preservation Act start again uh welcome everyone to this meeting of the community preservation act committee on Monday July 29th I'm calling the meeting to order at 6:03 p.m. we are meeting remotely via Zoom as permitted by the town and state uh this meeting is being recorded and will appear on the town of ammer CPA webs web page uh I'm going to call now on committee members so that we can be sure that uh we can hear them and they can hear us um Bob Bob Saul uh here Robin I'm here David Matt here Doug right present and Michelle here uh so thank you um as with all our meetings we need to have a minute taker uh would anyone wish to volunteer to take minutes for this meeting well I would guess it was my turn although Matt have you done it um I have done it before well I haven't done it this year so it's your decision Doug well I'll grab some up couple of pieces of paper and do my best okay there will be a link recording all this which can be quite helpful so I thank you Doug and Matt as well uh but Doug gets the nod uh from the waiting game so we've called this I've called this meeting uh to uh where all of us convened it based upon the town and the school committee responding to our previous meeting's motion where we asked them to pursue the north south orientation and to come back to CPA to seek additional funding as needed as soon as possible so they have responded accordingly uh the after prior meeting um the finance committee uh had a meeting and then the regional school committee had a meeting and the at I attended the or I watched the regional school committee meeting they unanimously voted to uh recommend the reorientation option 3C and they actually uh had a brief cheer after they've made their vote because I gather it's been a long process for them so um the town and Doug Slaughter has provided a uh proposal to us that's why we're here I'm going to go through our agenda though with the first item being the public comment and so I'd like to invite invite any community members who are in attendance who wish to make a comment to please do so we did receive three letters of notification uh be a email uh from rep uh town uh residents and hopefully all committee members have received those but I'm going to go ahead and call on committee members and excuse me on participants and I'll start with Sarah Marshall Sarah can you hear us and me looks like you might I can hear you hang on I got bring in there we go so Sarah you're welcome to I think I was already in the room I don't know why I've heard your entire meeting um hi I'm Sarah Marshall uh ammer school committee and the regional school committee um thank you for convening this meeting I hope you will vote in favor of whatever the proposal is but there were I could not find any proposal I I couldn't see a packet or so I don't know actually what's being requested um but I'm all for it and hope you will support it thank you thank you uh Sarah uh hollly you can check on that perhaps after the meeting if there's something not not listed we could add it the amount requested for those um in attendance is a funding request of $800,000 for uh the track and field project uh the reoriented reorientated option 3C uh I'm going to go in order that I saw the hands raised from participants uh Ryan George good evening yeah can you hear me yes great thank you Sam um I actually was able to access the packet just FYI so um I did see the proposal um again George Ryan of Dan Street in amist um I want to speak tonight as a 36- year resident of the town and as a father of two girls who uh went through the amorist schools and are proud graduates of those schools and during the years were athletes and I think Athletics was an important part of their education as it is for many young people in our community our town has a long history of excellence in sport and Athletics particularly in track and field and tonight's proposal is one that I think is long overdue and I hope the CPA committee will support it um the re reorientation of the field is as we know a more expensive option but I think it's the right option uh it's right for our athletes for our sports teams and as I think you all know it's a key element of the 2019 athletic fields master plan um so I hope the committee tonight will look favorably on this proposal also like to thank the regional school committee for bringing it forward and thank Doug sluder for Expediting it um tonight thank you George appreciate your comments uh Maria kapiki if you can hear us we welcome you to us speak to us hang on it'll be one second there we go there we go we good yep okay thank you uh Maria kapiki South ammer uh first I want to make it really clear that I support this project it it has been h a while coming and I think it's a really good thing I am not happy with the fact that um this has come to you for $800,000 the difference between the funding that is in hand and what is needed by the cost estimate is a little bit shy of a million dollars um and uh the finance director has had this information and has had the charge he's been told for months and months and months to contact the other towns CPA committees as well as ammer and at this this last meeting uh that had not yet happened so to my knowledge um the those this is not a proposal has not been sent out to the other three towns that comprise the region um and they had been slotted to give about $240,000 by the original planning in CPA funds plus some additional money in quote other funds that amorist has contributed in free cash as well so I think it's a real problem that that has not happened and to be clear the regional school committee has been begging for that to happen for months um the other thing that I think you need to know as you look closely at this proposal is that there are a number of items that can be taken out um for later uh that are not critical to the actual uh use of this as as a track and field um some items uh for instance the the curb and the sidewalk along the tomon street that's Town property rather than Regional property and there you can make a good argument for having the town uh cover that separately um there's fencing and Paving that can be decreased and I'm concerned that the latest information from the finance director uh was counting on it take the contingency going down from 15% to 5% by the time of construction and sa oh sorry Holly um uh so uh counting on about $360,000 to bridge this Gap um I that is I don't think is wise the we don't know what the bids are going to come in at and I don't think relying on contingency is a good idea so I think that there needs to be there needed to have been work done to really go through this project much more carefully and get that down um and there should by this point there we should have secured meetings with the CPA for the other towns and with the to bring that to town meeting and um that least two of the towns are we planning on having a fall meeting anyway and the third I mean I think they they would they would probably join in but um I would encourage this committee and whoever else can do it to really make sure that these balls don't get dropped and that that actually happens um I don't think that amorist needs to cover the vast majority well they probably have to cover the majority but $800,000 is probably more than ammer itself should have to cover thank you so much thank you Maria for joining us and thank you for sharing your thoughts on this proposal um I'd like to invite anyone else who may be listening or in attendance uh who wishes to make a public comment to do so we welcome your comments we are glad to hear them and uh I'm not seen any hands raised at the moment but I'm going to wait uh a minute or two just to make sure that everyone who wishes to speak has an opportunity it's important and we do um welcome your input not seeing any hands uh I'll ask one more time if there's any uh one in attendance who wishes to make a public comment uh now is the opportunity to do so please raise your hand Sam while we're waiting for that um I do see that Dave Zac and Doug Slaughter are both um Dave is a panelist Doug sluder is in the audience did you want to um did you want any sort of a presentation or are we just going to do questions and answers we will bring them into the meeting uh shortly you can bring them in now if you'd like uh there will be um we will be listening to what they have to say um so I'm going to go ahead and end the public comment portion of the agenda thank you for those who uh shared their thoughts with wait we just we just had a hand go up hold on uh Tony Cunningham uh sorry thanks I had I had raised my hand initially and then lowered it after Maria spoke because she said expressed many of the opinions I had so I I just wanted to put it on the record because I did email it but I'm not sure if the emails get shared public so just plus one to what Maria Kiki said Thank you thank you Tony uh we did receive your letter uh but you of course are welcome to make a comment here as well if you wish to say something in addition to uh ditto to what Maria said uh and thank you for the letter that you sent the it was shared with the entire committee than they will they will get added to the um the packet they just came in late in the day today and I did not have time to get them but I will add the uh three letters that we received to the CPA committee's um website and in this evening's meeting packet okay so uh thank you again to all who uh Shar their comments I will call the public comment portion of this uh meeting uh close it the next item on our agenda is to approve any outstanding minutes we have in our packet minutes from our last meeting meeting June 6th of 2024 um I'm not sure if anyone everyone had an opportunity to look at them or not but I'd like to invite committee members if they have any edits to the minutes that they wish to share see a couple of hands raised uh Michelle um just that my name and last name is Belin correctly oh you're kidding me I made a point to spell it correctly it it must have auto fill again I'm very sorry about that okay there's no escaping it you're on the list Bob um well just one typo on page four uh the question that begins is there a benefit for all the overall community and just below that the answer it should be from not form this is uh what page is that question on uh it is it is one two three the fourth question on page four and the answer we've been looking at this form it should be from that that's all okay just type I see it thank you any other comments on the minute okay it seems that they're okay other than a couple of edits here uh would anyone wish to make a motion regarding the minutes I will move approval so moved with the edits identified in the meeting we have a motion and we have a second uh is there any discussion from committee members I'm not seeing any hands raised for discussion so we have a motion in a second before us I'd like to call on committee members to vote uh regarding approving the minutes of June 6 with the edits um Bob uh I Robin I David hi Michelle hi Doug I Matt I I will vote I as well so the motion passes 7 to zero with two members absent uh the next item on our agenda is financial update as available uh like to uh turn things over to Holly if she has anything she wishes to say or to provide us um okay well I didn't really do any Financial update because this is going to likely be a borrowing authorization because we do not have any funds available but the one thing that um was asked is to take another look at the um the debt schedules that we had looked at in the fall and spring so if you give me one second I will try to pull that up and why is it not working and so hopefully let me just make it a little bigger here so right now there's still a few things that are up in the air um number one can this be enlarged hly I am that's a little better all my numbers are tiny now um the one thing that is still up in the air right now is the authorization for the Jones Library special collections as everybody I'm sure is aware that project has been put on hold for the time being it may be going back out in the fall it may move forward it may not things are still a little bit up in the air so right now um this was built into our budget for fy2 is to make the first payment excuse me towards the um previously voted or previously approved um $1 million project for the special collections um at Jones Library so that will likely depending on if or when Construction starts that first payment may not be due until FY 26 instead of fy2 if the project does move forward if construction does begin um we may still make a payment in FY 25 or we may wait till FY 26 that's going to be um to be determined at a at a later date um so oops this did not save my edit so what I had done is um added in another um ammer Regional High School track and field so basically these numbers would just be starting in the next fiscal year my edit did not save earlier today I can take care of that in a minute um so these are the previously approved projects um this one is our our last payment we have a couple more payments here and then um Valley CDC and bowertown Road have really just begun so these will will be off of our books very soon um and I'll I'll add back in what it would look like here in one second when you say these Holly am I correct that you're referring to the Rolling Green the Rolling Green and the um Kendrick Park these ones I don't know if you can see my mouse circling them but these ones up here at the top our um this is our last payment on Rolling Green and we have two more small p payments on Kendrick Park um and then the the active ones currently are Valley CDC for the SRO and belter toown Road land um purchase for affordable housing as well um and so these two have really sort of Just Begun and these two have yet to begin but are scheduled or thought that they would begin in fiscal year 25 and that like I said is still just um sort of in flux right now okay uh thank you Holly I appreciate your sharing that with the committee and those in attendance it's helpful to just see it and to also recognize that uh some of those are coming near their end uh Dave Zac I see that your hand is up I'd like to call on Dave yeah I was wondering Sam if Holly could also bring into the room Bob parent Bob is working with the town on this project and um we don't have a representative here tonight from SLR but Bob has been working closely with SLR the entire uh development um and and due diligence period that sounds uh that sounds very good a good idea sorry I didn't catch that you're able to Holly yep give me just one sec okay so that'll just take a moment I assume for Bob to join us um the next item on our agenda is the proposal funding request track and field project it's essentially why we're here we did at our previous meeting have thorough discussions regarding the various proposal options that include option 3C which we're talking about today uh from the designers we saw the full design proposals and Doug thank you for your uh submitt I was I was and I assume everyone was able to see the delineations in your uh slides as well as the uh cost breakdown um I'd like to invite you and or whoever from your team Bob Andor Dave uh to speak briefly on the proposal anything that uh you think would be uh important for committee members to be aware of that might have changed uh from June um I do see the dollar amount overall request uh my assumption which I assume is an assumption that's a double assumption from members of the committee is that there's about 104 million do one one million and like $40,000 or so gap between the full proposal and what's currently in place uh but let me uh stop talking and uh let the team members speak a bit so whichever of you would like to be great sure if it's all right I'll I think I'll start and then you know if if Mr zumc or Mr parent want to join in then then uh they they can um yeah a couple of things the the sort of shortfall between you know actual cash in hand and the and the total project costs inclusive of of design is is um uh as was noted in the public common less than a million dollars so that's correct um you know we had a fairly extensive debate in filling out the application about what the ask should be um and and thinking about uh you know the the context of and timing of things I had not yet heard back from from uh the CPA committees in in other towns uh and I've and I don't have any uh firm answers as to whether they'll take a proposal from us uh off cycle or not um certainly they're they're um considering it uh as a possibility uh and have given some some indications of when their meetings are and that sort of thing so just speaking to those other funding sources um uh I believe interestingly all three towns are are likely to schedule uh a special town meeting this fall um whether we can meet the deadlines and whether they want to consider it for uh uh consider a CPA funding off cycle is is uh within their you know it's fully their decision to make um we'll do everything we can to have applications in hand uh they've sent me the ones that are that are in place at the moment and uh and beginning to work on those and get those in uh really relatively quickly um but when we when we set an amount for for the ask to um to the town of am we were we were sort of striking a balance between you know uh making sure to have as much uh available and onand uh when we go to the bidding process not knowing whether or not we'll have or won't have decisions from the other three communities to support the project also understanding there's a a variety of of add options uh that could you know lower the cost or or we can defer those to a later time frame for for consideration um and as you can see from the slide deck that that we sent to you as part of the part of the packet they list off a few things there's a contingency there mentioned at the end I don't you know I've been not thinking in terms of that being as flexible as maybe it is I I'm hopeful that the contingency shrinks uh over time but but other the cost may rise as the design goes ahead so I didn't want to put too much into that but I do think there are some legitimate things that either can be alternates that we consider later or or consider uh if we have funding in hand uh when we go to bid um and so part of the reason we asked for 800,000 was was uh to to have more sort of inhand available funds to to sign contracts with construction companies to to move ahead as far as we can on the project um but I think that you know the the idea of how uh we've been asking each of the four communities for funding whether it be through our normal debt process in the Regional Schools or or for our CPA funding has been uh to utilize that same mechanism that we use in the Regional Schools which is an apportionment based on equalized property values or eqv um that puts the uh that puts the uh funding level for amers just just right around 80% a little less than 8% um so the as 800 is a little higher than that um and so um and again I think I see it as a bit of a cushion for us in the short term uh and again it can be a circum stance where uh it can be considered not to exceed and and therefore if if other funds are available from other sources we can leverage those funds to to uh to balance the the burden between the four communities that that are participating um um so in in regard to uh ask of the other four communities and and I'm going to switch um pelum CPA a couple years ago did did chip in a little bit for design work and we'll we'll leverage that a little less than $12,000 we're going to ask them for about another 999,000 to to support the project um Leverett we're going to ask for about 176,000 and shoots for about 136,000 um I don't have a sense of of uh their capacity to make that kind of commitment I don't know whether or not they'll take things off cycle or not um so I think there's a lot of question marks about those we're going to make the asss of each of those communities um to try to get to a more balanced funding level uh that would would reduce the need for mamers from the 800,000 that you currently have in front of you to something a little less than that um but I think that that you know the ability to do it off cycle the willingness of them to do it off cycle and the capacity of them to actually fund at that level or the willingness to fund at that level is all open questions we'll have to to work through this this fall um and I think that you know we'll we'll do uh literally everything we can to get the applications into those communities uh as quickly as possible um some have scheduled meetings in August um uh some do not but but um they may take up a meeting if if asked um again it's their prerogative as to whether they choose to or not so so we can be uh as uh hopeful as we can but we can't demand I think would be the way to describe it it's there is there funding in their CPC or CPAC depending on the town um and they set their own agendas and and uh take projects at the at the rate which they choose to um I think otherwise the project is you know the the school committee's you know looking forward to to a reoriented uh uh track as a project and I think we can do it even under you know sort of um you know challenging funding circumstances we can we can we can make it happen it may end up being more staged than we'd like we'd rather do the project in one Fell Swoop I think that's cost- effective and also just gives us a better project from the from the start um but we'll see what each of the committees has to say about their their ability to fund and their willingness to um so I think I'll I'll pause here and see if Dave has any other comments he'd like to make thank you Doug uh Dave Zac I see uh you've got your hand raised sure thanks Sam and and thanks Doug for the overview um I guess you know I think Doug Doug covered um most to the ground that that needs to be covered tonight I guess what I would add just in in a little bit different wording is as we as we pulled our team together with with Bob parent and Doug myself and and Kevin from SLR uh the way we came up with that 800 number was really from a conservative standpoint um it's it's um you know we're balancing a lot of factors here number one we really had a strong sense that we we we needed to get before you in the month of July and here we are you know just just barely making that and we appreciate you coming together but our concern was if we if we lost July uh we we might not have time to get you all together um I've been in touch with the um with the president of the council uh Lyn gmir and I think Lynn would uh depending on what your vote is here tonight they would be willing to take this up midf fall which gives us a little more time as Doug said to um work with the three towns fum lever and shutesbury get those asks in and hopefully at least have um a preliminary meeting with them Andor get on if they're willing put something on their their warrants so the 800 number was conservative we fully realized and I listened to some of the earlier comments we we we've talked about this at previous meetings there are some things that that could be removed from the bid they could become alt ads uh they could be picked up by other sources but our sense was this is our last shot at if you will ammer um um ammer CPA we did not want to come in with a low number and and hinder our our our bidding process late December early January so we we came in with a little higher number number and I think it's a it's a as Doug said a not to exceed number our hope is that through the asks of the three other towns some creative uh reworking of of The Proposal uh and yes the possibility and our hope that the contingency comes down from what it is now which is I think is over $500,000 uh all of those factors will contribute to us not needing the full 800,000 but we couldn't come in with an Ask say in the five or the or the sixes because we simply don't know what is going to come in from be Bellum lever and shutesbury so it was a conservative ask we realize it's a bit of a stretch our goal in this project is not to utilize the full $800,000 but we had to ask for a number that we thought could get us to the bid um uh late this year so I'll stop there I don't know if U our our team member Bob pent has anything to offer but that's those are my comments thank you thank you Dave I appreciate your sharing your thoughts and perspective uh Bob parent would you like to make a comment or share any thoughts uh certainly just one short comment regarding the retainage we are not suggesting at this moment that the retainage get released uh typically what happens as you go through the design process there are less and less uncertainties as you get to the final point of producing biddable documents and it's typical at that point that you then do an updated cost estimate and reduce the retainage to 5% going into construction for a project like this um we're pretty far Advanced right now but we haven't eliminated all the uncertainties and therefore we're not recommending that that contingents be released at this or reduced at this moment uh thank you Bob that's uh helpful to me um I and thank you all for sharing I'm sure that the committee members have some questions and I think it probably makes sense for us to go right into that because we did uh see the previous proposals and the very specific uh documents that were provided here with the delineation of the expenses and I'd like to open up the discussion to committee members who have anything they wish to ask uh Bob Saul I saw that your hand was up earlier I'm not sure yeah thanks Sam yeah um Dave answered my question pretty thoroughly about um the other three towns uh considering the proposal on the fall I guess maybe the only minor tweak to that question is is there any and this is just my experience is there any incentive in this circumstance for these T other towns to adopt sort of a free riter mentality it's just my my cynicism I guess coming uh to play here that directed at anyone in particular well I'm I'm you know I I I know Dave is uh traditionally very honest so maybe that's who I'm directing the question to uh thank you Bob I appreciate your confidence in my honesty um I uh you know I I really I I I don't know I I would like to think that that our three towns in the regional system would all feel some obligation to step up to the plate here with us you know we are we are as Doug said you know we are depending on what amorus chips in in total we are clearly at our 80% and we might go over 80% and yes this facility is in ammer and there are some advantages to ammer Residents uh in terms of proximity and all of that but you know um I think pelum lever and shutesbury they have to Value the you know the the the resource that were bringing to to their students um and we also pivoted a long time ago away from one of their main concerns that was articulated by those three towns which was uh artificial surface so we pivoted away from that into a a grass situation a natural grass situation a field and we also through SLR came up with a way to build really the main field an eight Lane track and then a field that will not be as good as we're not saying it will be as good as the the field uh within the track but another field to the West so leverage uh yeah you know I think we all worry a little bit if emmer steps up and says we'll cover you know a higher percentage does that disincentivize lever pelum and shutesbury I hope it doesn't because I think they need to recognize this will be a regional resource for the next 40 to 5050 years for their students so I know Doug Works a little bit more closely with those towns so he may have some other comments but that's my kind of taking the high road thank go ahead if I added a little bit to that yeah so in previous conversations we've we've we've gone to those other communities and and talked about this with him earlier you know pandemic wasn't our friend in any way shape or form relative to that and and interfering with process and and progress on this but but I think you know generally has been received and and considered carefully by each of the other towns in previous sort of versions of this I think um you know I think we're also the other questions that are raised are sort of what are we buying with this and I think where we are from a design standpoint at this point is a little more precise than it's been in the past so I think that gives a little more Comfort to to the other communities as far as what's uh what's their dollar really starting to buy we've got a little more Clarity on on the project itself so I think that's helpful um but I think broadly speaking they've been you know appreciative of the project and and uh and open to the idea of it you know what that means when they get to town meeting is a different question but but I think there there cpcs have certainly entertained it with with you know care and and and uh you know in open minds I think um so that's that's the most I can offer at this point I think thank you Doug um Doug Marshall uh thanks Sam I I guess I just wanted to ask um I'm not actually clear on the exact math and whether it's more or less than 1 million uh when I look at the numbers that were stated in the packet they added up to 3368 million and and then there were two numbers for the total construction project cost of either 4.4 million or 4.16 million so if I'm not sure whether I should be subtracting the 3368 from 4.4 or from 4.16 and that maybe is what I need to know um any Awareness on those differentials Doug or anyone I would I would have to defer to dug on those so yeah so let me just uh clarify a little bit and and so my glasses on so I can read the numbers carefully so on the on the U the slides that that were were attached with the with the application the the the second slide has the sort of detailed list of things uh there's a total subtotal that's that's uh you know 3.4 and change and there's a couple other things inflation estimates contingencies I think the way to think of it is this following 4,1 160,000 is the uh construction cost inclusive of you know all estimates of of contingency inflation Etc there's also design fees that we have of 24,200 and that's where the total project cost so design in construction is currently estimated at $ 4,461 15 and so uh our our current funding level um you know secured funds from from each of the communities is is at uh 3473 840 um so I think that has been a number of numbers uh floated around I think the key thing here is the total project cost as we understand at the moment inclusive of contingencies is the 4,465 um and that includes the design because you still have to pay for that it's still part of the total project cost um I think some earlier versions that wasn't included that design cost wasn't in there and so it it kind of created a little bit of confusion for myself included I made some mistakes relative to that so I hopefully that'll be clear moving forward um so hope that's helpful thank you Doug uh I understand uh to summarize the differential is primarily due to the design fees uh which get added to the construction costs and the net amount remaining is uh a little bit over or a little bit under right around a million dollars um Matt Kane yeah well based on the numbers Doug just gave I think the difference is around 930,000 yeah so um one question I had um in the uh that we haven't talked about yet today is the hurricane boosters so in the the the request they've um promised to give 10 so they did where are they at right if I may s certainly all right so uh so they did give the 104 840 I believe it was uh they did give that funding to us um and we are um leveraging that to to pay for for some things at at present uh because that's cash in hand literally in the bank as opposed to borrowing which we haven't done yet on the project so we we have been utilizing some of that funding whether or not they're willing or able to do more fundraising I don't know I think the the last uh you know sort of correspondence from the from the hurricane boosters to the school committee was was uh they were going to need to take a break from from fundraising for a bit um I think if we get uh further along the project there's something specific that that might be able to be funded from fundraising then then certainly an opportunity to go back to them and ask uh if they'd like to do some more fundraisings I think it's easier to you know raise funds when you have some specific thing you're asking for so if it's lighting or if it's bleachers or it's whatever pick a pick a a feature um it gets a little more targeted a little easier for them to do it um like I said the last last correspondence to the school committee is they were going to take a little bit of a break they've been spending a fair amount of time and energy um uh you know around around the project and and with the switch to uh a natural surface uh for the interior field I think that that shifted their ability to provide some of the the resources thank you Doug um Dave Zac yeah just to to add a point or two on that yeah I think Doug I I think he summarized it well I I think they do need a little bit of a break they've got some other priorities going but I I I believe from from at least some discussion I've had with some of the boosters that you know if the project you know not if when the project gets launched we we get under construction if there are some things uh be it finalizing the lighting or you know bleachers or whatever features that we may not have the full funding for I think we could certainly approach them and you know I did I want to be perfectly uh up front that when when the community switched from an artificial turf surface to a grass surface um the boosters lost uh a tremendous amount of pledges and potential donors so that was a pivotal moment and um it took a lot of wind out of their sales and we owe them a debt of gratitude for raising over $100,000 and keeping that in the pot but when we as a community um went in that different direction um many of their pledges uh were withdrawn um I I did just want to also emphasize that I think you know ultimately whatever recom recommendation you make on the project it does go to the Town Council and so it does give us you know and and again I'm not trying to delay delay delay but as Doug said we are we are going to apply to the other communities to their CPA committees we are going to do our very best to get on either fall Town meetings or Spring Town Meeting um orence um but it does give us a little more time because I think the council will have very similar questions uh that you are raising tonight is is 800,000 too much for amers to to uh um to handle on this is is that too too large a percentage uh for the project or not coming from ammer so um it does give us a little more time to get a sense of what the other three communities can do for us and can they can they come to us with some funding and at least show commitment to the project thanks thank you Dave Michelle thanks Sam um so I I appreciate the uncertainty of not knowing what's going to come from the other towns and having that cash in hand for the schedule and with that um I'm looking at the line by line items in the budget and I'm wondering if things can be shaved off reasonably to just bring that 800,000 down and put just take the project more simply and um retain some certainty without the other town cpacs and um some of these items are things that we've discussed at CPAC uh recently or previously some of them were raised tonight and some of them I can see as being easy to remove or unnecessary so in total on this spreadsheet there you know is upwards of half a million dollars of savings u based on all the items so for example football goalpost so this is a soccer field and the the football players do have an alternate field so is that necessary um the lights we've talked about that just having the posts and deferring the lights the LED lights that was something CPAC talked about um raay today was the um sidewalk and fencing the fencing minimization in the sidewalk that's another $100,000 um the ball safety netting I'm not even sure what that is is sounds like it might have to be replaced fairly frequently anyway but is that for soccer balls to not go into the track I don't know so that doesn't seem necessary I don't even know if I've seen that before um and then um I don't know contingency that that's not my wheelhouse except other you know above 10% is Gen generally that seems high but so anyway all of those together that's over $500,000 and I feel like that those are all really reasonable sounding to me to bring the project down but also have some certainty going forward without the other towns chipping in or knowing what they're going to chip in thank you Michelle um other committee members I I have a question for Bob parent uh when you were discussing the contingency Bob uh you referenced that it's good practice to not assume any savings and a shrinking contingency until you get closer to construction because you never know what's going to happen uh but I guess and I don't know if this question is for you or for for uh for Doug what what OCC what would occur if there was a shrinking contingency that came to fruition as the project was about to start what does the the team do with those funds if the contingency shrinks and actually um doesn't need to be utilized because it's a 5% or so is that just the and let's just say the funds sitting there are those funds then proportionally returned in other words if the if the project comes in under budget I guess is how I would say it what what would occur with the different Awards any any thoughts on the impact of that and I recognize Bob what you said is you can't Bank on that I mean we don't know those contingencies might all be at the 205% we don't know yet but uh Doug Slaughter I'll offer a couple things and we'll see if if if Bob may may want to offer some additional comments but so so one thing that can happen as as you go through the process of design part of what makes the contingency shrink is because you become much more confident in the estimates of the costs um you you know you learn more I mean we're going to be digging test pits in a few weeks about uh and that'll you know impact our our choices around some of the work we have to do and give us much better numbers so so you may see you know decreases in the contingency but increases in some of the cost of some of the other things I'm hoping that's not the case um uh but that's one thing that can happen the other thing I think just to your other point is that you know we have uh the capacity to spend and I think that you know up to whatever has been appropriated um we're not necessarily compelled to spend uh so I think that it's on us as good stewards of any money that we're given whether it be borrowed from you know uh and paid or or through CPA that we have uh some some clear uh idea about how we go about uh returning or not utilizing funding um if we are if we're under the available funds that are that are authorized to us and I think there's one of the key things we haven't talked about with anybody really at this point because we we're still in the process is we're going to need to create what's called an intermunicipal agreement which is essentially a contract between each of the four towns and one of the pieces of that puzzle will will likely be if costs come in under under uh funding um what is our expectation of use for that remaining uh resource do we not use CPA money do we not borrow um you know the nice thing about CPA is you get some State uh support so that's a a little less uh burden on the towns themselves uh the actual cost to a community is a little less for CPA dollars than it is for the tax appropriation which is going to be paid on the on the borrowing um so I think it you know I think those are those are great questions and I don't you know I don't have an answer for them right at the moment and and I think we we do want to be thinking in those terms if we if we have capacity um because I think you know as I said if we are in the fortunate circumstance where the the resources that are available to us for the project exceed the the costs um you know I don't think uh I certainly don't have any any sense that that I want to go out and buy more nice things um that wasn't the intention when coming to each of the communities and asking for the funding in the first place place so we're not going to just uh you know have our expenses rise to meet the income um so we want to be thoughtful stewards of that of that funding um but I you know and and I think that you know that's a constraint that Community preservation uh could make as as far as their uh their appropriation and the and subsequently the town council's appropriation to say if they would prefer um that you know the CPA dollars be preserved relative to other fundings sources that's a you know that's to my mind a legitimate constraint that you could as a community preservation act committee or as a Town Council could place on that funding uh if we come in under under uh total ofou total authorized funding thank you Doug um I am aware that the not all committee members are able to uh stay here for the full meeting um so I'm hopeful that we can get to committee deliberations on this relatively soon uh but do have one question myself I don't know if other committee members have it uh for the team and and and it's this if if the um funds in hand let's just assume CPA ammer votes a particular dollar amount whatever that might be uh if those funds are less than the needed amount do the bid alternates still get bid in other words must the funding can can the team if there's a $150,000 shortfall hypothetically can the team still bid with for example a chain lick Li fence as a bid alternate or must you have the full 4.4 million to to have in other words at what point can you do bid alternates I guess is the question my understanding is that you can bid them without the funds but you you want them um because it's a desired part of the project that that makes sense to do but am I asking the question clearly I believe so I can jump into that and the reason we're put forward the bid alternates is to prepare for that event possibly happening yeah so we would structure the bid such that there's a base bid and then have the Alin it's we the the district cannot sign a contract for any amount greater than it has available in funds so the goal would be to have the base bid as a minimum come within the available budget and then subject to uh budget availability be able to award uh some or all of the alternates and they need to be structured in a priority and awarded in that priority we can't pick and choose after the fact that has to be identified to biders in advance okay uh thank you Bob um like to Bob Saul I yeah I think I think Doug's last point I don't want to go by that we we might in our motion to approve put in that um Koda if you will that we would like to see the CPAC funds preserved as they can be I'm not sure quite how we phrase that but I thought that was a interesting addition thank you Bob uh comments from other committee members for uh Doug Bob Dave Michelle I just think 800,000 is too much I I mean flat out I don't I just um like I said I understand the uncertainty with having the cash in hand but I feel like there should be more deliberation about discluding some of these even I understand the structure of the bid alternatives but um you know looking at that Debt Service we're really whittling down everything and I would say that if we do move forward with something like this that there be some kind of assurance that it's you know you know last resort and based on whether or not we get some funding from the other towns Matt Ken yeah I guess I'm sort of getting toward deliberation here um my thoughts coming into this we're pro into this meeting we probably pretty similar to what we heard from um Maria keki and Tony Cunningham um and my mind has been somewhat put at ease by uh the testimony from the the town staff and and Bob about the process you're going through here that um we're trying to put together enough money available to get it done while also Al going after additional funds from the towns and um looking for um uh some some well the Town Council coming back later and hopefully approving a smaller amount than what we approve here um now I guess it's up to this committee to decide whether that process is going to make sense to us um it's kind of making sense to me I'm also somewhat sensitive to what Michelle is saying um as far as I've done the math um from the the difference between the the funds available right now and the the total um request is around 944 th000 and then the bid Alternatives as listed in the spreadsheet add up to about 600,000 so um there could be I mean 800,000 gets us a long way toward everything um we could I don't know I guess it's up to the committee to discuss whether we should approve 800,000 or approve a lower number and put more pressure on other funding sources to come through to get the full thing done thank you Matt uh Dave Zac I see your hand is raised is there something you'd like to add yeah Matt kind of summarized I think what I was thinking I think I think as I look at some of the Alternatives and and I might turn to my colleagues on the on the team particularly Bob parent um the one that stands out to me is lights we have we have spent a lot of time in previous meetings talking about the lights this idea that we would we would put in the infrastructure for the lights um you know uh and and make sure that is there but one option would be to you know basically not do the lights even in Phase One and do it in a future phase and you might have a a track and field without lights for a year or two we came into this thinking that's not the ideal but I am sensitive to what Matt and Michelle are saying because I think our team struggled a bit honestly with coming in with a number at 800,000 so you know um I could see this group doing a couple of things one is saying okay as Matt just just said uh you support the 800,000 but with strong you know strong recommendations and and and guidance to try to lessen that number by by get you know by by working with the three hilltowns for as much money as possible or taking a number you know voting a number less than 800 and and having us basically pick out one thing like the lights and saying that has to come in um either if we're if we're fortunate and get all the funding it could happen if not it might have to come back to CPA and the other towns in a future ask in a in a future year and Bob I can't recall off the top of my head the the breakdown of infrastructure for lights versus the polls and the the LEDs and all that do you recall or Doug I don't recall the the number that we're showing as a potential alternate uh is the lighting itself of $350,000 so that would be you put in everything below ground in the foundation and then you come back at a later date and install the actual LED lighting and and the poles on on top of the foundations yeah the groundwork was I think about 150,000 roughly there's there's a potential Delta there of 300 plus or minus that you know could be shifted if we don't reach our total could be shifted to a future year we could come back to CPA we could work with the boosters if this group was not comfortable at the 800,000 I just I'm not comfortable kind of uh cherry picking different things and you know it's just like I would rather almost pick one thing and say Hey you know it's it's that thing um but I'll I'll I'll stop there uh thank you uh Doug Marshall yeah I guess one other way to think about it is to uh say that we would be willing to fund the base scope as listed in this presentation but not the alternates and if somebody else wants to fund the alternates great but that CPA money would really only be uh applicable to the base Bid And if the base bid comes in and you need the whole 800,000 for to get to the base bid then you spend then you you have the money from us if you if if the the if it if it doesn't or if it comes in lower the base bid comes in lower then you you don't get additional money from us to go get the uh the additional items that are listed as alternates and to me that's I mean nobody really knows what it's going to cost I mean we all found that out with the library um we had you know everybody had a whole bunch of alternate or a bunch of estimates from you know from from the designer from the owner's project manager they all had their own cost estimators and lo and behold it came in 7 million over so nobody knows what any of this is going to cost right now and so I'd rather be basing a decision on what are we willing to buy what are we willing to pay for rather than any particular number thank you Doug um other committee members I have I have one oh go ahead Michelle excuse me I was just gonna say that I came get on board with that Doug proposal that you can or cannot I can I see I like it Doug is your hand raised again a new um when I looked at this and I hear the team members Dave and others indicating the uh uncertainty and the desire to have the full project bided uh I tried to look at this in terms of what what's Approximately 80% uh I see that Doug indicated he's going to ask uh the other towns for approximately 411,000 between Leverett pum and shutesbury we don't know as a committee what they will vote for but he plans to ask for that dollar amount whether it's done in the fall or whenever uh I looked at the overall 4.4 million and subtracted what I thought was 1,400,000 and came up with a difference I don't know if my calculations are correct or not but if we were to look at the total CPA dollars that would be spent it's around 2 million uh or thereabouts 2 million and ch uh and if Amis was going to spend 80% would contribute 80% of that it'd be around 1.6 million so I calculated that 1.80% CPA contribution for the PO full project would have been around 637 some odd thousand or so for ammer 637 to 650 give or take uh if ammer was contributing 80% of the project I'm a fan of the project I want to see it get done because I know it's a now or never deal uh the ad alternates are a nice way of adding flexibility uh I do hear Dave and others team members comments about uh we don't know what the bid will be and the more funds that we have certain up front there are some efficiencies in that uh bidding process to have the money there but that's how this is just how mine was working I was thinking What's the total ask if it was in the 80% range where the CPA block comes in at 2 million and and change and Amis is already given 957 comes in around 1.6 or so that's what I came up with uh give or take um which would be around 650 or so uh I'm hesitant personally to go too low because I don't want the project to lose its uh goal uh which is to give our athletes uh in the community what they've been asking for for a very long time and I sat in in all the previous meetings with all the athletes all the directors everybody going we need this what's it going to take I know it's been a long time so um I think it makes sense for someone to make a motion with a dollar amount whatever that might be so that we can talk as a committee I know some committee members have have to depart uh I don't have a dollar amount per say I was thinking in the 650 based on my own calculations based on the 80% hip shot 50 50,000 plus or minus uh the other thing that resonated for me was the comment that Dave Zac made which is to recognize that this is going to go through the finance committee and the Town Council and they cannot award more money than we recommend but they can reduce it so they can reduce it if we don't get the 400,000 from the other schools we don't think it's likely they have the ultimate responsibility for awarding the funds we recommend what we think uh makes sense but our recommendations cannot be increased they can be decreased so there's some flexibility in there if we come in a slightly higher amount then might be ideal uh you know to allow some flexibility they have the capacity to uh adjust it if you know we should recommend what we thinks makes sense but just that's a factor to understand that we're not actually the awarders were the um recommending of the awarders it's it's a slight distinction yes Bob Saul I I was this is going to be very choppy so bear with me I'm going to try to formulate a motion that incorporates both Doug's excellent comment and both Doug's excellent comments um to create sort of a a double back stop I guess but I'm going to actually recommend that we approve the 800 to fund the base Proposal with the caveat that our CPAC dollars are last in the waterfall after the other funding sources um which I believe are the hurricane boosters the other cacs from the other towns and then their dollars and I'm not sure what [Music] else thank you it might instead of waterfall it may just be other sources of funds might be a preferred terminology uh procedurally I'm not sure if we're able to do that or not I'm ignorant um Holly do you have any thoughts on the capacity for CPA to recommend funds but to then say that they have to be used after other funds are utilized I see you shaking your head I I'm I'm not real clear on that one either um well based on what doug Slaughter said there has to be an into town agreement when they when they go through this so and it be it'll be part of that into town agreement so what Bob is is saying is we would put a contingency on our 800,000 that it would have to be the the first to be refunded if there was extra money all first of all if that's an amendment I accept it that's much more elegantly put um so so Bob did you make a motion is that correct I I did make a motion somewhere in that gibberish yes uh would you like to phrase that motion again based on what Matt said or Matt would you like to phrase what Bob said with your motion as a complete so at least we have a Clarity of understanding um so I think what Bob was saying was that the amoc CPA committee would approve an additional 800,000 um to go only toward the base uh project as required and be with the contingency that um this money would be the first be returned if the uh project came under bid the reason I'm asking is we're not certain what the ad alternates are that are going to be bid we don't know that's yet to be determined well I I guess I guess that's the question are we are we is in our motion are we including everything that was listed in the proposal there's a spreadsh the page in The Proposal which listed bid alternates are we including all of those are we including just the lighting I don't know the motion is for a dollar amount to support the project that that's what's the dollar amount but but but Doug Marshall's point was that we we should support only the base project not those additional things and then if if the pro I mean I'm just this is not this is not necessarily my motion this is what Bob is trying to say I think but um and and what is trying to say and I'll call you one moment Doug although there will be fewer ad alternates requested if there's fewer funds offered from Amis that's my understanding uh Doug you had your I think that put the full project out to bid you still have your hand up dog Marshall or can I ask I do I I was trying to wait till Matt was finished well um I'm I'm just relying on the material in the presentation that we were given today which had a page called project bid alternates yeah and uh I you know the previous page added up to the 4.16 million and the I assume all these potential project bid alternates are in addition to that no those are included okay so I guess I didn't look at the previous page carefully enough huh these are potential savings reductions from the 4.4 million okay well then that terminology is somewhat confusing to call them alternates well potential bid alternates as opposed to deduct so anyway okay um you know I think uh with uh you know I'm happy that Michelle and Bob thought I had a good idea earlier um but I'm I guess I kind of feel like we ought to just approve Pro the 800,000 with some advice to town counsel that they consider carefully what we spend that money on and you know uh as they figure out what the alternates really should be they can figure that out you know do they want to allow it to go toward uh the walkway you know because the towns on Town's land anyway or do they want to just you know be more strict and um they can work out you know we can we can say we recommend you authorize the 800 we also encourage you to you know to put some limits on this uh and that we just buy what we really need to buy right now and that we find some way that feels fair to get our money back if there's excess money and I I I'm not making another motion but I you know I do I do think we need to leave a little wiggle room for finance committee and Town Council um I do know that Town Council uh paid attention to the last meeting we had where we said we'll we'll you know we'll vote that but we're really not so happy with the direction of the design so you know they've come back to us and so uh I want to be supportive too thank you Doug um I I have some concern about our discussing base amounts uh you know the base support as you recognized Doug when you referenced it because I think it creates some confusion in what the recommendation is and it might make it difficult for Town Council to move forward if we uh recommend something distinct from a singular dollar amount I think we can add a comment such that you know if there's access funds that ammer get reimbursed but I'm hesitant to uh reference the base uh dollar amount um Holly I see your hand is raised yeah so I just want to just just try to make it a little clearer about the base bid versus alternates so the intention is that we bid the entire project and we have enough money for the entire project but if the costs are above beyond what we have we would basically have to throw everything out and start over again so what you do is you start with a base bid and you say and this isn't will add the lighting and we'll add the fencing and we'll add this if we have enough money that's the entire project but if we don't have enough money we would take those things off so when you say you only want to fund the base bid you're saying right off the bat you don't want lighting you don't want this you don't want that well Our intention is is that we're going to get everything for this price tag but if we can't get everything for that price tag we're at least going to do the pieces that we can afford and then add on the additional pieces so they're they're they are alternates but they are also part of the full project so if you say you only want to fund the base bid you're saying if this entire project comes in and like we are we are doing great and our bids come in under $4 million that you don't want to add the lighting the fencing those things that you're going to call an alternate I don't think that's the the intention I think the intention is more of if we do not have enough money to do everything these are the things that we can clearly carve out and still get us a a a great project versus an excellent project so if you say you only want to do the base bid I think you're tying the hands of the council and the schools and the designer to give us that full that full bid does that make it a little bit clearer it does for me um Bob sa I see your hand is raised yeah Holly thank you for that does for me too so I was I was I'm not sure what the procedure is but I wanted to modify my my motion okay but I have to withdraw my other motion first I guess uh right now there's a single motion that has we actually didn't second it so you can withdraw it if you'd like uh and then we can proceed thereafter with a clean slate okay I withdraw my other motion okay um I I do have one comment before you make what I believe is going to be a motion I think it would make sense for the committee to make a motion with a dollar amount and either second or as an addition to ask the the school committee to uh expedite applications with all regional uh other Regional uh towns for the uh maximum that they can request um in my mindset that would be a request of funds that would either be 800,000 or 650,000 if my 80% was right that's just my thought I interrupted you Bob saw us sorry but I just wanted to I I'd like to hear before I go on what Michelle has to say very good um I was gonna ask Sam what that 80% was and you said 650 well I if it's okay Bob uh I saw the dollar amount of 4.4 million I saw a gap funding of what I determined to be 1,400,000 Matt Kane says it's 970,000 give or take uh I saw that the differential there um subtracting the 957 th000 that amest has already contributed we also can there's also another 900,000 that the Town Council put in that's the Town Council not ammer CPA though correct right but if you're considering the town the town of am contribution as well in my mind in my mind it's like that the Town Council and the CPA are both from the town of amist that would have a different amount then yeah which would well in my mind that you could take the 4.4 million and then you can subtract off the 1 and a half million from the schools and the 100,000 from the boosters and that leaves you with um 2.8 million and then 20% of 2.8 million would be 560,000 56 what 560,000 roughly so so Doug Slaughter has is has drafted request to the three towns adding up to 420,000 which is about 15% of the 2.8 million compared 20% would be more like 560,000 so 15% is not bad it's not perfect that's that's myo that's my take on the other question is what can really realistically be expected from the other towns uh they had gotten requests previously of around 240,000 I believe so how much of that would they actually contribute and do we let it sit thereafter if we don't vote for it under your scenario Matt um if it were 560 what is it so what do you back into from the ammer CPA in that scenario um uh well so Palm's already contributed 10,000 um so 550,000 out from 940 around around 400,000 okay um Michelle so the 560 which is the lower end of that calculation and then more conservatively 240 from the other towns is $800,000 just noting how that math works out nicely if ammer were to recommend 560 yes and we were not to count on the 420 but rather 240 from the other town uh that is a scenario that would allow ammer to contribute with the expectation of the other towns contributing to meet the 800 but we do need to recognize that the uh at least I recognize that the applicants are coming to ammer CPA for 800,000 but they separate from that we're planning on asking additional funding from those other towns so um there's a $1 million gap approximately uh not just the 800,000 uh and so under that scenario there would be some of these bid alternates that would not occur uh that would be put off and I guess that's the real question for the committee is are they comfortable putting off uh Dave Zac suggested a single item such as the light lighting which would be 350 some odd, as a means of reducing the overall project uh that's a simple way of looking at it to arrive at a conclusion um and I think that's the issue that committee memb members need to face do they or don't they wish to have all the project items come in at one point in time or not I just wanted to get it done reoriented and I want to give the uh school and the project team uh the flexibility to do what they can but I do hear the concerns that were raised by some committee members in the town uh Doug Marshall you had your hand up next yeah I guess I'm just feeling again that you know we're talking about these numbers like they're real yeah exactly and they're absolutely not so right you know if you're going to get down to and the other the other piece of it I mean they're not real from a construction point of view and they're not real politically yet because the the other towns haven't stepped up so I think the real question is do we want to give the the school committee team Dave and Bob and Doug enough confidence that there's going to be enough money to do something in this direction that they're willing to pay the designer to draw it up that way and move forward because you know if if they don't have that confidence they shouldn't do that they'll waste the design money thank you Doug mat oh go ahead no I'm sorry Doug I mean in essence it's you know do we want to make sure that this happens somehow even if it's mostly our nickel thank you Doug Matt yeah I guess I feel like I'm ready to make a motion uh you're welcome too that the CPA committee approved the additional 800,000 with the recommendation to the Town Council to um look at this closely and potentially reduce it and the recommendation to the um the the school department and school committee to pursue uh additional funding from the other towns to help out okay um say that one more time the the AMS CPA committee approved the additional 800,000 with the recommendation for the amamos Town Council to potentially reduce this uh if if if possible um because they'll be considering it in the future with additional information and also a recommendation to the school committee and the school department to pursue additional funding from the other member towns and potentially the booster if possible to um to to support I I would consider a friendly amendment to that instead of saying if possible if deemed appropriate in other words they can look at it and see if it's appropriate I don't know what others think about that any thoughts on that they're gonna do what they think is appropriate anyway right but it's okay um if that's a good addition I think it formalizes Matt's language just slightly it's up to Matt it's his Amendment it's his motion well I'm trying to I'm trying to make them do it basically so trying to make them reduce it oh um we were you talking about the Town Council or the school school department Town Council Town Council oh yeah the Town Council of appropriate I I thought you would I'm happy to change what that as you said so uh would anyone wish to Second a motion or offer I see a handling up quick so we have a seconded as amended with the uh deemed appropriate in L of if possible um discussion I see Dave Williams you had your hand up no it was up for the motion yes we do have a motion and we do have a second uh discussion uh we've had a lot of discussion so far uh I was trying to expedite the the meeting but this is a an you know not a not a simple discussion so um sorry uh so other comments from committee members on the motion as offered for the discussion purpose I understand what Doug Marshall is saying and I do have that concern I do want want to personally make sure that this goes to uh fruition with a reoriented 3C I would hate to see uh the project get derailed in the Divine Design phase due to shortcomings of dollar amounts um um I came into the meeting thinking 800,000 or 650 that's just what I was coming in but I don't want to derail the um forces that have been driving this project forward for essentially six years now approximately um so I I share my own motivation in terms of giving them the capacity to to make it happen for our athletes for the kids uh which to me is what it's about uh other comments anyone no okay um we have a motion uh I guess we should read it one more time Matt would you be willing to uh reiterate it with the yeah I didn't I didn't actually write it down but um that the mocpa committee approve an additional 800,000 with the um recommendation the the OS Town Council consider reducing it as appropriate was that the right wording appropri to the ammer school department and school committee to pursue additional funding from the other member towns it's actually the regional school committee the regional school committee um I would add uh uh consider a recommend the award of 800,000 uh for the project as submitted in pursuit of option 3C um just for clarity purposes um and then the rest of what Matt said okay um Doug Marshall I believe you seconded it is that addition of the Imp pursuit of option 3C an accepted uh edit to the amendment to the motion for you yes so we have a motion and we have a second um any further discussion like to go ahead and call a vote uh uh Bob Saul hi Matt Kane hi Dave Williams pardon couldn't hear you who I you're voting I yes okay thank you I I didn't hear uh Doug Marshall hi Robin forom hi Michelle hi uh I will vote I uh so the motion passes unanimously 7 to zero um uh like to thank the um presenters Doug Dave Bob uh as well as the team members who aren't here and uh Holly thank you for clarifying the uh what it means regarding a base bid versus a um uh bid alternates I think it was not to the committee so the the next item on our agenda if I can find it here one moment is uh the calendar schedule for the fall I sent the calendar out to committee members I'm not sure which committee members have had an opportunity to look at it or not it is essentially the same calendar that we had last year adjusted for the dates um Holly do we have the capacity to share my screen or do you have the capacity to put the calendar on the screen for people to look at uh I can do it with my screen if if you want I can share my screen I'm seeing a noted okay yeah sorry it would be better I it's difficult for me so let me just you can all see my very busy desktop should be able to Sam I think we're gonna say thank you to everybody we heard you loud and clear and and Doug and Bob and I are GNA get to work on those other funds so thank you all for your thank you all very much thank you Dave thank you uh Doug and thank you Bob so I'm uh opening up the calendar which is on my screen right here I don't know if anyone can see my screen yet uh can anyone see my screen no okay so let me complete that process uh share how about now now now we can see my screen it says so this is the calendar that I sent out to committee members recently that mirrors last year uh the one distinction is the commencement of the announcement I wrote down next week because we did not have the application and the CPA page with the information live until just this past week and thank you very much Holly for uh getting uh the town staff to act upon that um the balance of this um schedule that we have in front of us mirrors what we did last year I'd like to ask committee members for any thoughts they have on this uh Doug Marshall I saw your hand was up previously is that in relation to this there it is Doug go ahead yeah um the uh planning board hasn't voted on its new representative to CPAC yet y so it's not clear whether I'll be part of this so um you know I have no comment on this calendar since I don't know whether I'll be uh representing the planning board well if uh as a potential non-planning board member if you saw anything that you thought might make sense to change uh uh it would certainly be welcome to be heard well you don't have any Wednesday night meetings so there won't be any conflict with planning board okay thank you Doug uh Bob Saul Sam the um calendar looked fine to me I have to Sprint so I'm going to cut out and uh thank you very much everyone that was a great discussion I thought thank you so much for sticking with us Bob I know you had a commitment and you hung in there to assist the conversation the track is more important thank you Bob thank you okay bye oh yeah I just had one quick comment was that I remember that our last meeting does end up being quite close to the holiday so I realize that we need to have those meetings in there but maybe we could be mindful of that as we have our deliberations to see if we could end on the 12th instead of the CH uh well uh some recommendations that I heard from one or two committee members was that uh in terms of doing the meetings that the be a little bit more attentive to the time when we're running on uh and there are some methods of doing that such as announcing uh here's our intended time ending for a particular uh topic agenda item uh although you never know with these but uh point taken uh Robin and we'll see um others uh Holly I have one question do you for you do you think it's this date of August 6 would which I believe is next Tuesday is viable for getting Town staff to send an announcement out uh to the town lists or putting it on the town news so that community members can see this and sending an email or at a minimum can a request be made because uh we're a little bit behind what we've done in the past uh based on other circumstances but I think it's important that we provide as much notice as we can for potential applicants so you're just you're just referring to the simple CPA applications will be being accepted on Monday September 2nd correct and a link that might say it's going to be live in the past we had like a sample application at that link but I know it's not going to be live until uh September 2nd or there that's that's that's definitely doable that's a once it gets live I'll try instead of having a meeting in uh August as we've done in the past that there wasn't significant attendance uh maybe just a brief uh screen share for potential applicants saying here's how you should review and look at the application and we could put that on the website uh for them that can't occur until the uh application is live but it means that we won't need to meet in August uh so um I don't think we need to vote on this calendar uh we can just put it up if uh yeah um it's just a draft for sure and it it can change um I personally would like to mirror Robin's comments that I think that having a CPA meeting five days before Christmas six days before Christmas is hopefully not going to be needed but if it is needed I would personally recommend that that be moved to the first week in January an alternate solution as well if we ran over is we could conceivably do it a day different than a Thursday to have couple meetings close to each other in the same week but I hear what you're saying and uh uh that would be the uh the hope that we would accomplish it without the 19th Andor 1 of January uh and we can adjust it so um but it is just draft so it's it's fine as stands okay uh so thank you I don't have any topics that the chair did not reasonably anticipate 48 hours before the meeting I do want to remind uh committee members that are Lia zones from the very the five different committees to ask their committees to appoint someone formally uh to the CP as a CPA Leah's own representative uh and to notify the town of that as soon as they can at the next meetings that exist uh it's important because there's a time frame uh unlike the at large members there's a need to go through the approval process each time I I think Paul can do it directly but he may I think it has to get approved by uh thereafter by uh either CRC or maybe the Town Council I'm not sure of that but the the action item for the committee members is to bring it to the attention of your own committees or try to get it on the agenda to appoint somebody I do know that one person on our committee has indicated that they may not be uh returning uh is that still the case uh in terms of conflicts on a Wednesday versus a Thursday are you talking about me [Music] Sam um yeah we've appointed Jason Dorney to be our concom representative for next year I have V conflict with I would like to thank Michelle for her service on our committee it's been a pleasure and uh greatly appreciated your input thoughts and attention uh I share the same thoughts Doug should you not return I hope that you will I hope that all the members will return uh but if not uh thank you so much for your participation and patience uh it is an important committee for uh the town and the Lea zones are very important and sharing the thoughts of their own committees so um with that I'll just remind and ask again that the Lea zes asked their committies has to go through a process before it's formalized by the town thank you so much for arriving and taking time out of the summer to do this important meeting today um and with that I will adjourn the meeting at 7:46 pm thank you all thanks everyone Sam thank you Michelle thanks Sam nice working with you guys by could someone send me a template for these minutes or is there not a template um I will send some previous minute drafts that's what we use I you may or may not like the one I have uh I'll send it to you though I mean really it's the previous I don't have a template what I do is I take the previous minutes and I edit them um it's not actually a template I guess uh I'll I'll send you a couple of minutes okay and you can probably tomorrow uh and we can go that's soon enough all right thank you Doug thank you bye all