okay I am going to call to order the town of Andover Board of Selectmen regular meeting for Tuesday November 12th we're getting started promptly at 7 o'clock tonight our first order of business is the Pledge of Allegiance I pledge allegiance to the flag of the United States of America and to the Republic for which it stands one nation under God indivisible with liberty and justice for all thank you very much all right our next item is public speak and we're gonna move on the first person that we're gonna let speak is Dave ganian actually Dave no I want to let you speak please don't speak about the candidacy okay all right nothing for me then Jeff all right Bata say issue okay you're good all right we'll go to Alicia Lee anything for public speak Alicia I think she's having problems connecting we'll come back to her Linda okay she's not Shannon Laden hi Jeff thanks I'm just here to express my support for Alicia Lee for the vacancy on the board demographically I believe that the vacancy should be filled by a woman and Alicia is the candidate that as far as I
know was selected by the Republican Town committee for its endorsement the position as far as I know cannot be filled by a Democrat and all three candidates on tonight's agenda are registered Republicans if you don't choose Alicia tonight it will be the second time that you will have rejected the Republican Town committee's endorsed candidate and I don't think that's the best way to go about it thanks Scott so yet I want to basically reiterate what Shannon said one thing really in favor of Alicia is she's actually done the job she everything I've heard was she was great at it so I'd love to see her take the role that's it thank you Kate McIntosh Greenhouse hi here for a couple reasons tonight one just to express that I would really like us to have a tri board meeting I know you guys have it on your agenda for tonight would love if we could have you know decide on a date for that in the near future and then additionally just to express my support for bayata I know she's been in our town for a few years we are often eye to eye and often on opposing sides of political things but she's a great person she bring a woman's perspective to the board and also a mother of young children which is something that you guys don't currently have so just here to support her thank you Liz L has your hand up if you can
speak now yeah I couldn't shut up my audio I just want to say hello and if if if I could for the record could I just tell the correct spelling of my name I just went and read back through a few month's worth of meeting minutes and it's all spelled wrong so if I could just correct that for the record sure go ahead it's l k i EC I mean I don't expect his history to be fixed but just for going forward thank you Kathy Mike plazy good evening I just have one thing as Secretary of the endover Republican Town committee I forwarded a letter of endorsement from the artc to endorse Alicia Lee as the committee's choice for the board of selectman's position to replace Republican selectman Paula King thank you okay Celeste Willard thanks Jeff good evening everyone I'm just here to offer my support along with u my husband Steve our support for Bata for the vacancy for the board of Selectmen I've worked with Bata and a
number of different things in town and she's for this town I think she would be a great addition to the board she's definitely proven that she is involved and wants to see this town move forward and I'm just here to offer my support okay Bill pen all right Bill will'll come back to you Stephen King good evening can you hear me okay yes yeah I'm here to support the art nominated choice for border selectman Alicia Lee I'd also like to remind everybody that I would like to see these meetings in person and and also with a an option for an online option for those who can't attend and I just want to say thank you everybody for the support of the recent election even though I barely did any campaigning I think we did real well and I'll see you again in two years Kimberly
pan I'm all set thank you right Joseph Godwin all said thanks Jee okay Alicia Lee see if it's working thank you okay Joan Ebert Armstrong hard time getting there you go we'll go back yeah we can hear you there okay all right I just wanted to say that it really shows a lot of class with Stephen I mean I'm here to listen to everything tonight didn't plan on talking much but I think it shows a really lot of class that Stephen King has continued to be really involved in all of the meetings and showing himself and coming to support people and being involved in the town I love to see people like that and that shows a lot of Class by him thank you it shows he really is interested Linda Armstrong okay sorry lean Hutchinson nothing thank you okay and then I'm assuming 2345
is attorney anyone hi Jeff it's Jerry K calling oh hi Jerry how you doing good I just want to thank you and the people that I want to especially thank are the people who have run through this vacancy on the board of Selectmen it shows you've got really good people in this town people who are willing to donate their time and work hard and do what it takes to make this town a better place I was a little disappointed that here it is the second round and we're still fa faced with a vacancy I think that in a case like this since that seat has to be a republican seat and a republican has to be in it I think it's only makes sense to me that you go with the Republican Town committee's endorsed candidate I mean I'm looking at it from both sides as a Republican or a Democrat it's embarrassing to go out in public and still have this difficulty I believe the four select people should have a conversation a discussion and make a choice and that's all I have to say I know it's not an easy Choice it's a very difficult choice because you have such good people that are running for it and vying for it so do your best and see if you can
produce a a winning candidate thank you okay anyone else that I you Jeff we're trying to get Carol Lee to be able to speak for the Recreation Commission okay can she speak under my account I think we just let her in so okay perfect okay Megan Carol unmute yourself and you should be able to speak okay I am unmuted now there you go okay I me see make sure my volume is up I do apologize it's taking me a while to get in here I just want to speak on the town proposed credit card used policy currently the Recreation Commission votes as a whole on how we're spending our budget that is given to us by the board of fining right now with this proposed credit card use policy we would be we are the only appointed board that would be under jurisdiction of a town employee so the designated supervisor area responsibility we were told initially that we are an Advisory Board to the community Senior Center Director and now it appears that we're under her jurisdiction as far as the budget and again we're the only appointed board that is on this list I have the entire Recreation Commission here with me tonight they can all speak through my computer here just to let you know they are all opposed we have the five members and to Alton in the past we have voted at our meetings how to spend our funds we vote as a commission and then those minutes are given to the treasurer along with a signed off credit card use form so it's not just one person making the decision as a commission we are making those decisions how to spend the
fund would anyone else like to here hi this is anarie jel I'm Vice chair of the rec commission and I agree with the statements that Carol made and also just not sure why we have a separate budget than the community Senior Center why would we be asking for commission from from that hi this is Robert post I feel the same way as harell does the rest of the committee be our own budget that's how I'm gonna vote okay all right we I understand we'll sit there and address that when we get to the credit card item on the agenda okay thank you very much no problem all right did I miss anyone else okay so let's move on to item three additions and changes to the agenda nybody okay so I'm G to make a motion that we push item seven appointment of a new board of Selectmen candidate to our December meeting I'll second that all right do we have any other changes or we'd like to talk about this one right now okay for discussion purposes we had an email thread going that
started on October 23rd by Carol Lee she brought to our attention that there was a vacancies with instructions on how to submit letters it was not posted Jeff Murray responded on that in the 23rd where he said I would suggest keeping it open for the month of November and only accept letters of interest during that time that was followed up by a response from me I said if we do this we will not appoint our fifth member to till December are all Board of Select members okay with this carol please fide a list of potential candidates so on and so forth followed up by a response back from Jeff Murray on Tuesday October 29th my suggestion is to review all new candidates from here on forward Stephen King and Joseph Godwin should not be considered they both applied went to a vote and were not selected I am fine with December it gives new people a chance to apply and to be considered that was followed up with Ann CR on the 29th of October saying I agree with Jeff that we should only accept new applicants a deadline of
November 30th we'll give a full month for applications and then vote in December we could have a special meeting at the start of December if we want that was followed up by an email from Scott it was my understanding at the last Board of selecting meeting that we should this is also on October 29th it was my understanding at the last Board of Select me meeting that we we would be cons be selecting candidates our November meeting I got letters of intent from Dave castania and be gamsky I understand that there are three other interested parties but I have not received any other letters of intent as of today we now please plan on the November date to choose the final candidates Jeff Murray responded why rush let's take every opportunity to make everyone anyone interested can apply on October 29th so after that we sat there and Carol Lee put in a letter that is in the River East it's on page four of our packet that states that bard of selectman vacancy any Anover elector who is not a Democrat and is and is interested in serving on the board of Selectmen for a term ending November 16 2027 should should send a letter of interest to the town of Andover care of board of selectman vacancy 17 School Street Andover Connecticut or email
letter to the town clerk at Andover c.org note due to the minority representation appointment in the town Charter their candidate cannot be a registered Democrat so we've posted that in the paper I feel it's it's inappropriate to sit there and vote on this after we had that discussion we agreed that we were going to move it to December and now we're here today considering to put these new appointments up [Music] so I would like to call this for a vote so anybody else have anything else to delete before we vote just or add anything an Jeff Scott okay anybody else would like to talk about moving this to December or keeping it oday je I think given given the posting in the River East I think we just I think it's just prudent that we move it to December okay I agree with you all right all those in favor of eliminating item seven I I four nothing all the candidates and the members that came so Bata and and Alicia and Dave I apologize but this was something that had been discussed but I felt it was extremely important to put it out on the record as to why we sat there and decided to move this to December I hope everyone understands that I would also ask the public out there to any there will be a republican appointed to this board and I'm asking you know I think we have three great candidates to be perfectly
honest three great candidates but if there is someone else out there that might be interested in serving their community and and is smart and common sense I would I would ask them to apply because it does not hurt to apply you know and and I would I'm extremely sincere about this I want everyone to apply so if you have friends out there and they would be considered you you think they would be good for for town government and maybe they don't want to run for this because this is not an election this is an appointment and I hope everyone understands this this is an appointment it's it's not an election there's no requirement it's four members voting we just have to find one candidate that three of us can agree on so if you have friends out there please ask them to apply I think it would be great okay all right let's move on to item four boards and commission presentations Eric do we have anything I don't have any that I know of okay item five appointments do we have any appointments ments to make none item six any resignations and please tell me no yes Diane granier announced today that she was resigning from the library board due to life complications let's put it that way that is a sad day that is a sad day she's put this town and I think the entire
Community should thank Dian Grenier for all her years of doing Andover this and that and to sit there and put the time in to come to most of our meetings and I understand that she has some issues going on and and I my prayers are definitely with her so and stop with the resignations all right items item eight town administrators report and just for the record I assume that you dated your report incorrectly yep certainly did all right go ahead you can give it to us now all right so I'm going to share my screen and just talk you through a couple things you should see the screen with my administrator's report first item up just notification that Diane did resign from the library board the second item up and we're going to discuss it a little bit later but it's mostly a board of Finance that should be driving the
Train on this is that the there should be some dates proposed for a meeting between the board of Finance Board of Selectmen and Board of Education that's enshrined in the charter change that just came out it was supposed to be in October but since that's before the charter change there's not a lot we can do about it other than moving that meeting up as much as possible so the proposed dates are listed there December 3rd December 12th December 16th you know it sounds to me at this point like December 3D seems to be the most popular among Board of Ed Board of Finance but if the board of Selectmen has a strong opinion on which dates they would most prefer the meeting to be I will happily pass that on to Mark Brinker so that's the first thing and we can discuss that a little bit later so I sent around to all the boards today what my proposal was for the timing for this year's budget process since since a lot of things have changed as the the new Charter takes effect and the new Charter takes effect immediately for things related to the budget the resident say Trooper did arrest a resident on Center Street for voyerism and a couple other things
hopefully he'll he'll make big rocks into little rocks for a while in the penal system additionally we had a an individual decide to do a large Bur of leaves in his backyard yesterday that the fire department and Fire Marshall had to respond to I did put out another warning on the website and the alert system just to remind people that they're not supposed to be burning stuff right now we're still in a in an extreme fire you know Red Flag Warning as far as the state's concerned so please don't burn anything still working on the destratification fans for the gym I still don't have the final quote back from Seward electric so that but hopefully I will have that this week stuff related to the community center I have a a call in to our Congressional our office asking what the they think the status is likely to be for the Congressional appropriation that we requested the the answer I got back was probably not until sometime in the spring there would be a decision they seem to be a little bit depressed so they kind of hinted that there might be a low probability of
success at this point so that's all I know you know there's also something later in the packet talking about sound dampening for that facility as well as the town hall the other thing I wanted to bring to your attention we started looking into what it would cost the the senior group has been watching movies in town buildings as an organized group for quite a while that's not technically legal so we started looking into what it cost to make that legal the bottom line is it's about 1,500 bucks a year for the annual license for centers like our so it's not a small so at some point the board should make a decision whether they think that's a valuable thing and worth the money or not there is we did sign the final paperwork for the arpa senior center Grant so we have about $10,000 available right now and that we should be on the way to spending by December 31st so we'll discuss that again later in in the packet we do finally as of today have the the fiber connection to the new building up and working we don't have everything hooked up but we at least have the Wi-Fi working in that building through a fiber connection so that's positive so the new CEO is hired and in training so that's the he's working both on the Zeo end of things and also on blight enforcement it's still going to be months before he's really capable of taking over for Jim hesy so that's under
underway I am planning on signing the nikog contract now regarding the Animal control officer since we legally can hire them as our Animal control officer thanks to the Charter change so that was good the other thing I wanted to talk to the board about is there were a lot of people that were unhappy with our decision as to how we bid out the roadside mower so what is the board's feeling about the disposition of the plow truck and how would the board like us to I mean it seems like our options are sended to the auction house try to bid it out ourselves or use gov deals. you know and and I'm open for any solution you want to do I just don't want to hear about it after the fact so if you all have guidance on how you want to do that I'd be happy to comply hey Eric why don't we try why don't we try around on gov deals with a reserve and see what we get and then maybe if that doesn't pan out maybe we just send
it to auction we get what we can that would be my recommendation all right I don't know what everybody else thinks but that would be my recommendation that's fine but Eric I would ask you what is Jay's what where does Jay feel the town would get the most money Jay think's the most likely person to buy that truck is a town that's desperate and needs a backup truck so he thinks we'd be better off doing it ourselves and putting it out on the Public Works list serve but you know okay can can he give us can he give us the number that he believes he he would get so that we could and we could go slightly under but set the reserve that Jeff is requesting sure so you just want it set with a reserve what Joe what Jay thinks it's likely to actually sell no what Jay likely thinks it would sell for the way that he anticipated doing it so that if it goes out on the the board that Jeff is expressing and we're we have a reserve set for it we at least can get close to it and you know listen it's a bid process so you set in the reserve you're going to get at least the reserve you may or you may not get anything so and to add to that if Jay knows that there's people interested in the truck you can always tell them it's on gu deals so so yep okay all right so next up Bunker Hill bridge design there were six design or six companies that sent proposals for to be the Bridge
Constructor for Bunker Hill Bridge of those six five were disqualified for failure to meet the bid requirements which is really unfortunate and really piun but since the State Department of Transportation sent somebody from their contracts Administration unit and their engineering department to oversee us doing the bids that's the way it is so we already have the construction monitoring firm selected so that's that's under we're still looking at around February 15th to start the utility relocation and building the first water Coffer Dam so we are still on schedule for that the contractor that is selected has a good working relationship with the construction inspection firm so that should make things go slow or go quickly and at the end of the day the town isn't paying for any of this anyway you know it's being funded by state and federal tax dollars not Town tax dollars
right can can you go back to this for a second because I just got a question and by the way CDR or CD Maguire has no relation to me so are you telling me that we had six applicants bid and five were disqualified that's exactly what I'm telling you and the bid was overseen by CD McGuire no the bid was overseen by close Jensen and Miller who is the firm the state hires to manage the design byst State process for bridge design okay CDR Maguire is the firm that actually did the final design of bridge and they are the company that has to certify that the applicants the biders all produce a competent bid but when you do a bid opening the state provides you a checklist and basically you go down and ensure that everything that's on the checklist is submitted and whenever there's something that's that's in the public notice and that's not submitted the bid is rejected understood no I I the way you were you wrote it I was it just appeared that CI Maguire was doing the entire process so that's okay close
Jensen was the overseers of the bid right and and I mean I I'm I'm doing the bid opening with close Jensen and Miller and the do you know so it's not like I'm not in the room we're all in agreement on it it's just it's an annoyance to me that the companies couldn't read you know the notice of record and comply in a reasonable fashion okay all right no problem you can keep it going yep so those are the major things that I have in this meeting and I'll certainly take any questions that you all have relative to my report tree removal for bunka Hill is scheduled and and is there's no hiccups on that it's in progress okay all right I'll let you settle that up later anybody else have any questions for Eric yeah just one quick question Eric regarding the Long Hill bridge design we're engaged with the state
right for a temporary light at hendy and Route Six or is that kind of off the table at this point it's not off the table but every time they look at it they tell us the traffic warrants don't warrant a signal at that intersection so at the end of the day I don't think they're going to do it I mean even on a temporary basis during the Long Hill Construction because all that traffic is gonna get funneled on to Hy and then would the C actually with the camp reopening we're gonna have an enormous amount of traffic at that intersection I've made that point multiple times but okay so do I think it's G to happen probably not hat's going to be a problem so no question no question how do we how do we approach this I mean is there anything any other avenues we can pursue to try to get at least a temporary light there I mean your only your only real Avenue if the do box you know is to go after it legislatively and get MD Ramen and Steve we to to try to intercede on the town's behalf you know they can they can make inquiries through the do's legislative liazon and maybe put a little pressure on them and I certainly intend to do that but at this
point they haven't the do hasn't said they're not doing it yet so I'm kind of not wanting to push that button until they actually come out and say they're not going to do it and what I would really like to do is get them to agree to a permanent light there not just a temporary light but you know I don't know I mean the reality is a temporary light wouldn't decrease the accident rate there but it probably would you know make traffic flow from that area better agreed I just want I just want to keep keep some attention on that issue to make sure that we follow up on that down the road so hey I have a vested interest because that's GNA be my commute every day the whole time the bridges under construction so mean all those left turns out of there is going to be it's gonna be difficult without a light there I can tell you that right now do needs a deadline please please please get a dead I know they don't believe in deadlines and they won't listen to Little Old Landover giving them a deadline but if we're going to get a legislative issue to to potentially solve this we're going to need some time yeah because one thing I've noticed in the last six months is the amount of people returning to work and the amount
of traffic on Route Six is is significantly increased and even the traffic on 384 is increased in the morning so we really need to keep a an eye on this make sure that we have something there in place when we take that bridge out and Eric just so the public is aware I believe the last time that we sat there and submitted this to the dot and they rejected us they said there were no fatalities at that location wasn't that one of the points they made no I mean basically what they say is it's only at crisis for about two and a half hours a day so there's this thing called level of service which is the time it takes to get through an intersection and the they go back to the the crog you know study which was the only serious traffic engineering study at that intersection and what that study showed is that for about an hour and a half in the morning and an hour and a half in the evening that intersection has a level of service of an F basically it's a scale that runs a through f and their argument is that since the majority of the day the level of service is in an acceptable range that they're not going to put a light on something for only that short a period of time so that's been the do's position and that that's a standard that that runs along with the federal you know Transportation you know warrants okay anything else for any other questions yeah I have a question that maybe you'll cover it later but under Town Hall community room you had sentenced I would like to consider
purchasing permanent furniture for the room to make it a bit more professional what do you mean by permanent Furniture so here's the problem we have is that you know we we're talking about going back to in-person meetings and that works great if you can leave your inperson system set up you know you put the the owl meeting camera you mount one on the wall you put one in the center and you have a third microphone that way you can hear things you can see everybody and it works good for a hybrid meeting which is in-person plus virtual you know the the problem comes in is that because a bunch of groups are still using it they come in and disconnect everything and push it all aside you know and then every meeting and group that comes in and tries to use that then takes up a half an hour of my time reassembling everything and making the
system work again and I don't necessarily want to be coming back in here at 7 because the Planning and Zoning commission is meeting and needs to set the room up for hybrid so my suggestion is that since we have a community center now oh sorry and I'll stop sharing since we have a community center and we're going we have essentially an equivalent room there that we leave we do what most towns are and and have a permanent dedicated meeting room in that space and set it up to look fairly professional that would be my my recommendation certainly this is the only Town Hall I've gone to that doesn't have any kind of permanent meeting space for the town yeah this is something I agree with Eric on I think we need to make that room a dedicated meeting space for all our organizations like the board of Finance planning and zoning and you know other committees and commissions that have meetings every other town has one and we really don't we're we're kind of meeting on temporary tables and it would make sense probably doing something permanent in the future if we're going to do hybrid meetings other small towns often have to shift stuff around like we do but I know the larger towns all have permanent Eric okay item nine old business 9A community Center signage discussion so we left that off a couple months ago I know you wanted some input on what the sign was going to look like for the center of the the community center has any more progress been made on that obviously not who was gonna do it I think Paulo I think Paulo was involved right before she resigned and I think that's why it
kind of fell off the radar be honest right I'll I'll sit there I'll sit there and get some layouts for you guys I'll do that well you know what let me let me talk to Paula and see what she has that she had at the time and maybe we can pick up from where she left off all right we can do that a discussion a 9B discussion of blight and level of involvement I'm just keeping that on the the agenda for visibility I don't have anything really particular to discuss about that right now other than to say you know we're going to be slowly transitioning to a new blight officer and a new Zoo well I don't mind that you just keep
it there but I did like the report that was provided monthly I do think that's beneficial even if it's even if it's not updated what it does is just make us aware of these are the potential locations and we can all understand it so sure back the report yeah okay item 9C King property agreement agreement to split cost of establishing monumentation okay so I'll I'll take that one too so we had as we all know we went to town meeting and the town meeting approved the the setting the boundary between the king Pro property and the town property and the and carving out the area right by burnap Brook in the parking area to be Town property the the problem came in is that that they've never pinned that so there are actually no boundary monumentation for that and Mr King did not feel like it was solely His responsibility to pin that so my suggestion is that we split the cost of monumentation with Mr King Mr King has agreed to that and we get the the surveyor out there to pin it right now and then finish the transaction and put this thing to bed that's my suggestion
but I don't know how the board feels about about that approach what's the town's cost deric about 1,200 bucks I let's get it done I I I I make a motion that we authorize Eric to enter into agreement to split the cost for establishing a monumentation on the king property with the King family I'll second okay I we'll give it to Scott all those in favor four nothing okay okay done deal n d burnac clock discussion before we get into this and before we even talk about this if we decide to sit there and take the current community room and make it a a meeting meeting room the clock might fit there I I all this discussion about the clock drives me insane because I don't know where to put it I no one knows where to put it it's a beautiful antique
we're we're going to be storing it for the owner we're going to be paying insurance for the owner if you sit there and we decide as a board to sit there and make the community room a meeting room then you may have a spot for the clock where it will it will be visible to the community during meetings and may make some sense but other than that honestly it just keeps coming up on our meetings and we keep kicking it down the road and we're going to just keep kicking it because it's it's a difficult it's a difficult play it's difficult to put it in the right spot but I'm just throwing that out there now and we don't have anything else on the agenda related to this that's just being held over because we never make a decision on it well at the last meeting you asked me to confirm with the insurance company with kerma that there was minimal or zero I had said it would not cost us anything to have the cut the clock on the property and they confirmed that that fits under both their Fine Art Clause and there's one other clause
in our contract so they will in fact ensure that for the value provided and I gave them the appraisal value if you make the decision to put that either in the community center or wherever you want want to put that so that was the only thing I had to contribute to the discussion that was brought up at the community center Advisory Board there was some discussion or correction the senior center Advisory Board there was some discussion over that but ultimately I'm not sure they ever reached a conclusion some people were in favor of it and some people weren't so that's all I have okay but no cost to the town if we if we house the antique no no insurance cost insurance yeah correct Jeff Jeff I like your idea of putting it in the the meeting space I think that might be the good compromise going forward I mean if we do it and we display it correctly it'll be nice addition to a de that you could set up well one concern I have is that down the road in the community center there's going to be events and all kinds I mean we don't know who's goingon to be in there I mean we we're going to know but I mean there'll be maybe some wedding parties and things like that and you know I'd hate to see it get damaged and it would probably be a safer spot to put it in the the meeting space I agree it's something that we should think about I spoke with Jeff Ballard and the owner of the clock he came too and
they had chosen a space in that smaller room that has the couches in it currently the concern was to not have it where it would get the heat and air conditioning from the mini split and that's why they picked that one and then I've also had contacted Dennis and asked him to get in touch with the owner I gave him all contact information and asked him to set up a contract because the owner does want to have a contract with the town on the care of or the possession of the clock so I gave all that information to Dennis I don't know if he's done anything about it yet I would hope attorney O'Brien didn't because until we understand exactly where we're putting it there's no reason to waste his time so good that he has the information but I wouldn't then I mean we've been kicking this around for almost why don't we vote on it then I thought it had been decided where to put it I thought that Ann's Ann's room that she had picked with Jeff Ballard and the is where we're going to put it so previously in the senior and know let's just go through it we we the meeting room in in I don't know what the room is called it's the little one with the couches in it is that the meeting room meeting room right but that also implies going to take the bookshelf and do something else with the bookshelf so
where are you where are you proposing to relocate the bookshelf if you're since we' kicked this down the road a long time let's kick it down the road again because I I I honestly think that we really if we're going to sit there and furnish the meeting room it will go best there because Jeff Murray is 100% correct that that space will be rented and we we will not always have supervision there and I would hate to sit there and see an antique like clock like that I I mean until we until we sit there and have our own meetings space you can't even you can at least lock up the meeting space because if we sat there and did it now the only question I have in my head is is that space need to be used for anything else but if it only is used for meetings which I think it's a great use of that space you then get to control access to the room so I think there's other things that need to be done I don't think anyone is I don't think we've had total agreement on the senior center and community room location so let's just push it down the road one one more time and and the Board needs to come to an agreement on what we want to do as far as a meeting space and if we do come together on a meeting space that would be my preferred location for that clock so just to add to this Eric do you have any kind of concept or a drawing or anything that you you're thinking of for a layout in that room for meetings no I mean I think I
know I mean I I think the orientation is going to follow based off of where the screen is and where I would assume we would permanently Mount the owl meeting camera but so I would have assumed you would be looking at a u shaped you know seating area around there and then the audience would be behind that that would be what I would have assumed that way everybody can see if there's other participants up on the screen and you have remote participation so that's how I would have envisioned that you know in a meeting space to take the largest essentially commission we have which is around seven members so something designed to seat seven and then with a little platform at the end for somebody that wants to come up and speak so my thought is let's let's let's kind of come up with a plan for that room and
then where we would put the clock in that room and then let's look at an's where where her and Jeff Ballard and the owner to talk about the other location and then we can discuss it next month and just make a decision does that sound fair to everyone yes we can make the decision next month yes but I just look at the two let's look at the two options and then we'll decide okay ninee solar at Andover Elementary School okay again at the last meeting you asked me to find out to the best of my abilities what the ages of the roofs were in the Andover elementary school so I put from you the packet everything we have in the building files plus a sketch that I got from the school which says what ages they think the roofs are so that's pretty much all the information that I have I can certainly share that now if you want to look at it it was in your packet I can bring that up if you want to see that all of them were done in 2016 correct except for one small small roof some was 2004 200000 and 2016 I think no but you got to look at where the their solar panels were going to be put so Eric do you have the solar panel layout would have been in last month's meeting but it was going to be in not in I I can pull that up too it was going to not be on roof a which was the one on the gymnasium but it was going to be on what this looks like at at roof B roof C
roof F and roof I were the roofs that were identified for that which is basically all the large flat roofs all right let me pull it up on my end you want me to just share it yeah that would be better you can yep okay can you see it now yeah so they don't want to use roof a because gymnasiums tend to not be designed with the roof loading that can support additional weight so they ruled that out right off the bat for structural reasons and they were suggesting basically b c f and I as the major know okay but again can we sit there and see the solar layout so we can match those up or it doesn't even matter if if they're going to put it on I and I is a 2004 roof we should consider not putting it on I or we should consider thinking about Roofing that so that when we put the solar up there we don't have future problems because the 2016 roofs don't bother me but in my head those 2016 roofs I don't think we did all that I mean that I tried to read I tried to read through the clerk of the works
report and match up you know but I didn't have all the I only have a partial report from them so I just don't have the information in the building files to really get this so I don't have a great okay all right and I'm gonna just because you know you find problems as you're working through it Eric all the links there the link for the the October meeting does not not contain the October packet it contains the November packet so the link is the same link across all of our calendar things we have to address that because
the packet should remain with the calendar link just because I was looking because in October we have the solar layout you put in the October packet so I can't pull up the October P packet even going on the October date so that's something that we have to look at from the website perspective but but Eric do you have the layout for the solar yeah let me pull that up I just got to find it where where it is in all my files and and this you know this is just pushing back to understand here we go kay so you should be able to see that layout I can't show them both at the same time no that's all right just increase the size of that okay so so you have that small part of the roof and you have the whole part of the roof to the right so if you circled am mer it would be the the part of the roof that's all the way to the right M and there's a small little section and I believe that might be over the kitchen and I think I do remember that we couldn't roof we couldn't do something all we the previously when we roofed that they didn't want to do anything over the kitchen but a Adrien mandaville might be a good person to talk to on this Eric because he was extremely involved in this project he he he assisted greatly from the board of Finance position that he was in at the
time so we have two sections that are on potentially areas of the roof that are 2004 you can go to that one now go go to that page so you got 2000 and 2004 for the those two 200 24 yeah so it's not that it's not it's not that it's a problem we want to do this we should want to do this we just want to make sure that we're not having a roof problem that that comes up to us and we have to move those units off the roof to then re-roof yeah yeah I mean we only got about 10 more years on roof I right now before it's I mean you look at the replacement schedule on all the other roofs you're looking at 30 years yeah yeah yeah just I was talking to Valerie and she said that that roof I is a different kind of a roof it's sort of a gravel surface it's completely different from the other roofs so maybe that kind of roof lasts longer I don't know for sure sure but it might so I I'm pretty sure that roof is a hot mopped car roof with Stone Those typically have a 25 to 35 year life
they're all the they're they're all the same the question ends up being and and it's positive in that it's they the smaller sections of the roof but we just need to do the D due diligence to make sure that we don't get in a position where we're having to lift those panels off that roof to re roof and it eats away at all the savings that the school would be generating so and the other part too Eric is to get with them and make sure that we understand from the Solar Company okay these are the two oldest roofs what what will happen if what would be the cost if we only needed to re roof these two
sections so anyway that's okay so what information so you're not going to make a decision now what information do you want me to try to provide for the next meeting just because we just identified the age of the roofs get us a an estimate of of what the cost would be if we have to move those panels from those roofs to get to the roof surface so because we have to re-roof it it's just a a question of can it hold up and you know like Jeff Murray said there's a if if we look at the way they did it it was a 30-year period on all those other roofs and we ended up re-roofing eventually we're going to have to re-roof e i F and you know I know those are pitched Roes and shingled but eventually we'll have to re-roof those as well at some point in time so so Jeff what my concern is roof I if you look it back if if Eric
can bring up the the solar plan again real quick if you look at where they say interconnection Point all the wiring for those panels are going to go across that roof ey so that's going to be a problem down the rug because if you have to re-roof that roof I don't know how much we're going to have to interrupt all those conduits and everything that's run across that roof to that interconnection point you have a lot of solar panels and a lot of power going across to that spot so that's just something we need to to to to voice our concerns about that's that's the reason why it's good to have an electrical engineer on the board because he understands those things so you know you see like all those panels on the left are all going to run across to that interconnection point all those all that all that stuff so if the interconnection point was on the west side of the building that wouldn't be his concern but and I know why they're putting them on eye because of that interconnection point and it's on the way so we made made we need to make the decision if we want to do this and you want to put the panels on roof ey do we move ahead and try to re to to replace that roof ahead of time or do we you know move ahead with this project and most likely you're going to be
pulling those panels in 10 years so the the recommendation should be to re-roof those two roof before they do panels or you move your interconnection point so you don't have all your power wireing going across roof I well it's also a timing issue is that where there's other panels are down in that building on in the cell there though I think that's where all their connections are yeah but that's where they're going to put all the so basically what these are they're DC panels and it basically converts DC to AC and it matches the phasing to the the power so there there's inverters that go on that they're going to probably be on that wall right there where they're saying interconnection point so all that wiring all that DC wiring is going to go across the roof to those inverters well not actually be DC wiring this system is designed with micro inverters one per panel so you're still going to have AC going across the roof correct yep okay so I didn't know if it was a DC to AC system or if it was a completely rectified and inverted that's got to be a little expensive trying to trying to match the I'm going to get an engineering speak now but trying to match your phasing on the roof to all those panels is going to be seems more expensive than putting large inverters on the walls on the on that interconnection point so I know the the problem they ran into Jeff on This is that you know on the
commercial side when you look at fairly large arrays all the big inverters are three-phase inverters correct correct and because there's no three-phase power here they would have had to have you know probably 20 or 25 inverters you know to do it if they didn't go the microinverter rout so their engineer basically said the only way you can make this work you know cost effectively and fit in the state program is to do it with microinverters the thing I'll warn you is that they're pretty close talking to Green Skies this is pretty close to being a non-profitable job for them so you know I I think they're they're not going to go through a lot more Hoops before they drop this as a proposal you know right or wrong and I'm not you know I'm just because they had to downsize the system considerably from what they wanted because it's only single phase and they had to go to the microinverters you know he basically Al said it's already a very marginally profitable job for us to install anyway given what the reimbursement rates are for the state so I don't think they're going to take a lot of other changes before they say no yeah and I agree with you like trying to pull all those singlephase conductors across that roof is going to be a it's gonna be a costly Endeavor so let's just give let's just Eric and Jeff you know let's sit there and and get to the the Board of Education any information and any guidance we can to sit there and make this decision the correct decision because I would hate to sit there and see us say okay you can go do it and
then we end up having a roof problem in two or three years and it you know whatever like I said before whatever savings we have is gone because we have to now move the panels to replace roofs so well another thing Jeff is if we got to pull all those conductors off the roof we're going to we use the we're going to lose the use of those panels for that period of time plus you're going to have to pay to replace all that wiring you have to take it out and replace it when we re roof so and I guarantee they're probably GNA they're probably going to rest it right on top of the roof so it's going to have to be lifted at some point or completely removed and we replace the roof okay so would we go ahead and find out what it would cost to get these roofs redone right now to no the Board of Education actually has some of that information you know let
the Board of Education know that that's what they should do well I will we will speak to them I'll speak to Celeste and we'll sit there and you know express our concerns that those two roofs are are 2000 2204 I believe right yeah 2 2004 and we'll sit there and I mean if they could move that interconnection point to another location I wouldn't be as concerned but I'm just saying all the wiring is going to go across understood yeah I mean the the problem comes down is if you think about conduit runs the wall they're bringing it down is basically the wall where their main electrical interconnect for the building is so it certainly makes an the most sense in terms of that could you go down the close wall and punch a large conduit through the classro across the the hallway into the mechanical room potentially it's GNA cost more though yeah and it's probably gonna eat into just I mean you got 10 years of life pretty much left on that roof anyways and really what's your cost savings down the road versus replacing the roof and just putting the solar in after so okay so Jeff you're gonna talk to Celeste about that I'll talk to celest I
mean we need to make this needs to be decided quickly because it's a it's a granted project which we I mean we would obviously like to sit there and see move forward but we got to do it correctly so I will speak with Celeste and then Jeff Murray any guidance you can give them would be appreciated right and for the record I don't have the they have not come up with the final engineered set of plans for doing this anyway so there's no final layout at this point there's nothing that says what the structural roof loads are for any of those roofs so they're not ready to you know to fully present this anyway okay so we should make them aware so if they're engineering it they can sit there and engineer some of the problems that Jeff Murray is identified yeah I'd definitely like to see the conduit schedule and the pull drawings like what we're pulling for conductors and you know conduit size and everything to see what the impact on roof ey would be so is this information that you would need be them to get a permit to go ahead and put it in absolutely they okay yeah they would they would they're going to give you a a standard set of
engineering drawings for both electrical structural for all the roofs including conduit layouts Dimensions yeah wire sizes inverter capacity tie in and What needs to change so they'll give you that give that to the building official to get their building permit I don't see too much of what else we need to do well the board is the building owner right the town owns the building this is clearly a capital project so you as a board need to say yay or nay whether you want this to happen or not what does that no actually not and you can think of it this way and this is something that I'm going to speak to the Board of Education tomorrow about the anything that's in the building or attached to the building is part of the building anything that's inside the building and movable no problem the town owns the structure the Board of Education manages the structure your own attorney said that to us in the last tri board meeting so we're not trying to be difficult and I understand where your focus is I do understand where your focus is but we're not trying to be difficult we're trying to be assistance to make the project correct so however you want to sit there and and believe that and believe what you're you're you're dealing with the building the structure is owned by the okay so do we have any other issues on the solar project with
as okay item a 9f signage encroachment permit for signage signs on Route Six so okay again at the last meeting you asked me for a copy of what the exact sign that they would be putting on Route 6 identifying where the trail location was and I Pro provided you with what the D and do will agree to put up for the sign okay so they're putting this hoop River State Park trail off of Route Six on correct going toward Lake Road to where the parking is correct okay all right do you have any problem with the an encroachment permit for that and putting that sign I don't know I don't have a problem with it I live on Lake Road but but I don't have a problem with it anybody else have a problem with it no okay and Jeff Murray anybody no problems with it we can go forward with the permit okay all right 9g new business discuss and act upon the following a credit card usage discussion approve policy and forms Eric related to the comments by carolly and the rec commission I do believe we need to address that from a standpoint of budgeting and I I I'm I I understand what they're saying forget the credit card usage policy right sure y the recommission doesn't need to use the credit card if if that's the choice but the issue of who approves their spending is really their issue and I think what you meant and I think what you meant is to just have Tess assist with the bookkeeping related to it so when Tess was hired Tess was hired to oversee three things Community Center Senior Center and all recreational activities for the town now now the rec
commission doesn't like that but remember two years ago you as a board or in the last budget attempted to put in money to hire somebody to assist to make sure things were done well and the rec commission opposed that to the board of Finance and got the board of Finance to take that out of the budget and repurpose that money for something that the recre commission wanted to do and so when we talked about this six months or a year ago when we were talking about what the duties of if we hired a per a director for that position what they would oversee the decision was to have them oversee those three things that is not popular with the rec commission so so you're telling us that people are not working well together is what you're telling sure change is always hard in in my head I don't care whether you leave the wreck commission as a commission in charge or whether you put that on tesses to maintain overall responsibility for that but whichever way you do it's going to have to be directed by the board because the rec commission is not going
to you know they're not going to play with any anybody unless they're forced to if we're being blunt okay so I don't need you to be blunt in the future I I need you to just be facts facts so okay so we're gonna we're gonna deal with this well Jee my understanding was I mean we had a senior services committee we had the recommission and Tess was supposed to basically take Direction from them and that was our original discussion she's supposed to work with them yeah she's supposed to so if if the recommission wants to have a concert or an event she's supposed to assist and help them with that event but under their Direction I I I agree with that but I don't necessarily know that Tess is sitting there telling them what to do they're not are they dealing with Tess at all is really the questions and this is not something that needs to be debated at this meeting it needs to be understood because to me I look at Tess and I go you as an employee you better be utilizing her because yes I greatly appreciate all the volunteers on the recommission I appreciate every volunteer that works for this town and a lot most a lot of what gets done within this town gets done by volunteers but we're trying to put a person in place to sit there and manage certain things and assist with certain things we need to be using that person so right but I would also say say that in retrospect hiring Tess as a part-time employee and expecting you to do all three probably is not realistic either
okay and and and the whole point from my end for that individual and being part-time would be to generate Revenue over programs and run more programs and provide more programs and utilize the the community Senior Center more often to generate additional programming revenue and the rec commission has to be a big part of that so because they have the experience and things to do so this is a management issue that we have to just make we have to work together to get people to enjoy working together rather than creating any problems so we all should sit there and participate in that and and work on
that issue so but going to the money right going to the money I don't I agree I agree with Rec Commission because they have a budget and unless we choose to not give them a budget they have a budget to control they don't need to use a credit card right then it then you could simply just say that take the rec commission off the the designated supervisor's list you know and then I'm the only signer on their expenses if you want to do that you can certainly do that isn't that how we do it now not really I mean the old system was set up so that boards and department heads could make their own expenditures but the treasur has been very unhappy about the information she's gotten back in a lot of cases regarding credit card expenditures okay so take credit cards off of the table why can't the rec commission potentially utilize you know an Amazon account and pay for that account
by check they could certainly order stuff through the town's Amazon account anytime they want they're not restricted from just just from a simple standpoint I understand putting them in in controls on the credit cards but why wouldn't you let someone you know from the recommission use the credit card we would absolutely let somebody use the credit card they just have to get the expense signed off before they use it not afterward because then you know you're getting the paperwork turned in and I'm not trying to pick on the wck commission this policy goes for everybody including me you know and I will admit to some extent you know I haven't always submitted the form ahead of a purchase I made as the Town
Administrator and that's what's got the the treasure kind of wound up because not everybody is turning in receipts and they're spending a lot of time tracking down information and balancing the credit cards when we get the monthly statements so that's the whole point of this is just to put in place a policy that has the proper Administration and we were more lenient with the old policy but the fact of the matter is you know not enough people are complying with that policy and the financial office is not getting what they need so that's what this is an attempt to correct okay so so you have you have policy set up all right I will sit there and I will get with you Eric and and work on this policy so that we can come back and and present it I'll work with the town with the treasurer to sit there and make sure that it's as simplified as it possibly can be because you know credit card usage is is an ease and in convenience so we have to make sure that we're not over regulating what's going on but we have to make I understand what the treasurer is after we have to make sure that that's effective and that they get their information timely because you know as a as an as an
accounting department they don't want to be chasing things down they want to know where it's going and what it's for so unless anybody else on this board has an issue with that that's how I'd like to move forward well Jeff I've had a couple discussions with Eric about this and you know we we should probably identify the three or four top Heavy Hitters that are users of that credit card and you know like Public Works should probably almost have their own and a couple other departments have their own it'd be much easier to break out the charges if we have the charges just attached to that one number so the treasurer can say look this is the Public Works number these are all Public Works charges instead of trying to figure out at the the end of the statement who bought what and for what and keeping all these slips and trying to backtrack everything I think it may be more advantageous just to to look at who our Heavy Hitters are and just try to give them their own cards for you know like three or four departments and anything that's smaller just goes through Eric or you know our our slip policy I think that makes some sense
we'll sit there and look at that okay thank you I know I when Eric sent out this new proposed thing I sent back an email to him and said what the old one look like because I didn't know I wasn't here five years ago when when this original one was put out and it doesn't look like there's a huge amount of difference it looks like they the signature from the supervisor and administrator and getting your documentation back in one day was the only two changes is that right Eric that is pretty much correct yep so I don't know what the three days hadn't been working was that that's obviously that's obviously happens Eric Eric that's obviously the case an because the treasurer is asking for changes so she asked for this to be changed yes it's it's coming from the treasur you know so we got to sit there and deal with that department because they're in control of of our recordkeeping and how it happens so let's sit there and I I like Jeff Murray's idea honest you know I think it's a great idea I think it's simplistic it makes sense I mean Jay's
the supervisor of Public Works we should give him the responsibility to to make appropriate charges to the card and then it that that it's that it's Jay's responsibility to reconcile his card well the card will come in and it will be charged to Public Works to their no it'll be charged to public works but he may have 20 charges on that account and he's got to break them down by where they go and so now it's taking it off of the accounting department to reconcile the charges and put it on Jay he still may need we still may need some I will let me deal with on it Jeff Murray I think that's a good idea I I do
I mean just another thing we should do is we have all these recurring charges on the card we should probably look into either doing getting a separate account Town account just for these reoccurring payments you know keep a balance of $5,000 instead of our main account and we pay those you know with either direct deposit or direct withdrawal out of those accounts instead of trying to use the credit card because it's a huge money suck every month on on credit card balance so that's another thing we should probably look at doing as well okay we'll sit there and we'll look at all of those issues okay well can you talk to the treasurer tomorrow because
she's anticipating this being implemented tomorrow so I think she's going to be a little pissed so you might want to speak with her no problem I'll be happy to do it Eric all right let's move on to so and just to be clear so now boards and commissions can spend whatever they want and borrow the credit card whenever they want as long as they comply with Eric Eric you are in control of the cards right not according to the old policy yeah are you in control of the cards today they're in my pocket so yes there you go Eric so we're all good right you keep the cards in your pocket until we get a resolution and it'll make the treasurer happy is that good okay fair enough all right all right thank you all right nine GB schedule a joint meeting of board of Selectmen Board of Finance Board of
Education to discuss budget priorities for the upcoming year so this is this is part of the charter revision we'll sit there and get this done December 3D will probably be a you know let's let's all come up with dates for that because I Kaitlyn has is looking to spearhead that meeting and it's going to be a joint combination it's going to be this joint budget meeting but it's also going to be the tri board meeting that we had in last year or the year before and we haven't had since so this was something that we should do just to get everybody together and talk over the issues that we continue to have as to our
current relationships as to how they they deal with the board of Selectmen and the and the Board of Education and the board of Finance so Jeff do we T them we want to schedule that for December 3D you want to just make a motion now well don't I would think you would probably make a motion to recommend to the board of Finance because technically they're the ones that should be seeking input from the other two boards regarding the budget okay but if we're comfortable with the third if everybody here is comfortable with the third should we just put that forward to to the board of Finance saying that's that date's okay with us because their meeting is coming up correct that's fine let's make the
motion on the 20th so let's get that we can get that to them and then that way they can talk to the board head and put the meeting together December 3rd is fine for me Scott and fine for me fine for me okay so Jeff you want to make that motion yeah I'll make a motion that we suggest December 3rd is the meeting date for the tribe was it tribe board meeting yeah that's good to the board of Finance I'll second that all those in favor I okay four nothing GC update on Bridge construction you already gave us that yep we can ignore that GD agreement on Fire Marshall Mutual Aid that was in your package so this is basically this has been a discussion that's been going on between Andover Bolton and Columbia regarding basically just Mutual Aid and mutual support for the fire marshal in case something really big happens where we need multiple Fire Marshals to do an investigation not something that's likely to be invoked very often doesn't cost us any money it just says we all authorized to act as Fire Marshals in those three towns if something happens so I would suggest that we
authorize me to sign that and move on I think Colombia has already signed it I don't know that Bolton has already all right I make a motion that we authorize Eric to sign the agreement for Fire Marshall Mutual Aid an got that one yeah all those in favor I four four nothing Eric okay thank you I ge ge Community Setter update discussion on cellular shades for the community center I'm just gonna we're just going to go through all these sound deadening materials for the community center s dney materials for the town hall community room and we'll go from there so those are the shades for the community center I I saw your quote and what you're quoting for the community center and do you have a where are we pulling this money from let's talk about that where where would you would recommend pulling money what fund so I would take that right from the multi-use building fund which we intended the money we have aligned for doing the community center renting okay and you did not like the use of that fund I just it just seems like it's a lot of different things coming from that fund I didn't know is that what the fund's designed for yes well we had identified we were
going to spend at least 150,000 from that fund to finish off the building so I think taking it from that fund is appropriate okay so Eric you're talking cellular shades you're talking about the insulating type yeah they're a little insulating I don't think they're that insulating but yes okay because they have like a double and a triple insulated cellular shade that you can buy that really boost our value of the windows so I don't know if that's what you had envisioned no just a just the two- layer the standard cellular shade the the problem is when we start asking for fire rated assemblies it really knocks down our choices on a lot of these things I did ask because I don't pick colors and I don't pick designs for stuff like that so I asked Kathy dooa and then Diane chette once we had the info from two of the the blinds companies to come in and pick designs and colors for the community center both for that as well as for the sound deadening materials you know and that's essentially what what they chose you know we had a series of different options the yeah so the shades are sound deadening and shades they're going to be a little bit sound deadening they're not going to be we're not relying on the shades to be the major sound deadening elements because as soon as you put the shades up they're essentially useless for sound deadening okay so we're relying room room darkening they're they're designed to be room darkening anesthe you can get either or you can just either get a standard cellular shading a room darkening shade did you did you look at
measuring and trying to go to an online like Steve's blinds or or another company like that because I found in the past that the prices are almost half of what you deal with a local contractor and then how do you install all this stuff well Public Works has been doing some of it haven't they or even our even our handyman cleaner has been doing some of this work too correct an can you hear me yes oh because it looks like we lost Jeff we've lost you are now the host oh wow I don't know what happened we lost a bunch of people I see that I don't see Eric either Eric yeah we lost Eric Eric froze I asked him a question about the blinds about going online for him and he froze and we lost so I know my life BL a tiny bit he he got kicked off the internet so you may be able to have you may have to let them back in because since you're the host now well let's see here I you do you have a waiting room that you can go and let him back in is that under participants no I could try to call Eric real quick and see what we need to do because he was probably the host see I don't see where I'm host nothing changed on my well it said I just got a thing that said you were host oh let me check and see if I can get a hold of Eric oh okay hey and it's Stephen King can you hear me yes you click on if you click on participants at the bottom of your screen the participants window should show up and you should see anybody in a
waiting room okay yes I see that all right thank you you are there sorry I seem to have lost my internet house I'm trying to rework some things yeah I just talked to Eric Eric's back in as the host I believe and you guys had a power outage real quick yeah had a quick power outage at the town yeah we lost a bunch of people okay hold on for one second I'm G to try to get back in the other way recording in progress sorry okay that's better you gotta un mute Jeff unmute you're muted audio there you go you're back video video okay there I am okay one second H that's interesting whatever kicked whatever the connection was it except because the town's on fiber so it screwed up that connection as well as whatever internet was on the lake which is probably what Comcast yes okay so Eric you we were on the the Shades and the sound ding materials so we have various quotes have has dianat and Kathy derer made it are they recommending anything to us yeah the options we had they preferred the sh cellular shades essentially in just a white color that's pretty much it and then the question is I asked them also to quote it both ways to quote it either with a you know essentially automatic controllers or just opening them up manually it's a couple thousand bucks extra if you want to go to an automated controller and and did they pick do they have a preference on one of these companies I mean because there are two
different types right the only ones that had the if we're going with the cellular shade Alpha Arrow was the only company that we brought in that had the fire rated cellular shades the other companies had different options about Roman Shades and other things and we talked about drapes versus Shades versus you know and they both decided that drapes would not be appropriate in that facility and they wanted something compact that was inside the actual window and that when it was all the way rolled up took up the minimum amount of the top of the window which is why they thought cellular shades was the best solution for that okay so you're talking a difference of 7,300 to $5,000 correct motorized I mean I think the motorized was is cool but do I think it's $2,300 cool yes they don't make cordless just the cordless ones without the cords because that's the ones I have in my home they're cordless and you just you just pull them up and down and they're right that's that's what we're getting that that's the the lower the lesser of the two quotes are ones you just they have a little pull tab on the bottom you push them up you pull them
down that's what I have those should be adequate those those would be adequate how high are those windows they're not so high that you can't pull them down okay all right then that's fine so do we want to make a motion to go with the estimate 4967 from alpha Arrow anybody y I mean I'm assuming that's the one Eric correct how many windows that two things in here which one is which oh I see one's a remote control okay the two from alpha Arrow those two quotes really only differ as to whether you have motorized or non-motorized okay it's about a $2200 Adder to motorize them all with a single controller okay so the 5,90 is the one that was not motorized correct cellular shades from alpha Arrow so the motorized ones they were either going to be all open or all closed no they can be opened or closed individually but a single controller can
control the exact number of Windows we have in the computer commuter room so you can have them go all up and down together or you can have individual ones go up and down depending on what you want to do you you just get a remote program it but my fear would be we'd lose the remote or something to the remote and then we can't put how many how many remotes are we going to have to have in or if we're going to use it when the power goes out or if the power goes out we need to open and close the blinds we can't do it unless we have generator going I guess no they're they're not hardwired they're battery batter battery operated one so which opens which opens another can of worms like every somebody's got to go up there and change the batteries periodically and you know so I think the manual ones will be fine they're like just from that standpoint they they probably have like 6D batteries in those those Motors Jeff so they last a long time but we'd lose the remote so the batteries are gonna die the batteries corrode you know and it's just it's just not a good all right longterm solution I'll make a motion that we move forward with Alpha era quote 4967 for $5,900 for or shades for the senior center Community Center building to be taken out of the multi-use building fund seconded right any further discussion
all those in favor I I okay Eric the sound deadening okay so the the the goal is basically to provide enough sound deadening material on the walls to get you below a certain reverberation threshold because we all know the the main Community Center room is pretty bad so and the other problem we have is that we do have a reflective surface in the floor because it's not a carpeted floor so we will have to have some panels on the ceiling so the acoustic engineer gave me essentially multiple multiple ways to do that this is the most coste effective way that I could find other than making the panels ourselves which is use a mix of 1inch thick and 2inch thick panels the 2inch thick panel does a little bit better dealing with bass or base rather than onein panel they're pretty close in performance on higher frequencies the 2in works better on absorbing lower
frequency so the way this is set up is a certain portion is on the ceiling and the rest are on the walls and what I worked is just to make a kind of symmetrical design so on the walls we're putting all you know vertical tall panels and they will match pretty closely what the paint is on the wall now so the goal is to to not to contrast as much as possible to make them blend into the existing wall surfaces so I had a conversation with William Bell William said he's put these up before for the town of Hein he's happy to take that on as a project for the community center it's fairly expensive to ship this stuff because it's coming up from Virginia so my suggestion is if we can do it we order the materials for both the community center and the community room at the same time that's an ungodly amount of shipping I mean how many pallets are we talking we can't be talking that many pallets well remember fairly big because these a lot of these panels we're purchasing are 10 feet
long you know so it's coming up from Virginia via okay can you get the tax off of there at least yeah yeah [Music] yeah and is this going to do it have you run this by Kathy and Diane regarded the Aesthetics of that room yes yes we've had extensive conversations about both rooms and you know then and they picked the fabric I gave them about a 100 choices in fabric color and they picked both the wall and ceiling fabric for that room as well as the community room in the town hall I'm looking at the pictures in your packet and one some are like an off-white and then there's one that's like a blue gray where's that one going so the blue gray is going on the community room in the town hall on the blue wall behind the projector screen mounted up high over the screen okay great now in the community so the community center the community room in the town hall because of the layout of that room that has things going for it and things going against it what it has going forward it for it is at least it's a carpeted floor so the acoustic engineer thinks
we can get away with it's less than ideal but we can get away with putting no panels on the ceiling in that room and have all wallmounted pan panels on that room this doesn't get us to the kind of Ideal number acoustically but you know without making the you know the the walls a real jigsaw puzzle with lots of other little pieces fit in wherever they could fit to get a clean layout that's that's basically how many panels we can fit on the wall which equates to about 70% of the ideal amount of sound absorption material if we have to we can fit additional panels on the ceiling you know at a later date but what I would say is that's an expensive enough project let's try to do it with 70% of the material and you know see if it's good enough and if it really is still needs additional then then we'll go down that roof but I don't want to put anything on the ceiling there the wood ceilings if I don't have to so the quote that you have here there's one for $5,400 and then there's another one for $8,700 which which is which and what are they for so so the community room is the $5,000 quote but that is assuming that we buy them both at the same time and all the shipping it didn't make sense to you know if we're going to pay
for shipping we ought to ship everything at once so all the shipping is added to the other quote for both setups they're sprayed on both the quotes they're sprayed on both freay so let's let's put Freight aside you're saying it would be $6,890 to do the community senior Senior Center and Town Hall community room and the community room would be $3,800 correct okay correct the way it's listed carefully and is correct so can we yeah I think all that the freight was not supposed to be on the one for the community center I think that Freight number covered both that that makes it it's extremely odd to me I would
think that there's more I mean I I realized the community room is is terrible acoustically but if you're you're only doing all walls I would assume that would be the lower of the costs no because cement block is inherently worse than drywall to begin with as a reflective surface and they're also much taller walls and a much taller ceiling than in the community center so there's a lot more surface area in that room than there is in the community center okay so the community center is the first quote for $3,800 and the community room which is the second quote is $6,900 correct correct all right and you're telling us we'll get to 70% of the appropriate level in the community room and where in the senior center pretty much in the senior center pretty much to what their recommended Reverb level for that room is all right do we want to vote on this without final numbers you know taking out the taxes getting the freight right what would what would we like to do would we like to just give Eric a ballpark to sit there and move this forward or not do it at all what's the choice can we just make a motion for it not to exceed sure yeah so it exceeds that amount he's gonna have to come back we're gonna have to discuss it but [Music] seven 11 how about 12,500 for both both buildings anybody Eric okay with that Eric that's that's excluding taxes I'm adding 1200 1500 for for Freight which I just still think that's
exorbitant but it's a pretty obscene number I mean listen I like rent a truck and go down there yourself for that yeah doesn't weigh anything I'm happy to rent a U-Haul for you and you can drive down and pick it up but but I would like I mean anyway I can't drive it doesn't make any sense so I'll make a motion that so I'm just trying to make sure I'm correct so it's seven for one it's it's four for the other so that's 11 plus $1,500 to cover Freight because the assumption is that there's one freight charge for $1,298 they just put on I'm pretty sure that's correct because when we talked about it I told them to put all the freight on the the community center not the community center the community room side because that was going to be the bigger Bill anyway
so I make a motion that we authorize Eric to work with acoustical solutions to do the sound deadening treatments for the community room and and the senior slash Community Center great room not to exceed $12,500 seconded I'll second that further discussion on that item all those in favor I I E4 software package my senior center yeah we discussed this last week but we didn't really make or last month but we didn't actually make a motion so again we looked at multiple software packages for that I think my senior center is the most appropriate for the things we're doing it's basically 4,800 bucks upfront to put the whole thing in and after that the annual fee is about 1,700 a year to use it you know know for the software package for running the facility and that [Music] handles the majority of what that building is going to be required to do how about Transportation all that good stuff calendar handles calendars and transportation perfectly where it would be a little imperfect is trying to fit it into handle all the recreation if we started doing field scheduling and things like that on that that's a weakness it can be done but it's not not as easy through this package and you and Tess are both in agreement on this oftware yes very definitely and and frankly the other option is about three times the cost okay so what will this program do for us so for one thing it allows you to track everything it allows people to
pay for events directly either right on the spot or ahead of time it allows people to sign up electronically for programming you know so you can run the luncheon programs you can run senior Transportation you can run events and programming basically everything goes through one module basically and where would you take this money from I would take that from the multi-use building fund also because we don't have anything set aside you know in the community center budget to cover any of this I would just like to see it budgeted in the next year's I mean it's I know we'd have to wait but I'd almost like to see this budgeted in next year instead of expending it seems like we're bleeding down the community center fund pretty pretty rapidly and this is a this is not a this is not a one-time expense like blinds and soundproofing this is a reoccurring expense the reoccur expensive 1,700 doesn't bother me it's the $4,800 yes so but the $1,700 beginning in year two so the first year is 4,800 year two is $1,700 yeah so pick of it as $3,100 to set this thing up and implement it and then 1,700 bucks a year to run it where I understand where you're at Jeff and I would like to have it been in
our budget we're we're just getting organized I think it's probably important to sit there and try to give them the tools or test the tools to run that place effectively so while I would like it to go through the budet one thing I'd like have we have we run this by by any of the commissions like the senior commission and the rec commission I would just want to know if the seniors are comfortable using this I mean have we discussed this at a senior luncheon or I mean most of well a lot of our a number of our seniors already have the tags and logons from when they go to other community centers because the majority of community centers at least in the area run this centry does Colombia does Bolton does so this is kind of what most towns are doing in this area okay that's I just wanted to ask that question that was all yeah no it's it's a it's a good question no no doubt and yeah I would assume though that I mean because I sit there and look at it a little bit differently isn't this where Tess is going to be utilizing it when a senior comes in and needs to do something or calls and says they have to to set it up set up an appointment she
would still do that if they didn't have the technology yeah absolutely and the the way this works is anybody can do it from home if they want to register from something but you can also walk right in the front door and it's basically a touchcreen and you just say who am I you know either you type your name in the thing or you have a little card and you key card into it and then you say I'm here for this and you're registered and it keeps track of everything so when you're going for funding and you're trying to figure out how many rides you gave on senior Transportation all of that information is in there so that that's part of the objective for it so so like you said there was a there was an issue with you know recreational typ if we want to start signing people up for pickle ball and drop in basketball and youth basketball and some of those other activities you said it's problematic for that type of use so if you're talking about registering somebody for pickle ball or drop in activities that it can accommodate that where you start having problems is if you want to lay out a recreation schedule or for the field and you want to assign different times to like lots of different groups it's not optimized for that can it do it yes is it difficult yes yes so that's the one
thing that I think is kind of the weakness of this software versus the the Civic wreck platform which we also looked at okay so somebody wanted to sign up for guitar lessons yoga that type of things if it's going to be offered that's going to be able to be signed up for using this app yeah that that's exactly what this is for this is for normal operations in a community center or a senior center for programming it's very easy for you as the administrator essentially to set it up and to put the put the events in everything shows up as a calendar you know and anybody can sign up and then it automatically tracks who's there you know if you have yoga and you know you have a capacity of 15 people it knows you know when the 15th person is signed up for it it can't sign up anymore so that kind of thing it's it's kind of useful for and so how's the e-com e-commerce wing of this work does it is it just it's it's set up for secure credit card transactions it can be yes is there an additional charge for that or is that included for what we're spending the money on I think that's in with the fee but I could be I'm not positive on that to be honest we want to make sure that we can do e-commerce and people can sign up electronically with their credit cards and it's you're probably going to have to pay transactional fees yeah if it's like a percent if it's going to
be one or two% I'm have a problem with that but I just want to make sure we have that function if we're going to purchase the software okay because for me that's a big that's that's a big component of it so Eric can you find that out for us and can you also do it just so we're as transparent as possible did you get a quote on the other software which you said was multiple times the cost just so we're laying it out there yeah I can probably get you that quote do you want to just have my senior center give you all a presentation at your meeting yes yeah I would like to ask those questions and and that way I can line that way I can take a look at their their software and then I can formulate a bunch of questions I I mean can also suggest that what I did with test was I we went to Colombia Senior Center and just saw how this worked in action because my concern with these things is always that you know they can be really cool but you know you don't need somebody with a PhD trying to figure out how to work the thing and what I got out of it was it was a very easy software for somebody that was running a center to administer Minister you know and everybody I watched that walked in was pretty easily able to key code themselves in and
assign them to whatever thing they were doing so from my perspective it seems functional if you want a presentation on it I will try to line that up for your next Mee I mean is the rest of the board comfortable with that I would just like to know a little bit more about it before I voted on it it did be great that's fine I have no problem with that okay okay E5 purchase of kitchen equipment all right so as most of you know we do have a grant that will pay for about $10,000 worth of the cost of the equipment for the kitchen for the community center part of what we're trying to do is get the things so we can actually have a functional food service license for the facility so and that implies a a series of things needed to be added building so I am tomorrow meeting with a kitchen designer because I want
to make sure that what I think will fit in there will actually fit in there and that we can get a design and layout but presuming we can I would like to go ahead and purchase at least what we have the grant money available and consideration of purchasing other things we make that fairly functional you know and we can keep the Food Service license for that as opposed to running off a temp license which has other estrictions what are your questions what are you going to purchase so I sent you a list today everything I was looking at purchasing as well as the cut sheets on it but basically a fridge in a freezer the required sinks that you have to have which is essentially a three Bay wash sink a hand sink and switching out the prep sink to a stainless steel prep sink a commercial microwave a coffee brewer and a work table and then consider actually putting in a dishwasher there at the same time and then with the layout to include exactly how the stove goes in as well as the Hood you know one of the things we've struggled with a little bit was how to get you know for years the seniors have been saying they want to be able to do pancakes and pancake breakfast so we found a gas stove that has so it's a six burner commercial stove but it will take a you know basically a griddle attachment that sits over for the bers that gives you a you know a a large griddle area so you can make pancakes or whatever else you want
to fry on that the other thing is you know looking at most of the senior cers most senior centers seem to have a water and ice a standalone water and ice dispenser they're really expensive you know I'm we originally planned on an under undercounter ice maker and I think what I would like to do is go back to so we've gone back and forth between buying the Standalone ice and water dispenser or just an undercounter ice maker and a separate water spigot for filling up you know pictures and stuff like that I had a conversation with mych plumbing about where we could install it and he's pretty confident we can put a tall picture filler right right next to our you know our prep sink and that saves us about $2,000 because the the undercounter ice makers are a lot less expensive than the the comboes so not a perfect solution but probably a pretty good solution and so we went around looking at various different brands that we could get our hands on that we could actually look at you know my suggestion is we use the local distributor in East Hartford you know a they're the stuff they sell seems to have fairly good reviews you know they have a lot of options in terms of what we can and you know we have the ability to go look at it so that's my preference but there are cheaper units certainly for the fridge and freezer you know we can use weant or Restaurant Depot for something that looks looks roughly the same they're not necessarily going to be stainless steel interior but they are
decidedly cheaper you know we've looked at a couple of them their reviews are you know somewhat questionable and the one thing I know about the paradise equipment is they have their own service staff that are are licensed to service what they sell so that to me the ability to know that you can get a compressor you know fixed if something happens you know is probably worth the extra money but you know I'm certainly willing to consider other options if if you want me to and I sent you the cut sheets on on all the stuff we're looking at for them I was just wondering if depending on what time tomorrow if I could come and see what the designer is talking about and planning I've worked in commercial kitchens and I'd be really curious to see how it's all going to fit in there and what they're choosing me too sure I'll tell you when meeting schedule for 10:30 tomorrow morning I'd like some more time to digest this since the time we got this information I would like to take a look at it a little bit more in depth I'm assuming you're going to break down the the total number to actually what you're going to incur because there's pieces that are on here that you said you were going to remove and adjust so like the water the water ice maker so the the first question I have is so the stuff for the arer grant we really need to spend that by December 31st so we can't wait a long time to make that decision beyond that 10,000 we can order now or order
later so we have more options when it comes to that and I'm I'm certainly not advocating for putting in the oven or the hood now I think that's going to be a next year thing that would be my guess you know I gave you a series of options I think there's around5 or $600 in small stuff that we technically have to purchase we worked with fad and fad gave us a list of all the things we technically had to have you know food servicewise for the kitchen most of those will just buy on Amazon because they're cheaper for the little stuff so then can you send us an email that tells us which pieces of this that you'd like to buy with the grant money that's available so we can approve it you know via email okay so you want just the stuff that we're going to buy off the the grant isn't that the because you have money you have to spend it and I mean I'm assuming that I I would look at this and I go okay are you going to try to put the sinks in so that you can actually wash it are you going to put one of the refrigerator in the freezer in but a lot of that information will be done tomorrow when you actually have the designer out to lay it out and you sit there with Ann and get some perspective on it all and then come back to us and
say I have $5,800 and this this is what I want to spend it on okay fair enough anybody have any problem with that sounds good order yep so do you have any problems with that yeah personally I think it's BS and I've told them multiple times I don't think it's appropriate but they're insisting we owe it I think we subtracted far more from that job with Public Works labor then you know they had to make up in any overages so I do not think it's appropriate but I don't think it's going away either so did you put together a number for all the work that DPW did so you can show them no I did not okay but I don't I you know
the the real question and where I think he's wrong is is that you know he's basically saying that a lot of this occurred because of Errors by the civil engineers you know and a little bit in the front was appropriate and I would agree with them but from my perspective the town Public Works had to completely regrade their work in the back because they didn't meet the engineer specs and and their argument is that the engineer specs were right or were wrong but when I look at the back and I look at the way it's graded
now Public Works was able to match what BSC engineering proposed but Leading Edge was not you know so from my perspective they're wrong on that you know and we ended up spending an awful lot of time and effort correcting their work okay so do I have an exact number for it no I don't and and if you you could then you could go back and negotiate with Leading Edge and then come to us with a final resolution so we could either approve it or reject it because you've got to go and do that so that you get with Leading Edge and say Hey listen these are all the things the Department of Public Works did that you're not taking into account and here's how it offsets this number and is this the last change order oh no I mean they're threatening you know with oh well if you don't approve this all these other things it does US zero good to do this on like this yeah no good so what I'm asking what I'm asking is this the expected last change order as far as I know okay yes so then then go back go back to Leading Edge with the information that you've addressed that Department of Public Works effort labor is not being taken to account and then sit there and negotiate that with them and then bring the change
order to us to approve at the next meeting if there is a change order so and understanding it's a negotiation and it may work and it may not work so but at least with the the ammunition of understanding this is what Public Works put into this that we didn't get reimbursed for and they didn't have to do that would be great and they can't use they can't use the issue that it's the Civil engineer's fault no I mean I I don't I don't like dealing with people who do that and but you just got to deal you gota you gotta negotiate that outside of this meeting we're not going to get anything
done here tonight related to it the wall that they built in the back with the grading Associated grading was worth more than what they're asking just the wall that wall was not on the plans so yeah but that's the only way that's the only way to establish good drainage on that particular ea Okay the Scott Jeff not sure I totally agree with that that's okay listen just the three of you because you're all that's all area of expertise for each of you just sit there and you know give Eric the ammunition to go back and negotiate with them so that we don't have to pay this money if at all possible all right anybody have any other issues related to that okay G so this is G GG GF GF Veil soccer contract ffi usage usage it's under new business I don't see the contract there I'm expecting that we're not going to get a contract for them they've s Tre they've indicated that they've moved on and they think we're in breach of their contract and they're moving on okay we're in breach of their contract because they can't put lights up on the field correct but there's nothing in the contract that says that so they're full crap but the reality is we're not going to be able to make them pay for it anyway so it's effectively a dead contract at this point okay we'll sit there and touch base with the town attorney on that later copy or contract renewal so I put in your packet I looked at essentially three Alternatives the first is so The copier that we copers that we have under
contract are from a company called the office works so if we just take those copers out put essentially The Identical copier or in using the state bid price in the same firm it Nets out to about $45 a month less than what we're paying now with the same service costs so that's one option I also got a proposal from Rico because they're another company that covers a lot of towns in this area across the board they were more expensive than the other guys office something Office Works the other option I explored is what happens if we purchase our existing machines there he he wouldn't give me an exact buyout but he said the buyout for those existing machines because they would have to negotiate that with the lender is going to be somewhere between $4,000 and $4500 for both the existing units they will guarantee a service contract for at least two more years they said likely you'll get three or four years before they they're you know they're still Parts Supply they're not a machine that's made anymore but since they were only sold five years ago they're legally required to have parts for at least seven years and he said usually it's eight eight or so years before
you start having Parts availability so if we bought them upfront they do charge a higher service fee for units that are you know beyond a certain date so our per copy charge will go up a little bit it's not a significant amount you know the bottom line is we break even 26 or 27 months from now and then depending on how you how long the units last it's cash positive for the town to do that but you have an older machine that may or may not be less reliable so those are really the three options I would throw out the proposal for Rico I don't see any advantage to that it doesn't give you anything you don't already have and we're certainly getting good service from Office works so the question is simply do you extend do you sign a new a contract for new machines off the state bid price or do you buy the machines outright you know and go from can you give us a onepage summary of the charges by quote so that we can see it you know like the total monthly cost by machine for each one of them and then the actual cost per page like I'm I'm thinking that the document for Office Works is on page 49 correct okay so there there's two things there's a maintenance agreement their click charge for black only is 052 cents and for cover color is 05 and that's what the service contract is built into the Quick Charge essentially okay but where's the monthly cost I thought that proposal was in there no that's that's what I'm I'm having trouble with so I can sit there and see
that the black cost for the RICO is 078 so two two10 of a penny or 100ths of a penny higher and it's 0615 cents per color so a whole Penny higher per color so I get that part of the equation I don't get the monthly lease numbers I mean just knowing I'd have to go back I thought that was actually in the packet so I apologize for it not being I think it Nets out to about $175 a month for both copiers and now it's like it's 222 something like that it's about $45 a month less than our existing copiers okay but on the RICO one you have a desktop I'm assuming you're not going to use that in the senior center I mean so that that's what I'm driving at like when you do a something like this for us you can have all the documentation behind it so we can look at it but it's really simple to put onepage piece of paper on this to say here's the monthly expenses here's the annual expenses this is what we pay currently and then here's potentially the the savings or the price increase so we can understand what we're dealing with to me I just don't under I mean I I understand these are leases but it should always be we should always try to get a lease to own contract because if you can get a lease to own contract you know they don't charge you
that $4,800 which is kind of ridiculous which is a joke and then you can sit there and deal with some cost savings by just paying a higher per charge for each copy and each color copy but when do you when do you need information when do you need this information when do you need this approved by I mean our contract's been expired for a couple months anyway so if it's expired for a couple more leasing company's getting a little antsy but but I'm sure they'll hold off another month or two so they're taking your lease payment though of course of course okay let's find out if you can just give us the one column that says current one column that says what Rico is going to charge us for similar equipment one column for what Office Works is recommending to charge us for similar
equipment and we'll get it approv next cycle fair enough shouldn't be that hard to deal with this the only question I have is is lease to own or lease to deal with a buyout that would be the only thing I would ask you to look at okay anybody have any issues with that okay issues I I like the leas thing idea and that you always can get the maintenance with it I think whereas when you own it sometimes the maintenance is a problem unless you've got a company that's really good I don't know well this company was going to sit there and allow us to buy it out and
give us maintenance for a minimum of two years but then you have to sit there and do the analysis is it worth the two years is it worth it yeah that's comparison we can do the math if the information is just provided on one piece of paper and you're not bouncing back and forth you can do it but Eric the Avenue contract G that's Carol that's not me GH okay [Music] so what do we Carol if you're on are you on here what are we attempting to do what do we need to do for you hi yeah okay and you're asking any questions I'm sorry about the Avenue contract yeah the Avenue contract yes that's the land record so they have our land records dog licensing trade names everything is done in that c they did have a $65 per month increase still providing all of the same Services Eric asked me to get a couple of Cs I did contact Po and another I haven't heard back anything yet with a second po but they are part of State contract so this is just a relicensing or a re subscription fee for what we're currently utilizing correct it would be renewing for another five years with the same company all right okay and when does this
expire it expired a couple of months months ago okay so we're just month to month right now at 6 okay the same the same the same kind of information would be beneficial for this which is what's our current costs and what's our so you're telling us it's going up how much $85 currently it's 650 a month for all the same Services contract is 7 I'm sorry 65 750 okay so currently in the town clerk budget you have this set at 650 a month and it's going up to 715 per month is the dog program included yeah and what is the maintenance 2020 license for assessor so basically I have two computers here the admin computer and Public Access and then we have one other computer that we can put his in the in the town office building access the land records and we have that in the assessor's office no currently it is Amy assistant computer on her desktop okay all right just as a question have we planned for this in the current budget period to go up we did not and I did ask them why they waited until after the start of our current fiscal year to give me the proposal so they have new people and
that's why I wasn't and I wasn't paying attention to the expiration dat okay so if we so we end up with potentially seven months times $65 I'm assuming you have that flexibility somewhere in your budgets I do kay all right Eric are there any issues operationally that you see I mean something that's in the town clerk's office right now so $455 of additional subscription costs shouldn't impact the budget any issues no okay no I mean the question is is that the best vendor there's certainly plenty of other vendors or at least a couple of other vendors that provide the same service I I but I don't have a dog in the hunt if you want to approve this right now go for it and we'll move on okay so it's the existing vendor correct okay and Carol you were saying that you looked at other vendors but they didn't they didn't get back to you yes I did request a quote from cop I haven't received anything back yet and I have checked with other clerks who we got and IQs another one and they're all right
in that same ball part for a monthly and who was the other one cop and who IQs is that is that the the service that deals with the assessor's office and the tax the tax bills I did not ask about that I just asked other towns now the towns that I asked they do not have an additional computer on their system they just have the computers that are located in their office admin and public ACC well the question is does the assessor's office use it again it is on the assistant town clerk's computer yes she does use it because if we have title Searchers here sometimes we have a couple in the office at the same time and we do have a second best topic okay so Carol you would like to sit there and see Avenue's contract moved forward I would would be willing to do that we've had good luck with them I haven't had any complaints from attorneys or title Searchers they all seem to like the system anybody else have any questions for the town clerk okay anybody have any problem with the system in the the additional cost $455 okay anyone want to make a motion on that
no all right I'll make a motion that we authorize the well let me go backwards Carol do we need a five-year contract on this that is what they sent out I can ask if they will shorten the contract but every five years the last one was a fiveyear two the last one was five years as well yes okay all right I'll make a motion that we authorize the town clerk to to or the Town Administrator to sign the Avenue contract for the land record management system second okay all those in favor I okay there was a vendor permit in our package from Trinity that Eric did that are you looking for a motion for us to authorize you to sign that well if you want to issue a vendor permit then you should do that that's a board of selectman responsibility not a Town Administrator responsibility so if you want to give that person a vendor permit make a motion to that effect if you don't I'll make a motion that we authorize the Town Administrator to sign the the town of Andover vendor license for Trinity solar LLC good some second Scott seconded that all those in favor I hi okay 2025 meeting dates they are on page 78 the only one that I had a problem with or I would like to adjust as I'd like to make the October meeting October 6th it's just it's a Monday before the
holiday it's the first Monday in the month dates so you want October to be October six was that again or six okay October 6th so Columbus Day is on the 13th which is the second Monday so as opposed to having our meeting on October 14th or whatever date we just do it the week before okay anybody have any issues with any of the dates I I mean July 4th is pushed out far enough to to avoid the holiday September is a week after Labor Day so it was actually a fairly good cycle and then November 10th is Monday and that avoids the Veterans Day hos holiday which is to Tuesday the so I'll make a motion that we approve the 2025 proposed meeting dates with oct the October meeting being scheduled for October 6th second Jeff okay Scott any further discussion on the meeting
dates all those in favor I I [Music] oh I'll talk about meeting dates later meeting timing item 11 approval of the minute meetings for October 7th 2024 regular meeting in the 11b the 1021 2020 or special meeting minutes appr motion to approve I'll second further discussion on the minute meetings all those in favor I okay Jeff did you vote I'm gonna abstain because I was out of one meeting okay an did you vote I just don't think some of it's very clear she makes it very cryptic and there's a few spots that I would have changed or said more probably probably but I know the part about the tri board policy on the AES capital projects I spoke about that and this doesn't say who would quote keep an keep on the agenda and speak with the Boe chair and town attorney I guess maybe that was you Jeff but it didn't say and then there was no mentions about my questions about the changes to it I thought that maybe should have been in there okay so do you not want to vote in favor of it well could we just change it change the minutes add some of that in there sure you can make some recommendations to it I I'll sit there and resend my motion so well simply make the changes and then we approve it as changed that's what we do in the Planning and Zoning I know I understand that but you'd have to sit there and outline the changes so I don't mind with you outling the changes just if we can just get that
done and you know I don't even care if we approve those minutes and you want to hold this off to the next meeting so that you can identify the changes from the video and then write down what you want we can get that to the to who the minute Taker and get them done so I'm okay with that so let's push this off till our next meeting so Eric we're going to approve those minutes after an codifies her changes and we get them into the record fair enough all right item 12 treasurers report anybody have any questions related to the documents that were provided us I had one under Section 9900 transfers it says transfers I didn't know where the money was transferred to what page are you on start with that oh let's
see find that [Music] again he has to be on page 98 it's page 98 yeah okay so what line like 9900 transfers there's all those things contingency trans multiuse building fire engine fund tanker where were all all of those money go all of those monies go to those funds an and they're sitting in the funds to be used the only one that does not go to a fund is contingency it's sitting there as a negative I see that potentially used so then the they like the the tree removal fund has $50,000 in it the building May F main fund has 100,000 in it no that just means that's how much money that just means that's how much money was budgeted in this year to add into those funds okay so that was added in then correct is that correct yes that is what was budgeted in this fiscal year to go into those Capital funds it's so those funds all received that money when it was transferred okay correct thank you so just for your understanding under 5920 the AES Capital fund the board of
Finance not the board of Selectmen transferred $100,000 into that fund to be made available to the AES Capital fund to spend on its potential Capital needs okay okay anybody else with any questions for the treasurers report okay so we're going to move on to Tax Collector's report does anybody have any issues with tax collector's report Eric one thing that I'd like to do with the tax collector's report is I'd like you to get the information on personal property taxes that are unpaid and do a better job we need to get with the tax ector and make sure that we understand those taxes and also the taxes related to vehicles that are unpaid because those are the taxes that she should be really moving toward collecting as much as possible because those are problematic when people either go bankrupt or you know are not paying us those bills those I know what you I know what you've said in the past that it's great when people don't pay their taxes on Real Property I have no problem with that but on all the other items I think we should sit there and make a more concerted effort on collection and we don't have that much to be really honest but it is something that we should know about I mean generally we get the motor vehicles for the majority of cases because the ne you can't register a vehicle if you have unpaid taxes so we may get them a year or two late but we
almost always collect that the only ones we're not collecting on is the people that are cooking the books by continually moving around registration for vehicles among all their family members names and there are a few of those those items are the ones in my head that we need to do a better job or focus on collecting those I understand the real estate because you're not going to I mean I I did notice a lot of leans on the delinquent report and I well actually there are some there but I I also chuckled that my wife was on the list which she shouldn't be but I figure that's a bookkeeping issue and it's kind of sad that there's one item and I I make the top 10 list or whatever it is so okay okay excellent It's always interesting to look through the list of people on the on on the property tax list I love that y okay so anybody have any questions related to the tax collector's reports no there's there was something that I I forgot to bring up when we were doing Eric's report that I went over when I was going going over Jay's monthly report I noticed that he was going to have a meeting with distinctive and I just wanted to mention to Eric now that there's another player in town with free removal service that has all the same equipment as distinctive and it's carabetta they they took the state contract from Distinctive now so you should be getting up prices they're working with municipalities also W well since you're on that topic Scott are we still anticipating Eric working with eversource on a program we did have a long meeting
with eversource we asked them to collaborate with us on major tree removal on burnap Brook Road the long and the short of it is they're not willing to collaborate with us on that one however they did put all of burn at Brook on their enhanced clearing list so most of the things we were planning on doing and they marked a lot of stuff on both sides of the road so so I think we're going to get them to pay for the majority of what needs to be done on the road as opposed to splitting it 5050 so and I think that's a political thing on their end like they couldn't collaborate with us but they could accomplish the same thing by adding that to their enhanced tree trimming list make it their responsibility so overall I'm quite pleased with that okay right anybody else any other issues they want to bring up before we start moving well we have to deal with the tax collector's refund request so 13d page 135 of 163 there's $2,128 24 of refund of excess payments o 1 two 3 four five six 7 certificate of Corrections and 1 two 3
four five six Board of assessment okay interesting Okay so would someone like to make that motion you have it right in front of you Jeff right I do you know how much I like these Scott you hate them I do I make a motion to approve the tax refunds in a total of $ further discussion I just have one point to make if you look at that list you'll notice that there's two people that are on the baa that got reductions by the baa yes and I'm sure they recused themselves and I'm sure you could sit there and go to the minutes and see that they did that I'm sure they did too okay so any further discussions on that all those in favor I or nothing okay so let's move on to departmental reports does anyone have any questions related to any of the department reports and I know Scott already asked a question about public works so the building department generated 5,000 $ 75770 of a total permits and now is that using the new program Eric that is it is in effect and when did it go into effect the day after the last meeting so about 15 days of this would be new potentially new permits okay so let's sit there and see what happens in November okay anybody else with any question questions for any of these reports that were provided so we had the building department we had Public library and we had the registar of Voters I will say on the regist of
Voters you know and early voting in general we did have a really high turnout with people who exercise their right to early voting I think it was something like 38% of the registered voters voted early voting and we had the highest voter turnout we've had I I think that I know of so from an election standpoint we had excellent participation by the citizens of the town of Andover 93% I think that's phenomenal there's a reason why you want to do things at those you got people to participate which I think is phenomenal I also do think that everyone that sees Wally and Linda Derek needs to thank them for all their hard work because that was not easy two weeks of early voting and the effort they put forth needs to be applauded so they they got paid by a grant Eric so I talked to I talked to Wally
about it he said that they paid the majority of it was paid through a grant correct so the fir when the the state first implemented early voting they set aside money for all the towns they supplemented this General election with I think a $2,000 Grant so that paid for a big chunk of the salary for the early elections nice so the question is are they going to continue with early voting are they going to allow their absentee ballot rules now to take effect because if not they're not going to give us another Grant they're going to make us pay for all of the early voting requirements understood and I don't think we're going to know I think it sounds to me like legislatively and you know this could be wrong because this is just talking to krog's lobbyist about how they think this is going but what they think they're going to do is just shrink and not have so many days of early voting but definitely keep some early voting along with the more permissive absentee balling is what they think is going to happen but whether the legislature does that or not or the Secretary of State's office does that or not don't know I still think it's it's a it's 93% is pretty good compared to what we've gotten in Prior voting Cycles it's very good okay we've tended to run in the high in the mid 80s for normal presidential Cycles but 93% is pretty awesome yeah I just I was surprised at how cramped it was for the early voting it just seemed like we should have given them a bigger room or something I mean there was nobody else waiting when I went but it was just very very cramped
to get down there and sign in and then go and vote in the vault and it was all sorts of I thought we would have had them in the new community center or something like that or in the community room one or the other okay anybody else on any other issues okay any correspondents Eric item 15 nope none that I know of all right public speak item seven 16 I'll start with h Bata gamsky no thank you Jeff okay Bill Penn Bill if you can unmute you want to talk I'll come back to you if you want to put your hand up Stephen King yeah I wanted to mention something you discussed about aspelin and eversource I spoke to the planner who's been on burnap Brook from a standpoint of safety they're starting in about 2 weeks they're taking a significant amount of trees down and considering amount of bicyclists Runners and Walkers that we have you might want to just make everybody aware of what's going on down here there's a lot of trees coming down okay thank you Joan Ebert yep just real quick I wanted to wish you guys all luck as you continue
your search for your new board member I know you've had as I've said before good candidates come forward and a lot more that have put their hat in the ring too it's great to see everybody wanting to give you know service to their town and then just a quick point on the community center director position that was spoken about tonight I just hope truthfully that you keep her involved in all aspects of the building I think it's important that as you know the director she's involved in you know all three of those big categories that Eric brought up if we took one away I just think that would unfortunate I think that everyone can work together it was presented to the town that way last year when you were hiring for that new position so again I'm disappointed it's not full-time like it was supposed to be but that being said I just think it's important that she has her hat in all three items thank you Linda Armstrong Lee I'm all set thank you all right Alicia [Music] Lee okay I'll come back to you Lisa Liz latch I'm all set thank you thank you all so much right I'll come back back to Alicia Alicia okay excuse me Bill Penn one more shot Linda Armstrong one more shot okay
item 17 adjournment motion to adjourn excellent who seconded that and you gonna second that I can second it Ann has seconded although in favor I thank you very much thanks a lot