TranscriptCapital Improvement Policy Committee Meeting ~ December 7, 2022

hopefully we can all get out of here yeah and get this done yeah all right so uh welcome everyone to the second meeting of the CIP committee for the calendar Financial year 23. and before we get started tonight with business I thought we'd just uh go around the table and have the committee members introduce introduce themselves and maybe we can start repeat started pgmo we must feel like wonderful and I'm Paul first I Live on Chester Hill Road Joe Tom lemon Ada Drive Michelle

also have here tonight uh our town manager Jerry Douglas yeah and our fire chief I go by Rob and our road commissioner Calvin Bowman all right excellent all right and a few audience members so um tonight what we're scheduled to cover here and um please let me know if I'm overlooking anything but this is what I have on my list the CIP process to talk a little bit about the process and answer any questions that department heads

um this would be the opportunity for the department heads to talk about their applications so any additional information that they might want wish to offer and also for committee members to ask any questions they have of department heads and generally what this committee does is we try to assemble questions from the previous meeting and then share them with the department heads and advance so that you have some idea of what the questions are that we're going to ask you know in case any of them require you know some research or or anything like that we want to go outside folks the idea here is to

works and applications that are you know are are in good shape and ready to go on to the next step you know the budget committee on the select one so um then finally the committee members uh after this meeting after we talk about the applications this evening and you know get our questions answered the next step in the process is for the committee members to do the scoring and each uh Committee Member completes a score sheet for each application and at the end of the process those have been collated to arrive at a ranking of projects and the purpose of the ranking is so that when the selectment and the budget committee uh go to do their uh

go to do their you know piece and once they do their operating budget and they look at where they stand with their operating budget they can consider you know how much they feel is available to address these other issues and how they rank

regarding tonight all right fantastic okay conversation about process so else on the committee who would give an overview of the process if you think that would be helpful or we can take specific questions most effective for you excuse me to be real effective for me to kind of understand the process because as I work with the department heads and the Committees there seems to be a little bit of confusion on what we're actually trying to accomplish and even for Peter being new I'm sure he would like an idea of what the process is and what we're really trying to achieve with this this committee and and it sounds like it's a ranking what of the projects when it's all said and done yeah exactly is that what it is because because when I work with the department heads they're kind of expecting numbers to be filled in in places and I as the manager to put in I don't know what numbers to put in anywhere

but you say put in numbers maybe a little more specific yeah let's let's look let's let's do an example here I have an example here so these numbers here match your the request that you got the estimated cost right okay oh and by the way I talked with the auditor and she's not comfortable with these numbness for Reserve balances so she's going to talk to roof we need to get to the bottom of that to be full before we we don't I don't know I'm I don't know what we have for Reserve balances well hopefully we have a starting place for you to have that conversation with the auditor because it is important that we figure out what those preserved balances are and also important I think and I'm sure the Auditors will probably agree with this that we have separate Reserve accounts we do but the town of

Durham has gone through the perfect storm with administrators leaving right with that with a lot of Excel spreadsheets that don't match up with one another someone new coming in and expected to figure that out sure it's an expectation where you're going to be very disappointed because I'm here to tell you I can't figure it out there's just no way okay that's just that's the reality of it it might disappoint you but that is where we're around yeah you know well I really think you know given that that's a really high priority because without having uh you know Reserve set aside

the process doesn't really have a lot of weight and um so if this is something that the Selectmen have committed to in terms of the policy and the process we need to have we need to have those Reserves I I don't disagree I just ain't gonna tell you what it is it had to be wrong and then someone say well you told us this is what it was yeah that's not going to happen so I'm sorry go ahead yeah no I wasn't going to say that so yeah no I I mean I think we realize that there's some learning process in what

where where the budget stands currently today due to the way that the college have been set up and left um I think that aside we need to just focus on at least for the CIP the the um the rating and ranking of the project right in a perfect world um we need to put some fiscal thought to

what those are how they really needed from a fiscal perspective versus not um and then and then move from there to give our recommendation as a group to the select Force to then decide okay there could be a separate issue with what's actually available right now that's I think a separate discussion to have a select forward and I think that this board you know what we have for numbers in front of us we're going to go base on our our decisions on that now and again ours is not to decide where to

necessarily what what to allocated right we're going to go decide what is the most important for the child what's in the best interest of the town from the priority standpoint um you know we do want look at the physical aspect of it okay but I I I'm not sure that that holds us up from actually performing what the CIP is supposed to do which is does let out all the all the questions and the accountability behind the departures to go and then use that data to decide what's in the best interest of time to go and purchase first second third and fourth fifth certainly there's more scoping here to the CI CIP policy but um but but you know given the

numbers we have in front of us we can go make those decisions and and move forward with this process to bend your house on and once we're all on the same page where we uh financially with reserves in our back would be in a better position so the auditor is is scheduled to come talk about the financial status of the town on the 27th okay the auditor is going to talk to Bruce because their numbers don't agree so so we're working on it it's happening

but like like right now I just want you all to know this number is nothing this number may not be correct that number may not be correct so when you somebody's coming in new and you're hearing well this is how it's done from three or four different people this is where I start and meaning you get the policy that this is where I start I'm asking what do I put in here for numbers you know to to about am I do you want this information you don't even really need this information do it right yes we do we do we do need that information it may not be understand and we take that under advisement that the number uh probably isn't 100 correct right um and but we still we don't want to lose sight of that number because next year we need that number to be running right and so we don't want to take it out this year right so okay let's assume it is running yep what do you want me or

the department has to do with these numbers down here on 26 and 27 do you want us to balance it out is there an aim that we're only going to put so much in capital reserves uh I I got no Direction really on I can put any numbers in there and make it work but is that what you want is that going to be helpful as I know that and I want to say first that I commend you that you are asking the hard questions because they're important yeah and that it's very important to get this straightened out with the reserve balances right because it's a can we can't continue to kick down the road we need an address for this process to work right um with regard to um the the balance it's an open question and I think and I kind of alluded to this in the last meeting I think that's probably going to get answered over time I think the thing to do is to pick a Target is to pick a Target and that Target will get adjusted over time because we we

can't answer but you know we we can't answer all of those questions yet at this point and you know there's also the question of who picks the Target right Somebody's gotta pick it okay somebody's got to pick it and it will get adjusted over time as we move forward with the process and in a perfect world yeah you want this to show what you exactly need for four years five years out so it's a

hundred thousand dollars a year that you're asking for for Budget item there then that that the idea is is that your goal is to get to that point if you if you're saving that amount of money every year to go and buy what it is that you're projecting you need in 2026 or 2027. because then that provides a balanced budget of time in the end right they know what's coming yeah there's no surprises right this is somewhat what you get to the town floor and you say hey I need a truck say pop nobody knew you needed a truck four months ago until you brought to the budget committee and said you need a truck this is to go and Project Healthy you need a Truck in four years from now right and then to show the time that you're actually attempting to save for that truck 40 years 35 years out and and so yeah yeah that should be

honestly a perfect spreadsheet in the end whether the town funds it or not totally different right right next year we'll be like ah we're down 200 000 because they didn't sign up for everything in 2020. yeah we have got those two variables yeah are really important so there's what's your Target and then there is what Joe just mentioned which is it's never going to get 100 funded in the budget committee right and maybe you will so so you may want to shoot you may want to aim high percent yeah but so I got a I got a 10 Yen I got a five year I can present in a 10 year good thing about a chain here it captures the five year you can't get to 10 without going to five first correct so here he is so here here they are I can present it like this and these highlighted it would be the purchase year and this is what you've got to save to get there every year if you want to do it yeah okay so in 22 year I like

that exactly yeah yeah that makes sense to me because when this committee turns around says to the select boy money next year and then they're going to pick the top four out of 10 we put in order right to go and save for and present that to the time right that's the whole idea but the town's going to see the rest of the list so they're like oh wow look at that yeah give him an actual dump truck coming up whatever year it is right to put sorry if you weren't to put reserves aside for 23 for what we think we need you're looking at putting 430 that's we all know that's not going to happen right that's right so yeah but this presents it in a more meaningful way because when I was trying to do this and this is the what I did but when I want to give you an example of when we start it's like what numbers do I put in I can I can make seventy thousand I could do it thirty five thousand twice or I could do 65 and 10. I mean this is

this whole array of numbers and no one did don't underestimate the voters though because I have seen historically them vote for the correct things that go along all right our infrastructure is one of them some of the little stuff uh they will argue of a 500 bucks for two hours

right but yeah we'll vote in a plow truck and a heartbeat because guess what nobody wants to go off the road right here and everybody wants the fire truck to show up at their house so everybody's got I think they're priorities straight on what needs to happen I agree with you when we vote the whole thing in probably not but but it it it's the priority is when you set them up and you know look at everybody's straight faced it it's pretty clear what right what what needs to happen to keep at the level we're at and improve it yeah you know from the top manager see I want to present something that that to you folks that is Meaningful it adds value to the process and that's why I came up with that because that spells it right out there for you it's there it is but again that that form isn't necessarily in the CID policy so I don't want to go up against the policy so I'm kind of here's here's the thing I mean

here's what this doesn't show this before is it doesn't show how much we should be putting into Reserve each year right so that's what it doesn't show it shows the purchases right but it does so it you kind of need to show both yeah really two different things but isn't this is it the select board that's going to decide what's going to go in the reserves no well ultimately the select for this the town decides that attempt right but the selectman decide what goes on the board right so what what numbers are you looking for the town management to put in to help you if it's really up to the select one that's going to end up putting I'm just trying to so you know what this

um with this idea would uh show is basically every year you fund what you need that's what this is this is every year you fund what you need okay so you know you could in theory you could go to the next town meeting with Warren articles for Public Works that total um oh no I see this is multiple years oh yeah yeah okay oh and these are the reserves okay I'm just trying no no there's no reserves here okay there's no there's no this is this is what they have the vehicles that's what they want to replace it with all right I've got to reject it all this is the 10-year thing right okay

want yeah but I'm sorry I thought you meant yeah I think there's no Reserve balance on this um right true yeah that's right that's right we just have the tolls per year right you need to do to pull the projection out okay and if you if this doesn't show up if you look over here that's what you know this this number should match these are the cost of the that's the total estimate for the for these things and this is great yeah yeah it's greatly exactly what we're looking for good perfect maybe it could be also something supplemental so that we're still able to show um you know what the Reserve balance is and you know what's going into reserve for a particular year you know so we're able to show you know what the reserve request needs to be on the warrant for that year and what the Reserve balance is because it does depend on you know the Reserve balance also if the balance is not zero we need to be carrying a

balance in a reserve account I think that's part of the idea because you know not everything's going to get funded every year you might have money that goes you know that's allocated that's not spent goes back into Reserve um I think it is important to show the reserve right but show the result I I get that

but then moving forward with these these costs okay we have a hundred dollars in reserve this thing's going to cost 50. that gives us 50 left and then in 26 we need a hundred now we're minus 50 do I add 50 to make it zip that's where I'm trying to kind of get some guidance on what you're actually looking for are you looking for a balance sheet are you looking good see if we're going to be in the negative yes we'll be for balance sheet I think that's right and just put any number that makes it work yeah you put the numbers to paperwork if I get it's a good question I think is do we want to show the balances in the negative or do you want to try to keep them at zero or above in the positive zero or above yeah so we did that we did that initially and then I think this is not what I didn't well I don't know I haven't talked to really what the select one wants but I just over time I can put any numbers I want

in there to make it work and I don't know if that's helpful to you can be different I can just divide them evenly okay this needs to be based on the schedules right you know again it's got to be based on the schedules and it is okay so so I guess um

trying to work out what's in the current uh Reserve balance and what it was allocated for to some extent um are you expecting to put a line item in for every single item on this list is that what your intention is going forward I'm just trying to I'm trying to question specifically only because

like each line item there um and and I'm not not a hundred percent sure how this would work we wouldn't necessarily ask for 10 line items on the warrant no fun the truck in 2027. although it's an option that the town should kind

of think about again not not as a select board member I'm just we put in Reserve balance for next year 105 000 for the 3 500 dump truck like say right so the following yield I need another 35 000 queued up ready to go to add to the other thirty five thousand dollars for the seventy thousand dollar 2500 pickup truck you know so do we go every year and go pick them the top five items there and fund them year after year that's the idea but do we keep track of it down to that level is part of what your I think your question is yeah and how do you keep track of you know we're we're gonna we're gonna say yeah those five items are the right things to go after for the next five years every year and it's based on the schedules I I think yeah you know it's not based on the schedules because the schedules don't carry the reserve balances and they should and if you look at the policy of policy asks that the schedules carry a Reserve

balance and so the intent is that this is really should be in the schedule rather than the 10 year than the five year or the 10-year plan that's if you look at the policy and ask for those Reserve amounts to be carried into the schedules we have asked for that for uh three years and we've never gone so that's what you have done here yeah because you basically put it into this into the Public Works schedule right yeah so but that's really something that the

um the department heads that was the intent that the department has balanced their schedules and their Reserve their want to go and allocate x amount in the Taiwan articles or not or just lump them and say we're going to save we're going to put away 70 plus 6 Plus 26 plus 7 plus 35 and take a lump sum and say when I put that in reserve for next year and that's the warrant article yeah that funds the next five things on the list exactly right and that's how we get to what the Reserve balance needs to be and that that carries forward and then you go after the next five things the fall year after to go and start funding those I mean the right thing to do is to fund the 450 000 I think is the number there all right

thousand dollars this year 735 two two to put us on a path to fund the next 10 years worth of public pools is it the right thing to do it it's more complex you look at those numbers and you know one of the things that CIP tries to do is introduce some

balance to the tax rate and tries to even it out now I I see here in 23 we're spending 431 thousand dollars but in 32 we're spending 33 000 yeah but but this but this in 10 years is going to be over here and you're going to be at the same thing yeah you're going to be as

what do you expect do you expect to put the that money also into the five years the bombs no well I know it is yeah there's all kinds of money I mean that's a that's a good news story right now right I mean a town meeting and when we present this to everybody uh um at Town meaning is that that is a good news story it's because the bonds are coming down now everybody doesn't like their taxes going up but keeping it the same might be okay or somewhat less right it's an another balance we're going to have to go and and and go through for folks to understand everybody likes when things come down and but you do need to maintain the balance of equipment that we have again back to the plow truck showing up on time and the fire truck showing up immediately uh it's what's expected right and and everybody likes that a lot and you know and you know tell them I know any of this but this plow truck you might not

really need it in 25 could go the right a little bit so everything is moving yeah and so that's it moves in his schedule right with his Reserve balance too yeah and you know and um I I think this is an important Dimension and that is that you know we did go through some significant process to develop this uh policy and you know it's

got a few I know it has a few idiosyncrasies like for example uh The Five-Year Plan you know The Five-Year Plan needs to be a little better fleshed out and I know there are a few typos like I caught today that it says in there Reserve or Improvement rather than reserve a project it really should say project I'm going back because I don't know everything's a reserve or a project that the arriving policy and I know of one or two other titles but the bottom line is fundamentally the important pieces are there and um uh we have you know as you mentioned it's been challenging we've had a number of different administrators and managers they're in a very short period of time and it's been very challenging for this committee because

you know we have gotten each year something different and I think it's really important to go back to the policy and to you know for us to look at that policy and consider that and maybe this is a broader conversation that needs to happen because you know of course we want to make sure that policy is affected and we're all on the same patient you like it and you know the committee likes it the selecting light and everything yeah just one map yeah I can I'm stand you know if if we have a policy and it's been complicated yeah then we need to revisit that so I might suggest that you offer this you know if you want to offer this information that you offer it additionally this year but you don't offer it in place of The Five-Year Plan which you put together which is I think a little closer to what the expectation was for The Five-Year Plan but again I don't know if you were part of this exercise may have been I know we

asked at the last meeting if you could total total the expenditures and the reserve requests yeah I'm just trying to get us all players in the room so we all are on the same page because being new and hearing different things coming at you it's very hard it's like hurting cats I just didn't know really what what I was really was it was unexpected because yeah well I think at the last meeting what we asked is we're okay with that but we'd like you to total the reserve requests and the expenditures so we had a sense of what percentage are we funding what percentage of the requests are we uh are we funding um you know in that time period in that five-year time period and does this give it to you no because it doesn't total it doesn't tell you their Reserves

so department one the one I just had the five year because that does if you just scroll up that does total Jerry yeah well if that number is correct if the 284 on the right is is correct and and you approve uh in the red apply Mo vent then it drops it to 234. right and you can see just like so this was just a different way of looking at it if you if everyone does a refurb of the ladder 125 then it drops it that's just reserved that doesn't include and we were told not to try to figure out how to pay for it which was different rules right Paul but it used to be I would suggest how you paid for it and that's been taken away from the department heads so I don't have to tell you I I'd like you to use arpa or I'd like you might use right capital or let's let's see if the the voters want to increase their their taxes yeah just kidding voters I know that means that's not for this committee to decide that

that's in the answer this one correct and it was taken away from the department heads also so I I will give you just as an example you know the fire department's four things you're looking for right each areas luckily just removed it simple math from what we believe is in capital but that has nothing to do with how the select board says no uh we'll do arpa we'll leave the first 50 in here we'll do that and then all I did he's looking to get an ambulance so I just put in 50 Grand I should that be 60 should it be 75 okay and that's the next example so for the fire department 2029 I know today's numbers four hundred thousand yeah I mean we're like seven years out so 50 50 50 100. so that'll be ready that in theory the 400 in reserve for the town to just approve hey I seek what we've already paid for it we vote to use it yes get your angle the money is there the money's there yeah already on their back

exactly but that's the next question right who I as an apartment had asked for 50 000 in reserve right out to 2029. yes you do yes okay but that's just one truck I mean the fire department has six and yeah but it's it's an aggregated reserve request you don't ask for a reserve request for each item you have coming up in the future it's basically you look at what you need which is the way Calvin did it it is it's one reserve request okay you make an individual project requests for projects that you're looking to spend the money for uh you need to either take from Reserve or from taxation to do in that uh upcoming

fiscal year uh like for example the ply movement exhaust removal yeah so I'm assuming that's something you want to do soon like you want to do that probably um yes 23. so that would be a project and for that for um so that warrant and to do that you need a warrant article you would need a warrant article and so basically that

um project represents that warrant article and that application that you submitted now if you want to put money into Reserve um the idea is rather than having to ask you know for Reserve make a reserve request for each individual piece of equipment that you have just a you know a reserve um uh balance you know you don't have a reserve you don't have a reserve that's for the ambulance and Reserve that's for the engine that you have one reserve and part of the challenge with this is that the reserves haven't really been set up or maintained and so if they were then this would be clear it would okay so so that there's one Reserve that are multiple reserves there's a fire department Reserve there's a public works Reserve there's a facilities reserved there's some you know an assessing preserve that sort of thing so again so one Reserve so I have six trucks I thought at one point I'd have six reserves yeah you know the

ladder truck could be 10 years out the amounts is five years out you know restaurant that type of stuff so you'd have reserves but what you're saying is it's actually one line night it's one yeah exactly and I you know what I

that needs to be brought to select more is how do we want to go in section so all the homework done John Chief knows what he needs in 10 years and why he's asking two hundred thousand dollars over the course of this year or next year because he's got all these things stacked up coming at him same with Calvin he knows he has all these trucks coming up as well and and it's and they've done their homework they know what that is and so yes if it's one Reserve balance everybody needs to remember that wow twenty thousand goes to this thirty thousand dollars for this I mean of course it's kept on a spreadsheet in the town hall and you keep track of it but but it's it and everybody else does of course but when you get to top meeting it becomes a single number whether we split that out or not as as a town um I think it it can be done in both methods I'm not I'm not sure what the best method is right something we're

trying to discuss further yeah this is something we've talked about at previous meetings I remember having the discussion with Ruth about and one of the challenges is that if you create an individual Reserve account for each project it becomes a very difficult task for the Auditors and the financial managers in the application and what happens is so a town meeting you say okay we're gonna we're gonna put thirty thousand dollars in an account for a new town hall okay and what happens is the town hall never gets the new town hall never gets filled and what you end up with is at the time it seemed like a great idea but you end up with all of these orphan Reserve accounts that have to somehow be reconciled and then the voters have to vote to put it back into something else my experience has been that you'll get so far down the road in terms of bookkeeping that there is no longer institutional knowledge of what

the money was for today and so you're better off if you consolidate in one Reserve um and with regard to you know kind of keeping a record of what's allocated for what I guess what I'm advocating is that you really don't need to what you need to do is figure out how much you need in reserve and what it's for and make that request and it all goes into one pot and then when it's time when you need the vehicle then you just come you come to CIP committee and say you know I want to spend the money and um you know we've saved for this and it's it's time and there may naturally be some balancing with regard to um you know what is once you get down the road like five six seven eight years out what's more important you know what do we need most do we need the new um new ambulance most or do we need the engine boost and so if you have it you know there are some advantages to having that flexibility of having it all in one

account versus having it all in a separate account too but sort of and our conversation last week with Calvin we wanted to have him tie that Reserve to something and now I think I just heard was well we don't really need to do this he needs to know the story of what that's tied to and say I'm having a hard time I'll tell you I have a hard time with it because yes should we be I agree with Paul first of all that we lose track over five and ten years as to what that money was allocated for you and the line I am in the budget

can sometimes be um yeah a murky as you get down the road as to why and maybe you don't need the mack truck on that year that you allocated it for and now you need something else you can't reallocate that money because it was for the kid of actual dump truck and not the not the the the the plow truck a H you can't mix and match things yeah well you know what this is what this is like yeah I'm sorry yeah exactly right Jerry the um the allocating the money at town meeting for the roads this is exactly analogous to that and um you know like you said you don't usually want to put on the Warren article what roles you know you're you're doing because things do change because from the time you go to town eating to the time that you uh accept bids and do the work because you don't have all the real numbers yet to have all the real numbers it has gone up to bid yet you don't know exactly what you can afford to do and

priorities even change in that six month window so that's why you ask for some of money and you say it's for the roads and these are the roads we like to do but we don't know for sure what we're doing it comes back to a really good bookkeeping account of what it is you're going to allocate the money for on the the the the the the

looking for this song but it's the backup data behind that to go and justify it and defend it when when the time when the time comes in front of me I mean hopefully ahead of time here which is what you're doing but um you know these questions some of them will come up again and and to have that on a piece of paper and say well here it is this is the projection this is what we're looking for and this sum of money supports The Five-Year Plan and this is

he's showing all that data and it's taken some time to get to that point you know and the reserves will work its way out and then you'll know exactly what the shortfall or or the game might be a full game but and then we can we can we can you can manage from there as to how what gets on the Warren and how because I can choose for example but he might not get this come and come 24 25 so when I have something like Calvin I said this isn't a one this isn't a five-year plan this is a five-year schedule well the one hand plan because we're talking about 2020. that's when you've updated every year yeah so I have to update it every year right and then so it's not really so you got to work it so there's data so it's five years worth of data not really a five-year plan because that because if you're going to plan your work work your plan and we may not be working the plan and it kind of throws people it was throwing me off

because when I hear a plan five year plan I think it's set and that's a plan when when dot puts out a two-year plan that's what they're doing right so maybe I'm just Jaded by you know that but it really is a five-year schedule the one year plan yeah okay you can look at a different way so planning is an iterative process right you know and that's very broad definition I want to say something about what that brought up with regard to Calvin and Calvin's uh Reserve requests countless Resort request was fine but all we wanted all we're looking for is maybe you know three sentences saying why you're looking for that what was that is it a hundred thousand or which one for your reserve requests yeah okay so uh what's your rationale why are you asking for a hundred thousand dollars because you have this trip you know you've got three trucks coming up in the next five years yeah because I'm right I

was trying to keep a positive balance that's all you got to say just uh you know put it into a few words there in the application three sentences that says you know how do you arrive at that hundred thousand dollars and roughly what's this money for that's it but um but he doesn't need a separate Reserve requests for each piece of equipment okay yeah okay yeah

good discussion yeah I've been pretty lost in the forest again seriously do you feel like it's clear now someone okay you know I I really would encourage especially where we are right now to think about this I mean you know like you say lost in the forest we're trying to find our way let's take small steps okay and a really important small step to take would be a reserve account for

each department okay and then if we can do that successfully at some point down the road and people want to have a finer brain think about projects than for you but that is would be a really good place to start and I think you'll find that offers the flexibility that's needed to manage these projects without always having to go back and reallocate

make it easier to keep the books and are you when you say a different account you where spreadsheet no it's in the accounting system in our chart of accounts okay so we have a chart of accounts that is a reserve account and it shows it on the books but it's in uh but it's not a separate thing yeah yeah absolutely yeah

one question in the policy the figure two has a five-year schedule that is similar to that it's slightly different have you do you know which what I'm talking about anyways um so in the policy and I'll call it out of this has some different column headers that at least for me would um make things

where there's a request which would doesn't assuming be the requested amount and then the new cost of whatever the equipment is going to be and then it has a reserve before and Reserve after which maintains the balance of the account and where I I guess think that that's helpful one of the things that confuses me with this is so if we look at assuming that the starting Reserve balance is correct and then the request for um 105 000 comes out of the Reserve balance which to me is saying well you're spending the reserve as opposed to my assumption as part of this committee process is that we if the select Board of town funds 105 000 you're not actually spending the reserve you're getting new funding so you wouldn't actually pull it out of the Reserve balance so let's go ahead and solve this what's in the policy has a place to say this is a requested or the newly funded amount and so that way it

maintains a Reserve balance I don't know I don't know what what is the 105 coming out of Reserve or are we raising him well so that's the way that this looks to me is that you're paying that a reserve because your Reserve balance goes from 216 down to 1 Elixir whereas I think that this process is to get you money so you don't have to refuse to reserve right that's what I'm saying and so the schedule the the way that this is set up in the policy would help to track that a little bit better

mention there is I think that if um if you're using taxation then it comes off and you know that happens um during that time meeting for that specific project year and it comes off you know you don't even see that you're never planning to use money in a plan you're not planning to use like uh you know you're planning to save so and you are in a way you're planning to use taxation money for the last year for like you know if you're saving for five years for year five because you probably won't have saved it all in those four years but what I'm saying is that washes out because that piece of equipment comes off the schedule and system purchase

but anyway yeah um you know I I guess uh I think that you're you're really close with The Five-Year Plan that you've got um you may want to think about that for considering where we are this year and then we got a late start this year because of all these different you know factors um and um the fact that you know you were very kindly willing to jump right into this charity um and I I kind of think that it's some comments if we need to uh just kind of put into our our mental cash and remember for next year so we can add them in hopefully next year and move forward to pretty much get this year done yeah thanks job a little earlier than what you've had in your previous year we have a meeting beforehand yeah yeah or something just to learn make sure we're all on the same page so yeah one more thing just before I want to just clarify so you're saying that we shouldn't be spending the reserve should stay there and we should

be just taking it from yeah I don't know so I guess so this will be a question for me being new but I will take um is a one and a half past single actually on track right so 105 000 so there's a request here for 105 000 for that okay

so if it is approved by the town then then oh we're just gonna get it get 105 Grand coming in so you don't have to pull it out of the 216 Reserve exactly so you don't go down to the 111 000. you get that's what I'm saying

your plan needs to be to be successful in buying all this equipment out for 2023 or all the way right downtown all the way all the way around town right so that you don't um so you you're essentially asking you're trying to level the budget across the board on all those years as much as possible as you're asking for two hundred thousand dollars a year for that overall budget and it's the same number across the board you're trying to get that so you can keep yourself level loaded to be able to buy all this equipment Jerry do you have the policy on your open up on your computer okay I don't no

I wouldn't put it over there yeah website you have that I can open it right up on them yep if you minimize I think you can go to the next Chrome over here and probably pull it up you know and it's not just to say right it's a popular way

think it's a good point either but it's to get a level loaded budget that makes sense to go and sustain so I'm curious if you can easily find this because okay here we go okay schedules uh no keep going keep going stop there you go that's it

at was figure two which which was above so I guess what is the purpose of this versus the purpose of the um the schedules and this is something that you know it's gone through some iteration and which is why I feel pretty good about generally where you've landed yet um because that you know with The Five-Year Plan really needs to do to be effective is to you know wrap together the schedules for the next five years or if you want to go 10 years 10 years but to integrate those schedules into a plan so that we're able to get the big picture Okay so we're able to get the big picture of um you know what does the next five years look like for Capital expenditures across the board I think you know that's what it's trying to get at um this template here I don't find it that effective personally you know it's something that we struggle with as a committee and so I

don't have any um I don't really have any issue with trying to figure out a better way to do it personally but I think that that is it's something like I said the committee struggled with it you know and so it's something we're probably not going to solve tonight right right yeah if you scroll up to figure two just uh where I was coming from and with that one if you go up they're both the same the facility either way either way so this is what we're saying this so This has the request so that's the requested amount um for the CIP and then it has new costs which is saying so whatever the asset is that's going to be the cost the difference would come at a reserve but none to the right you have your reserve before Reserve after so this accounts for both any money being used out of the reserve as well as in theory the request column is money that will be funded we don't know that yet but that's the idea if it is funded and

that will maintain your Reserve balance right exactly is a way of setting up yeah and so I think you know the important thing is that the um the uh Five-Year Plan needs to be derived from the schedules and I think that's what again what's missing is the Reserve balance information and uh in the schedules I thought Calvin's I think is derived from the schedules does he have his Reserve balance going out in schedule I can't recall uh there you go

this is there's a schedule right here if this all of this data right here is represented goodness can you go back sorry can you go sorry elements okay so hold on just to make end can we look just give us more so that was the best essentially that figure too with the exception of the reserve okay all right so please could you scroll up so we can read counterings thanks okay so you see you don't have you have the reserve now you don't have the reserve balances in there you have the costs of the equipment you don't have to reserve balances of course two separate sheets you don't think one one well the policy it's all wrapped into one sheet and um you know not that that's the only way to do it do it but what's really important with that this stuff is that we all do it the same way right so we figure out how we're doing it and we all do it the same way all right we have this policy and it sets out you know a

way to do it and I think it'd be really helpful if we you know we stuck with that with uh I was saying there are some notable exceptions one is The Five-Year Plan because I don't think that the fiber planning policy is tremendously effective so and and I think that's kind of evolved over the last three years and so um anyway the five year plan we've got to get to right because it's really a a it's a town plan it's not a necessary to buy compartment plan because all the applications rolled into a list here for The

Five-Year Plan the way I'm reading this but I could be interpreting it and for me so but I think that number you know the truly two year Five-Year Plan and then this could become a five-year plan with at least we could do a five-year plan on each each Department separately and then merge them into something that you present at the next level I think I could see that happening pretty easily

icons model Workshop coming on after we get through this process so we can all Hammer the song I I would say before you go there with a workshop have you and the committee should meet okay okay um but you know we want to before we if we want to suggest changes to the policy and I want the department you want to come to the select one with something concrete

work but we need to look at it together so we're all on the same page and we all understand yeah and then once we do that we amend the policy if we need to thank you so should we do that let's move on should we do that after this yes

all right yeah with uh the only caveat to that is you know of course I know you're going to be working in the background on this Reserve balance oh absolutely yeah yeah any other questions about CIP process all right so if there's no other questions then we'll move on to our next section which is the opportunity for the department heads to talk you know about their applications if they like and I know at the last meeting we did go over the applications as they were presented to us you know in the paper format we talked about them uh briefly so and that's how we came up with questions um but I would suggest maybe we take Calvin first and I only say that because this is fairly short I think and

um I don't think it'll take us that much time to cover it and then we can get him out out of here and uh then maybe we move on to then we move on to the cheap trip if that's okay with you absolutely the have given me and all I did was answer it in blue so

that's going to be the supporting documentation for the stream Crossing specifically questions where was sorts was that we wanted clarification on what did what or who determined that this stream had was locked for fish passage and so number

photograph showing that the pipes are you know half a foot to a foot above the water level so fish can't get up in the pipe and continue Upstream that's called curves to harm Heights and then the next stage you will see this is this is the information right off the deal the dep website and they look at the third line down and highlighted since uh Crossing class barrier which is blocked so they're choosing his word barrier but it's blocked

on the map as red if you pull up the kind of Durham and look on the left viewer for this on the DVD website you'll see this is kind of red symbol on it which means it's one of the blocks so which uh means that you know it's it's really

things last page look at the last page of that and you turn that sideways look at your bottom left and you'll see that diagram shows the two round circles in the middle those represent the existing covets in the water flow that is able to go through there and if you look at the broader picture that's that's sitting within the new proposed Crossing which is all that area which water can go through so you're seeing the difference of you're going to have one fitting through that entire between those dark blocks of 17.5 feet wide versus these two little three foot pipes right the very last page you should have a map from the bottom left bottom left

hopefully you're all going you do not um map this last diagram okay those two round circles yeah yeah and so that's what's going through there now for water flow versus what's going to be there is everything within those black blocks of dark blocks yeah yeah so you see the volume is dramatically different so so what's happening is uh so basically this is going to become a bridge yeah uh those are the two abutments you'll see the concrete deck is 20 feet long on top and then there is uh 18 to 20 inches of gravel going over the top of that and then paved so it'll feel just like a road you won't know you're on a bridge but you're essentially on a bridge right can you remind me what is that dot threshold for a town Bridge versus EIT Bridge 20 feet 20 feet so you'll see the open span which they go by here is uh is 17.8 so it kept it under the fair shell

so yeah yeah but it's dramatically increasing size due to updated permanent requirements how many times a year do you close that road sometimes two three sometimes once um but the photo of it the existing culverts and filled it doesn't look like it's been there that long do you have any idea well I've been here eight years

you that is a real hydraulic event and that road floods and it creates these vortexes of water like you know going down through Culvert it's kind of scary um but anyway uh Cliff Laramie extended those culverts um back in somewhere around 2008.

so because the road was flooding so dramatically and he learned that by extending the culverts you could I don't know you know from terms of the physics of it exactly how it works that he thought that would help so those pipes that you're seeing are actually extensions and they cut that bank back they extended them and then they put new Riff Raff around and so they did have a major rebuild back around 2009 but

um prior to that they were put in I think uh maybe 2004 2003 somewhere in that area but then there was a major blowout um that caused them to extend them so yeah they're it's like 2003 rocket somewhere around early 2000s so in answering questions back to the front page the uh so the Army Corps of Engineers has done some

answers the first reverse switches in the second the answer I guess I should have a number of days is uh added cost of the design let's do a domain Inland fish in Wildlife recently classifying extremes of planets and habitat uh Army Corps Engineers really stepped in and made a lot of changes a lot of Permitting requirements changed the entire scope of the project this is a much bigger project than what we had anticipated initially

and there again the main DP maintains database of fish passage structures and this one is defined as blocked which so on this supporting documents I gave you that shows it as a barrier yeah I'll turn it over to the other committee members other than to say you've done a great job in terms of your documentation here and answering all the questions and I would encourage you to like you know keep this stuff collated together so that when you get to the budget committee and these questions come up again you've got the information right there and you can you know provide it to them if they ask because like you say this is a very clear you know this uh uh print out from the VP website it says it's a barrier that there is a barrier there and um and this the other information that you have here is very helpful you know from my perspective I think you answer all the questions they may have more yeah I'm pretty good

thank you very much I just wanted to make sure we had all the all the answers potential questions that could come up although this was actually yeah only because of the increase in budget needed to go and fund this and how how we necessary it was because I I think you walk into this with a you know hey they're going to give us some money and and what's will match at 50 50 and everything will be good and this is a good thing for the town but I didn't know how much upfront work was was actually and he had to justify

um justify it for the for the habitat and um and the need for the town so thank you last year that actually fix this bridge money that was out is um exceeded all that so are you pretty confident in your costs this year it's engineer investment and it goes a bit I hope maybe it comes in at 250. I hope so um so one other just real quick comment and that is I know this box covers sometimes that's pretty significant time not this one because we've got rid of all the metal and now it's all precast concrete that's made right here locally oh wow so cool the Mellow one said eight nine twelve months later that was really that's what was originally proposed yeah yeah so this actually helps oh goodness nice all right great all right uh what do you got next course going

passage and then the uh you had the next one on page two was the hundred thousand dollar Capital request so I you wanted them tied to a specific truck which I I misunderstood so now that after having the lead tonight I understand you don't want that so I'll switch it back and we just want you know we just want an explanation that's it so you know why are you asking for a hundred thousand dollars

made that change on the request for that one if I put it in the title long aggressive project title and then the question about the truck being the team the current truck from 2008 the 2008 truck so we are in Desperate needs of an additional vehicle we have two one tons the crew is split and uh

so when the crew is split and there are two vehicles if either one of them are in for repair uh they're down to one vehicle and if they run short uh probably the materials or need something they have to go get because there's no truck on the site and when you're talking public works most of our projects are removing it's not

something where we go stay in one spot all day it's a moving we're moving down the roadway throughout the day ditching so if a truck is not there has to go get a power to go get something or you know do something then um that project pretty much comes to the standstill until they're attractive back they can't move so

started they had just one crew I think that was the I think that was the plan was that that the crew is all going to work together I uh that's not nearly as productive as having two Crews doing two separate things and so I just think it was and and also uh when we started we had seven

wheelers seven tandem axle trucks and per the request of the select board I eliminated one of them and brought it down to six so we took that off the left plan off the inventory list and so that's quite a savings but this pickup or this additional one time we should say should have been and at the rich in the beginning and it just wasn't so I think it's a correction that needs to be made if I may ask that selectman have any particular disposition with regard to keeping this old truck not that I'm aware of um I think the only the only question that

I think we had was that there were a couple trucks that um were being discussed in regards to the chief's truck Calvin's truck being replaced at some point in the near future and then this third crop came up as as a need and I know Calvin's asked for this before but you know was there a way to save um save a truck for the next person in line and allocated what's the what's the best approach from the the truck swap I'll call it a lack of a better word and this one is a good manage manage the cost yeah right I mean because I mean we're not going to be able to buy three trucks right it's just that simple it just won't pass the straight page test so but how can we reuse something or repurpose something that makes sense and and I I believe the cheapest offered and Calvin's offered some sort of swap that does make more sense than buying new trucks in some regards in some instances and I think that that was really what

the whole I think the gist of the slacker like I won't just what's the overall plan to do this yeah we understand the need I think the need's valid um but but it's it's you know what how how do we how do we do this in a way that makes really really the physical sense this is your one time one time well the plates of Steel on them doesn't

want that truck yeah yeah this is not your truck right no yeah no I get it I get that but because we but when we talk pickup truck we've talked pickup trucks right and and they are all out of white I agree um and and so I get it the parts and the water truck you know I have some confidence and you know Jerry is just getting his arms around us and um and he's been you know working on the cfp at all and that's just a small part of what he's doing um but it's the perfect role for the manager and I I have some confidence that he's gonna help us figure that out as we move forward these pickup trucks and I think it's one of the reasons we hired a manager is because um you know sometimes these you know problems seem to be solved that involves coordination of different departments and so it's a it's a a great kind of thing um for us to uh you know for us to have the manager involved with so um we may not I don't you know

I remember these same conversations from when I was a manager and they were sometimes really challenging they took a lot of time they took time to figure out and so I'm not saying that we're looking for an answer tonight because we know there's not one I just want everybody to think about the whole picture but yeah think about it think about it and hopefully you guys can coordinate a proposal that you think also makes sense we are where we are today but moving forward hopefully you best can coordinate propose my my last question though for Calvin is on this project is what happens to this truck that you're keeping in a couple of years when it's not no longer you know a serviceable it won't pass inspection and it does make sense to fix it how how far away is that

getting used less if if we have the other number to replace it uh that one's going to be more of a spare backup truck because it's something for the mechanic to run and get parts with or bring equipment to this site or load buckets

on or whatever it's going to be well that are fixed loaded on the truck take it back to the shop but it wouldn't be getting the use it's getting there so might this truck be ongoing kind of like uh retired Truck Yeah versus a truck that we see next year is new on your replacement schedule right I would just run it to exhaust run it run it this is the kind of the the spare if you will if I can get 10 years out of your 10 years and then the next one is like a retired spare too yes yeah that replaces that one versus a going on a replacement schedule in a couple years is a new drive that's the plan obviously you're not going to go on this schedule we just need to add a third truck in there we already have it we know what it is so I'd rather keep that use it less and take care of it that's really helpful to understand then so I know there's been mentioning them using the personal vehicles and putting and paying

mileage but the difference here is you're putting people's personal vehicles hooking onto trailers and putting buckets and materials putting them in Hazard without proper lighting and that's not the same as you know I can see a code officer or an assessor or no I'm thinking more like political parts

yeah yeah okay we're putting them in the arms way again moving equipment and that they're going inside the work Zone and inside the barrier and that's where I really don't want people's personal vehicles okay yeah thanks clarifying there okay any other questions for Calvin no no okay all right thank you

okay application would you like to start with I'll just go and order I think the first one in that paperwork uh that was submitted to me for questions by you all oh yeah yeah so the first one is the administrative request for the town hall generator project

okay and I understand it um we can segue if that's appropriate eventually immediately to the fire department General a lot of the same questions that you need so what happened the history was um Town manager Jerry noticed a couple storms ago his generator did not fire off we lost power the generator the town hall didn't stop it we had a failure so we started looking into the years of them and then both of them really um and then with your question so what I did was I was tasked with it to go out to electrical systems of Maine they're out of Auburn they're actually the ones who put in the public works generator so the town has history with them so I started there I did only get the one quote and that was just to get the ball rolling that wasn't about a final bid process which would go out to bid yeah for both of them but I had them sort of as a bundle also if you try to do the other yeah so as far

as the town hall I don't know if you have it in front of you I have more information straight from from them the town hall has a 48 kilowatt generator that was on a grant that's an o5 manufactured um and it now has trouble starting the local rep that that fixes it and maintains it who lives here in Durham um has ordered a relay for it so there's electrical issues and I'm told some mice got in there haven't chewed the wires so it's starting to be unreliable if you Google it and thank you for your due diligence in coming tonight because it makes us better it makes us answer these questions and eventually to the public that'll ask the same questions sure um these aren't home generators these are not they're automatic every week they do a self-test they run these two generators are propane fed from the tanks that are on site and they do have a service not a contract but every year the same gentleman it's Mid Coast Towing

comes out because he's a repair person changes the oil checks the belts does the relay all that so they are at least electronic with with engine hours I know you asked about that so the town hall uh engine hours is 398 at the 45 KW

if you look up online they don't say anybody oh at a thousand hours replace or 500. what the research I've done is when it starts to start failing feel start throwing money into an electrical issues that's the time you consider changing it out the quote was actually to to downsize it to to a 20. and

they're how they got that is it's actually by occupancy so that's actually a business right it's got copiers phones computers um regular household items uh the small kitchen hat the refrigerator but they decide just on it's not a 24-hour process there's no heavy garage doors there's not air compressors that take a lot of energy so it they use it as an occupancy of business so they want to or they suggest a 20 kilowatt um replacement so that's even more than half them come in at

that one they came in currently at 22 800. um and I don't know if this is in front of you but they lay out everything that they would do removal install new rework electrical rework the propane free seven-year extended warranty all that's on here and if it's not in front of you I apologize and get you that yeah again this was at the the tail end of the CIP shirt yeah so I'll make sure you get you all get fire department same constant we are

maxed out because of electrical so we have two quotes for the fire station we also we currently have a 48 no I'm sorry 20. and they want to increase it so it's the opposite so we have a smaller one that we got on a grant in o1 and if you look we're at the 20-year Mark for the for the generator again propane fed the hours are increased on that one um it hasn't failed but we keep a log due to safety um and we've had some overheat issues we've had some other electrical issues because it's of course outside they have given us a choice we can install a 22 which is more or a 48 which is

double the capacity the one is a almost 16 000 and then the 48 goes up to 32 almost dollars the reason for the higher is again we're maxed out this is a high capacity electrical so we have 200 amp coming in multiple 100 amp Services if you were to add and were maxed out so if you with garage doors air compressors if you were to add a exhaust removal system that's high power electricity that would tax our current generator it would put us over the kilowatt that we need so that they gave us the two quotes one being the higher generator for them that's also consideration 10 15 years down the road um do you have overnights do you have additions do you have an extra bag more lighting that type of stuff so again I'll get you those but it dovetails with the same Grant processing age rough same hours and same reliability do you think it's um useful to do annual preventive maintenance to have some company company

come once a year and currently we do that you do currently in my budget I don't have that so we do have annual maintenance as far as oil change that will write exactly exactly so and this is um you know something that for me is kind of a little bit of a black box because I know you know you guys here at the fire department it's you know it's kind of like there's a there's this like kind of special ownership of you know you've got white Canal uh the officers and and duties people have duties you know to do certain things with where I can maintaining equipment and all this so it's not as apparent but when you get to other places um you know there's a often kind of a clerk of the works which might be if like a public works director now I know that you know our Calvin has the title of the road commissioner and I don't know like where these other duties quite fall whether for example the generator is the

res at Town Hall is the responsibility of the Town manager or the administrative assistant or whether it's cowin's responsibility I don't really know but I wonder for example that they're preventive maintenance was preventive maintenance was done over there at Town Hall in the past okay going back five to seven years seeing company Mid Coast Towing which was also heavy mechanic yeah has been doing both they were preventative maintenance and prior to that I found paperwork I can all assume that the same companies that we were you prior to them would go across

was one for one of the questions and that goes that carries on the budget like somewhere it does it's a line item for the fire department okay I think Jerry under Administration has it okay yeah yeah yeah okay awesome thanks reoccurring expense yeah it hasn't gone up yeah that's the history I don't know if there's other questions for the generators but currently the one that has failed is the town hall uh and again the fire station's maxed out where we are right now yep great thing including quotes you know at the time for the protocol policy multiple quotes would be taken to replace it that's how far we get

it's our electrical guy because he used something electrical guy yeah yeah uh he is right because it's electrical engineer I believe so what do you think Joe I mean yeah no no that was a great rundown um I I do have a couple questions so are we getting a um with an your technology they're different like perhaps that tell you how the generator is around it or they'll say Gary or Who who how will

how does the feedback from the generator come back to um the top four for keeping track of of themselves how is it starting is it starting every week is it um and does that go to a server you know who who who who who watches over that how do we know it's not working so the lights don't work your last question

support um so they must get reporting back or something so does it tie into the network I mean Network burden the nuts and bolts of that or network burden I I can't yeah I mean I'm assuming there is yes um and you're right certainly um part of the idea you're supposed to no one's testing and actually

happens so you make sure if someone's around don't you right so for the fire department correct it is easier yeah for us with a log with a paper trail and that goes back to our insurance carrier you know all of it maintenance it's actually not a bad idea because we pretty much know when storm's coming so we could check to see if it's going to work right oh yeah there's like no different than my truck calling me and telling me that it's going

um you know I I always like more power so with a 48k looks um like something that would put us more into the future if we were ever to do uh some of these upgrades that we've talked about from the past um would be the probably the the smart

route to go from a fiscal standpoint of course the you know staying right after the kilowatt need might might Prevail uh but I would hope that we would we would think about going too often to a higher output generative uh for the fire station and yeah 48k seems a little over

the top for the town hall I'm sure it was because the grant came in and says hey we're going to give you 48k generated would you like it sure right correct 20 years ago and that's what came is you know a bunch of 48's you know in stock and I said here I have a 48 page enter a full disclosure on the fire department they do just the one company they do have the disclosure of um electrical would be on the side I mean they would hook it up as is yeah but if electrical up upgrades to this building which I suspect needs to be done then that is not their cost right

and you've talked about that previously about some of the electrical upgrades that might shoot in here for others this building from stem to stern is a 40-year project so they started with a two Bay went to four bay in the last it was exactly 20 years ago July 11th was 20 years ago they added the last so it was six in this training room so that's why we ended up with the heating and cooling this year again thank you because it was never in the building and now that we occupy it more 20 not at night but as you can see the boys went out right now um well constantly so it's Heating and Cooling and AC but the electrical is woefully under it's a 200 drop of multiple 100 amps as they built they just continue to sort of add a service experience

it does but in order to tie it in or increase it they're suspecting nfba 70 with the State Building electrical code that they would have to tie it so I'm wondering are they gonna have to redo all of this all of the um I don't know that we're hoping not to and is that but those costs aren't included correct or not included so I guess my question would be how would those costs be allocated I mean are we are we to a point to approve the funding for this project if we don't know the total cost so we were just talking generator and it's almost impossible on

an overage for an electrical a stupid question but can we use the new generator with the electrical system as it is currently they upgrade us they can plug and play okay okay good so yeah you could put the new generator in it wouldn't

be a good idea but that's a separate issue can you mention that the two were bundle the Town Hall in this one do we know I mean they're the current close is there any discount to do to or is it um the two standard stand alone I don't want to speak for them if they did the two quotes separate Justin cakes one passed one didn't pass you only had half the money uh you didn't want to bundle it that type of thing I think that was protection of them also let's not be remiss not that these prices are good for 30 days but totally different come April after town meeting when they vote on it these numbers could be different yeah very difficult whether you're talking about an ambulance or a generator or even computers as we found to get a price and to go through this long process and then it really and flush it out at the end to have the final price we asked that question about whether at least I asked about what a

project swing after did it's kind of like a rhetorical question because my understanding of the finance policy is that projects like this are supposed to go out with it but um I kind of put it in there sometimes as a reminder because you know I know that um you know uh the Selectmen I just you know I I it's great when we're all thinking along the same lines that things like this are going out of it and you said it it you know it sounds that this isn't a bid but I'm assuming at some point this will go out to bid competitive bit yes oh absolutely yeah and I was reassured that town manager reassured that yeah this was a quote right and if funded and approved yeah then we follow the top policy exactly yeah yeah so I'll probably just start taking that comment out of there yeah I I don't think in my career or something that costs yeah but you don't go up to me that's just yes it's usually something like this but

yeah you know Chief talks about April it wouldn't even be April because we wouldn't be buying anything until we have a tax commitment to make sure we didn't pay for it well you know we're looking at August September before we would even I think this is Jerry I think this is one of the wonderful things about having a public works Striker as a town manager is that you've got I'm sure you've got lots of experience with bidstack oh absolutely yeah so that's great not to mention in the paving world yeah exactly right yeah that's great all right so what do we got next uh we're going in order it might be the request fire department request for a quint rehab which one of

your questions that is a project so that would be a 2023 project hundred and twenty five thousand for for a rehab yeah um and after after I get through mine in the Primal event I'd love to go for a field trip out into the apparatus Bay because I think visual will help everybody right okay um so I am with your questions we are that is a project we are trying to get it done for 2023. um the Quint was certified as far as the Hydraulics and the testing so every year we have all our pumps tested and the queens has a pump that's roughly 400 so that that was tested we have two Pumpers in the Quint which is also a pumper uh all tested and then the Hydraulics with the latter has to come out for NFPA they do all the ground ladders a weight test and they do the the aerial ladder all that passed I've had three independent companies and contractors check the coins out which is in 1994 that we own and they are all astonished at the

um oh it's fantastic think it's incredible including the testing agency right then again third party uh which leads us to you know is it of value to invest money into that truck um my opinion in three independent contractors is yes could you talk about a little bit about the Clinton's marriage in the town sure having the point versus not sure no matter where I've been everybody just with their eyes sees a hundred foot ladder and and they live in either a ranch house or you know a mobile home or something small it's not about the hype it's literally about the reach so it's not how high it goes it's just how close you can get to somebody's house for us we do a lot of chimney fires so that truck is a safety

factor to every firefighter that volunteers here we do a lot of metal roofs that you can't cut so to have an aerial go right to the chimney no matter how high that chimney is and change the chimney check for extension put out a chimney fire it doesn't put firefighters on a slippery metal roof they can work off the aerial yeah the other point of that truck is I quit being five it's a pumper truck so there's been several times I've been here that one pumper result for maintenance one pumper is actually in Freeport at a fire the quaint also a pumper is protecting the entire town of Durham so it's not just a ladder people say hey what about some of the other ladders around us we were called this morning to New Gloucester to bring our ladder um we're one of the nearest ones for per structure fire they were really glad when we when we went haha um others ask hey you're sort of surrounded by you know

freeports that have a pump it doesn't have water it doesn't have anything that we have so if you were to call them now I now have to take a whole bumper truck that we only have to and dedicate it to their ladder for use because they don't have water and tanks and pumps we do we're set to go it is a One-Stop shop if I only had a quint I could put out a house fire with everything we have 35 foot ladders it's the only one that carries the longer ladders we have de-watering equipment we have technical rescue equipment it's the largest truck to carry staff and Personnel to a fire so it has seating for seven seven air tanks eight spare bottles um all our tools and equipment it's really the biggest toolbox we have yeah and we use it uh I know you've asked in the past how many times it runs every structure fire every fire alarm every chimney fire so it goes out roughly I estimated 20 percent of the fire calls

that we get it goes out if not more and what about uh motor vehicle accidents so we don't I I did see that question it does not on a regular basis go to motor vehicle access unless you but it has does it have the extrication equipment it does not have the extrication it has special lighting it has special technical rescue but it does not on any frequency go to motor vehicle accidents we average roughly 50 car wrecks a year yeah over the last five years um and it would only go in at special occasions so if there was a fake Fatality and we needed to block the road or set up special lighting it has portable lighting a generator uh it's quite a tool in toolbox okay I should know the answer to this question but do we have like a light duty utility we don't it or so what kind of utility do we have we have any utility no okay yeah so this this kind of serves as our utility it's the biggest toolbox we have

yeah okay when you talk utility though we'll talk sort of like that it's not the cheap vehicle but it's a utility vehicle so a pickup truck something with a Redding body and I'll show you pictures of that and we don't have a utility the only thing that most people can drive is the brush truck yeah so our

regular drivers but not Engineers they'll get in the brush truck and they'll go to a medical or a car rack that type of stuff yeah and and the brush truck is the only thing that can tow as far as the ladder though that's firefighter safety things you don't even think about when we when we had the um no Brook Road washout recently that ladder truck was part of dot safety plan on Rescue so OSHA requires a safety plan and they were there for two weeks doing that rebuild our ladder truck was there for a high point so that we could actually repel down if somebody was injured with a stove basket and remove them from there so things you never even think about are seen but it's that we use it as a rescue truck but not what you're thinking in new gloss they're not a heavy restaurant yeah a tool carrier I want to thank you because I know that this application has some history and where we were just last

year at the beginning of last year or maybe it was the year before was with a new Quint you know some of money representing a new Quint on the schedule and um I believe this is uh like an alternative that you first came up with with the prior manager and um I just want to you know commend you for helping us think of the you know work through these kind of and suggesting this type of approach because I think it's an opportunity for us to um you know have some of these great services but to do it at a pretty effective price point in town thank you great so thank you in those ladders the standard in the industry is 30 years so being in 1994 on what we're fast approaching 30 it needs upgrades Maybe that's where this money's going lighting reflective um and I'll show you what we need to remove from it when we go out yeah for certain items but that's where that money is and it is the longevity of it

we can go seven to ten more years with it yeah without an issue that's great thank you any more questions on on the Quint rehab okay if we get into the fire department request it says Chief's vehicle it's really a utility that's also a project

um currently as you know I'm being paid to use a small stipend my personal pickup truck when I signed on more than a year and a half ago that the contract was we will start looking for a Chief's vehicle if you will um we have been trying to get creative so that everybody knows I have tried military surplus State Surplus the fire chiefs of Maine have a a website that they can look at Surplus I've looked at business people in town to donate a truck and have just been met with

zero opportunities really so on this one it's sixty thousand that's really we were looking for a used vehicle that's not purchasing new but these vehicles could go 10 years and as you alluded to the fire department it's pride and ownership so it gets washed it gets cleaned it's maintained to the highest standards that there are I did some quick math federal government gives you 58.5 cents a mile if if you will I had a

flat rate of 300 a month for my vehicle and if you if you start doing it out that's actually equates to only 17 miles a day is what that is um here's my week and this is standard Monday I woke up 4 AM to respond to a second alarm structure fire in Lewiston so the engine was out of here I got my personal truck lights and Sirens I was heading to Lewiston to a fire in my truck that same day Monday I responded to three other emergency calls again in my truck I understand I signed on for it but um I did sign on for a replacement not using my personal truck I have a 10-pound extinguisher my gear multiple elements I got Co meters first aid equipment I mean I got to remove a bunch of stuff just to go shopping some days and put it back into the truck yeah um So I responded to three other calls so when you go to the sofa Road I mean this town is 39.4 square miles and it adds up quick um then a car wreck on Hallowell and

then eventually at home I responded one mile down the road from Meadow so every day the truck gets used for fire department purposes really yeah this morning I was walking saying 4 a.m and the same crew you got to give those guys credit to go to New Gloucester to for a station cup so I was heading to New Gloucester and you know the truck um it would be helpful if we had a fire department truck nowadays they don't want you to put your personal fire gear inside your vehicle so when we have a structure fire I need to use the pickup truck to throw everyone's gear because it's off gas in the back when we have frozen hose when we've used equipment a couple Sundays ago we went to the Yarmouth fire academy all the spare bottles in the back of the truck we don't have a utility we don't have a pickup somebody asked about Towing we have a boat we have a special trailer there's only one truck that'll

even Tow and that's the brush truck if that would be out of service or on a call we don't have anything to tow the boat it's all a utility vehicle work I can show you some pictures just so we're all on the same page I've dialed up this is easy part while you're doing that it also sounds like because um

reasons why having an open ER necessary versus having a closed cab yeah for for gear off you know some of the other things you can't tie down SCBA bottles you know you don't want those rolling around the other thing honestly is uh the town doesn't insurance doesn't protect me I I mean I signed on it's my insurance I go to almost almost every call in the in my truck and I also go to almost every motor vehicle accident and during those icy days my truck blocks I'm there a lot so if someone were to come in and hit me I'm on the hook for all of it if I lose it or it's total I have a means of you know travel so what we're looking at is is something twofold it's either something like this this just happens to be a regular cab this is called a utility body or a Redding body yeah um but you know I don't need you know lights but it is something identifiable and it's not just for the chief to drive

to and from if I'm on vacation it stays here it doesn't get used for personal use my wife doesn't use it I don't go to the dump in it it's fire department use it is what it is or uh we're looking at and this is funny these are all out of Massachusetts um this is an extended cab version you know a crew cab because we do on when we have back-to-back calls we start moving staff around Personnel so I need the the extra doors on fires on Woods fires go get food go get hoes go get more Personnel switch them out that type of stuff yeah or the last one I'll show you is uh it would look something like that this one just happens to be a 2500 series crew cab pickup again used this one has a plow which would help us because not only do we have uh 25 Dry hydrants

um on occasion during the winter we've called for our own support people our own firefighters to plow a driveway in so we can get the ambulance up there so if we found a used truck with a plow that also could be how do those get plowed now I we have a contract with uh someone who knows some are private a private road yeah Summer Calvin and Public Works some don't get plowed at all um it really depends on which one if it's a town owned one that's Calvin um type we also on our social media ask for local residents to help dig it out almost like a fire hydrant help keep you clear during the winter if it's private sometimes that's up to the association and that gets dropped so if this utility had a plow it's not make or break but if it hadn't going in we could plow at least a spot for a dry hydrant they've been doing hunting Hill for a number of years but I was doing it with my snowball crypto I see previous to that

but getting into the dry hydrant there offset cost if if we go down this road about providing the utility or the chief's vehicle um then I wouldn't get a stipend over a 10-year time frame that's that's a thirty six thousand dollar savings that that's more than 50 percent of the the cost of a new truck so that's what that conversation really was so you remove the stipend for the fire chief's private vehicle and 50 of it you know in a 10-year period is actually paid for I I think part of that because I mean you're gonna have operating expenses for the new vehicle Yep this fuel you know maintenance all that stuff but said in like the 50 58 total cost of ownership so I guess the point is that you still have operating expenses new expenses

because it'll be swapping one hop X for another depending on how you look at it I can certainly absorb it in the fire department budget under maintenance newer vehicle you're talking fuel um usually and then the usual oil changes um but that was just to let everybody know that the fire chief foregoes the stipend in that money at least is bad is back in your mind is I know you know this is something that I'm sure in the future you guys will be talking about but in your mind is a public the road

commissioners truck a viable option um do you think that it is in good enough condition to Warrant some of these modifications and that it would likely be reliable enough for you or you know it appears the request of course you're asking for you see thousand dollars or a used vehicle so I guess your request kind of says it today that that's the route you'd like to go is that correct on when you're talking about followers that is is that is that caliber of the Road in the condition yeah yeah yeah and it may have the plow already is that a reasonable option yeah the next cycle it almost would be after talking to Calvin and Jerry about it you know that Calvin's truck is slated in a year or two for replacement right um you know he's plowed with a sanded you know that that would only last two or three years and I'd be looking at another utility vehicle after two or three years after two or three years

however if you reverse that you the fire department as you util utility and not regularly plow or sand and wash it and wax it and you know everything then those last 10 12 years maybe that goes correct so the reverses you know average fire department gets one you could go down to public works that's really how it because I see Public Works is going to beat it a lot they're going to beat it yeah should reverse you should reverse it yeah you could also assume there's going to be a fair amount of like equipment and outfitting yeah so into and of course I was a hippo and he was set up with a sniping was gas 270 or 410. so he's his 300 Now is really

down yeah that's the point you know what I mean so he's I don't know how fair yeah know you still have a few more requests to talk about here but I think when we get done with this from my perspective what might be how Paul is like I look at this I see it's a priority three okay which is lower than some of

you know these other things that you have here like for example equipment and so um maybe we could help us maybe after we finish with the after your applications tonight maybe you could help us make a little bit of sense out of the priorities of course we can't rank everything number one and so it might be you know helpful to us to hear from you with that regard to what's really you know what are the really important items for you because it's on the table I wrote it as a three because diesel exhaust in the quaint yeah that's about the membership okay yeah yeah it's always my priority I always as a cheap take the back seat so a utility vehicle for the chief to drive was going to be a three so that was my personal feeling yeah without tempting anybody it's always about the membership so I'm the last to eat the elastic it's something new it's not about the fire chief we need a utility vehicle that's up to you

you know the budget everyone and decide I just had but as a three because I didn't want to take anything if we weren't getting everything I wasn't going to worry about myself yeah yeah that's where that came from yeah those vehicles for sale those examples no those are examples that that is actually a website of every fire car in the state of Massachusetts I mean is there a I mean if the talking uses their second hand with emergency vehicles that are already outfit there is okay so they've likely for I mean to buy something there it isn't necessarily 60 plus um to fitted so the 60 in my opinion was was finally used and then five or ten to outfit because you're talking lights radios striping um it would be lettered for Durham fire so some departments go undercover and I didn't want you to think it was an SUV or a command car right Like You See Fire Chiefs yeah it was a department those are City departments those are Auburn's

Brunswick that's all your stuff and they all have utilities they all have multiple pickup trucks this would be a pickup truck or a utility body but for that command would just be multiple radials up front yeah but not a SUV that you just stand out in the hatch and talk on the radio I'm working cheap so I need gear access and equipment to go

sounds like a practical vehicle yeah but that's what that's where that the rating actually was I didn't want a tank what I did add free wall and I know you've got it for the capital the Opera funds we were asked on that front page of the packet we were asked to sort of explain arpa and and this was months ago like how does Opera fit into you how does that offer funding um so I gave a one-page sort of dissertation uh executive summary of the 40 page uh that's out there that just says are supposed to be for the for the really the original Emergency Services the police and fire because we're not getting the ambulance runs we're not getting the funding back so we're losing money after a five-year review covet we

were losing money so the fire department the ambulance Reserve that funding that comes in that Revenue stream was lacking so what could have been money for a utility vehicle uh they were given an arc of funds I suggested arpa and again not up to me because it's easier for the townspeople to go oh well that's the fire department it's Arbor funds that's where I came up with the utility vehicle and same thing with the ply moment the exhaust removal but that's on the front page does everyone have that very first page and if you don't I'll give it to you know how I got entire copies of it right here I apologize do you feel that the generator you know I noticed the generator is uh you've got a rank is a rate of SO2 and of course you know I understand that the benefit to the whole uh you know

um but I thought it sounds to me like the pickup is really important too so if you had to choose I guess I'm not choosing you're not choosing I'll tell you I'll tell you what I did yeah I asked every officer Fire officer people from the assistant chief on down to Lieutenant our three request generator aside it was the the Quint sort of rehab yeah the fire utility vehicle in the Primal events I asked what's important to you and I got three different answers so if you talk about an exhaust that's cancer prevention and we're certain mandated to do that and I'll show you that so that was important to some the quaint is such a utility vehicle specific to Durham that was important to others then I had a mechanic say you know what chief that utility vehicle that that car that you drive because you go to Every call that's important because that that utility goes to every call yeah talk about using it every game yeah so that

was important to them I only ranked it personal opinion and again I don't want to benefit on anybody's back so for me the other two projects all day long but again ranking is just really opinion it was for me I didn't want to take away and nor was I going to answer that what

report I'm sorry it didn't happen but that'll help you you know a diesel exhaust especially if you can do arcophone that's not sexy nobody can see it as you drive by nobody will see the exhaust hose you don't see diesel particulates It's a fifty thousand dollar investment um except the firefighters see that's cancer prevention that's number one in my book you know if you're going to volunteer here for 20 years then then I can't have you come down with cancer because you did that or that we couldn't be better and prevent it that type

so the system that you have now it's really just air exchange it's not a you don't have a system where you have a hose you can put on the exhaust system correct and I'll show you that that is what a Plymouth Primal vent is actually the trade name like a Band-Aid or yeah type of thing and I'll show you what that looks like um it is currently we have and I'll show you a three by three exhaust fan if you

press the door one of any one of the six garage doors that fan kicks on it just sucks whatever cold air hot air is outside in it takes all the exhaust that's just been blown in the bay it runs it across every equipment the flow of the wall our fire gear right into our medical equipment storage and it just sucks it out the back is all it does all I have is a big fan with a three foot hole in the back of the building yeah what this exhaust does and what's mandated by OSHA and Department of Labor it is it captures an at the at the source which is the tailpipe so I'll show you the pictures you start off a truck it goes right out of two right out the back it never exhausts into the bay it actually rides on a tailpipe on your exhaust all the way to the outside and then automatic releases it comes back in on the spring you don't have to do anything and I'll show you that one of the questions that I think Paul from you

was it is NFPA 1500 but which chapter and that's chapter nine after looking it up and it actually mandates um under OSHA that all fire departments shall contain all vehicle exhaust emissions to a level of no less than 100 effective okay so they need to count parts per million they don't say Co it's 100 effective and that's also in the international building code to invest in a diesel exhaust Source capture system that directly attaches to motor vehicle and one of them actually mentions Primal and I'll show you so but when might you run the vehicle inside with of course the exception of starting it to leave the state station and returning to the station sure we can't run it inside because you just fill the babe with carbon monoxide or diesel particular so if you start it up and that's an exhaust cold diesel engine we have to take it outside we have to take it outside to wash it to check it if we

do a pump test on it um every day something gets started and checked and you know rechecked and um certified and pump tested all of it including the ambulance and we can't do that in a bay we can't blame it up in the bay we actually can't you have to pull it out our problem is also with the bay heat nice like this or colder all that cold air you know comes right into the bay and now you're using the gas to heat the bag and because you've got zero degree air of the source correct yeah yeah okay this is the picture of it right here right so it's just a yellow tube that goes on any exhaust we have six and it goes right up into its exhaust system let me see if this has a video

which is only two minutes so I have attention deficit too uh this just happens to be the the brand name but that it'll explain to you the truck truck up for a call yep it's getting ready it started up lights are on it takes all the diesel exhaust and it sucks it right out like a vacuum

and Bush's determination that cancer causing exhaust spheres hazardous vehicle exhaust emissions that are fire station are firefighter's most significant cancer health risk by eliminating this hazard from your fire station with plot event code compliant vehicle exhaust capture and removal systems not only will you see and smell the difference you'll feel

with any variable type you'll find that our products are simple to use rely built with a high -risk design parallel plus the safety feature Superior engineering and Manufacturing within published code guidelines and standards are unmet by any other manufacturer in the fire and Naval exhaust industry our three Unique Systems ensure compatibility with all

one event offers a worldwide network of certified let me just add two things to that um events and a lot of towns people know about it we've talked about it however that's if you have overnight for sleeping Quarters at your fire station which we do not there's no time soon that we are looking at them there was talk of rehab and the

um double wide out back in maybe offices and then you can change some of the offices here in sleeping quarters that's currently not in a short-term plan that that could be up to a thirty thousand dollar investment to get it up and running to try to get a grant for fifty thousand that is no guarantee so this is where we are today everyone's known that we needed a diesel exhaust system they always thought oh maybe a grand maybe this maybe if we invest in the double why that would work but but that's not going to work so here we are today we're actually mandated by NFPA to to capture the diesel exhaust and again when the Arca funds came available and it's not for me to try to figure out how to pay for it that was a perfect example of infrastructure Public Safety use of the money yeah um thank you that was uh very helpful explanation about the prime moment I feel like I know I learned a lot thank you

um so the I will say with regard to which funds are used in the warn article sure uh we have I think we talked about this a little bit at the last meeting and I'm not sure it's within our our charge to determine the source of funds so I think that's really still up to the selectment that's our thought was that that would be in the end that would be up to the select them with regard to and the town manager with regard to how they frame that Warren article and where the funds would come from true hopefully you know with a consultation of the department heads

thank you Okay so I just got a couple of questions Paul yeah sure so uh yeah so uh the connection points to the engines are all part of the cost yep air actuated yep they are actually on a universal system to system in case there are some modifications sometimes you have to do sometimes you have to extend the tailpipe out and they make those like in the ambulance if it doesn't extend out beyond the body um they make an extension for that but to that part of the cost it was it was they understand I gave them all six Vehicles they look at the you get you know square footage they're also out of Massachusetts I I happen to know them three towns away from where I was yeah um in that quote it was actually good for two years because they know they do a lot of Grant work and they understand that they need to keep that you know the way the municipalities work so they need a good faith quote for a long-term Solutions especially on greens

so I I did confirm recently and and that's where that quote came from and is there any discount or can bring that system in for the town insurance uh Clauses do we get any discounts I think we might be a small a lot right

just based and that's based on our modern history yeah history kind of value you could be there because it is a a personal safety and full online employees per se right what it does it's like your house insurance when you live next to the fight

cancer from the diesel exhaust then we're ahead of the game I understand it's not a sexy product that people can see from their house prices in your business see the value there it's a she answered the questions and yeah I mean I could try that I'm trying to get more questions than what she needs to actually try to answer them

so let's keep going um let's see yeah she did a pretty good job answering those questions I thought yeah I didn't I thought it was pretty for me it was pretty uh her answers were pretty self-explanatory there were you know it's not only

waiting until 2025 is twofold that we need the money to pay for the rebound and that there's not a company available to complete the project you know everybody be kind of a dearth of yeah companies and Donna's explanation their there are many towns going and cities going through this reevaluation process so uh they're hard to block in right now so if we was to do this we would have to try to get it uh go out RFP yeah because

we're closing and see what they can do it but she's making you know in their emailing or this was 139 000. back in 22 is it something like that she said in her answer yeah so she's thinking um it's going to be somewhere between 150 and 200. do you know if her I don't

know you know her company what the capacities of of her company is if it's just her or if she has others and whether this is work that her company does also and that she might be bidding on she's independent right of course but do you think that is this I know a lot of uh assessors they um finally help people out of people well know that they actually you know bid on the rebounds too oh she wants independent she wants independent yeah she does okay because she does the taxes and everything so she wants it to be completely independent I see yeah yeah yeah yeah okay it's almost like that would be almost like the fox watching the handouts yeah yeah so I'm sure it's a good point yeah absolutely so she definitely wants it to be independent that's where she's coming from yeah yeah that's helpful to know thanks yeah

okay and so it sounds like that I mean it's really important because as she says our ratio is now 80 percent and so you know we're getting pretty close to that we are to that direction we are we've talked about it and I mean this this last inflationary period but the prices run to skyrocketed yeah the idea of doing it too in 2025 hopefully the market settles out and calms down so you so they're not so do it at Peak time you don't really even though you can adjust the building accordingly it's just another one just she just wants it to be fair and Equitable across absolutely absolutely and keeping in mind too when you evaluate these we we voted last year to put 60 thousand decided to do a market adjustment and that didn't get done so the town's going to have to vote to maybe either take that and it went into the operational budget so maybe we take that vote to take that out and pick that the first installment

and put it in reserve or maybe do another 16 this time so you've got a 120 in there to get started at 24 you have a hundred and a or whatever and then and then go through that process but it's it's time yeah yeah it's time we

don't have any other choices there's probably a lot that's been up that's been done that hasn't been evaluated yeah and you know again it's not a question of uh uh raising taxes it's a question of fairness and distribution of taxes absolutely yeah yeah excellent well said because that's because we don't want them thinking out there that this is a reason to raise taxes not at all yeah that's right okay very good any other questions about the rebound

that you had about priority yeah so I'm a generator obviously it's not ideal to have to not have power but if if you don't get funding for the generator I guess how does that impact you enjoy that power but I see that as two questions if we don't replace it this year then I think we just spin the wheel 20 year old Generator we just spin the wheel as far as maintenance breakdowns what not sure if we if we lose power here then I I can barely get my trucks out I have to manually open the doors nobody's tall I'm using pipe poles to get it 12 feet up I you know I I know we talk about like Heating and Cooling centers and that might be Eureka um this is still a heating center it's also our our Emergency Operations Center the entire Hub of the town is actually through the fire department I'm the emergency manager we have a redundant system for our radios and dispatch we actually have a battery backup because

the county radio system is out of heat so they have on top of our Tower and they also use the the generator so they have a backup to the backup which is batteries just in case but they only go so long so if the fire department loses power for any prolonged period during those ice storms or whatnot that's a serious um emergency to to ourselves it really is the current generator Powers the building but then wouldn't length of the exhaust system correct I I it's not big enough to do that that's why they wanted to upgrade it I told them in the future they could be exhaust which is a um and then whether there's a building renovation second floor whatever comes down the pike you certainly want it in place at its large the first time yeah um is it an option you know sometimes we have to think about um solving these problems these important requests over a series of years sure is it possible to take kind of a

stepwise approach and do the ply movement um this year but not half the play bullet hooked up to the generator correct and then we'll place the generator in a subsequent year we could work with that uh I mean that's that's getting most everything you need in certainly cancer prevention and then you just pick your poison as far as which generators you replace yeah again this this one's older but the town hall is failing well well but then the other the other side of that coin is as you said this is the Emergency Operations Center um Town Hall of power goes down it it

um you know really it it's very disruptive it's extremely disruptive but it's not like reduction no I just sent my crew home yeah yeah again I think that's what you've all taken on it is really I can give you a priority but that's just an opinion it's really what you've all taken on that's the important task that you have yeah is which which side worked faster and it's really hopeless to hear from you injured

um I think what we want to do here if this is okay with uh Jerry and the chief is just briefly talk about scoring and then if we what we could do is maybe we could adjourn um and then if there's any if the chief would like to show us equipment sure real quick I think it'll help them oh yeah yeah please do yeah please do

think based on what you've said is you know sort of priority if we have to narrow it down it's operational currently that's a difficult question it failed its its state inspection Monday is scheduled to go in it failed due to electrical so uh there's relay switches again we're dealing with just about 30 year old technology with electrical um everything's a home run it's maxed out with electrical it needs it to be gone through so we'll get it roadworthy it'll drive over to Auburn but in order to get a sticker there has to be some cost and maintenance involved next week um but that's not that's not the rehab the the rehab though would prevent that it would replace the old components of that not the pump not the aerial it would certify certainly Hydraulics change out hoses if it's leaking you're talking 30 year old lightning plant and a diesel uh generator on it all 30 years old so you can either downgrade to a

smaller generator go to LED lights that draw no power that type of stuff take care of some of the any little rust Parts some paint really bring it up to it so that it continues for seven to ten years and again I think it'll help when we go put eyes on it I'll show you what needs to be removed removed and why professionally removed but I think you'll see that for a 30 year old truck it's in pristine condition and there's a reason it's a dedication of the staff

scoring I brought a sample scoring sheet here and see I set it on founded Michelle and I've got also the sample here for you guys reminder is that every Committee Member that we go off after we have read the applications the

plans the schedules heard from the department heads done our research collectively we all go off individually and we score each project with this sheet so we're going to for the also for the benefit of Pete um Pete so we fill out one of these forms for each project and um you'll see that it's and you've probably already seen this because you know you uh demonstrated earlier or mentioned earlier that you looked at the policy so in a policy we have this section that that's criteria and each one of these other for example under General planning conforms with cop plan so there's more information in the policy like what that criteria is and you know I will say these are imperfect and we've talked about this before and it's not that you know we're looking to change the um but certainly you know if we talk about policy and any tweaks we can do to make more effective we can think about that but the way to think about this in

my mind is it's kind of like a job interview rubric um you know you do this you fill it out you assign scores and then you look at it all collectively and kind of in your mind you say does this really make sense did these projects score like I thought they should and like I think the priorities are and so um but this is to help guide us but you know it's not

um uh it's not solely uh uh an analytical process you really need to think about beyond the score um you know what you know what you feel is the priorities are based on the information that um that we've all been exposed to here over these meetings um and if you need to go back and make some adjustment or think about it because you know it's one of the kind of the the art of this is to be consistent you know and how you score and sometimes that's not easy across projects because you know you're scoring very different things because they're very different projects uh so and then after that after we've

scored them all we send them off to Michelle who does a wonderful job of correlating them all and coming up with the rank and then after Michelle's done that she lets us know when we all get back together for our final meeting to make a recommendation to the selectman so that's pretty much the process from here out uh any questions regarding the scoring and do all of you have Excel because I can give you a template and then you can just key in everything and it makes it easier because then I can pop it in if you could send us a template yeah

let me work that up get it all yeah yeah oh that'd be wonderful thank you okay and um we probably should discuss dates here briefly and if you guys could remind me our next meeting is scheduled for thought I'd see it on my calendar yeah

works for me okay so let's work backwards if we want to meet on the 20th when do we need to have scores to Michelle by um template so after that at in theory if I do it right once you get it to me I just pop it in and I'm good to go Friday the 16th I will try to get you everything I'll um work it this weekend apparently wait get it to you by this weekend and then yep you have it to me by the end of the following week okay okay right okay yeah so the templates back to Michelle by the 16th I would also encourage you to keep your applications or your scoring sheets um beyond that and they're all going to go to Jerry at the end of the day and they usually go into a file so that if you know if a uh if a department head or someone wants more information about you know they are public scoring Sheets if it's public record growing up so um if somebody wants more information about well why did this rank higher they could actually

you know go into town hall and look at those sheets if they wanted to um and Jerry can put it with his annual cfp material you know maybe in that notebook that says CIP 2023 is pick those scores in there right there and for everybody's at a vacation what you'll find is is that even if I vote a one and she votes a two and he votes a three on something what you find is in the end they all basically line up

that we all thought they'd get in our own scoring methodology so that's awesome so it's interesting to look at this and then you go back and say yeah that's exactly how I expected it to line up yeah or or maybe it's kind of like well this is like exactly what I wanted but this seems to really make sense yeah exactly exactly so that we're really close in scores which was kind of surprising when you think about everything yeah yeah

have a new member I'm not that fan all of them can go on a field trip oh yeah let's do it okay so uh first I'll accept the motion yep all those in favor oh okay very good all right