##VIDEO ID:3jKJuWsiLQA## all right it is 6:05 p.m. and I'm calling the select board to order there is no American flag here so we will skip the Pledge of Allegiance in accordance with the requirements of the open meeting law please be advised that this meeting is being recorded and will be uploaded to the lunenberg access YouTube channel after the meeting the agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the chair votes may be taken as a result of these discussions not all items listed May in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by the open meeting law are there any public comments from the board any public comments from the public yes Glen Glen McLoud 436 Reservoir Road just following up last night's town meeting I I won't uh recite everything but I would just encourage urge the board to for the next town meeting bring those two issues that being the pay and vacation time for new employees I think that's critical to the to the um recruitment aspect of the town's plan which again I do thank the board as well as the interm town manager you know I fall into the category of a fan uh I I commend the town for making efforts to make the town a better employer and I think again for recruitment those two issues are critical and second as far as the the issue of the plant uh a Personnel Board came up several times and I would suggest some form of report on why there was a mass uh resignation I'd hate to you know for myself or any other resident to have to go through the motions and learn a lesson because I would assume from the outside that there's a message there I simply have no idea what that message is so I think anyone um considering that as a volunteer opportunity would like at least some form of report on on that issue thank you very much thank you any public comments on Zoom all right seeing none we will move on to arpa so we're going to start just by uh going through all of the requests that currently have money out just to go um through them allall and get a pretty thorough update on them all so Municipal Building design committee that's the first one that came in at under $40,000 so there's $40,000 that we'll have to re and they have interviews on November 18th anything that you want to add for that one yeah so um we're the interviews are likely going to get pushed back about 2 days to the 20th um but in our format uh the intention was to bring them under contract um by the end of November so that way our kickoff meeting is December the 2nd um so we've already qualified um this vendor in terms of minimum qualifications um um and the interviews you know while important uh and they could be a disqualifier um but I I I don't think that we have that expectation so I I fully expect that the 40,000 will be returned and is the cost set in stone with that cost is set in stone all right cool any discussion on that one all right water district that's all set uh Sewer Commission is all set as well Public Library exterior envelope so there is some money left over it was completed at 33,000 so there's 27,000 remaining and we'll get into U where that money could go um Proctor Memorial Garden that's all set there's $1 remaining teen room came in at 100,000 or 107,000 was the estimate that we received this morning Carter after you talked to Chris do you want to add anything on that um just that we're going through the process of getting them contract we've qualified the contractor um I don't expect anything to go Ary uh and we had other biders though they were higher should something go wrong here but at this point uh we're looking at about $107,000 without contingency and we tried to um provide for the fact that any change orders might happen post December 31 m which means we've not abided arpa monies towards the contingency yeah we have some plans that could potentially take care of that as well so we'll get to that after I do have a question Mr chair sure on this chart which says over or under is there any way I'm supposed to know which ones are over and which ones are under they're all under they're all under yes they're all under okay there you go yeah we didn't update them all right we I leave off the teen room so then Parks Commission so we gave them $1 million they are returning approximately 800,000 so the actual number is $799,950 and there are two contracts that they currently have one is for where is it on my sheet well they total 2,250 so do you want to talk about uh the status of both of them and uh the only thing uh that could go wrong here is they're already in contract so I have to issue contract on amendments uh there are some outstanding bills they've only given us verbals which we would charge against the town meeting warrant article any questions on that one yeah we um and we've tried not to charge any more against the town meeting Warren article because again if they have an extra cost post 1231 we we can't use monies on it so um and originally they had like some contingency in there so we're trying to preserve as much of the town meeting warrant article money for any possible extras that happen after the 31st what is the money being used for that's the OPM and the design contractor for the full project yes I'll get you their design letters for Tuesday evening I'm sorry I didn't think to bring them what it's getting you is um 60 so they have taken the project excuse me uh and broken it into multiple phases 1 a 1 b 2 a 2 B and to be continued I guess and Is this different than your initial phase it is yeah this is new very much different so their thought is to try to take the phases one and two to a 60% design no outline specifications because for the most part it's it's earthw there's not a lot of um there's not a lot of takeoff that has to be done in terms of you know square yards of drywall and Framing and everything else uh and they've gone to trying to use uh what I'm going to call for the sake of the easiest ter modular Builders instead of building a new new concession stand uh from framing buying it prepackaged so they can have that estimated ahead of time so you'd get 60% design you would get the estimates cost estimates for that you would get the design meetings couple of public presentations and their attendance at the town meeting uh and um if everything goes right you would get a second cost estimate to take a squint at what the first cost estimator did just to try to have a check and recheck on those numbers is there any possibility that the $200,000 is will not be expended I cannot Envision that assuming uh we've asked Chris Ruth to ask as uh inhouse project manager and to really stay on top of this for us I think that the Parks Commission um are really dedicated people but they're not construction managers and even with an OPM on staff uh I don't see any risk of these monies not being spended um that's the best guess I can give you any other questions on Marshall Park so that two $2,250 will cover 60% of the design work for phases 1 and two yes and a cost estim and cost estimate some Public Presentation some public presentations it will not give you outline specifications which um the OPM did not think was necessary given the kind of work it was um so road work I mean you can pretty much you know how much a foot of water Line's going to run sewer line that kind of thing it's not a building uh so if we follow that logic I think they're safe doing that particularly if we do a second check on that cost estimator um especially given what happened last time around I don't think we want to have a redo of of that pay for the second cost estimation where's that coming from we'll take it out of the towns meeting article money so it wouldn't happen until after the annual town meeting M no you already have um 184 you appropriated there's 106 uh that I'm told remains as of today now against that 106 we've got some bills I don't have in hand yet that have to be paid um my best estimate from what they were telling me uh is around I think it's around 36 because they build they're almost a month behind today their bills were as of October 15 so they gave us who's they uh scansa oh they're designed fir the OPM scansa and the design firm is rdla okay um so we would pay their bills out of that reserve the balance for any contingency the $10,000 um and if there's any overrun within this designed contract and the balance would be reallocated at town meeting so there's 106,000 of the 184,000 that was already appropriated last that's the number last year um 23 I believe that's the number I was given earlier today yes anything else on Marshall Park all right then there's the munus in the web deployment so eie reached out to try to get a quote for two years pretty much I don't think we've received a response uh the person he's tried a couple different folks the person he really has to deal with uh is on travel right now so as of today we don't have that number we did ask for you know a 2-year price and would there be a prepaid discount don't have the number on that right at this minute mhm so anything else to add on that one right now um no this is basically the um 16 we had set aside uh for um training and the and no the 92 would set aside for Harpers so between this 108 plus some discount they'll give us some credit for what we've been paying throughout the fiscal year uh as he felt comfortable that this would cover the deployment and I was and the chair was there I tried to be clear about onsite discipline specific training not you know watch a webinar or anything like that um that I really wanted and uh I think we allocated uh an estimate of 1,500 bucks a day for that yes that may be a little bit like um but my guess would have been two but is he said 1500 so I think we should be reasonably through that minute any discussion on that one yeah so last week it was roughly 126,000 for the first year that included the one-year annual license and the onetime setup fee but they're giving you credit for what you have given them for this contract year so what is that we don't know the credit on that um I don't know how much you paid you contracts around 62,000 I believe so you get credited roughly 5K a month so we don't have a number yet to deploy in the cloud for a 2-year contract no they not sent us that yet nor if they would give us a prepaid credit but it's going to be north of 120 anyway I mean well more well yes double probably 200 two two years without prepay would be um 226 2 46 excuse me 240 yeah the one time setup fee was like 26 or something why do I have 66,000 down that's what we pay now no this was a i one time set up pH next to my note anyway so we don't know timing of roll out or anything any details no so we don't know any more than we knew last week I had 66 for the set up one time setup too yeah 12298 annual 66k for one time setup yeah that's what I have sorry I didn't mean to catch off no no no that's fine as I recall that conversation I recall it was a credit and then you know but maybe we just need some clarification on those costs did the 108 come from as he yes does his updated fig well what I said to him is you had 92 and 16 that's 108 I want to make sure you're comfortable that this will get this here and get deployment and get site onsite discipline specific training and he he was we can go back again but that sounds really low yeah to just looking at the numbers we talked about last week even with the credit how many months of credit are we talking about does this run on a calendar year or fiscal year this fisc year F so we're halfway through 30 we were looking at 186 for the year one that's what my math says I don't want I just don't want to under it yeah but we still haven't even received the amount so yeah I mean this is hopefully we can get a response soon though cuz the person was out of office as of like yesterday so hopefully by the end of the week they can respond so we would now going into Tuesday can you provide us with the estimates or the quotes that he's receiving too so we can see we'll have them for you Tuesday night well we have them in your package for Tuesday night all right so are we all set to get all the information for Tuesday for that one okay up next is Fire EMS the two IV pumps so it was $7,500 requested and there's a balance of $29 $2 the furniture for the public safety dayum came in at exactly 20,000 so that was even Historical Society tree removal there's a balance of $592 DPW garage floor replacements came at 60,000 the contract is 59,000 but we need to uh build in a contingency for that we'll cover that after we go through all the projects same thing for the partial roof replacement so contracts at 55,000 DPW tree removal 25,000 and then Council on aing the kiosk and Adder onac chairs there was a balance of $90,000 so I'll pause at this point are there any questions $90 $90 apologies what I don't know what I said oh no sorry so did you say that DPW partial roof came in at 55 yes so we have an extra 10,000 there but that's the contingency that we're building in I won't know what kind of damage we have till we strip the roof and what Chris is more concerned about is the FAA boards and we won't know what kind of Rod if any sits behind that until we remove the fascia boards and can see the Tails of all the roof Raptors is this the old part of the building not the addition um it's to the right of the director's office started in that building I renovating it last time so I mean the risk here between these two you know one's almost 1,000 bucks the other one's 9,000 is so we'll say 10 um but between the two that's 10,000 uh that if contingent funds aren't needed then those funds won't be expended or is there another funding source for that $10,000 so that way we don't have to put it as a contingency yeah yeah we're going to go into all that yeah i' I've tried to account for that so it's a little bit of moving the P under the shell um why don't we just jump into that yeah so all right so we're going to go to the sheet now so before we that sheet if we can just so the idea is that you take the EXs 12 you take 15 ,000 left of the library yeah I'm going to cover all of this right now yeah you want to just mean I had a question on this sheet U which was just yeah these two things are bleeding into each other so let's just talk about all of it and then we can go for questions so the first thing right that we need to do is to reallocate surpluses that we currently have including those ones to cover the capital overruns that we know about right now and that's the town hall and the senior center roofs so that includes 40,000 for municipal buildings the 15,000 of the library envelope that Carter was just mentioning the IV pumps the historical commission tree removal the kiosk and chair and the Proctor Memorial Garden that's a total of 500 55,000 sorry I clearly can't say numbers today $55,200 we had a $62,000 budget on the library or excuse me the town hall roof but the contract itself is $95,000 we had a $35,000 Budget on the senior center roof the contract is $40,000 and we won't know anything until we get those we won't know anything more until we get them opened up for instance on the town hall roof it calls for pointing the chimneys when we start to get into them if they start to fall apart we're going to actually have to take them down and bring them back up same with the roofing we won't know if we have any problems with the decking or with the trim boards until we get the roof off and we start to see what's going on so the idea is to apply the 55,500 against those two capital projects um and that might leave a few dollars in each of those Capital programs which then would be reallocated uh to other future capital projects and then there's also 12,000 from the library envelope and then 13,000 that's left over from the teen center one way that we can deal with those potential contingencies is by taking that money and putting it into the DPW tree removal so that if any issues come up after December 31st which at Point at that point we won't be able to reallocate any arpa funds we can simply transfer that money within our budget to facilities that can then address whatever shortfalls might come about after December 31st and that's Tom how we've tried to account for post 1231 contingencies while minimizing risk and as I say it's a little bit of moving the P the shell um and you know as as these contracts the roofer wants to get in there next week next Friday um I believe I was told next Friday so if he's out of there in a week you know in in two weeks we might have more answers each one of these contracts uh will unfold and we'll know better as we get deeper into each one so what's the latest that you think we could do that reallocation confirming these are all capital that we're talking about right now the library envelope the team Center and the DW tree those are capital items we're talking about moving money around so the two cipc allocations that you made are the town hall roof and the senior center roof those are both short of money and these are surpluses yes right I'm just and these and they're going to cover these three on the the items on the bottom so they're C so the first the ones with the bullet points cuz I I heard you mention the team Center and the envelope those are current arpa projects so the two capital projects are the town hall and Senior Center roofs so the top block that you're looking at on that sheet those are the arpa projects that are going to potentially we're proposing be reallocated to cover the shortfalls of those two capital projects so you're going to take the we're proposing taking those remaining the 12 and the 13 M putting them into the arpa DPW tree so then we can reallocate that gives you 50,000 for that so instead of Bill spending 25,000 arpa and 25,000 out of his operating budget he spends all 50 out of arpa that leaves the 25 sitting there so we're not moving arpa funds into the budget we're reallocating got it and then we're reallocating possibly so that's an easy way to first of all avoid losing that money but then also still have it available to address shortfalls if they arise after we're not able to reallocate arba anymore so I know that's kind of confusing so just pause right there where are you guys feeling about that not confusing well my qu my only question is what did the Town Council with the I don't have any problem with doing it but with the tree removal and doing that that allocation of money and your intention of it is it safe within the arper rules I will get you the formal email if you will we we no longer get these nice long legal opinions once you declared the money as lost Revenue you were allowed to spend it on anything that you could legally spend money on except three basic categories you could not um put it into debt payments you could not put it into opep and you could not put it in the reserve funds but we'll get you that for Tuesday night and that applied to us because received less than 10 million the reason you can't put it in those things is because well for obvious reasons but what they didn't want to have done park it but to say right but to say the town allocated this money for tree removal and now we're going to put this money in extra for tree removal but we're going to spend this money first so we can use this money later you start going in front of people who do this for a living I want to be absolutely covered we will get to that for Tuesday okay yeah I it is a challenge because we have to deal with the possibility on some of these projects that there are change orders that happen after 12:31 and there's only two ways to do that well there's three the first is something like this mhm the next is to find it within the regular operating budget and I don't think our facilities budget as that kind of money in it or to go to the finance committee for a transfer but they can only transfer within the operating budget itself and not supposed to transfer the emergency fund for capital projects and the like right so we're trying to keep the amount as small as possible and you know if if we have great luck and all these things get done pre 1231 then we can just simply do the journal entry that we need to make it all come back to the norm like I said I'm not against it I just want to be covered yeah totally yeah all right cool so we'll get that from Town Council and have it for Tuesday so that covers the well any another discussion on that yeah what if the contingencies come in for the the two roof projects I'll call them come in less than 55,000 let's let's take the glasses half full View and they they open up the roof hey there's not as much damage as we thought we don't have as much overage depending on where I am in the timeline I simply pay more against those projects out of the Monies to fully expend that and that leaves more behind in the Appropriations you made at town meeting that's the same situation it yes yeah okay and well if it comes over yeah it comes over I mean ARA no arpa we're in the same boat I'm I'm trying to we've got to there's no magic bullet yeah I mean we got Tois of if we don't spend it we lose it I know I don't want to lose a nickel but if we go over on some of these project post 1231 we we don't have a money to cover that contingency once we lost that interest money so well there are I mean so there is of course there is other ways to do it which is the capital projects while they're waiting now and I'm for the contingency we can certainly if they if we pass if we allocate this in a different way and the capital projects are not fully funded we can go in ask for more money for the annual town meeting and just you get extra funding that way so there are ways there are there are other Alternatives too again I'm not saying what is favored or not but that is a possibility you said one of these projects is supposed to start next Friday uh the Senor Center roof so we should have an answer if that is if that in fact does start Friday we should have answered relatively soon this month I would oh I would I would say I would say whether allowing they don't have all their submittal in yet yeah watch it's going to rain for the next month has it rained so uh remember there's a formal process of setting those submitt in and getting them approved uh which there's not a lot on this particular project so let's say that they can get started on that Friday and then weather stays good um we should be in and out and days Okay so we've got that one we'll know where we lie with contingency what about town hall Town Hall roof we don't have it under contract yet we will have it under contract in time that is the one that I'm more afraid of because you've got those two chimneys M um no one's been in a boom truck inspecting those so the only thing we know about those chimneys is what they look like from the outside that the um I don't even remember what that Arch cap is called anymore uh we know we've got to rebuild that um and we know we took a mortar sample I had Chris take a mortar sample from inside to have that lab tested because you need the new mortar mix to mimic the old mortar mix or it can cause damage to the brick if it's not done right that's all we know but you get somebody up there a boon truck and they they start to grab it it starts coming apart all of a sudden tearing one of those things down below the roof line and bringing it back up that's a pretty good number Michael Ray something you wanted to say yeah um I agree with uh Tom's concerns on the uh how this money is moving so I look forward to that response my question which wasn't answered by the second sheet um was you know we had additional arpa allocations for DPW ambulance Boys and Girls Club Lions that's not noted here so all those additional allocations that um that we committed are we 100% that they've all been expended and there's no overages no wonder because they're just not mentioned with with one exception uh we're very comfortable that everything's committed the only exception is we have asked the cultural Council they have uh some artists theyve said they're under contract we've asked for copies of those contracts so we can have them in the file my intenna is by 12:31 to have every single contract fully vetted and in I'm I'm a paper guy three ring binder somewhere that we can just go and lay our hands on have you contacted them yes okay CU they're meeting tonight yeah okay what about about about a week ago I think it was what would be helpful to be is um is if we had like similar to how you formatted this list with like the partial Arta committed list it would be helpful if we have the full uh committed list and just kind of what the status is on everything else so that way that would just be sure yep reasonable so what where we're at right now and I just want to make sure I fully comprehend is the total you know with what is shown here in this partial list is that there is an overage and that U roughly 54500 or 55,000 um not sure why there's a disconnect between these two can you explain that real quick sure uh so if you take the contracts and you take a 10% we need 54,500 we have $55,200 works and just move it and we'll expend the 55 on those projects okay and then those remaining funds we're to commit those funds to the um tree removal plan with the understanding that that creates additional capacity within the budget what about the U if we need it I mean if we get if we get some of these things knocked off we may say to build time out we're you're still only getting 25 from us cuz you're still spending 20 out of the Town money which then helps alleviate yours and Tom's concern to some degree but we have to have a plan today and just to refresh my memory on this one so we've been short staff I'm assuming there's somewhat of a surplus in the Staffing line items that we have throughout town that that we probably haven't expended as many dollars as we budgeted for uh why is that not an option because uh so you've been short staffed in the assessor's office no you haven't you had a consultant in there for a number of weeks and instead of paying that person $27 an hour or whatever you're paying them $60 an hour so you're saying it's a um on a number of these departments it's going to turn out to be a wash the vacancies in the sewer department acre to the Sewer Enterprise fund they can't flow back so by the time you go through there uh there's not the kinds of dollars uh there that I I think you might believe there are all right yeah I mean I I think you know I would anticipate that we might have 25 Grand though between those two I mean between the police department having you know being down an officer changing I you I don't remember what the difference in compensation but you're not down because you had a substantial payout to the retirement person for the vacation and everything else that they took with them on their way which was their contractual benefit so you paid out um a Prada Quinn uh and then we paid out I I can't remember how much vacation um but it it was substantial and six time yeah so often these things do not end up at the end of the day resulting in in that much left on the table if Izzy can get some clarity on that one that would be helpful to or Nancy or whoever okay all right any other discussion on the surpluses and one potential plan of how we might move it around all right so the next thing that we're obviously going to have to do which is an even bigger focus is that we need to reallocate the park money so that's $799 and $750 not say numbers tonight um so we can allocate that by using our emergency back list that we task Carter to put together of simple onetime purchases Mr chair before we get there so if I can just go back to a previous question sure um so and I'm just trying to get an understand because I mean basically what we're being uh asked to allocate is about 800 800,000 y um previously we had allocated about 350,000 which was the interest you mentioned that you you believe SW you've accounted for that but I don't see where we have an overage of about 350 Grand the the interest was never committed by this group it was always held below the line as a potential contingency and potential future expenditure we went through a whole process and we committed about $300 something, that's the monies that were available but it did not include the interest I thought that's exactly what we were doing no as I as I remember I feel like that that final number included interest when we were going through that wasn't the interest number but my understanding was that it did include interest because I specifically remember from one meeting to the other there was an increase in the amount that Heather added the interest to there was at least one meeting where we had at interest I don't know if we had it all and was that included in the amount amount that we ended up allocating that's the question but even there should be interest since then right that's what I'm saying I think but you can't use it at all but I understand that that's the email you sent to us earlier that that's the we I saw that in the drive it was clear's day that that was the short response that came back from do that interest goes to the general fund my Rec was that was that with the final response I didn't Oh I thought that was after the December 31st it went to the general fund any unused interest no all the interest that we how would we before and that's what that's so we had a meeting over I thought it was I don't remember the dates but I I recall us discussing reallocating $350,000 and we re and roughly and we did it and uh we'll have to find the dates in the drive but and it was strictly the interest it was we accumulated about 300 Grand in interest 118 at the time of the report yeah I don't that wasn't all interest that strikes me as about the right number was 120 in was that what it was I mean Renee you you did helped out with these spreadsheets that we did this was this was last yeah it was in the in the spring yeah this year yes I let me I'm looking in the arpa folder now see if I can find it cuz I I even have a memory going back I thought earlier than that but all right so we'll really have to look into that and make sure that we're first of all understanding how much interest there is and whether or not it was allocated right how much how much there is based upon the do email that we've gotten and state guidance in two other states who are our neighbors is that that interest goes to the general fund so this should be easy to reconcile for anybody who goes back to it because we have a number from arpa that number obviously has not been added to from the federal government so whatever ever that number is you're saying that's what we have I'll go back to the September allocations I believe it was September when we did round two of the reprogramming mhm all right see I'm going back to when we did around with Heather that's what I remember pull my phone and actually look at these emails to get the dates we may have allocated that that's what I'm that's what I feel like I think I think they 120ish is cuz we talked about adding that prior to me being with you I am going to have to go back and tear that apart we're going to have to go back to what was the original allocation and rebuild that for you correct all right so we're going to have to figure that out and subtract whatever interests that needs to be unallocated before we really move forward with any reallocations just so we know how much build it from scratch if that's what you believe you did I'm certain because I remember from one meeting to the other the number that we were allocating changed to include interest correct yeah we'll we'll go back and rebuild it from scratch okay so plus or minus $800,000 is where we're at right now obviously potentially minus not plus um so look I'm I'm not saying that we should reallocate things tonight um obviously the more we wait the riskier it gets but I did go through here and just um pluged some in with this emergency list that we have so I can get as close to the number as it currently exists and I got about 3,000 uh to it so you guys can look through that and digest it all you want I guess I'll ask you guys are we comfortable with going off of this emergency list that we have for those funds I am are these all new because Carter mentioned us again backfilling and purchasing things that we've already agreed upon and prior Capital purchases that we haven't received yet so I just want to know what these are so that idea I thought came off the table when we had our last discussion I talked about the trucks and I talked about the paving program right and given the reaction of the board I've taken that idea off the table I remember the paving being taken off because of the same principle with the tree removal but I didn't think that the trucks were taken off no so with the exception on this particular list of the where is it the cabling project the school's 9911 cabling project everything else would be new prospective purchases the cabling project has already been accomplished hopefully they haven't paid for it uh but we'd have to do a journal entry to swing the money in there this is based off of the discussion and guidance that we gave about identifying quick one-time purchases with things that we have a specific dollar tag associated with so that's how this was generated so the 911 cabling because this was brought up at the school committee meeting last week or whenever the last one was I think they may have paid for it and the question is cuz they had no choice they I mean it had to be done kind of thing the question is can we I get I don't know what to call it back with arpa I don't even even know if it's arpa eligible because if it is paid for that becomes a matter of personal philosophy whether if they haven't paid for it we can just pay for it that's simple if they have paid for it we'll have to do it as a journal entry we'll charge arpa and credit back the account this sounds like the other situation yeah this would be if we P be for it we're not sure if that's if we can do it right I I understand your level of discomfort my understanding is that we can as C is saying uh and I am more comfortable with with projects that you know were completed recently um but Caesar I I I was looking to my phone I miss your question that you got started with were you asking us could you just restate what the task at hand is right now we're just talking about this list and whether or not we're comfortable using this to go off of as we reallocate the 7 or $800,000 that we have to reallocate all right um okay do we have a spreadsheet of all the all of the projects that were before us because they don't have that with me I don't know if it's on a spreadsheet of all the projects before us what do you unfunded unfund the one yes your your proposal this is your proposal I'm assuming Cen as you that came from a subset this is a subset of things that are of a whole this was the emergency list which was separate from that list per our discussions is that available tonight I mean I didn't bring it with me I I don't have a spreadsheet of it I I thought the chair was doing that but I certainly generate that tomorrow um I think we sent you all these but I can generate that uh for you tomorrow to yeah I I came here straight from work so I didn't go for any of my stuff at home we have all the requests that have come in but I feel like there are other requests list that that we didn't prioritize that I wonder if there is there something there that could also be ready to go yeah I mean I think if you go to the historical society and give them $20,000 they're going to spend that money before the end of the year I think you know if you go to the Boys and Girls Club and you know underfunded them and provide them with 50 Grand will get expended uh so I do think that there um I do understand that that what we have here is an emergency list that Caesar excuse me that Carter prepared that was you know reaching out with the Departments kind of identifying what's ready to go how can we get this money expended but I I I think that there are other things that maybe aren't on this list um that could also yeah i' like to have a complete list and identify these are the ones that are options that are ready to go now yeah we can expand it and I look into the email thread and see what the last time I had an email about the full list on from a I can give you a list of what we requested but I have to um suggest that they're not all ready to go so just the ones that are ready to go ones that have been requested and are ready to go so we have projects that are requested bids are coming in December 3rd frankly I I can't consider them ready to go because one bid protest throws the Hal of 45 days on it immediately for the state to investigate it so those make me very nervous August 1324 I'm not not so much projects I I I'm I'm very I I want like catalog number an item that you know purchase a hard things submit your order put it in cart order now those kinds of things did did did you not get this last week with your yes it's in front of them but they I think what they're saying's more include more so can you be specific with things that you want to include in this that's maybe not on there we'll put it in those spreadsheets I don't I don't know I remember like I remember Boys and Girls Club had a vehicle had a van a 2st as an example um I don't know what else was on that list because if we're going back to the round two request that's a different list I'd have to reproduce for youall sounds like they want it I we can pull it up right now initially from the things on your list here the only the only objection I have would be the 911 anything that is potentially paid for that would be one and then the co payments I you know again this is something that's come up in the past mhm that uh I wasn't on the board when it came up in the the past do you want to mention well it was one of the first things that was proposed and we didn't we you know it was it was voted against to put that out there but okay yeah at that time I think I was the only member that supported it it was 4 to one uh that it was overwhelming that the board did not want to at that time commit those funds for that purpose um but I think you know the situation is a little different today I'll just point out too it's the easiest and quickest way to get it out the door well I mean we could put the money in you know put the money in a pile and throw a big bash for everybody on December 31st too but I mean I'm not looking for ways to expend money I'm looking for ways to that save people money for the town that we'd have to get anyway I'm also questioning why the covid payments are $250,000 here but they're only come out to $200,000 here yeah I was going to cover that but basically the short version of it is that I want to really cement the numbers so if we were to go forward with it I want to double triple check have department heads also check that the people who are receiving them they we're not missing anyone essentially um so that's why I added just some padding basically like hey let's just set aside this amount for it to make sure if we were to reallocate anything tonight which doesn't sound like we are sounds we can I mean there are certain things here that are I think are going to be non-controversial but I think you know we're having a conversation that's you know we're hitting a lot of different stuff but I mean the Communist isn't on here um we don't have a number yet the Turkey Hill vestibule I'm nervous about that actually being able to get done this year I think school committee is equally nervous being able to complete that so that have to be completed to be committed okay so one of the changes Rene along those lines is that previously when the the um attorney general the secret whatever it is for the state um when it was over 50 Grand used to be like just the material cost and labor or labor cost material so it was like a difference in how you looked at you know procurement and from the state level but now the understanding is 50 Grand is like this super trigger so I I am a little worried about anything over 50,000 that's not a purchase um s committee was was also a little uneasy like yeah we really want it but they understood there's risk and and right now I'm so risk adverse that because we're coming up against the deadline um let me ask that here's one item the the Middle High School auditorium Booth updates is that we're going to have to go back to the mall and get updated information I don't remember the details is that something that is has to go and or is that list that's on our round two from August oh okay so what I'm saying probably not ready to go let's just hit pause for a second if we want to revisit those then we're going to have to really go through the list and make sure that one they're not going to have to go out to bid and we have an upto-date cost on what it is um if we want to do that we can Carter what do you think is that reasonable to get all that done by Tuesday the board tells by Tuesday hell no I I can't get that done by Tuesday I'm sorry yeah I mean we we know for less than two weeks we got to we'll try our best here's here's another one to look into the brighte eyed weekend food kit program the we we funded that less than their request but that's another thing that you know give them what they do if you give them another 15 grand it will get expended right um so for tonight uh Mr chair is your a hope for us to go through this request list and kind of see where we have agreement tonight yes honestly I don't know what some of I didn't play with trucks as a I don't know what some of these thingss are from DPW I don't know the value I I don't know how they're used do we need them can I can I just say that it would be a great help to us if we just knew if these real allocations subject to talking with getting something from Town Council to um address the concern if we just knew that we had this money towards the capital projects um as a start this would be very helpful because I've got two projects that are about to start that I don't have sufficient money for right now I cannot sign that roof contract for Town Hall unless this money's reallocated so you are talking about this sheet with these two yes I'm for I'm get that done as a start that would be very helpful let me just make a motion or the first one pending Town Council review and the second one into treat removal do do you want me to make a motion I think they both depend on Town Council review right because they're both playing the no not the first first they are not so the first one projects the second one goes into the operating budget of the tree removal yes but this first one is just an allocation of things that are ex Surplus yeah into capital projects which is a distinction as opposed to the tree removal but if the I can't Capital I'm sorry no no I just want to make sure I'm understanding this if the capital projects don't need that 55,000 contingency if it comes in at 40,000 we're saying we're going to take the other 15,000 of arpa and then free up 15,000 of capital which is the same thing that we're pro prohibited Pro proposing to do no proposing to do with the 25,000 to go towards DPW for treat removal I can't sign a library contract without a contingency no that's fine I just want but it's the same question of can we move the arpa money that way no the question is only regarding the second one Tre removal right it's different the first one is different because going to capital projects right it's going to a project that hasn't even started and it's done as contingency and as long as we know what the contingency might be which we may not before December 31st we'll be able to shift it into anything okay we know before December 31st if we know that if it's not and it falls short after December 31st then that's then we that's yes but we did the project yeah right now if we don't do it we don't even do the project right so that's a risk that I'm willing to take because we have to get the project done it's three years overdue are you asking for a motion Mr I'm asking for a motion on the first one not the second one I move to reallocate surpluses to cover Capital overruns as presented second any additional discussion those in favor say I I those oppos no the motion passes unanimously and the second one we will revisit on Tuesday pending Town council's review cuz that one's going into tree removal which is an operating budget do understand I cannot sign the library contract until I know I have can we make a motion to contingent upon Town council's review um would that be beneficial Carter I I can wait well I think we want me to make them are we comfortable with the motion contended upon review or wait till Tuesday Tom I will defer to your opion on that one what do you think when are you going to sign it if we would agree with this right now when are you going to sign it well if it's contingent on Town Council review I can't sign it till I have town councils if it's going to wait till Tuesday I I can't wait till Tuesday so I would just prefer that I get Town council's opinion in front of you so it's clearcut sure all right yep all right thank you Carter all right so is there anything on this list that we're willing to I mean not even reallocate to tonight that's fine but or do we want to wait until we get a more bigger list I mean I think there's some questions out here tonight but I think some of these things are are to me going to be pretty straightforward to run through um and you know I see your proposals but you know I I without even looking at them so I'll just go I'll go ahead and look at my sheet that doesn't have them on them I think the body camera upgrades are pretty straightforward the letter that was in there was pretty clear uh we purchased a new ambulance that came with this new power stretcher and the and the old ambulance does not uh and so you know this is um a pretty clear request so that way depend doesn't matter which ambulance you use and it uh I think has a lot of knowing what the M what the equipment is uh it certainly decreases risk for injury uh so that's pretty straightforward to me uh I think the replacement of 15 radios is is pretty clear and what I you know and let me go to the next one I think is pretty clear so that's the first three and then um um what was the next one the mini excavator that's being requested seems pretty clear the trailer for it seems pretty clear those cloths are consistent with what I believe to be normal um from my own experience and then uh we said that we're not going to support the 911 cabling um due to those concerns so I'll skip on that uh I do support the pickup truck with a plow uh and I think that's probably it that seems clear to me and that was the first three for or the police requests the first two fire requests and then the mini excavator the trailer for it and the pickup truck with plow for the so I understand why Turkey Hill vestule might not be clear for you what about the other three that or three yeah three that's on here the window film uh I I support all of the schools requests um to be Qui blunt but I mean I I think that there's a question that we have out of how much money do we really have to allocate yes tonight and so I want to make sure nowhere near that amount but yeah the the window safety film seems really clear to me too uh for what they're trying to get done there um you know I've shared that i' I've you know was a trained physical security officer with the military and I did a walk through of the schools and and it's needed um so I I fully understand that and and agree with it and I do support the fire alarm request but I am concerned about the ability to get $384,000 on a contract within the next 6 weeks yeah and it's also almost 400 Grand so you would certainly have to remove some of the requests that you just said you're supported too uh not necessarily cuz we're not you know I think with what I just said we're only at about 500 so we're still low enough for me the most important thing I want to be able to select from a list where everything from the department heads have determined not a question but it determined Beyond any doubt that these can go and ready to go as soon as we allocate the money M that's the that's what I want to be able to choose from I think the police and fire and D have given I think a lot of I I think probably you're right Carter you raise your hand so uh first I want to point out that the fence for the generator was actually part of the original bid you just didn't have enough money to do it so that is a change order to an existing contract we could do easily okay now let me tell you my plan on all the equipment once I know what where I think the board is headed my intent is to say to the department heads I got some good news I got some bad news the good news is you're on a list of May once you bring back to me revised quotations from all the vendors that are good for 45 days we would then release them in tranches as we see how the balance of the budget develop I think that might take a lot of time though Carter um you know I mean if your department heads are already saying that we can that so I agree with your generally what you're saying but I think tonight if we if your department has already saying these are ready to go and I think that that's the correspondance I read to me I'm okay saying 45,000 for body cameras and I think the Mayes are what's kind of left over of are we sure that these things are good to go I have a quote that expires on 29 December 2023 for which one yep and I backod it make it to my list I have and that's just quite possibly to type up I have quotes that are October 4 they're already 40 plus days out so yeah it's it's pain to have him go back but I don't think that the safety I'm concerned about safety having a method so that every penny is spent but we don't overcommit because if we somehow overcommit so if we underc commit we lose the money if we overcommit or we have problems with contingencies post 31 it's a very delicate balance yeah but I I think what I'm thinking of is that you know we're getting ready to hit Thanksgiving if we give authorization tonight for body camera upgrades and they come in at 47 I'd much rather have a conversation on Tuesday about two grand than to be awarding things next Tuesday knowing that now the next week is everyone's on vacation and we're really not getting these answers till December whatever the board directs that's why funding the heavy vehicles that we have not received yet I I don't know how that I I did not get the feeling that that was off the table and again you know what do you mean by that well Carter said that we talked about that and it was off the table that we weren't going to do that that was my impression that's I understand that's what your impression was I I didn't feel it wasn't that is the safe route we can dedicate any or all of that and that's and they're sizable we don't even have to cover the whole thing we can say we're going to supplement it's $470,000 in about 30 days right right so we can do that at any point because it exists already so there is the absolute out for any money that we haven't gotten from that's clear because we haven't paid for it and it'll just free up Capital money from other articles from previous Town meetings there's absolutely no doubt that we can do that in my mind so there is no reason aside from allocating something that has contingencies and we don't use the contingencies and we don't know about them before December 31st there's no other reason we will lose any money so you know I with that in mind I mean any of these larger projects again your list I'm except for the two that I suggested I'm not against but I mean there's big items also in there that if we can get them and we have quotes for them they're going to come out of capital anyway so people are going to wind up town people are going to wind up funding them maybe not all of them but probably at least half of them yeah of those six-digit figures all right Carter so what's on your mind right now do we want to just a waiting direction of the board yeah well it sounds like there's a lot that we want to still consider we're not going to be able to make decisions on it tonight and we're going to have to basically re rework this list a little bit and then go back to it on Tuesday and sort of my take away from this I haven't really said much but I'm supportive of moving forward with your list as you proposed with the two you know more discussion on the co payments just because I am in support of that but looking at the actual numbers and I agree I don't think we should pay for the 911 cabling project as it's already been completed but I'm comfortable moving forward with these items myself I do also really want to understand the interest too and be careful of not overallocated this amount tonight so well we're not over allocating anything because we have $800,000 well I mean can we make a couple of commitments tonight just to move forward because I mean I'm not in support of the full because I I I think there I think in the discussion clearly there's more information that several of us are looking for but I think some of these lower value items that you know aren't going to get us anywhere near 800 Grand I I'm okay taking off um and I'm now I'll look at your list e and see so uh that would be what is a stair chair what is that that is a really important item that will save our Public Safety people's backs it helps them move stretchers and people up and downstairs there's a thing inside the think of think of a wheelchair that literally can climb stairs it's like one of those triangular wheel arrangements and it's there there's a picture of I believe inside the drive but that is um a request that I would fully support okay and then separately Carter you mentioned this fence for the generator and how it's separate from the generator it was a add alternate to your generator bid got it and you simply didn't have enough money to do it and we've already received the comments about how beautiful the generator is without offense and also it's not you know the best to have it unexposed which generator is this this okay coun okay because I'm looking at a generator that that's user is not funding and then we see the fencing okay so they're not the same generators we're talking about okay um they already have the generator it's there it's just the fencing that they have to have for also suggest we add in that cement mixer since we're taking out some of the bigger items if it's under 5,000 where is it at oh right first the next one all right I'm just doing some math mhm do we have upto-date quotes for the um Fire Equipment that's been requested I know the camera is up to date but what's the date on oh have to check I know we got descriptions did it actually this was from October 17th is when he sent them so hopefully there yeah yeah I think these were presented to the uh certainly the radios were the radio were this presented to the capital planning commit is but the stair chair the stair chair was okay okay so here's a screenshot cost installation total see there's no date on just as a for instance on the truck uh quote for the schools just following up on this I have this vehicle unreserved for you but it is a 5 day business hole Yeah so we have to go back yep so I mean what I just added up was three $375,500 truck and safety film and then I think I need to add in another 12,000 for that fence so that's 387 565 so on the Fire Equipment um not a quote right what we have is yeah Catal cut sheets we don't have the formal quote ready to be signed and that's the kind of thing I'm saying I want to send the department heads back for schools great but the 5day hold is gone need to get a fresh quote the catalog sheet listing price great but you need a formal quotation sheet that I can sign and stick in this you know 3in well maybe it's 2in binder but stick in this binder of contracts that we can hand to an auditor and say see all this was signed sealed and delivered by the required date and fairness though I mean I know that some of these are coming through from staff you know who don't procure like so that may be why they no I mean I I don't have a problem with what they did I'm just saying some of it is stale or needs to be in a more formal fashion so we can actually sign it like the cabling you know now it's it's done but all we have to do on that one if they come if this it happened ahead of time would have been to sign yeah all right so are you making a motion sure um I just wanted to I thought Amanda said will we all generally in agreement depending I mean getting the hard numbers you know what would you would you like us to make conf or I would just like I would love a sense of direction so if we proceed with what I just suggest which is pulling out and leaving enough Surplus so that way if we have to subtract what we think maybe 120,000 we have it we have flexibility for uh the truck that Tom Alonzo mentioned we have a select Alonzo mentioned we have flexibility for potential Co payment so and munus and mutus which we already go down so it was the first five items um from uh body cameras power stretcher and loader replacement with 15 portable radios hold on the the first five the first five on the CN proposal list no I'm out the first five of the actual list to disregard mine yeah actual list no no it's this list I'm just ignoring this I'm looking at this ignore the okay so you incl y so I'm looking yep I'll go by it so on the list ignoring what says C in proposal um police request body camera upgrades 45,000 fire request power structure and loader 74,000 fire request replacement of 15 pter radios uh fire request stair chair for 23,000 uh DPW request gas powered concrete mixer $472 DPW request mini excavator $72,500 DPW trailer for mini excavator 14,700 schools pickup truck with plow $ 64785 uh lunber Middle High School wind safety film $26,800 and that comes to 387 565 let me verify my math and then I will see the motion but we don't have a I think is the excavator quote up to date was that one of the ones you said was 2023 yep I think there may be modifications but I mean realistically you know we might be 1 2% and we'll have more information next week cuz you know someone says you're going to get 75,000 but get me a quote by Tuesday I would imagine we will have a quote by Tuesday you'd be surprised expiration date December 2023 for the M I think that that just may just be a typ up maybe hopefully all right so you're verifying the math first just so you understand on top of that we need the actual State bid that they have so we can go on comat confirm that and print that out to attach it as part of our files so we don't run into any procurement issues all to make sure that this specific vendor is approved to sell these specific items in this specific geographic region in an amount that exceeds this specific order so I H I happen to know that this um the power stretch and load of proprietary equipment um and it's not on the state list see that's the kind of thing I got to go back in into I happen to know that it's not it's proprietary but it is what we already have so we've purchased it before but it is proprietary do you want me to make the motion um I move for the selectboard to allocate 387 excuse me I move for the S board to commit $387,500 for the purpose of purchasing um body camera upgrades to the police department 45,000 power stretcher and loader 74,000 replacement of 15 por radial 50,000 a stair chair for 23,000 gas powered cement mixer 4,720 a mini excavator for 72,500 trailer for The Mi mini excavator for 14,700 a pickup truck with plow for the school department for $647 1805 lber Middle High School window safety f film for $26,845 and off fence for the council aing generator for $112,000 second any additional discussion those in favor say I I I I those oppos no the motion passes unanimously all right so I just want to make sure I have our action items for Tuesday correct we want to revisit all of the requests from August and get up to-date numbers and statuses on whether or not the are projects that we can potentially fund and move forward with with the current deadline that we have is that correct only thing is unfunded requests but yes yeah that seems like an unrealistic request to have for Tuesday I would say so too but it seems like to have updated numbers from all the Departments for Tuesday if they can if they don't have them you know they don't have them but I'm okay with so the request is to make an attempt at that the attempt the attempt I would like to see is I was to a full Reckoning of all the things then money that was given to us so we know the AR of money that we have to deal with Y and then all the things that were asked whether they were gone forward or not and then which ones went forward and which ones were committed so basically a whole accounting sheet of everything so we can look at it in its entirety that um we need clarification on interest and let's see what else and the use of the the legal question about the yes yes Town Council the UN going into tree removal munice as well all right so I think we have a good idea of what we need to do for Tuesday and and again if you know I get it today's Wednesday if people don't have information by Tuesday I'm okay with that um but I think if there's a and I don't want to you know put people through a fire drill but if there's a best effort and it's potential that there are some of those things that you know support the community that can be allocated you know given funds for then great and if not then we have a emergency list that clearly a lot of time went into kind of compiling um and you know and we have the I think our other backup plans um with the truck um that we had discussed previously and I think the select board is open to that um just like some of us are open to the co payment so I think that you know there's going to be discussion between the two that's how I trans I'm just trying to make sure we don't run short for any Post 31 m change orders and we don't return any money yep I'm with you and I think I think we should leave it to the department heads I mean put it on them listen you have bids the people who have bids that are ready to go that's who's going to get the money as far as I'm concerned exactly yeah all right anything else we're missing for Action I think reason to put it that way I was thinking I don't know what I was thinking just felt like overwhelming hard was going to have to do all these other yeah no any no I see I I think frankly the larger issue is to um go back through rebuild the numbers make sure that the interest is not in what you've already allocated right so that we are comfortable with what we have yet to allocate yeah and to put everything that we got in do a single spreadsheet we'll make comments you know and we'll go back to the August lists and get them in as well yeah everything's there we if nothing else hopefully Tuesday night I can just get a sense of direction for the next step I'm not sure I don't think it's all there because I just had to go digging if Annie could move the things from like the August meetings from arpa into the arpa folder so that when we can just look at it instead of having to take through the pr meetings I know started doing that but that would be helpful to be able to pull up everything from one location I don't know if that's I have five over 500 emails that have to be read and redacted for one public records request and I have several phone calls from the Secretary of State about why we haven't provided those yet today we just finished one 148 emails some of which the staff was able to redact on their own and a substantial number of which I had to go through myself that does not include the three other public records requests that are close to 575 emails so we'll do our best but I've got to get some of this stuff pushed out because having these conversations with folks in the Secretary of State's office is not the kind of thing I like to do when you're paying me to do other stuff so Amanda we we'll we'll do our very best no I mean public records requests you know are public in their nature and you know I I don't believe in public shaming but I think it would be helpful to know uh I think the previous time Manor mentioned was like the same three people all the time I think it would be helpful to know kind of what this load is you know because it just seems a bit excessive that you know we can't it seems a bit crazy and excessive that we have a lot of things we need to get done it's important for government to be transparent but you know 500 emails right that that has to happen because deadlines and then we can't get yeah this stuff done that's frustrating is there anything else on arpa that we want to talk about tonight I just want to apologize sorry if I lose my temporary times I just I find it frustrating because I would rather be doing these kinds of things for you all than some of the other things you know yesterday I think the chief of police spent over an hour and I and I did as well on one individual you know we spend probably several hours a day um cumulatively um and so I just I want to apologize when I lose my um sense of cool all right hearing no further discussion on arpa we're going to move on there's some warrants we need to sign we also have this license for American Graffiti for their uh one-day entertainment [Applause] license we an account pay warrant in the amount of $799,990 67 what do you say we have a payroll warrant in the amount of 1 million 52,1 16261 any public comments from the insurance Town manager I think I just I think he did any public comment hold on a second sure is this warrant this is a separate warrant that was attached oh and we have another accounts payable warrant in the amount of $3,781 any public comments from the board I'll just say Carter I truly appreciate you I have for those of you who do not know I have been putting in a lot of hours in this role it is effectively been a part-time job for me I was in the office pretty much all day today getting everything settled for tonight and I see how hard they're working in the office so I appreciate you I appreciate everyone in the office all of our employees all the work that they're doing and I know tonight we just put even more on your plate so thank you for graciously working with this board and doing everything that you do for our community that's that's kind but it's the staff that does the work I just suggest the item that needs to be tackled next it's good delegation any public comment from the public all right seeing none is there a motion to adjourn so moved second any additional discussion those in favor say I I those oppos no it is 7:29 p.m. and the select board is a jours have a good night everyone