The meeting opened with a focus on a Green Communities Grant awarded for the installation of a Building Management System and insulation at the local elementary school. Superintendent Darius Matow recognized the Energy Committee’s role in securing the grant. He clarified the project’s management would involve choosing a vendor from a pre-approved list, bypassing a traditional bidding process. Matow advocated for Advanced Energy, a vendor familiar with the school’s systems, despite concerns about cost. He highlighted the potential for rebate funds from Eversource to offset additional expenses. The board approved a motion allowing Matow and another individual to oversee the project.

Solid waste management was another critical agenda item, with Janine providing an overview of the town’s recycling contract with Waste Management. The contract, initially signed in 2019, included two five-year extensions, the first of which was under review. Janine explained the financial framework, noting a 2.5% increase in the base processing fee, raising it to about $16 per ton. Despite negative reports elsewhere, the Springfield Materials Recycling Facility was effectively sorting and processing materials. To reduce costs, Janine emphasized the need for increased recycling participation. The board approved the contract extension, authorizing a representative to sign on behalf of the town.

Sludge disposal costs also drew attention. A board member highlighted the ongoing challenges and high expenses related to sludge disposal, primarily managed by LEL. The discussion revealed that Montague’s Clean Water facility offers a lower-cost alternative but lacks the capacity for large volumes. The board expressed interest in exploring other facilities and emphasized the possibility of considering new companies during the routine bidding process for hauling services.

The board received an update on the library construction project, which is progressing on schedule. The Tilton Fund representative reported that the building would be sealed by early January, allowing interior work to commence. Fundraising efforts had reached $1.2 million toward a $2 million goal, supported by 225 businesses and patrons. A Library Brew Hop initiative was introduced to boost fundraising, offering a $35 punch card for sampling beers at local breweries. Additionally, the possibility of acquiring low-cost shelving from a university was noted, which could alleviate budget constraints.

The board promoted the Deerfield Donates Toy and Food Drive, encouraging community participation to support local families in need. The drive runs until December 14, with collection points set up in the town hall. A representative filling in for an absent board member provided updates on health-related issues, notably the drop in local COVID-19 vaccination rates to around 30%. Residents were urged to access free vaccines at local pharmacies.

The meeting also addressed the ongoing Request for Proposals (RFP) for the disposal of a property on JW Avenue, which includes a barn previously used by the highway department. The board discussed ensuring that proposals align with zoning regulations, particularly regarding new building plans on the small site. The Town Administrator was tasked with evaluating proposals, with the RFP to be aligned with departmental procurement documents.

A discussion on Municipal Vulnerability Preparedness (MVP) program contracts followed, focusing on a significant hydraulic and hydrologic study of Bloody Brook. The board confirmed the grant funding, which required no local financial contribution due to the area’s severe flooding designation. Liquor license renewals were also processed smoothly, with no objections raised.

An employee reimbursement policy was updated to streamline travel expense claims, setting fixed meal allowances to simplify accounting and reduce administrative burdens. The board approved the policy change without further discussion.

The meeting concluded with discussions on a memorandum of understanding with the Pioneer Valley Transit Authority. A new van funded through a grant was expected to arrive shortly, with an experienced driver ready to operate it. Potential use of Deerfield’s transfer station by Sunderland was also considered, with discussions about access logistics and cost management ongoing. Concerns about a large maple tree’s health near the library prompted approval for necessary maintenance work, supported by the town’s tree budget.

The board acknowledged a $10,000 donation from a school and addressed a sewer abatement issue, noting that further data was needed for resolution. Appointments were made for the Franklin County Solid Waste Management District Board and new police officers, Ryan Roberts and Colin Pettis, with the latter appointments receiving unanimous support.