcoming cycle. >> Thank you, Ryan.
>> Thanks, Ryan. And yeah, I'll echo that sentiment. Uh the um negative feedback has always been our communication. So, we're attempting to >> help that along. That does not mean satisfaction. And we will do our best to get to
satisfaction. Uh but we've we you know have to make sure we're communicating transparently and honestly also. Um so just one clarification uh or question we only got the new requests and the changes but I'm sure when we have this
meeting on November 6, we'll have the totality of the requests, right? And >> yeah. So when we >> and by year >> in our >> the last um we publish every town meeting we publish a five-year view.
>> Yeah. Um now only the only the you know coming fiscal year is the one that's like binding right but but um we do publish the five-year plan every every town meeting and I believe um in further in the in the in the backup that that Patrick has that
may not get into the warrant. We do have the what I would think of as like the the the useful life schedule, right? So we know like how many more years we have on all the cruisers and how many more years we have on the HVAC systems, you know, like kind of the the useful life of the assets. So we can start to look out, you
know, further than the five years that have already been published and see if we have any large um expenses to anticipate when when some of our systems reach end of end of life. >> Yeah. >> So yeah, we'll bring we'll bring all the toys to the party when we have the tri champion. Yeah.
>> Okay. All right. Can I >> Thank you. Doug, if there's something specific you're looking for, we can >> Yeah, the the last thing Ryan said was really all I was I was actually directing it to Patrick. Um, but I just want to make sure like >> because this this is not the whole list what we have in front of us. >> This is not it. This is
>> this is just for tonight. Yep. >> To to provide some insight into what's been received for raw data. >> We will be going through it all, talking to everybody and then this will be feathered into the existing plan to to >> bring it all to >> within the town. you will have collected
all the information by November 6 so that when we talk about it November 6th, we'll have kind of an updated from the town's perspective what the capital needs are. >> We will have we will have some update for you on November 6th. I I want to be
um you know I put here tenatively November 13th perhaps we could have a town administrator recommended capital plan but I need to have those meetings and conversations with Nick with Gino with everybody. So I I would >> say that's maybe a soft target, but certainly I can have an update.
>> I think when you and I talked about it, correct me because I come in with so many questions for you that I could be confusing things, but we have almost all the requests in with the exception of DPW right now as it is as a raw data for changes and new additions. So, we'll do everything that we can to make sure
everything is in line for the six, but it seems entirely possible and that is our our goal to make sure that all that information is available then so you don't only have the five-year plan in the backup Ryan talked about, but also new additions that are requests that may
be in out years anyway ultimately. >> Thanks again, Patrick. You're welcome. >> All right, moving on to the warrant. Can I just do a brief introduction? >> Yes. Would you mind? >> Okay. Great. So, prior to leaving, I sat
down with Jared and Mike and others. >> Sorry to interrupt me. Thank you. >> Um, and so we have the timeline or schedule here in front of us of the dates that we would like to hit. If you go to uh warrant, I believe it is. um
which would recommend that we open the the warrant tonight, close ideally on the 5th, but if there's things that come up in that discussion on the 5th, understandably, and we can get to the 12th, uh we would start review the legal review and everything in advance for
anything that is we don't anticipate uh having changes um between the 5th and the 12th because ideally we would open tonight, close the 5th. That would leave a week for legal review, other preparation and then we are not printing and mailing on the final day possible to
hit the dates that we would like. Um, in following that uh schedule that we have here in the packet is a draft that includes sort of placeholders for some things, a couple that I can walk through that we very likely won't need. A few
that are annual uh or basically annual based on the discussion that I had with Patrick and Patrick can answer any questions when I go astray here, please. Um, but if you want what what I could do is start to walk through the articles that are on there. You can stop me at
any point to ask questions. Um, or if you have questions about the schedule to begin with, we can actually begin there. That makes a lot more sense than me diving into the individual. >> So, have you have you communicated with the moderator as to when this >> I've not yet spoken? >> The the moderator was informed. I was on
an email with Diane. Diane in uh Yes. has been in communication with the moderator about the timing. >> About the timing. Yes. Okay, great. >> Diane did that pre neck. >> Thank you. >> You're welcome. >> Thank you. >> Thank you, Diane. >> So, no for me, but yes from town government. >> Um, do you have any other questions
schedulewise before I >> I'll just walk through them and give a very high level I think detailed questions. I'm going to rely on Patrick for some of them, but uh if you don't have questions tonight, we can leave them where they are, include data as we move forward because we need to finalize some of the numbers. So, ideally, I
think we would vote on any articles at a future meeting, not tonight, but at least tonight we get a thumbnail. Does that work? >> Are we going to vote to open first or Yes. >> You want to, Doug? Go right ahead. >> I I'd like to move uh opening the fall town meeting warrant of December 1st, 2025. >> I'll second that.
>> Excellent. All those in favor? >> I All right, Nick, go right ahead. >> Great. Thank you very much. Um, so article one, it's prior year's bills. Uh it's something again that you see sort of annually happens every year. Um
article two is is this the >> the amendment to the fiscal 26 operating budget >> for these are the the items that we got. Yeah. It's balancing out what we received after the beginning of FY26,
right? >> Yeah. I'll just I'll jump in. >> Thank you. Perfect timing. >> Mara La. >> So, there's two um budgetary transfers within the FY26 budget in the article. Uh one is for town accountant consulting, which would be transferring
money out of salary into the expense appropriation to cover the costs we're incurring in an interim situation. And the second transfer is uh for the uh increased costs to our property casualty insurance that came in above our budget estimate. The final numbers were
received after town meeting, so it came in over. Luckily, our workers comp program, as predicted, came in under based on what we were hearing from our broker. So, um, that cleans that up. So, that's article two. Great. Do we have any questions so far? Article three is a
placeholder for CBA. We are not in a position to be doing anything with that right now. We continue discussions. Um I've made initial contact with I think three of the bargaining units have been in a bargaining session. So but right now there's no movement or anything that
would require um action here. So that's likely to come out. Uh four and five are school related. Uh number four is transport costs. It's an annual um transfer that occurs. the special education which is number five reserve
fund transfer is per the agreement uh related to uh turnbacks at the end of the year the prior fiscal year rather uh article six is the potential to adjust the tax rate um the that was one of the ideas that was mentioned it was already
a placeholder in here I think it's something that the community makes a decision on annually but that's also one of the potential solutions that's outlined uh in Patrick's uh description earlier of the health insurance reconciliation if we decide that's a priority. So that again we want
to move forward. We will have finalized numbers uh and you all can make a decision on how you'd like to move forward with it. Uh article 7 is related to conservation commission funding. Uh I'll ask you Patrick to stop me if I go down the wrong path here. This is related to
funds that were collected in the past um by the conservation commission that are general fund receipts that they would prefer are appropriated to them for their use. Uh I I believe if we were to discuss this article in more depth both
Patrick and I have opinions and input we would like to share but that at a very high level that's the idea that there's money that came in in a prior fiscal year they would like appropriated to their use rather than being in the general fund. Doug, are you considering something? >> No. I thought you could.
>> Um, article eight is related to the work. Um, >> well, actually, yes, you read my mind >> before he even thought it. You read it. >> I know. It's like I didn't even realize it. >> Um, >> precedents, not to discuss now, but are there precedents for that or have we
said no to that type of thing before? Um, so that was that was the question >> and that is along the lines of the input and opinions that we would share as well if we get into the debate of the article in depth. >> Um, >> well we I mean we'll have to know soon.
>> Yeah, I mean if you'd like we can speak to it right now just so you have the background or we can wait until there's a broader discussion. It's totally up to you all. >> I would wait. >> Okay, >> it's fine. >> The request is to wait. >> Great.
Um, article 8 and I had reached out to Jonathan. I had not yet heard back unless he emailed while I was in the auditorium. Uh, there's work going on at the library on the front entrance. They have design done for a potential side entrance which would be an improvement,
a second egress. It would be a an improvement to the building that they all feel is a great opportunity. he has put in for a grant that would significantly defer this cost so that it would end up being a a match basically where the town is giving a portion and the grant is taking a greater portion of
the total cost. Um, so I asked him about timeline when we can expect that and also if the plan is to keep this in uh if we have not yet heard back and just uh if we're or pull it and bring it back in the spring if we hear back and know that we have a timeline with funds available from a grant
>> and and is this has this already been vetted and approved through through the capital improvement committee? >> Do you know? >> It has not. I communicated to Ryan that there might be items on the warrant. I wanted to wait till after tonight to see um if we start formal conversations, but
the both projects are not going to be um new concepts. I think the library project has been talked about a lot and >> I feel like we even saw Yeah. >> when we talked about the front we saw a >> I believe the design was done for both at the same time. >> The grading had to be a certain way so
it was sort of very >> not a new concept. >> Yeah. >> Oh, no. Understood. I just I just wasn't sure if this had been vetted through through CIC. So, no, not yet. >> And article nine is avid playground improvements. This is, I believe,
originally from Marzian Community Planning. This is a match that also uh would go with the park grant if we were to secure all the funds to make improvements uh I know among other things to the ground, but also the equipment I believe in the in the park
as well. Where's Where's Abbott Park? >> Clark Street. >> It's Clark. Oh, Clark. >> Okay. I never think of it that way. >> And this is uh complimentary to the first phase of this was that front section, the um inclusive playground. And then >> this and then the um this is the rubber
>> basketball courts, the replacement of the um >> concrete there. And now this is the replacement of underneath the >> large play structure. >> Yep. Gotcha. >> Which is now what almost 10 years old. >> Yeah. And it's like a um >> it's a busted up
>> squishy um >> rubber >> rubber matting now with chips over it. And so it would be removal of that and then replacement of it. >> Right. Okay. >> Uh and so for each of these that I mentioned, we will dial in the the exact number to inform any debate uh that you
all would have. Uh if we're able to state of the timeline, that would allow us to at the next meeting >> go over the individual articles with the full detail for you. Um, and you know, fingers crossed, be able to close the warrant that night as well to give the
time to >> staff um to to keep things moving and to get them out to town meeting members. >> Okay. I'm sorry. Did you say article did we talk about the last two are coming off or there was no commentary? So the last two
>> is >> one is >> historical commission and one is >> so historic preservation is not I spoke to um Nancy >> yes no I was trying to think of the other people that were in the room and I can't recall right now but uh it is unlikely that that would be ready for
this meeting. >> Okay. Uh the idea is that they've done a couple rounds of feedback with KP, but it has now been they're sort of answering one another's questions in the comments like in the in the uh margins of the document. And so I talked to Tom today.
>> I don't think Robin's available for probably actually two more weeks to even be able to focus on this. >> Okay. >> Because of the work that's going on with other work at KP Robinstein. >> Yeah. Okay. But I mean this is just for the town to be able to kind of host a
donation account, right? >> No to address. >> That matter does not go before town the town warrant does not have to go on the town warrant. >> Okay, >> that's been settled. >> So that's happening. >> I think we voted that, didn't we, last week?
>> I think we're I think you two are talking about different things. You're talking about lever. No. >> Yes. >> Okay. You're talking about the benches that we talked that's what we voted on last time >> and the account the creation >> the account for the benches. So it's two separate separate. Okay. Gotcha. Thank you.
>> But the other item >> this is the email about that or is that the benches? >> There's some there's a historical commission >> effort to create a fundraising account as well. >> Okay. >> I've been on that email chain. I I don't think that's been >> that's not been settled.
>> Okay. >> No. Was that a question that it hasn't been settled? >> That I thought that was Doug's question. That is my question. I know there was an email going around. There was a I think there was a comment at one point like whether or not it really needed to go to town meeting or not. It seemed maybe
like it didn't. But if it doesn't, does that mean we're settled with it or how does it get settled for good >> my my understanding being in those conversations talking to the interim town accountant DLS council it would be a select board approval. It's not
doesn't need to go to town for that account >> for the for the benches. >> No, >> no, >> no. The benches put we put the benches to bed, Danielle. >> Never mind. >> And we're putting you to bed. >> Nope. Benches is all set, but for the his but historic commission is trying to
do something similar, but not the same, but they want to create an account where they could take in donations related to Glover. >> Yes. >> The chain of emails that I am on also was Patrick said this does not have to go on the town warrant. This is you. All we need is approval from the select
board to establish the account and once that's uh once that done he'll establish the account. >> Okay. >> So >> is that this >> this is not this is the third thing. >> This is an extension of the demo delay along with a lot of language change to
the demo delay bylaw. >> Ah okay. >> And so >> okay >> they have gone back and forth with KP quite a bit. The suggestion after talking to Nancy was they identify their final list of questions that they feel like they need um counsel on and they
can make the sort of policy decisions that they need to make based on the best input from Robin Steiner or attorney KP who works on this stuff. >> Right. >> Nancy was okay with the idea that this is likely something that they couldn't get through until the spring anyway. >> Great. And Robin's availability is limited for us to be able to get this
done and in time for the warrant regardless. So, it's it worked out okay and the answer is okay and that the board is okay with the idea that they'll continue to work on this and come in the spring with a an article that has been reviewed and talked about by anyone that's interested with the historical
commission. >> Great. Back to the donation account then. So, >> on the next agenda? >> Yes. Can we have it on the next agenda? >> Sure. >> Yeah. Okay. I don't know if it's been processed. You know, you're good. I think we have all of the information we need as long as the historical
commission is satisfied that what they have something to put forward that >> it's been looked at. >> Um I don't know if they have >> they have the edits specific edits from you or town council or whatever and that's >> all that's settled. We're >> settled. Yep. >> Okay.
>> I have a question. The legal costs that we incur for KP law to go back and forth >> on a bylaw >> on this where does where does that come out of? Uh, I believe that is within the retainer because we're not looking at like a completely recoded bylaw. What
we're asking them to do here is review changes. I will confirm that, but I'm fairly certain that that's what they're >> I'm just concerned when I hear when I hear going back and forth with KP law >> how much we're spending on this to be honest. the I think over the longer term over years it will impact what they
suggest our retainer should increase >> their description of their service is the non-adversarial things are basically included >> if it's not a specialty like a cable license and it's not adversarial >> that they expect or anticipate to go to
court or litigate >> right right >> that it's included >> because this has been we've talked about this bylar a lot so I just want to You can tell that from the document. Yeah. >> Right. >> I want to just understand what it's costing us. Right. >> Not to get too far a field of where we're we are. The KP costs are something
that I've asked Tom and Darren about. Obviously, labor is also hourly. It's not >> Yep. >> Um that's not included either. >> But it's I asked sort of the last few bills show me the retainer schedule based because all we've had for the last few years are not a reminder of what the
retainer is. It's here's your increase. >> Exactly. and Tom Tom and Darren to their credit were both very responsive and good, you know, walked through >> pending litigation and pending items um in in detail and then talked through the >> the way that they have been building. Um but it's a it's something that we've
kept an eye on to going forward figure out what we can do to limit costs and limit potential increases. >> Thank you. Thank you. Thank you. >> And then the other one is a potential the last is that the rodenticide one? >> Yep. It's a potential citizen petition, but I also spoke with her and she
anticipates it would be the spring if we bring it forward if I understand correctly our conversation yesterday. >> Okay. Okay. All right. Um, >> you've been busy. >> So, just be busy >> just to go down that rabbit hole of KP law cost um
a little bit more. Um I think once we have clarity hopefully this is a moo issue but if it turns out that some of these things are off retainer um we should just be thoughtful about making sure they align with the goals that we've presented so that you know
boards and committees essentially those line items come hit the budget of the town as a whole and they should have availability to council but we should just make sure whether it's through liaison or whatever that they're being utilized in a way that keeps you in the loop so you understand
how that line item is growing and also make sure we are not >> asking questions we've already got answers to. There must be some sort of library. I've asked this before that KP Law can provide us with where we could >> uh access some of their right >> municipal um opinions where we don't
have to ask them for them. We could just access them and we could read them ourselves. Um, so I'm sure that's available to us >> and I have spoken to them about how it has worked >> and so in they basically said to date
they would respond to someone and copy the TA or at least that's how it been over the last year or so. I'm not sure how it was previously. Um, and in the near term I spoke in talking to the department heads I asked like can we talk before you reach out to them? >> Yes. >> So and it's not so much that I need to
approve all of this forever. It's so I understand the issues that are immediately facing the town. >> Yes. >> And I can then ask either KP or the department head to fill me in on what's previously gone on. >> Yeah. I mean, I can think of more than one topic that we asked Tom or Darren multiple times for an answer for and
they submitted the same memo back to us. I don't think we get charged. I mean, I'm sure we get charged for them to send that email, but I But if we could just have a drive or someplace that we're saving some of these um council memos, that would be great. Please, please,
>> please. >> And that's all I have on the morning. >> Okay. Okay. So, we will um obviously skip the uh discussion and possible vote on closing the warrant because that's not
going to happen today. Um and we will move on to the contest. Why are there so many lines here? All right. Items on the consent agenda are and possible vote to approve um community preservation committee
appointment Tom Dolly and board of registars appointment Debbie Freelander, Michael Bryson as the and Michael Bryson as the interimm town clerk and the minutes for 91725, 9825 and 10:1525. >> Motion to approve the consent agenda.
>> Second. Um, I I can I make a friendly amendment only because I believe 917 came off of the last meeting because Marie Ellen had a note, right? >> She's all set. We discussed it. >> Thank you, Diane, for the clarity. I just didn't want to sort of ignore that
commentary. All right. So, there was a motion and a second. All in favor? >> Doug, did you have a discussion point? Sorry. Uh yeah, I can say I first, but I just I just want to like, you know, it's a it's not an insignificant thing that we are seating the community preservation committee with this consent
agenda item. Um and uh just, you know, make sure the uh board public uh understands uh that this is like the final or finally at the beginning of the process in some ways. Uh so there are 16
uh uh people as part of the committee really eight full members, eight alternates and we're appointing the select board uh nominee um whose uh name is Tom Dolly. >> Yeah. Uh who we are very very fortunate
um who's actually the admin for another town's CPC. Um so that's I think should be a huge benefit to the committee. baseball. >> You can say the town of the town of Wenham. You can you can say the other town. >> Yeah. Well,
um so uh just, you know, just want to say really excited about the the people that are involved here and um uh uh Diane, we'll have to figure out like how they get initially really kind of organized to get going. But yeah.
>> Okay. >> Thank you very much for pulling that together. Thank you Diane for your help and and um it is exciting to have somebody on the committee who has a little leg up I would say guess right because um you know >> we're starting this from full cloth and
um it's great to have somebody who has already has a little bit of input and understanding into what needs to get done and can help the committee go in that direction. right? Because these revenues are already being collected. >> Um and um the committee has to go through a assessment process of the
needs and then actually put out a kind of a process for people to submit requests uh and then decide on them and then you know theoretically ideally potentially even for May town meeting town meeting to start deciding on them.
So there's a lot to do. Yep. >> Very good. That's very good news. Um, so I did not say I, but I am an I. Sorry. This week, >> for the record. >> For the record, we've all eyed. Um, >> all right.
Do we have select board time on here? We sure do. Select board time. >> Madam Chair, just one moment. I just want to offer if the senior >> Charlie, could I just ask you to
approach the mic so that we're not the only one who can hear you. Sorry. Thank you for jogging down here with that. I appreciate that. >> Uh I I wanted to to let you know that on November, I had approached Anthony Atheis and asked him if I could have a special menu to have some of our seniors from the housing authority who will
never afford to eat at his restaurant, would he would he indulge me with that? And he has the answer was no. He said, I'm going to pay for it. So, he's going to be offering uh where he's going to have a lottery at the housing authority for 50 of our seniors to dine at the Anthonyis's restaurant on him on
November 5th. And the reason I'm mentioning this to you is I would hope that the select board be able to authorize the town administrator to put some kind of a proclamation or some kind of recognition and attend that on November 5th. uh representing the town
and providing or giving Anthony Atheus that recognition for doing that for our seniors. >> Thank you. Appreciate you notifying us of that and we will we will discuss. You said November 5th. >> November 5th during the day. Yes. It'll be before your meeting.
>> What? Sorry. >> I just said it's the next meeting. >> It's the next meeting. Yep. Okay. Um >> thanks. We can't take a vote because it's not on the agenda, Charlie, but we will definitely take that under advisement and have a conversation. I will have a conversation with Nick about
it. >> Great. Thank you. >> Appreciate it. >> Um, select board time. So, does anybody want to volunteer to go first? >> I don't have anything. >> You don't have anything? Thank you for going first. >> Um, yeah, just a just a public public
just a PSA. Um, mental health. It's so incredibly important. There's so many people um in our community uh that are struggling um with mental health and um I just I I just want to, you know, anybody who's still watching at 9:58
tonight, check on your people, check on your neighbors, uh call them, call your family, call your friends. Um just because outwardly they look uh they look fine doesn't mean that inwardly they are. So um just check on your uh check
on your people. Love your love your neighbors, love your friends. >> Thanks. >> Thank you, David. >> Doug, >> uh I I just want to recognize uh Nick for being so uh prepared. Um you know, >> that's the goal. Last week, I was only
two days in last time. >> Yeah. Yeah. Well, it was it was pretty impressive. You know, you know, a lot of names, a lot of people around town, and you know, a lot of lot of details already. So, um appreciate it. The two folks sitting still here from town hall
staff are very useful in my being up to speed. So I'd like to thank them. Sorry to take your time. >> Not at all. >> Agree. >> Um the only thing I want to mention was on the TA report but not highlighted is tomorrow is the 22nd is the flu clinic
at the senior center. Yes. >> Um from >> 23rd 23rd >> 23rd. Tomorrow >> is the 22nd. So it's tomorrow but the >> it's from 8 to 6. And it's the um >> you don't need to be you do have to
register. You don't need to be insured. >> And you can come receive the flu vaccine. So >> 18 plus >> 18 plus. Thank you. >> It's the regular one, not the high dose. Correct. >> Okay. And it's regular, not high dose for you seniors who are listening this late. >> And if you need a ride, you call town
hall and I will >> make sure to figure out a way to get you there. >> David will take you. David will pick you up and take you. um if you need a ride because we don't need any of you guys getting sick on us. So, wanted to highlight that. >> Motion to adjurnn.
>> Oh, I love that. >> Second. >> All those in favor? >> I thank you so much. Good night, everybody.