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good morning we will get our ratification hearing started this morning on Thursday November 16 7:34 Al to flag of the United States of America and to the for it stands one nation under God indivisible jce for get microphone on there thank you Mr Alexander this morning we are conducting a hearing it's been appropriately advertised uh for um the pre- ratification meeting for teachers contract so uh I'm going to turn it over to you this morning thank you Dr aranov this morning's pre ratification me has been appro advertised and now open this pre- ratification meeting um Dr Taylor I'd like to call on you to provide a brief overview of the contract thank you Mr Alexander um I will be brief but please note that all this information is linked in the agenda today and has been posted on our website um since uh 72 hours prior to this meeting um this is going to be a two-year agreement with the Teachers Association the United teacher Association of Center Grove um it's going to run for this school year in next this is a significant change in the way we've compensated teachers in the past um we are moving away from a model of compensation that we've had in place since 2014 um and we are moving to a new 18o model of compensation for teachers uh the teachers can earn nine points in that model for being effective or highly effective in the prior school year on their evaluation one point in that model for a year of experience which is defined as 120 plus days employed in the prior year and then they can earn up to Four Points by contain by possessing um new content area master's degrees or credits um and those points are kind of divied up based off how many additional degrees or credits they receive up to four and then finally another category a new indicator for us is uh leadership and learning um there'll be up to Four Points possible there and this is to honor the work that we know all of our teachers are doing um as part of their their commitment to our students and to our school um and this is up to Four Points possible for up to 15 voluntary hours um and this kind of spans a lot of areas of work where teachers can receive uh professional development um outside of the workday participate in committees both at the building um and at the corporation level including curriculum development um they may do volunteer tutoring coaching or any other educational related activity um to support student learning outside of the school day um they participate in activities to promote or grow our community and stakeholder relationships um um and then finally supporting their colleagues through helping with supervision of classrooms um like during prep periods or or lunch or before after school mentoring or other assistance while a teacher might be absent so um again that's up to 15 hours and teachers can get those across that category um that that will be also from the prior school year that will count for the future um and then finally just kind of a catch all there's also a if if teachers are are needing to do that during the school day there's some exemptions for that we know we have folks that have after school activi and so they can do that with administrative approval for the first year of this agreement um the board has agreed to to put uh 1.47 five million into the pool of money for this point system and so that money gets distributed out to the teachers based off how many points they've earned um this year's point value is actually going to be at $168 per Point um so teachers might earn that up to 18 points for the 2024 25 school year um we'll actually use a percentage base uh allocation of the money and so we'll calculate how much a right now we believe that to be about a 1% raise would be and again we would Dey that out across the 18 point model that number may change and we have some options to reopen the contract and talk about whether or not that number needs to change how much available Revenue we have or if we need to make some changes to our health insurance premiums next year those are the two areas that we would look at in the 2425 school year um but other than that this contract would run through the end of June of 2025 moving on to the second page I've just got some summary and some other things we've done in that um in this agreement um the lowest base salary for a returning full-time teacher would the lowest base salary increase for a returning teacher would be $ 22,35 and the highest for returning full-time would be $3,024 and really the fluctuation and variation there really is going to come down to um the level of Education or the additional credits the teacher has earned that's what kind of kind of changes that there's five increments between those numbers a $168 apart um this will set our new starting base salary at 47500 which we think is very competitive with our neighboring schools um and a new top based salary which again is very competitive if not one of the highest of our neighboring schools at 91,8 187 if I were to take all this money and kind of look at how much new money went into the collective bargaining unit as a whole um it would equate to 4.83% in an increase so that kind of helps folks relate this to how we've given uh increases in the past where this is very different it's not a percentage increase it's a flat amount um there's an additional provision this year we've identified some teachers who have fallen behind over the years um and they actually have more years at Center Grove in experience than what their compensation might um might show and so there's something called a teacher retention catchup provision this is provided through Indiana Law um and we're going to apply this not just this school year but also next year and it kind of comes in on fiveyear break so 5 10 15 20 and 25 years we will correct those teacher salaries and then apply the new increases and so um that's something that's going to impact 52 teachers this school year and then after this school year we'll identify the group that it would impact next school year um this agreement also includes an increase for the ECA schedule it's going to increase by 3% this school year and those positions are listed in the contract and then for health insurance we've got a very modest increase this year but we did want to keep up with the market Trend um um this is less than a 1% increase for our teachers it's it's honestly I've included some dollar amounts there just to show that the corporation is going to put $88,000 in for the teacher share into the health care fund um all of the teachers combined in their increase it's going to be 11,000 and so there's a there's you can kind of see the significant dollar amount there um and how it's how it's not not significant compared to the raise that we're providing and then just to break that down one level further I wanted to just list the individual employee premiums um the highest plan that we have would be a family po premium it's going to increase $3 per pay and we have 24 pays a year so you'll see no one's going to pay more than that amount in their year and when you compare that to the lowest and highest salaries above it's we believe that's a very modest increase but it does keep that plan moving towards the reserve level which is what we want um there was one IRS change we had to make so um if an in if an individual hits their deductible within a family plan that had to go up based off IRS rules ours was previously 3,000 it has to go up to 3,200 it also will have to go up in future years it's just it's one of those rules that are out there and we have to comply with and then just always like to remind um the community and and and our staff that we do have a very rich HSA contribution it will remain at that rich level this year moving forward um and this really helps offset some of those costs when we talk about premiums um and expenses in the medical plan and so as much as 2500 for a family plan in there um finally just a couple little language and other option other items that we've included in this agreement um we've we've added the option of a non-traditional Roth 403b so teachers will be able to deduct that from their paycheck and send it to one of our vendors and then finally we're going to expand the sickly bank it's been limited only to be used on the actual teachers care for themselves and we want to expand that if they're serving as a primary care taker for an immediate family member um we wanted to allow that we also included some some ways to fund that Bank um currently the bank gets funded by teachers being hired they donate one day when they're hired and every if that bank ever felt low we' we'd replenish it um but moving forward we're going to allow days from retirees to flow into the bank we're also going to allow teachers if they hit the annual cap that they won't lose those days they will flow into the bank so we don't foresee us ever needing to do an assessment um unless the bank just really gets used or we have some catastrophic issue but that will help keep it solvent and move it forward and think it's a great benefit for teachers especially those in those difficult times where they're caretaking for an family member Tred to be brief Mr Alexander but share all the details I could and I think I'm done um again the board there's no action asked today this is just a public hearing on this the action would be taken next Tuesday morning thank you Dr Taylor um this would be the appropriate time for members of the public to comment on theend of agreement are the members of the public president like to now close this meeting are there any board members who have comments or questions and again this is this is a procedural first step in a twep process the second the approval part of this process tues of appr cont really like to do that all the time get away from thish anyone else have any comments I just want to thank everybody that participated in the process and Scott and I were on our team the teachers I think showed up a good get this year as we did together for all so I know Jason a lot of effort CH place so so thank you for your leadership they're not here know inass I want all right there is no board action required at this time we have an ex sing at 6m and then we have our vote on ratification of the contract next Tuesday morning at 7:30 a.

mics are up stand bying up in two and live GNA start us off Rob yeah okay hello everyone welcome to the uh Ashland select board meeting for November 15 2023 I am remote doing due to a health issue U my the vice chair Yolanda Greaves will assist at various times that become uh necessary um so welcome everyone and um uh and the first item on the agenda is the um is the uh Dei task force presentation so Michael I'll turn that over to you uh for that participation is first yeah um oh we moved to afterwards sorry sorry Rob um we're all we're all getting can we participation okay uh I just had a question or just for the board this is a procedural thing we have just 10 minutes for the tax classification here and what's the plan for that are we just opening it and having a brief discussion yeah Rob we're doing the the um planning board joint meeting at 7:30 no I understand so but we've got 710 open the tax classification he correct so we'll have 20 minutes 10 minutes Rob i' I'd like to recommend we just do citizens participation now okay rather than after the planning board discussion just to clarify what my agenda has the the planning board at 7:20 did that did not get updated correctly all right so 7:30 and the planning board knows that and we expect okay they show up they show all right so and uh yes let's do if you guys need some more time that's fine let's do um citizen participation not is there anyone um and Yolanda tell me if there's anyone in have someone here in the room for Citizens participation okay I recognize uh um introduce yourself yeah uh Steve Morgan uh 136 conquer Street good evening um I have uh couple comments concerned this evening so I guess one comment is uh I was happy to see the fence behind my home get installed um disappointed that the whole fence wasn't installed apparently there's now a plan not to install the rest of the fence that's on the original plans but be that as it may the wooden fence is now installed uh the fence is installed approximately 8 in on the town side of where the prior boundary was and the prior fence was so I'm certainly appreciative of the town's decision to put the fence 8 in on its on its property right that's where it is now based on my pictures and the prior landmarks um I am not happy and I've asked you to get Mr Kendall under control because I just received an email from him telling me that he's going to install bounds markers along my property line there are no bounds markers there on the plans he has no authority to install any bounds markers I don't consent to that that's a disputed boundary so I'm willing to let it settle with the fence I am not willing to have the project go over there and decide to put bounds markers on that property and wherever they feel like putting them so having him add bounds markers that are not in the plan and are not required by T by law is not acceptable and I need you to put a stop to it I would also tell you and this is a public documents request I'm now requesting documents and all work notes of the surveyor there has been no meeting with the surveyor this has been brought up repeatedly um surveyors are required by their legal standards for the state of Massachusetts to research calculate produce notes and talk with um other sources of information and historical records to resolve boundary disputes so if the surveyor is in good faith trying to do that he would obviously talk to the neighbors myself included and produces information and have a meeting there's been no meeting of any kind with the surveyor no offer for a meeting it's very clear that the existing fence was on the pre-established boundary on the original deed as we have discussed before so if somebody wants to quiet that boundary and agree to a new boundary I'm certainly happy to go to a meeting and have that discussion but until that happens or somebody produces an order from the land Court leave it alone it's very simple it's where it was don't be going over there trying to install any new bounds markers to try and dispute my property I don't consent to that and I can put my signs back up but as this board has already been informed the no trespass that was sent not withstanding Mr Town manager's removal of my signs is a one-year notice you're on notice self-help I mean I'm ruling to ignore the self-help you know because the fence is an acceptable place and we can kind of all move on but I'm not willing to have Mr Kendall go over there on Friday and start putting in permanent bounds markers where he feels they need to be so I don't know if anybody has a question I don't know if you're aware that he's trying to do this but apparently he sent an email earlier today claiming on Friday he's going to put in permanent bounce markers at the corners of my lot which were never in the plan not required by the bylaw and are obviously there um to cause negative will so I think the best course here is to just either sit down and settle it go to court or just agree to leave it alone where it sits on the fence that's that's my opinion I don't know if the board has any thoughts right thank you Mr Morgan um Michael do you have any response you want to make or any other the members of the committee no I do know that um Paul Kendall was talking to leis me today about this um and Paul had reached out to me to talk about it I didn't have a chance to talk to him today so I I know there was some conversation about that 3:58 this evening telling me they're going to put bounce markers so I don't consent I don't care what Town Council thinks if she wants to go to land court and get an order we can have a land court case if she doesn't have a court order she needs to stay off the property and leave it alone in Massachusetts one once bounds markers are located it's a crime to remove them or modify them and so them adding bounds markers is clearly adverse to my property and I am not in consent of them going out there and putting in bounds markers maybe that's why Town Council wants to put them there to improve her case but I'm not interested in that I think it needs to be left alone and you know we can go to court or not at your discretion I don't want to be in court I don't want to waste the time or money offense looks great so I would hope that people will stay off my property and not try and put permanent markers and then file it at the registry of deeds and all this other nonsense that apparently they're now planning to do um um I just have one question so you did you are recognizing that the fence is 8 Ines off your property line based on the photos I'm not a surveyor but based on the photos the prior markers the fence posts that were there before which seem to align with the original deed from the 50s the fence is currently little less than a foot on the town side so it's not exactly where it was it's a little on the town side okay they're now trying to put the marker 10 ft onto my property oh which is where they claim the original boundary is which it never was so they're now trying to Mark the town's property 10 ft onto my property okay okay so they're no longer at the fence line they're now 10t onto my property which is what we were disputing before and we've had this whole conversation about so okay there's there's no Town bylaw for markers in the middle of a straight line it's not on the books in this town it's not required by any of the plans and he's just doing this cuz he's cooked it up with apparently Town Council now that I know there's a conversation so maybe they like to improve their case but not interested in that it's it's clearly adverse and it is not helpful so I can go get my signs from the police station which I've left them over there not Tred to aggravate the situation and I can put them back up and we can all start this again but The Simple Solution is to leave it alone that's my opinion um Michael I just my question is is that something that you and Town Council are involved in I mean I guess I'm a little leery about Paul doing things on his own as a private citizen this should be well like I said before I know that Paul and Lisa Town Council was they were having a conversation about it today and Paul reached out to me to have a conversation but I didn't have a chance to talk to him all right about it so I'm not I'm not sure what was said you know Council hasn't talked to me nor has the surveyor and now I'd like all the documents because i' like to know how they resolved the 10t dispute I've got my pictures and my documents I know where the fence was if they did their due diligence they can show me their work because at this point if they want to permanently make a change I'd like all of those documents before anybody does any of those changes but we do have a surveyor on this hired by the town is that right Michael correct yeah and it's o the point I'm trying to make um is that he has an obligation under his U work ethics as a registered surveyor to do that work and I am therefore able to get a copy of that work and he should have already reached out to me and he hasn't so he's either not being told as a dispute and therefore he hasn't even looked at it or he was told and he's tried to resolve it in his own mind and he has work notes so at this point I like to see what he's got and you know I can put this in the portal too but a verbal request is sufficient for public records I'd like to to see all that work if we're going to go down this path if we're going to leave it alone I don't need to work okay thank you all right thank you I appreciate the time thank you all right and I would just leave it that uh Michael and his staff will follow up with whatever's needed here okay any from board members or nope okay good all right so that's uh anyone else for Citizens participation I don't see anyone on the screen with a raised hand in person okay all right so I think we can go to our next item on the agenda um the first is the Dei task force presentation and Michael were you going to start this off yeah I'll just I'll start it off um just uh on behalf of the task force we're we're happy to be here and to give an update to you um we're uh we're pleased to have let's see Makita Keegan here and MOA from uh the Dei task force as well um in addition to those two members uh kg and Ariana Karen waldstein Roger Shri go and Rabbi Eric gerbis are part of the Dei task force and um and ciny uh as well um as well as Jen and myself um so what we have been doing uh over the course of I think before since the last update before the select board is we had a meeting uh or basically a public forum about Public Safety at the at the new Public Safety building which was um a great success uh good opportunity to have an open dialogue with our police Chiefs and police chief and Fire Chief and some of their personnel as well as Makita um to talk about some of those issues um in addition to that we've been working on uh developing a strategic plan and so the first components of that were to secure the funding which we were able to do through the generous help of Senate President Karen spilka then we went through an RFP process where we got yeah 22 um different proposals um in response to that and through that process we selected I suuccess Consulting and so I'm pleased to introduce T Rene Smith um who is here to help us who has been helping us with this um a strategic plan process and at this point um I would first ask if any of the uh Dei task force members wanted to add anything before we turn it over to T Renee so people are shaking their heads no so so T Renee um I've teed it up for you how about that for a pun thank you that was great that was great and I'll take it good evening everyone I am super excited to be here with you the Dei task force and I have been working diligently over the last couple of months in preparation for our Dei strategic plan and we wanted to just provide you an overview with our scope of work and then also to give you an update so in developing the Strategic plan we develop it in four different steps so the first step is an alignment phase and we went through that phase starting in June of this year to September and there were several different things that we covered first we reviewed all of the Dei ad hoc projects that had been done by the town both in the community as well as with the workplace we looked at the deliverables and created our project checklist we established a business case for Dei within the community as well as the workplace because it is a a collective um strategy of doing both the community and the workplace so that we can have holistic Dei efforts and when we say Dei we are discussing Dei for all and we looked at the Dei governance um which we outlined the responsibility for the task force and then governance after this project is complete and then we did a stakeholder analysis we wanted to look at who was who would be the stakeholders both internal and external during this project and once the project was over one of the things that we wanted to make sure was that everybody's voice was heard everybody felt seen and everybody was included in this process and one of the things that we did in the alignment phase which will continue into the assessment phase is really just identifying there's any resistance or any push back or is there any type of training that needs to be done about what Dei is and why is it beneficial and so we focus on the benefits from a personal perspective as well as from an organizational perspective so step two is the phase that we're in which is the assessment phase which goes from October uh to February 2024 and so in this phase will be our data Gathering and data analysis phase so in the month of November we've already launched the employee and the leadership survey which was launched last week and this is an assessment of the workplace of the culture of uh past Dei efforts current Dei efforts and future Dei efforts the surveys are anonymous because we want to make sure that we get honest and transparent feedback so today we have 36 uh leaders that have excuse me we have 36 employees that have responded and we have eight leaders that have responded and so the survey will be open until next week and so our goal is to have 80% participation from the employees as well as the leaders and so this is the first phase because we wanted to really get feedback from the workplace and then we will launch a survey to the community and also elected and appointed officials and during the um survey time we'll also do qualitative analysis so we'll be doing uh focus groups one-on-one interviews so that we can tell a collective pict with the data and so we can have personal stories lived experience and we want to touch as many people as possible and so in January we will do the interviews with the community and elected officials and then in February we will do our data analysis and we'll do a report out and our findings one thing that is extremely important is to take everybody with us on the Dei Journey so that they understand what we are doing and so we will report out all of our data and step three is our connection phase and that's from December to April of 2024 and this is where we're really aligning our Dei vision mission and values with the town and with the Strategic plan or the Strategic objectives of the town I know that um doing the revamp of the Strategic plan will be underway but we want to make sure that we give guidance on Dei initiatives included in the Strategic plan and what we do is we embed Dei within the workplace and within the community so we don't look at it as a separate initiative we look at embedding it in into the workplace and the community we'll Define what Dei is diversity what Equity what inclusion and what belonging is and what it means to the town of Ashlin then we'll create a policy and then have a state a Dei statement and so the Dei policy is really more so for the community and for the the workplace and then we will have a forward-facing Dei statement one very important part throughout this entire process is ensuring that we have open communication with all Stak ERS both internal and external so we launched a full communication strategy for the leadership and the employee surveys and we will do the same thing for the community and elected officials and then we will also have a community strategy of how a communication strategy of how to communicate this um the work when we finish the Dei plan and then the last step in the connection phase is making sure that we have a Dei feedback loop so that we can have constant communication with the community and the workf phace step four which is our transformational phase which will take place in January through March of 2024 and that's where we are delivering the Dei plan making sure that it's embedded into strategic goal we will have metrics with actual actionist action uh steps with accountability who's responsible for what tasks budget requirements and then we also will make sure that we're reviewing our processes and projects through a Dei Equity lands and this will be a tool that we will leave with the City so that any major projects and processes that you can ensure that is from a Dei lens and so the foundation of this work is built on Building Bridges driving change and sustaining impact in both the community and the workplace so this has been a phenomenal experience and really getting to know the task force getting to understand the concerns and the opportunities within the community and the workplace and we're super excited to be a part thank you and then we can open it up for any questions that anyone may have thank you um yeah go ahead is anybody else from and Michael or Yolanda feel free to jump in does anyone else from the task force wish to say anything um I and actually I was gonna say I did I did not go through the next slot which is the benefits and the delivery but I can do that when you finish I just got excited from going through the project plan oh that's okay um I don't want to interrupt the flow of the uh presid so please proceed okay all right give me one second sorry about that I got so excited and presenting the project plan because we're making great progress that I didn't continue all right so why is Dei important and so we always like to start with a A leadership case study that Michael presented to the leadership team Ashley has an amazing opportunity to cultivate a workplace and a community that celebrates diversity equity and inclusion where every individual experience is a profound sense of belonging so that is every individual while progress has been made there is recognized need to address um some challenges and so our approach is to really develop and Implement a comprehensive Dei strategic plan that serves as a road mapap for creating lasting and cultural change for both current and future Generations so everything that we're doing is absolutely forward looking and in the leadership uh brief we always like to align what are our success out comes what are we expecting to achieve during this process and how will we know we're successful so our very first thing which is our deliverable within this project scope is a detailed and comprehensive Dei strategic plan that has specific goals objectives and actionable steps so that we're able to measure the progress that we're making and then we're able to see if there areas that we're falling short in and if there gaps and what we need to do to correct them number two is a heightened sense of awareness a lot of people don't understand what is they may have fear about it and they may just don't understand how they fit into it and so we're very clear in making sure that we do training and that we do awareness about Dei and how it impacts the community but also how it impacts you personally number three is making sure that we have participation and engagement and that was one of the key things in how we wanted to roll out our surveys and then also how we want to do our interviews because we want everybody to understand that their voice matters and that they are important regardless of what their position is or even if they're a Community member or official number four is that we're going to have access to data we ask very robust questions in our surveys to make sure that we get data so that we can make informed decisions based on what the data says number five establishing what our principles are moving forward of how to incorporate Dei into our policies our practices and our procedures number six is creating a blueprint and laying the foundation for an inclusive work work workplace and we'll make sure that we Define what inclusive means to the town of ashin community engagement is extremely important we are looking to use this as a springboard to enhance our community cohesion and to really strengthen our reputation as a Dei Community number eight is making sure that we have performance metrics so that we can track our progress and then number nine is ensuring that we establish a foundation for a longterm impact of continued growth M I'm done now thank you thanks T actually I yeah yeah I I don't want to I I want to make sure I want to head it back to Michael just in case the select board members have uh questions for say anything if I say anything we'll get to them don't worry so no I I think uh TR Rene presented a a very good presentation it's really exciting to be able to to do this work um you know there's always always uh whenever you have uh movements like this there's always you know that initial burst of energy and you know we've been able to maintain this and maintain you know what we're trying to do through you know an academic study essentially and then also through this and really want to thank T Renee uh for all of her help as well as the task force members they've been great at uh making sure we we stay on track and keeping us all in line so I just I have a couple of um questions the first is uh when you're talking about leadership was that leadership just the general government people or was this were the schools involved in the leadership surveys and the discussion it's more the department heads not the not the not the schools although we're going to extend that invitation okay because I I would think that this discussion I know sort of started somewhat in our schools like with area and how you know some of the things that they were saying and that brought it to the general community and that's one of the one of the impacts and things that sort of got us going with this um my other thing was um how can we take the work that's being done on this plan and make sure and this is a broader discussion and make sure it gets included when we do our larger comprehensive plan strategic plans that when we're making those goals and what we're looking for as a community that we make sure that this is part of the discussion does anybody want to take that or I can I can certainly field it so it's actually going to be um one of our strategic objectives in our Dei plan and so everything that we're doing when we're anal analyzing policies procedures we're using best practices and we're going to give recommendations based on the feedback that we get the opportunities that the community that the workplace sees and we'll give recommendations to guide what we feel should be included within the Dei strategic plan and again we're looking to incorporate the incorporate the Dei principles and establish policies and procedures so for instance if we're talking about workplace we're looking at how do we incorporate a Dei element within how we interview how we recruit how we hire um How We Do advancement so and within Community how are we doing in community engagement what type of resources are we providing for small businesses so we will actually help to guide and to lead the discussion but one of our strategic objectives will be in reference to incorporating these within the Strategic plan so it is definitely at the Forefront of our mind perfect and I think I think a key piece of this is that Equity lens from which we can review processes and different projects and the way this is lining up that should be done around the January March time frame so it should time in you know basically tie in nicely with our comprehensive plan project that we're doing great thank you other questions or thoughts from board or uh our members of um the Dei task force yeah I had a couple questions Rob I was just um you know I I would think that one of the most critical pieces of this right is is engagement and um the the people that you interview and reaching out to um parts of our community they're sometimes underrepresented um and I just wondered how you go about making sure that that those people are included in um helping to develop our goals so in our December meeting we are actually have a comprehensive plan of reaching out to the community everything from incentives to um having leaders to reach out Community leaders to reach out so it's probably about 12 to 15 best practices for engaging uh community members that are often overlooked and so that is a one of the primary things that we will be discussing in December and we have a we will have a full plan of action action for that and I guess a little bit to you know Yolanda's point I know the schools have done some Dei work um and and so I think it's critical in any change that we're trying to make in in society in the world that we are um including our schools and and the children because they're the ones that are going to going to grow up and create the New World um and you know it's easier to sometimes um it's it's easier to come through with uh the proper outlook on things than it is to try to change people's Outlook sometimes when we when we're older um so you know I I just think it might be a critical piece to make sure that we are connecting with the schools um and helping them uh you know reach their goals in this area because they do have significant um goals in this area you are absolutely right and so they are included within the community surveys that we do we wanted to do a phase uh approach and so the first one was for the leaders and the employees the second phase is for the community so it includes the police department it includes how the services that we provide it includes the reg residents it includes education so they absolutely are included in phase two rolling out and just one last question um so far the the um the leadership group that you have um sent out the survey to and your your goal is 80% um how are you doing at reaching that goal we just launched the survey and right now we have 36 leader we have 36 employees and we have eight we have eight leaders so it was a very great start to the survey so we still have a week we still have a week left and we have followup percentage you know on that I'm just wondering what the percentage is I okay I leave 100% on the leaders um and then the um like the department heads and then the uh the employees I I don't have that that exact percentage Claudia okay 30 fine 3650 maybe maybe this we need some incentives here yeah know everybody's ears perked up when that happen that came out thank you um so I have a couple things um so first of all just thank you for for the update um it you guys are are are definitely um doing a lot of work that um absolutely needs to be done and and so I just wanted to to um thank the task force for the work that they're doing because I think you know like Michael said like sometimes you start off really strong and then things kind of um Peter out a little bit and I think that that this is um a very like comprehensive uh way to look at this and I think I think that the community is going to be much stronger because of it um I did want to ask a question about you know um we had commissioned an equity study um several years ago that kind of like led to the Dei task force um I was just curious like from a data collection like is the is the study like part of the data is it going to be incorporated are you looking at different sort of like different things that that were um asked I'm just curious I know this is going to be much more comprehensive when you talk when you talk about like employees and and um staff and things like that but I'm just curious about sort of the the community aspect of it so we use uh we look at all of the data um that has been presented before and then we also look at all activities all Dei ad hoc activities so we're looking at everything that we can get our hands on that has already been done to inform our decisions of how to move forward it actually informed our decisions too and the questions that we wanted to ask because we needed to understand a baseline of where we are so even though we're asking more comprehensive type questions we still are ask asking some of the similar questions to just be able to see what the perspectives are have the sentiments change and so we do use it to inform our decisions yes okay okay thank you um and I look forward to more updates as we kind of go through this process so thank you thank you great and do anyone else want to uh comment or um questions from Members or public input we have a few minutes just one uh quick one uh Rob TR thank you for all the work that you've been uh that you've done so far with the DEA Dei DEA yeah I'm all right uh past history is coming back to me yeah uh just want to thank you for that extra work uh in your presentation and and even on this this the screen presentation as well um I hope you're including and and not um not forgetting there's another group of folks that are in that are in this town uh the senior citizens and hopefully uh they'll be part of that survey as well uh because I'm sure they have a lot that they could provide to you to your group as well yes they are in the second phase under the Community yes thank you yes you're welcome great anything further on this I'll thank the Dei task force for your work and uh Michael for coordinating this um and and uh we wish you the best and look forward to our the next uh part of the uh of the uh the de initiative all right thank you all for that all right so we have thanks everybody y um thank you thank you and you're welcome to hang around with us for the rest of the night we' a lot of exciting stuff going on here so we have about 5 minutes to the tax classification uh hearing which has to start at 7 again uh items do should we do the consent agenda anybody I move that we approve the consent agenda as presented does anybody want to um take any items out for discussion nope nope do I have a second yep Claudia seconded okay all those in favor of accepting the conset agenda say I I I I so conset agenda is passed thank you so Rob I've seen a few people pop on at our usual 7:00 time that might be here for Citizens participation that didn't realize we were starting at 6:30 wondering if we want to allow them to do citizens participation now before we have our our tax classification hearing at 710 we have a few minutes is anyone I see anyone here for Citizens participation Helen's clapping but I'm not sure if that means she wants to talk if you're if you're on zoom and want to speak for citizen citizens participation please use the raiseed hand function okay thought I did okay was that your raise hand Helen yeah there we go all right hel go ahead we have a few minutes okay I I'll try to be quick um so I actually am here I wanted to do two things the first is I'm requesting and I'll write a letter but I wanted to come in in person and request this um the historic uh commission is actually planning to um have a warrant on the spring is uh the town meeting the spring for the historic district and we would uh really like it if we could get on to the select board's agenda in in possibly in January so that we could come and discuss this with you okay that seems reasonable okay first first meeting in January or the second meeting Helen um so we're we really didn't um have one we just said January so I think wherever you have time to put us in where we could come and discuss that would be great yeah why don't you send in a agenda item request uh you could send it to the entire select board or just the Yolanda myself Michael and uh Susan Jen when we put together the agenda okay and um yeah that would be great I you know we want to kind of just let everyone know what we're doing and answer any questions and uh any issues anyone might might have so we can address those and uh see what everybody else uh thinks about the whole plan so that would be nice to be able to come and and get everyone uh involved um the second thing I just and I sent you all a letter and I did hear back from uh Brandy and Michael but I just want to reiterate my invitation for this Sunday at the right historic Cemetery we're having a speaking event and I think it's going to be very interesting and I just want to come shine invite you again just to make sure that you know you know and and if you could come that would be great R if you can't we'll we'll miss you but we would love to have you there great well thank you Ellen and thanks for the invitation Helen is that rain a shine it's rain or shine and if it's rain which it doesn't look like it should be I've been watching um it will be at the Ocean House at 2 o'cl okay thank you all right thank you anyone else quickly for Citizens participation I don't see any so we'll move on to get ready for the um classification hearing and um Yolanda could I impose upon you to read the legal notice when the time comes sure I can do that great thank you so much here um okay so I have it is pretty close close enough to 710 so if you want it's 710 close enough go ahead okay in accordance with the requirements of Massachusetts General Lodge chapter 40 section 56 the select board will hold a public hearing on fiscal 2024 for property tax classification on Wednesday November 15th 2023 at 7:10 p.m.

34% residential and commercial industrial person personal property is uh 8.66% so um you can see compared to last year um the two numbers are are going in in different directions uh it just means that the U the residential side of it has increased uh a little bit more um that's that's really been the trend uh the last few years uh the residential side of it is growing in terms of value in the uh commercial industrial personal property uh it's in terms of a percent is getting smaller so um I guess what I'm getting at is is when you look at those numbers and those percentages um my opinion is um it doesn't really uh justify a split rate um because you're you're looking at a single rate that that's um really very um um you very competitive um in terms of rates as it is and and as a single rate um and I'll show you in a minute that that um what it would look like if you did uh split the rate what would happen on the residential side and on the commercial side um any questions all right let's move to so rich as you bring up the next one because I've been sitting here for a while as as Joe and all right all right um Brandy and and Claud I know are you know have been aware of this my question is what what percentage shift would you need to see how much commercial would we need to have in town to even consider recommending a a split tax rate well the general rule is is 8515 okay um once you get under that 15% for the commercial and Industrial uh it it really doesn't make a lot of sense at that point uh there may be exceptions to that rule but uh most communities look at that and um and ashin is in you know over 90% residential right um yeah because I mean I I I look at I look at this next one that you give us every year and I go yeah it doesn't make sense cuz there's not enough of a right there's not enough a relief for residential and then we're trying to build our our businesses and we're trying to build commercials so exactly to put the impact on them doesn't make much sense so no okay thank you I have a a question just about the commercial industrial and the and the change the yes and you said that that's kind of a pattern at this point and is that a pattern in all communities or is that just our personal patter pattern which um I don't know about other communities uh for Ashland uh you know there's a lot of U residential apartment complexes uh in the past couple of years you know that that side of it has just exploded yeah so that has to do with the number of residential units and also their their increase in value as compared to the commercial industrial um not in Num numbers not increasing yes but um if you could look at just if you were just looking at the commercial industrial valuations themselves are they increasing but it's just that the numbers aren't going up they are increasing um just not keeping Pace with the residential side right um and that may change um over the years it it it it does fluctuate because there's two components to that right there's actual the number of business we generally call it and that what they're valued at right those are the two components that would make up um not so much businesses or commercial Parcels maybe is what you're you're okay um yeah we have a certain number of commercial Parcels um but we have a lot more residential Parcels but then also there's the the valuation of of each yes right yeah yeah and again um coming out of covid it's the large commerci uh residential apartment complexes just took off um in all of Metro West right right yeah yeah yeah okay yeah thank you how we doing folks in terms of questions I want to note this is Claudia's first exposure to our tax classification hearing so she an expert now she's yeah she's lived the tax class ific she knows all about it okay it was followed very closely when we were on school committee too so yes no I think Yolanda summed up I think our rationale pretty well about this uh is there any other further questions or thoughts I I believe the is the motion just a simple motion to uh do a single tax rate yeah that's what the board votes on yeah I move that we support the single tax rate as presented I'll second that MO has been made in seconded all those in favor say I I I hear no nay so passes unanimously Thank you Rich one last thing can I quickly show the viewers at home the last two pages it's just two graphs that I put together okay um real quick so the the the first graph that we're looking at uh it shows shows the last 11 fiscal years you can see where the tax rate uh has been trending down down each year and of course what what makes that happen is that the valuations trend up all right um this last page you'll like this one um now this is last year's tax rates because um right now some of the communities haven't set their tax rate yet but you can see um where Ashlin sits with its surrounding neighbors and the tax rat uh well below all of the other surrounding towns so bow well for for ashin certainly yeah Rob one quick question with respect to that sure uh the valuation of the homes in in the surrounding towns they've gone up basically the same percentage as Ashland or has Ashan gone up yeah I I don't know Joe because that would be interesting seeing that we have you know one of the lowest tax rates when I look at that that that graph I just think that um they they're spending a little bit more I mean they're they Levy is larger y exactly gotcha thank you okay all right thank you good point all right anything else on this I believe we're done thank you rich thank Youk much um yolan is the planning board are they planning board out in the outside huddled okay well should we invite them in and you guys can come in we're all set for you a want to hear about tax classification geez for a seconding in they we listen so we're going to sit here so do we have can we do the broad uh picture I mean the yeah that's good yeah thank you you guys bring extra so when everybody's settled we'll we'll get started um Welcome to our uh meeting um and this is the the agenda item here's uh joint meeting with the planning board uh the first is to review the NBTA Community zoning recommendations and the second is to review the comprehensive plan document um voted by the select board planning board so I want to thank you you all for coming here and you know it's um uh I just want to note the the work that you've all been doing on these important projects is uh very much appreciated uh so without further Ado we'll get started with the um with the MBTA Community zoning and do we have a oh oh and Trisha do you need to call your folks to order yeah I think um we just officially need to call our meeting to order at 7:35 um and Rob I think what we're going to do is that Alo is at the podium he's going to work the slide presentation and I'm going to present those slides when I get stuck on any information Joe will help no Peter Alo and and Joe obviously will will jump in and um just to note that um we don't we don't have any fi final like that this is our final recommendation tonight we want to show you our path we want to show you what we've learned and we want to show you where we have landed but then obviously it's a greater discussion with the board if you agree with our approach um pluses and minuses and then we see where we go from there so there's not a golden answer at the end of this presentation that you're waiting in suspense for so okay thank you and just a note about I'm operating uh remotely here because uh I'm relatively sick I don't want to spread anything so I certainly appreciate your Indulgence and Yolanda's Vice chair will be assisting In Crowd management should you all get unruly so say that understood go ahead all right so so we're just going to go through um just to quickly review um what's required to refresh your memb is the zoning District that we're being asked to form has to be at least uh 50 acres it can obviously be more than that a minimum of 25 acres needs to be within that 05 miles of the train station um individual districts if you don't have your 50 acres all in one all in one area um needs to be at least 5 Acres or greater and the minimum gross density for each of those partials that you're putting together has to have 15 units an acre now just as a means of comparison um Cirrus is correct me if I'm wrong Peter is right about 14 units an acre corre so um to get to get a sense of that density sarus does have a lot of extra land around it a lot of buffer land parking but just to get your head around that number a little bit um these are areas where multif family with no age restriction is allowed by right um and of course that they need access to the train station so those that's kind of our Basic Ground workor so added into all that is the number of units that we need to that we need to have that we need to accommodate in the zoning District so for us we're taking our 2020 Cent Census Data um as how many housing units we have which is 7,495 housing units in Ashland we have to multiply that by 15% and gets us to 1124 units which is our ultimate goal and what we have created so the first thing we did as a committee is to look at kind of these two high density option and a low density option so option one says we want to go as low as density as we can ashon doesn't maybe like high density maybe maybe we don't want to do that that kind of thing so how many acres would we need if we stick with the minimum we can can do which is 15 units an acre and that puts us at 75 Acres so and again that it's approximately serus they're at 14 then we said okay high density option what if we said that we want to use as little land as possible with this MBA zoning we don't want to change our zoning too much we're going to make it the tightest we can 50 acres that means we need to do 23 units an acre which is with the approximate density what the last round of 10 to 60 Main Street was the planning board might be a little bit more familiar with that than the than the select board but it kind of gives us a sense of of that level of density all right now to kind of go off just a little bit we wanted to go over the um the information that was provided by the state these are in terms of the gis layers um that were made available to all Ash communities and they start to tell us a little bit about the land within Ashland borders so th this excluded land land marked in yellow are things that cannot be used in our MBTA zoning that includes all town-owned property all state-owned property things with use restrictions like if we had CPA land that had use restrictions you can't use that and then there's some hydrological Wetlands type of things that are that you just can't you you can't use so all the all the land in yellow is just out of the picture can't use it yeah it's a lot um I haven't run the number yeah a lot a lot so um so no Town Forest no right no no exactly not that that would be our ideal location I would think um okay so then um then we look at uh one of the other layers um was sensitive land so sensitive land as you can see on the list there includes flood zones active farmlands primary habitat surface water Wellhead areas these don't seem like the type of land you want to use but you can and as elro described it's kind of just a red flag it's like okay can use this land but you might want to be careful in doing so you might want to think twice right so those are also given to us um through GIS this third category is a little trickier um Alro were you able to confirm yeah was our it was our assumption was right all right so we had a little trouble like figuring out what this was um a density dens density denominator and we're not going to get too far into it because it really doesn't have a lot of effect on what we're doing but basically these are areas with the kind of that fit into one of the categories listed there um that basically if you have one of these areas say you have a 50 acre land that you're going to use and you have some uh you know a water protection Zone that's 10 acres within that right you can still count the 10 the 50 acres but when you because it's right in the middle of your space but when you go to calculate the density you have to take that area out in calculating your density so it's a little bit about the how the math is calculated less we need to concern ourselves less with it because unless you're looking at one of those areas where this red is it's it's not really an issue okay so here's where we get and it's probably in the packet this one's a little hard to read this one's better here's where we get to actually looking at where we started to zero in and with these properties so as you can see here we're looking the circle obviously is our 0.5 uh from the train station that is given to us you can also see that we also have some land in hopkington so we actually have two well on the border for the hopkington uh train station so we can also uh use that it's not really useful to us over there so we're obviously we're focusing on the train station um oh Southboro sorry Southboro I was thinking of the state park over there thank you um so our train station is like dead center the one in the middle okay yeah the one in the middle so um that's the circle that they're giving to US versus the the ones that we had before we don't get to wing it um So within that excuse me I just want to make sure I understand so you're saying that circle around the Southboro train station is potentially something we can do potentially yes I mean that we can consider that Circle because that 05 at least a quarter of that circle is an Ashland now as you see most of it is yellow which means fled we can't use that a little bit of it is oh I see so yellow's unusable and there's a little white spot there that maybe is usable but you know we don't have to rule it out right all right thank you yeah so there's not there's not a whole lot there to grab so anyway we obviously started focusing on the circled areas um and the Really the land that's available in the rail transic District especially things that are actually already built um so the green area um labeled area a here is Cirrus and that is already 44.7 One Acres uh remember that density is 14 units an acre already it just needs to go to 15 um the area B is where the um ucg um what did I say ugc um which would be the over 50 the planned over 55 community which is currently in litigation and the small band next to that c is currently part of the same property but that was established as a buffer zone um for if if and when that gets developed so um in our discussions we decided to keep that um we would recommend to keep area C out because even if number one if the if the project goes forward as it is it has to be kept with as a buffer anyway it returns to town land and it cannot be used if we if that project doesn't go forward we feel like we would still want a buffer for those neighbors that that discussion has already happened it was already agreed upon and it makes sense to in good faith to continue with that buffer and not make it available for development and the other part as we tried to reach our um I think we were trying to reach our 75 low density solution nearby the train station we looked at the area of um I think it's add um which is basically you know where my office is um along that in the blue strip of D which is a commercial industrial zone now um but gives us another 11.65 acres and together those get us to about 78 Acres we only need 75 and so that would be our that would be our low density solution right there so that was kind of the first thing we looked at a yeah ab and D lab not yes yes yeah with all the letters it gets a little confusing okay is that good so far so that's kind of option one if we low density sticking close to the train station all right but we also wanted to kind of make it understood yeah so so that that is that just what I said there so that puts set over the over the amount of units that we need and there's the high density approach the high density approach uses only areas A and B right so we don't use D at all we just allow the density to get greater in those it which you know in the in the case of Cirrus you know maybe they could maybe they have space to add more units you know in the case of B maybe it would get maybe the density would work with the landscape maybe it wouldn't in a sense it's not our problem but um but that's what it would look if we' went to the high density approach okay so next we looked at we were just kind of then looking at some options it's important to understand that you don't have to go high density and low density it doesn't have to be the same for everything so we said what if we mix densities right what if area a which is Sir Cirrus it's at 14 now what if we call it 15 they could add a little bit but not a whole lot and we would reach we have to change the zoning obviously it'd have to be for actually I don't know if we would have to change we would have to change a little bit a few tweaks a few tweaks in the zoning um to allow that to fit um area B though would have to be very high density so area B to accommodate the rest of the units would have to be a density of 27 which is approximately 100 trest nut now the Land There is fairly steep hard to build um Joe came in very handy on this committee because he seems to have a personal knowledge of every single piece of property in Ashland um and so that might be given some of the things we've seen in other areas of town that were built on steep slopes maybe even if it's allowed maybe it's not something we would want to do so so next we looked at an option four and this is just kind of reducing or reversing it what if we said that area B was the 15 units do we figure out what the what the proposed project is density wise approximately I don't know if we just that just for comparison but we said what if area area B is low density and then we make area a whatever density it needs to be to fulfill our units that puts area a at 20 units an acre you know right now they're at 14 but it's already built so maybe they would add some more maybe they never would right we thought you know we tried to look at all the different properties kind of um in good faith I guess I would say things that were realistic um but we also decided that especially in areas like Cirrus and this was a case that the town had made early in this process that Ashland has already made a serious um move toward providing a lot of units through in recent years and we think that using a um just shows that we have done that and so we we felt that was okay any questions yet okay just just to clarify because I know we've got members of the public listening as well that we're not talking about actual building we're talking about creating zoning to make building possible that's right that's important for everyone listening to understand that this is not about actually building anything it's about creating the zoning that could allow a proposal to happen so which is right I just think that's important because if people are kind of jumping in and listening it it's not that we're saying we're going to force someone to come in and actually build this Des we're saying hey we've done such a great job already in area a to have high density maybe if we tweak that zoning a little bit to maybe that developer in the future could improve the space or choose to make it more dense um right right we're giving them that ability not that we're forcing them make it more it's not it's not about anything that's being forced it's not that we're asking anyone to come in um it's it's just that we have to set up the zoning to allow the possibility in the future so um and then five this is kind of where we landed at our last meeting um so we started to look at the areas that we already had um area a keeping or you know having a certain density there that gives I don't know how we arrived at 18 units there um I think it was just kind of to like make the math work to make the math yeah like a low density kind of on area B and then look at the actual density that is happening in a 100 Chestnut which is actually 29 units yeah so what we did is um in area B that's right my thought process is coming back here an area B with a steep slope project going in there we decided that let's keep that at 15 low density because we're a little leery about that the steep slopes relative to we have other things we have going on with steep slopes um then we looked at area e which is um 100 Chestnut Street and we looked at the density um the acreage we already have there um and the density we already have there so if we include in if we include 100 Chestnut Street what we have left is the density for area a which then puts it from 14 to 18 and that covers all our bases 18 or 17 because area a says density of 18 units but then area a has your acreage times 17 units okay so it's in there somewhere okay it's one of believe me the math will figure out ma correct the formula it's correct I think it's just a typ on it okay so 29 17 and then 15 okay and TR just so I understand or people understand that area e 100 Chestnut U can be outside this circle of the commuter rail that's right as long as 40% of the number of units are inside the circle which they would be by far we can use um we can use areas outside the circle so we looked at 100 Chestnut Street because it's it's already in process right it's already happening but we also in our discussion started to talk about about other areas of town that um that where nothing is happening now but where we feel might be good areas for housing potent potential housing areas if um if this wasn't maybe quite the right solution so or if we wanted to do something differently um what is the next slide Alo um this seing side by side but I also have an slide showing the other potential AR C if you want me to show that one um how's the E what's the easiest way to show them do you think just in the I can show that and then come back to these on so we see this coming at the end I think we're almost we're almost to the end of the presentation here but some of the other we started to look at different just different Parcels in town they remember they had to be over five acres um that might be suitable for housing now one of those was area D which we already talked about in downtown we thought that might be a good opportunity for mixed use which is also can be part of the formula where you have businesses and housing so um a little hard to see here do you have the little light thing yes yeah okay I think with the light really work right there there we go so Joe what can I'm going to put you on the spot area F what did you call that space up there the area is currently known as tur building is is your mic on no I think we're having trouble here and I'm sorry I didn't have my mic on it's the uh old roachford arena uh ice skating rink which is now turo and they since sold their building uh then down in North Carolina so that building is not now under agreement with pson so that's that piece of property is available and it's in between the subury river and the train station and it's smack in the middle of a residential area but it's like it's an island to itself Ty a deal I think Claudia you know the area that I'm talking about yeah it's right at the corner of how in cille roads and it's down almost under the right under the railroad or next to the railroad but under the lower than the bridge so it is like an island jum how how close is that to the half mile from the Southboro I don't think quite so it's out outside of the half out it's outside of the half a mile okay but still close to it close enough to it it could be the 40% outside or yeah and then the other um area marked is area G over there that's the kitty fenwall building site oh um that we were looking at as flat site easy access to schools easy access to downtown and you know just as a potential site for housing if we say wanted if we wanted to say lower the density that were that we're assigning within the rail t Transit District right if we wanted to make sure those stayed low and we needed more we needed our 75 Acres what else might we consider so we we had a few other ones too but they got eliminated based on the when we learned all the qualifications we had to next a few of those so and that's the already developed part of kitty Fen wall is that what you're where they have their building and um yes that's the that's not the kind of a joining side lot it's kind of where the building and the parking already are what are the acreages of FNG um I I kind of out the top of my head I know that G's around 19 Acres uh we will have to run some numbers to see how much of that is sensitive in the the density denominator to take that one um if I believe it was like around six seven just a reminder to speak into your microphone Peter I can't hear you I'm sorry uh I'm sorry G was about excuse me f the Tammer xite was about a little over seven acres yeah and that's the same situation that we'll have to look at how much of that is uh sensitive and with the density denominator but it should be around five acres as a whole District it could be counted yeah so if you want to there and there's one side of that area is AB buts the suburb River as it as it flows so that that part of that area would be unusable uh even though it's part of the S Acres you would have to we take that off so I think what we determined at some point was was just shy six yes I think when we when we took that piece of prop uh off the uh this sub River part of it so that's what we're looking at I mean g go back to the slide so um just to just to wrap up this part of things so is there anything else on that slide Al BR cuz that one's no this one is just the stoning side by side okay um and then it was just kind of like a last uh sorry a last step of like what are next steps and where we're kind of finalizing Yeah so basically um once we I guess even as part of the process we need to finalize the compliance model and I think by compliance model this is this Al can show it this crazy spreadsheet worksheet thing um that makes what we're doing in our working group seem juvenile right when you look at this the spreadsheet that El that Alo has to and I'm sure Peter working on it as well has to keep track of and put together so that's the actual compliance model um and then we need to identify the actual zoning changes that we would need within those zones for instance it can't be an over 55 community uh you know what what do we have to take off of it um there was a mention about can we this the state allows a 10% affordability requirement we talked about raising that Peter do you want to report on where that stuff is yeah so thank you so I can just state that um so we appli for a grant through our Mass Housing Partnership um MHP and we received the Grant and so we've been in contact with um uh rkg and actually rkg was assigned to us rkg may be familiar to some because they're actually the economic Consultants on the master plan they also did the economic tool that was developed uh uh I would say back in 2016 when cus went in and so obviously astion has a long history with rkg they know the town and so um Alvaro and myself have a meeting set up on Tuesday to start looking at a scope will work and so we applied for a grant we got the funding um and then the next step will'll just have a meeting uh in addition uh we also were put in contact with a consultant uh because I did check the box to look at um housing not just like the zoning changes and another consulting firm who I have a working relationship with um in Consulting was also will be on the call so hopefully we can you know move that process forward next Tuesday and start to scope out um uh uh some some obviously processes looking at the affordability component uh I think we all landed that we definitely want this in at a minimum of 10% which was allowed by the state and what the state is allowing but anything north of 10% needs to go through an economic analysis study to make sure that there's not a burden on the housing and so we're going through the next steps and we're taking it obviously step by step um uh not to sound like Bill Bell check but week by week and uh we're just kind of going going through the process uh yeah I don't want to go to uh but no we're taking a step by step and I think every every around every corner we've really received some good feedback from everybody so and uh Alvaro has done a great job you know leading the away with the gis and it's been a pleasure to work with Joe and Trisha on the on the on the on the committee right um I have a question so with either that consultant or our own forces or another consultant can we look at because they fairly recently added a possibility of mixed use and I'm thinking it we all like the transit oriented development hopefully people are on the train less cars but if we're allowing mixed use like maybe there's a little store there and that's even less cars so I I don't know what's practical but I think we should at least look into that yeah that was something we actually talked about uh just this we have been talking about but we've talked about just this week and we intended to to put a bullet on here about the mixed use because we have been talking about that as well and that's one of the things I mentioned about area D which is the one at the industrial zone right now in downtown that we were thinking about that if we want to go that route that might be a great place for mixed use because it is connecting to downtown it is businesses right now it's it might be something we want to think about right um in a way more than a little shop right to provide opportunities for more for more businesses so I don't know if um do those calculations require a consultant Peter or I don't think they do I think it's just a matter of applying the calculation that the state is kind of given us and so the state is allowing for it the state this is the way I read it right is the state is allowing for mixed use to be um to be by right and and because they got a lot of push back from towns because obviously everybody wants a vibrant downtown a vibrant economic area uh and so mixed use and commercial land excuse me commercial space is obviously um a want right and so um that is allowed uh to to be able to mandate a obviously a mixed use development but the the way I read it is that the square footage the commercial square footage cannot be included in the housing total when you're doing the overall math of the density of the density of the land area so they're saying you can do it but you're not going to count it towards any units per se so then if we that's sort of an aside then you can just say met the density and for allowing mix use they're allowed to add more building commercial yeah commercial space you know we want to see it's almost like saying yes want to see this we want but however we want to see commercial space included within this development in this location but we can put limits on like the commercial can only be so many percentage or like do a far Ratio or something or not do we know that yet I'm not going to give any I I don't I'm sure I have to dig a little bit deeper into that you know I I've just kind of looked kind of skim the surface just to make sure that we can do it and we are allowed to do it but to give you a direct answer answer on F and with the ratios that are allowed or not allowed you know I'm happy to get back I'm happy to look deeper into it and you we are allowed to do it but I think uh economically it'll probably take care of itself at the end of the day Peter just to follow up on a little bit about mixed juice so if do I understand that if you allow mixed use you don't you don't get we wouldn't get to decrease the housing units right you still have to have the same amount of housing that's correct okay yeah yeah yeah so oh go ahead I just had a question about uh Pawn Street and whether that was part of the analysis you know we didn't look well we looked at Pawn Street but Pawn Street is under the five acres and so um too small well and and we could Zone that together well together with the um Memory Care Facility next door but it was one of those things that we kind of felt tiny was in bad faith right I guess you know 501 stre it's about 4.4 4.1.4 Acres right so it's under the 5 acre minimum so you still like Trisha said you have to glue a couple Parcels together to get over the five acres so to me the state is allowing kind of this Glu gluing together model because in some ways it it's absolutely in good faith in the sense that ashin has gone above and beyond to develop right much more so than other communities so I think it's important to think of PA street kind of in the background um but I think this is excellent work I just wanted to reinforce how much I appreciate the hard work that you guys did because I think this is exactly what we needed to kind of understand what our options are yeah so that's what I mean we like I said we we looked at that partial but we didn't need it so um we have other bigger chunks yeah yeah and others felt better to us than that one I should say when we looked at we we it was a better fit than some of the others yeah it was a better fit felt better um kind of thing our last oh sorry no I'm sorry we we also looked at the properties off of uh James James Street down off of uh Pawn Street as well uh and again that fell under the the 5 acre area uh almost but just just shy of it so if we had the piece that would be an area that we could use as a piece so you're saying listen we've got good pieces of it already already yeah we can definitely revisit if it seems like no I was just curious what I was just curious how you guys got to it um I mean I think this is really excellent work and I think it gives us a lot of Direction um are you envisioning us giving some feedback today as to where we are with with what option like are we do we have room today for that discussion what are we I think it would be good to have some feedback because I think the next steps are bless you is to go down a certain Road and um the only other point I have on there is that obviously we'll have meet need to work with Town Council to for any proposed zoning changes but over I why don't you just briefly bring up the um compliance model MH so I think if we have a general direction about where we want to go then elro can continue to develop the compliance model because remember even our bubbles here are it gets a little detailed from his point of view right and we can't go through all that here um but um we also wanted to be sensitive to the comprehensive plan process and so we were looking at choices that in a in a sense we felt good about but we're also loow hanging fruit where we weren't making a big decision for the town that should rest with the comprehensive plan so that's kind of where we those are the factors we had and that's where we landed how we did so so Trisha before we get into I just had a a basic question um the the land U by the by the commuter rail station that's currently burnhams and the and the Church um where where do those fit into this uh your recommendations I saw it before the the church is in area D um which is on the map is burnhams included I think burnhams is included on there too yes um they seem to be kind of logical commuter rail housing areas should that ever happen but so yeah so that was that was in that that zone D um which is currently zoned industrial um but again it it's looking at um going from what it is to a minimum of 15 units an acre and so um so that's why we started to look at areas to um that's why we started to look at 100 chestnuts streight to be able to take out area D in case that wasn't the decision we wanted to make at this time so I think that's a wise choice because I I think about D and I think out you know you say okay well one side is currently industrial but the other side are single family small homes and it would really change the the flavor of that area if all of a sudden you go from industrial that's somewhat spread out to then allowing potentially very dense housing even if it's mixed use there I think it would just change the whole flavor of that street yeah and and we also forgot to mention that you you notice that 10 to 60 main also hasn't been part of this discussion right and obviously that that proposal has been withdrawn the one that we had has been withdrawn from the plan board but we just didn't think we wanted to go down that road with the complexities of that site to include it in here so it's intention it's a possibility it's still in front of the boards right but it's one that we decided to take off our plate for now for those reasons partly based on what you're showing us we don't need that we don't need it the the zoning that the MBTA is requiring and Rob's question about like like burnhams and and and section D it doesn't necessarily mean that there won't ever be housing built there it's just not part of this with a specific density by right correct so we have more control over those types of projects you know from like our regular zoning right yeah just just a note and I think and it's a great point is that yes it's zoned industrial I call the south side of Pleasant Street right but that's also within our add overlay District going all the way down um just to make a note about Burnham so Burnham is a little over 2 acres and it's 100% surrounded by the MBTA site uh so what you will see on some of these Maps when you kind of zoom in is that the MBTA zoning site excuse me the MBTA parking lot is actually in the zoning District now that's because that's to make a contiguous District of District d right so it doesn't stop at the MBTA property and then move forward through boms but just to make a note and this is kind of a good example is where you can't the the the land area that's owned by the MBTA which is the MBTA parking lot that land area whatever it is call it 500 square feet just for the sake of this conversation that 500 square feet is pulled out of the denominator so that can that land area can't count but the burnhams you but burnhams can be if that's a decision that the town makes Trish Trisha is the the option um that you're recommending option five at this point it's option five or a variation thereof right we feel that this tries to it takes it uses a 100 Chestnut straight which is already in play it uses Cirrus which is already in play and it keeps the lowest density allowed for the I keep going to say ucg is that good ugc um for that site um which is which may go forward or may not at this at this point yeah if you pull it up um because it's it's interesting though isn't there an issue because the ugc project is over 55 but it's just zoning so you would just res as long as the zoning is just there but then whatever they build okay just just verify they can build whatever they want to build but it's owned for them to later sell and res rebuild but I do like that concept because I think like from from a community standpoint when we talk about like how we're going to for lack of a better word pitch this to the community that impact you're like okay you know the impact is very not very minimal but relatively minimal and so it's not going to add 1,00 units so like the reality of it is is you know obviously it's a zoning exercise but but but it kind of like seeing this is really really helpful because it's it's saying okay this is what the impact could potentially be and so I I kind of agree with you guys on the on the option five I think that's kind of a good same here minimal impact to the community which yeah using Chestnut streets like it's already so so to that point I I think this is a great approach couple things just to be aware of so um you know we're talking about the ugc pro uh project and we're also talking about Cirrus so the zoning doesn't exactly line up with the parcels so you look at at rtda that encompasses part of the ugc um project as well and B kind of that project kind of wraps around part of a so it kind of Blends in that's right so there's um there's two development agreements associated with both of those parcels and also a covenant and I think you just want to see if there's any restri restrictions associated with that um you mean the Covenant would prevent us from resoning that could that potentially I'm not saying it would that would potentially prevent us from rezoning it or disqualify it and then I think you also want to look at potential unattended consequences with the ugc parcel because um I'm sorry which area is that well it's kind of like B it's yeah um yeah just because that is in litigation and I think um probably the best way to put it is that it would be I think in people's interest for that litigation to be resolved and you know if we look at changing the Zone it might incentivize one of the parties to pull back and put in an application for something even more dense than what is already planned there got it so but no I think the approach is great I think it's just a couple things you got to like the little detail stuff p and I didn't have a chance to to talk about no I think it's you know I think it's that's that's part of the next step is to okay we we've highlighted the locations that's a big part of it we've we've we're running the numbers to the comp the compliance model okay what's the next step well the next step is to do a couple things now we got to look at the zoning to say okay how's this zoning going to match up and what what what changes we need what changes do we need to make to make sure we're compliance and if we need to kind of draw a little circle around that project legally I'm sure we can find a few Acres somewhere else like at Pawn Street so to me it doesn't seem like a big deal like I think we just look at the Covenant we we identify the acres and we find them um but I for one thing thing option five is perfect because it gives Ashlin credit for all the hard work we've already done I feel like the MBTA law is like catching up to us we we've been ahead of the curve Ashland has done the work already and option five just kind of says we already did this it's a small little tweak um I think the public will be really pleased because we're not forcing density down anyone's throats it's right here it's already in Ashland already and it gives the comprehensive plan process to take a look at all the other space that's not dense yet maybe industrial areas will become fully protected forest for all I know because of global warming whatever the comprehensive plan decides to do they'll do with the spaces we haven't yet veloped so option five seems like a winner to me oh um I do want to be conscious of the time couple so are there other members who have questions or want to give feedback to this uh proposal or this presentation I do have just uh a couple of thoughts go ahead thank you the I I agree with just following up with what Anna was saying and and a little bit of what yoland said before the the approach of flexibility makes a lot of sense to me especially especially on uh reinforcing the areas that have been developed because the infrastructure has already been been been developed for for potentially more you know roads and Sewer all kind of infrastructure that would be disruptive somewhere else I I just was thinking when we talked about Pleasant Street and that Industrial Area um I I'm not that sure that would be um a detriment of potentially being open-minded to to a to to a really Redevelopment of the other side of the street knowing that yeah there's single family housing on one side so I wouldn't I wouldn't throw that out yet because the the I see it more on the big picture sense the the objective of this resoning is to comply with with this new approach for the MBTA communities but I think it should it should it should be it should Encompass what really will happen to the downtown and I think density makes sense to make the downtown more more vibr and and zones like that I think would help that so I think taking advantage of what we've done is great and I think maybe even pwn Street like and I was saying and I don't know if that you you looked at that but I don't know if if the area including all Shaws and all that all that Industrial Area could be another kind of uh node of development just to not just pick and choose some some areas but just to make it have a purpose to revitalize or or improve downtown or create another node of mixed use somewhere else and maybe that flexibility on this option almost helps us in the directions right it's leading you towards that direction right which I think is good yeah we thought the same way um I have a comment I I kind of support the because I think the way this is it is taking advantage of basically our current zoning with tweaks and then the comprehensive plan is fair game for all that stuff and that's a longer term more thoughtful a lot of people already engaged hoping to get more people engaged process which we need for this too which brings me to um this isn't a surprise I've said Springtown meeting which gives a chance for so I want to talk about timelines and process to um get to the next steps yeah yeah I I think that's kind of where our last slide was like um Peter will be working with the consultant on on the possible upping from 10 to some other percentage of affordable housing in those in those areas in in whatever areas so that we have permission kind of as a town yeah I guess to rise it up right to to go from if we all like option five with telling the consultant to focus their analysis on option five make their process a little faster so we could get to town meeting the analysis is town is townwide I don't think it s pafic it's townwide it's townwide so obviously uh I I think I'll we'll have a better perspective on that next week okay regarding kind of how long you know what what the analysis prioritize option five first in their analysis so that we could have I don't think they just take the the option they look at the town from a from economical standpoint right you know we do not have inclusionary zoning uh however but to continue on to develop affordable housing we want to include it within this this I just wouldn't want that analysis to stop us from taking this to tell me in the spring no I I don't think that's I mean Peter will need will be looking into this more deeply but I think that analysis is about it's about not raising our affordable um affordable comp component so high that we're actually pushing away housing maybe you know and and which is obviously what the state doesn't want so the consultant is about helping us find what our number is for our town that's appropriate correct we get 10 but in order to do any more than 10 we have to have but I don't think it's and maybe we'll be corrected but I don't think it's specific to yeah and I think that what Trisha is saying exactly correct is that we can do with 10 a lot of tal are saying let's do 10 but the state saying well if you do if you want 12 back it up and we need to back it up with a report in a study that rkg that we got funding for the grant is going to help us out right I guess what I'm saying is if we know we like option five and 10 is what's required then in theory we can start drafting the Zoning for option five with 10 present at a town meeting in the spring and whatever the consultant work that's happening to see if we can do more to me is a very separate issue that may be in the background and if it's ready it's ready if it's not ready it might be ready for the comprehensive plan because it's more about inclusionary zoning and wider UND townwide so I just don't want that effort to slow what I would say is that the effort our effort and from from Alvaro and myself and I and I'll I'll speak for Trish and Joe is that I think we're going to continue to meet and move this forward and continue to press on and let the consultant do the economic analysis and move forward with the and acknowledge that we want to include 10% affordable housing and we and and but also have the and move forward to understand the zoning and what changes need to be made at along the same path so both so both items can be done right we can have a zoning article hopefully you know ready and present be able to presented and at the same time an economic analysis will be done your goal is to have both for spring meeting I think our goal is in the town of Ashland is is to press on and to hopefully to work with a consultant to make sure that we have our zoning covered now if a if our economic analysis can be on the same time time frame and that we can and and that comes back to say yes you know you have the ab you you're there's the economic health of Ashland can you can mandate 12% affordable housing we would obviously put that into the bylaw right but if it and if that's not done yet I think we are on the path to say we're going to mandate 10% because we know all the other communities are doing it but I think we have AIT better time frame on that after next week and the other thing to understand that the thing will be happening also simultaneously is as I've said that alvro and Peter will be working through the actual documents that you need to submission and the actual calculations in which case we expect there'll be some little tweaks along the way and if something comes up that we can't address in this plan then we'll obviously bring it back to the boards to it sounds like the Covenant needs to be reviewed identifi the other thing that could be helpful to this discussion is the next meeting of the Metro West Regional collaborative on Thursday the 30th is all about the NBTA zoning and it's going to be a discussion amongst the communities what are people doing how are they doing it so it could be helpful to hear what other people are doing and I would ask that I don't know if you know Peter you can be there if not Alvaro can maybe not present the slides but certainly give a few minute conversation about what we looked at and how we did it so that if other people are not at that level yet they can understand how we did it and what they can do yeah no totally I can you know Alvaro and I do you know plan to attend all the Metro West and and I think uh you know another Kudo is Alvaro because Alvaro has great GIS skills right and so we wouldn't have been able to done do this without Alvaro and Alvaro is GIS skills and so in the gis license which we did which I helped out on I'm not going to lie software licenses is good it's a good thing and and and and we're going through it talk about just next steps here so uh what I want to confir are we still aiming for Springtown meeting with something is that the objective or I think at this point I think you you still get to go for spring and and see where it goes and and and continue to press on think about um is what's going to be the public information and input process on this what do what do you folks think you know I think we're still I don't know Trish you can answer that I think the first thing and correct me if I'm wrong but I think the first thing is that we have to run through the numbers and make sure it can be approved by the state because I don't think we want to put something forward at town meeting that actually doesn't work right no I I meant before town meeting talk you know reaching out to the public getting input from the public yeah yep so first we want to do is like work through our numbers right work through the the the small scale numbers then I think obviously I don't think we're going to have any forums like before the holidays but to look look for whatever forums that we need to have you know in in the new year but but with the timing so that we can plan on being on the docket for Springtown meeting yeah and and and and Rob I'll say this I think you know about a year ago maybe a year and a half ago um our former Town planner run a great Zoom seminar um on zoning and so I think you know to be able to you know for myself and Alvaro to to you know we can develop a kind of a a zoom a zoom night on MBTA zoning and to give this presentation to allow public to kind of have comments and ask questions or submit comments prior to I think we I'm happy to set that up you know as as is through the planning office and indor have a you know uh have a meet you know just have a you know hour with the town planner here in town hall for anybody wants to come in or or ask any questions or or meet at the community center um you know tag along with Michael for coffee with SE I mean if I could information sessions are great but I think the public should weigh in like we seem to all like option five that's great um I mean maybe we can have public common today I think there's some value in hearing from the public if they're if they're agreeing with us if they agree with our philosophy if you will to sort of take the density we have and work with what we have was I was going to ask what the sense of the boards are in terms of um you know getting public comment tonight I see we have some people here whether they want to comment or not I'm not sure but are people okay to spend a few minutes getting public comment here tonight or I for me for me it's up to for me it's up to you Rob and your board since uh you have a longer agenda than what we're here for yeah this is true so I'm looking at at our members anybody uh maybe we could spend like five minutes getting public comment if there is any I think if we limit it to five minutes I also like the idea that Trisha said that we may all agree on on on option five but if it's not something the state will support no matter how much public input we get that people say oh this is a great idea if the state tells us it's not doable then we may have to come back with information we can do both so I think if we if we allow about five minutes of comment for tonight because we still have another agenda item with the planning board let's raised hands folks out there stop sharing so Joel had his hand Joel our bment anyone else right so it could be just Joel all right Joel two minutes if you if that's oh and uh Mark okay two minutes a piece gentlemen two minutes a piece okay are you able to hear me are you able to hear me hear you go ahead all right fantastic a few quick comments first of all I really like a lot of the planning that I've seen going on here so I think you're on a very good track I can't thank Rob enough for calling that we really need a very public process here this could have a very Major Impact on the town and the town residents really need to have an opportunity to be heard uh as far as the presentation I saw so far maybe I missed it but I didn't see option one two 3 four five maybe that was in there I just didn't scroll through or something but I don't know what you're talking about when you talk about option five additionally I'm begging you to to change the maps you know you guys all know zoning area A and B and all these letters it would be great if the map showed street names or at least the major streets so that we understand better where we're talking about I was a little bit lost one other comment uh I'll speak the only comment I'm making on behalf of the upper Charles Trail committee we have a route that the select board has seen that goes through either the ugc property or the cus property or around it with some of the negotiations about open space that are going on uh please don't leave us out of the discussion if if added housing is going to happen and cus or ugc and it lays over where we need the trail to go we're going to be in big trouble so it would be hopeful if we could be consulted on this early one last really crazy comment and I don't know if this is feasible or out in left field we're all talking about having the Y come in and build a really nice facility right on the MBTA Road pretty near the train station Is it feasible to give them a little extra height and put a layer of hous on top of it or two I have no idea but maybe somebody could take a look at that I can tell you that right now that housing would not be a feasibility on top of of the why from a funding perspective and what how they work okay oh and one last very quick question uh if we if we get we do all this analysis we get approval from the state to go to 12% or 20% or whatever number it is does that preclude somebody coming in with a 40b and saying well you Zone them and I'm going to ignore that I don't want to put in all that additional affordable I want to just build what I want to build so I'll do it as a 40b do are we able to protect from that yeah let Peter answer yeah with a 40b Joel so it has to be 25% affordable so it's not like they can come in and do a 40b and do no affordable like it has to be 25% okay all right thank you Mark hey thank you Mark 49 WR Mas first first I'm going to say great presentation a lot of hard work has gone into doing this especially for the on the remapping and zoning and the uh the properties the condenses and densities and all that you're trying to work this up to be a understanding of what the MBTA is looking for and what the state's looking for but to understand all this is going to be is going to be the zoning and to be good with it it's got It's going to be uh a little little more tweened so my my question my question is all call what however it comes out is um will will this be if it's going to be 20 present for Springtown being yes but will it also be for the town downtown add zodan is that going to be got to be Edge in stone with this hey Mark this is Peter on the town the town planner uh no add all the work that you got that you put in a couple years ago will not be changed uh that would remain the same and that also will go with the uh the the stretch code and the and the other form base and all that stuff yep it it works hand in hand but that stuff still stays the same Arc all right again I I put that R in there in the form base in the form base got P to meeting but attorney general signed off so hope at least I'm going hand inand with something that's coming down the road thank you great thank you Mark okay I think that and thank you uh committee uh for your work here it looks really uh very uh good potential so looks like a very doable process I wanted to briefly state that um you know in terms of a formula trying to have discussions about tweaking the formula I'll continue that discussion that leads us to the like the 1100 units or whatever but it it looks like we have a very U doable uh Road even uh without any changes to that so um so that's good so um I'm looking forward to this process continuing so uh and thank thank you all again so the next item with the planning board is the um uh review of the comprehensive plan document voted by the select board and planning board and I think this had to do with I mean basically the question of um the role and duties of the project management team and if that was still being done and some questions arose to that and then uh there's been a we have a number of opinions on that so um I understand there was a meeting the planning board and this is a request from the planning board to have this discussion um and so we did forward or did forward the some of the basic documents about the role of the planning board uh the project manager team versus the steering committee and there was U also another document that Anna had submitted about the potential changes to that um so we can get into that if if the majority of people want to uh review that but um so so I thought it would just be useful to have that discussion to bring out the different points and see if we could resolve things I understand there was a meeting of the of the project management team earlier today um and also of course the meeting with the planning board so I'm going to turn uh this over to I think Trisha to do a little intro what the planning board uh met about what their concerns uh are in this and then if um you know if there's any update from the uh project management team meeting today we could get into that so Trisha are you uh want to discuss that um sure I can just introduce it briefly um so at our meeting um on um October 26th uh Kate and Anna who are are the planning board's representatives to the um not only the project management team but also to the steering committee um sent sent a memo um to the board which which we discussed and there concerns um as part of the comprehensive plan process was feeling that um their role on the um and and they can step in in in a minute to if I don't express this correctly that their role in the comprehensive plan process and as representatives of the planning board um maybe wasn't following the um the agreement that or the document that we had put together as far as what the role of the project management team would be and so um after looking at after hearing their concerns and looking at the um the the document the the agreed the the approved document from the select board and the planning board which is in I think October of last year we decided that obviously this was something that the two boards decided on together what the role was and what we had written in the approved document and thus that was something that should be discussed together and not just um not just as the planning board so um so the the new document obviously was not discussed in in front of the planning board um and and so that's that's new the um I believe the meeting um for the um project management group did happen at 4 o' and um I think before we go into that would you mind I mean it might be help people just read the relevant section from the original document that talks about the duties of project management team I think I think that's what's sure that's the that's what's under discussion here is that what we're doing or do we want to change it or you no I mean I think that's the primary thing under con under discussion I think when when the comprehensive plan process was formed we obviously I think we all remember it well had a series of quite long discussions um and meetings about this process and we came to an agreement on this document and um it has not been changed since so that document to me would still be um in force as The Guiding document on the role of the group um and relationship to the um the larger comprehensive plan process so I do have that in front of me um uh so it describes the project management team um who those members are which is the um two members of the planning board two members of the select board the town manager and the town planner to be selected by their respective boards responsibilities the project management team will be responsible for developing and issuing a request for proposals for consultant services for the plan after an initial round of screening the top three proposals will be reviewed by both the planning board and the select board for discussion and final decision obviously that did happen and a consultant um was uh was um engaged to work on the comprehensive plan with us it continues that the project management team will become a part of the steering committee and will be a subcommittee within that larger group as such the project management team will work with Town department heads and staff to collect data and other required information necessary for the work of the steering committee as a part of the steering committee the project management team will also contribute to the responsibilities and tasks of the larger group so that is that is what the the responsibilities we we approved all right and so that the key phrase is about collecting data I guess working with Town staff to collect data that's the only thing that seems to be left in terms of what they're doing uh other than being part of the steering committee is that pretty much that that would be my assessment yes all right so um presume you know hopefully there was a good discussion this afternoon so if there's some folks from project management that want to kind of talk a little bit about uh what happened or any resolution uh my understanding is that some of the members uh there a specific example I think was the selection of uh experts and that was done outside of the project management team that's my understanding if that's correct if not I mean I can summize it very briefly we we did meet I think we had an hour a good one hour conversation okay um we certainly were not able to resolve it um the Crux of it I think is that is that sentence Rob that you that you read that begins with as such the project management team will work with Town departments to collect data Etc um and so the interpretation of that sentence and whether that sentence maybe should be removed to make it a little bit more cleaner so I think there's some folks on the project management team who who are viewing the project management team as no longer necessary um I think Kate and myself are taking the position that that sentence is why the planning board in part voted for that sentence together with the second sentence and so I think we're at a point of uh we we can't reach a resolution outside of this conversation so um I think it's appropriate to have that discussion in this context The Wider context because we were not able to resolve that right thank you is someone I want to talk about uh I guess the the other I won't say the other side of that but um someone in the project management team has an another proposal or a thought on that that we should consider or so I can kind of there's also one other section of that document that we didn't kind of talk about which is sure um under the steering committee when we talk about the responsibilities so the responsibilities of the steering committee it says the steering committee will drive the process by working closely with the consultant cultivating civil Civic engagement liasing with boards and committees receiving reports guiding the project management team and ultimately refining public input and existing data into drafts of the plan so you know I think I think the question is how does this project management team still function we have 29 members of the steering committee um we have two co-chairs um one is on Zoom one is here with us today um we have multiple people from um the steering committee also on Zoom as well and you know the committee has um you know I I think the thought of the steering committee the the steering committee is the entity that's responsible for this project and um in in my mind you know the project management team was set up to hire the consultant to um bless you to put together the steering committee and then as a subcommittee of the steering committee to do whatever the steering committee needed us to do um and so but it's always sort of the the project control the project perview was always under the steering committee because I think if you have another group that's doing work that's separate from the steering committee that it it undermines the work that the whole steering committee is doing so unless the steering committee says hey you know what project management team we need you to do XYZ I don't feel comfortable thinking that that's someone else's purview versus the steering committee I don't think that I think we have the I think we have the expertise I think one of the issues that we discussed today and what came up was that there was an issue with um identification of uh expert experts right in different areas of the steering committee exactly I think that's I'm hold on just just yep um and I think you know we discussed it and I think that that could have been handled differently I think that that um I think more communication probably would have helped the situation a lot I think if the steering committee would have been brought into that decision and given a chance to respond like say if Michael sent an email and said hey these are the people that we've identified as potential JM Goldson came to us asked for experts I've identified these people if anyone has any feedback let me know and I think like that was sort of a missing component of this whole thing and like I will be the first to say it like it wasn't the best way to handle it like how it currently like it could have been handled better um absolutely but we've also had like we're we're hosting this public forum on the second and we have a working group that's been established from the steering committee to work on the the the public forum and I think it's worked out really great in fact I've heard like I'm not on the I'm not on the the the working group but I know Kate's done a tremendous amount of work on it I know that there's definitely planning board input within the steering committee um and I think that model can be used for pretty much anything that needs to be done in between steering committee meetings this consultant of ours this is not their first rodeo if we say to them um you know what because we only meet once a month and so it's really it's realistic to think that there has to be work done between meetings because once a month is not going to be is not going to be enough but if we say to Goldson tomorrow because we're meeting tomorrow hey you know what is what are what do we need to plan for in the next month to be able to set up working groups like what we did with the the public forum to be able to handle those kinds of requests and come back to the steering committee because I think I think like we we have the mechanism in place to be able to to handle that and and I think to be very transparent to be um to be as Equitable as possible to everyone that's involved in this in this steering committee I think the best way to do it is to be able to have all of those people be have the ability to be involved in things like that so it shouldn't be this one project management group that's responsible for data Gathering and doing all the because because what the signal it sends is that there's another group making decisions on behalf of the steering committee so and I don't want to undermine the work that the steering committe is doing because there it's like we're we're really like getting into a really good Groove and I think we have two co-chairs that are working with the consultant that work with um Michael and Peter to set agendas for the steering committee like we have sort of a a a good process in place could that thing with the experts be handled better absolutely like was that a kind of a like oops like we should have done better yeah like but I also think like we have to be we have to want and work collaboratively in this and I think and I think like that's that's something that that that could provide is really um so my my personal so my personal thing I think we either edit the document to make sure that the project management team as it stands is kind of at the discretion of the steering committee like explicitly or I actually don't think we need the project management team at this point I don't think that it's I think when we develop this document and I went back and I looked at this and this document doesn't even say the project management team puts together the steering committee like if you read it it doesn't even actually say that and so like and it says 18 to 24 members of the community we're 29 so I think when we put this together we had this sort of idea of maybe what it was going to look like um and it's shifted and I think that the project management team has done its job um and I think we need to turn it over to the to the full story Comm committee is my is my take on it so just to try to summarize Brandy you um yeah you're asking for a change to the current document uh given given the page and things like data Gathering you're saying that would come up in the steering committee and they would assign or take part in that kind of decision process is that what uh is that what you're saying there would be a working group established that so if gold son says I need I need people to talk to 25 people on Transportation MH there's a working group established four or five members of the steering committee would say I can do that I can interview a few people or I can talk to a bunch of people and then that data comes back to the steering committee all right thank you other other points of view or people that would um want to discuss why they want to keep things the way they are if they are they have a different interpretation of events so one thing I wanted to say in response to Brandy is how much I appreciate um her comment that certain things could have been handled differently as far as the surveys I think that really is great to acknowledge and to say so I appreciate that very much I I will say that the background of this is somewhat cloudy for some of us in the room but the planning board on its own had voted for this particular document and and I do believe in Trisha correct me that there was some consensus or consensus at the last planning board meeting that we had that we do remember our vote as a planning board and I I believe confidently that the select board had a separate discussion about the documents so there may be very different interpretations of what happened a year ago um I believe there's consensus on the planning board consistent with the planning board member perspective mine and katees as far as the memo is concerned which is that the way it was looked upon back then is listen we've got three very unique entities we have the select board with its op executive uh function in our town we have a separate board entirely that is not connected to the select board called the planning board which plans and has jurisdiction over the comprehensive plan we have our staff who work very closely you know obviously the town manager works extremely closely with the select board um and manages our town in our resources and our budget and these three entities have unique sometimes conflicting views on planning right and what I recall from a year ago was that we we recognized those differences and we knew that we would not always agree but that it would be helpful to put those three views together in a collaborative way to lead some of those decisions that will have to be made on a micro level between each steering committee meeting so that ultimately we could deliver to the steering committee for their ultimate decision whatever has to happen between the consultant and the town in between right and even back then we were like wow such a large steering committee is going to have challenges and it's going to be hard to make those decisions in that month between meetings and the whole concept of the project management team was to recognize that division of expertise and and Authority but also support the ultimate mechanism which is the steering committee so I take issue with this idea that the memo Kate and myself prepared is somehow not Equitable um or that it somehow threatens the authority of the steering committee it's meant to support and strengthen the steering committee's Decisions by giving them frankly recommended decisions on behalf of town staff select board and planning board I also think this recent event that we all feel bad about is exactly what we were trying to void I think we were trying to void a situation where only one of those entities and only today I learned that perhaps the um the chairs of the steering committee were part of that and that's great um but that was never open or transparent to the steering committee I learned about it at 4 o'clock today right um so to sort of create its own process without transparency is exactly why we had this conversation here go um and so here we are and now we have this conversation of hey this is working the way it is but whatever this new thing is was not what we voted on it was not out in the open um and that leaves us with a whole new world right like how do we go from the past to the present and so I prepared a proposed recommended responsibility kind of breakdown based upon Michael's in uh explanation at the planning board meeting that listen there is this administrative group that needs to make decisions between meetings so I kind of reworked our document from a year ago to include the administrative group that Michael indicated was necessary so I'm recognizing that things don't they cannot remain the same we have a new reality on the ground we have an administrative group that Michael's working with I believe uh the chairs are now part of that group and so I am recognizing our new reality even though I don't agree with it I'm because it should have happen in a more transparent fashion and I'm saying with this proposed document let's rework what we did from a year ago let's recognize our new reality let's honor the fact that the steering committee should have the ultimate decision and the ultimate authority over any decision let's allow the administrative group The Town manager perhaps the chairs to make those administrative decisions that they need to make quickly such as setting an agenda etc etc um and then let's honor the project Management Group as a resource for the steering committee between meetings and maybe the chair should be on the project management team now maybe that is an appropriate edit um so this is kind of my proposal that recognizes both the past and our current reality can I add some comments Rob just commentary so um I appreciate what everybody said and actually went back and and looked at um you know reviewed the pl planning board meeting and I think I think probably what Disturbed me the most um well before I go there I I everybody understands how important the playing board's role is into this whole this whole process this whole plan myself included like it's got to have your mark on it it's got to be part of that and I think where I was the most disappointed was that you were taken you were given one example with which are these interviews and it was like blown up in a way like all of this stuff is happening in the background all of these decisions are being made all of these things are happening and it's simply not the case it's the case of interviews which as Briny said and and I will say definitely should have been communicated better but there have been so many other opportunities where everybody including the planning board members have been have given input provided data um Goldson did a survey collecting people's uh hopes and concerns and the thoughts about the plan planning board was part of that Goldson collected data on everybody's affiliations and their connections to people and groups within the community the project M management team was part of that um Goldson did an exercise collecting data on special places like what are your special places here in Ashland the project management team was sitting at that table too they also collected data on opportunity areas I mean these are separate exercises separate opportunities and the project management team was part of that also looking at challenges related to com the elements of the comprehensive plan project management team steering committee all people have been a part of that and then focus groups even on the challenges related to elements of the comprehensive plan um you know I think you know we've all had a part in that including the planning board and the project management team so I just I don't I think the planning board might have walked away from that with the with the conception that multiple decisions were being made behind the scenes when we're really talking about a case of a set of interviews and deciding experts who would be who would be interviewed as part of focus groups and making it sound like that was happening in other areas throughout the plan so I just wanted to add my comment about that and just maybe reframe that all right thank you Michael um if I if I if I may yeah who's that I can't see marel Marcelo Marcelo go ahead yeah yeah thank you I was at the last meeting and and and I remember I was trying to to listen because I I I read the memo and and I'm not going to look at the document that is new today but of course we came to that meeting with with a concern because uh the idea that that Kate and Anna were being sidelined of course understand didn't sound right and I and I listened to to your presentation and to Brand this and I listen today and I'm I think my my my understanding of the problem has not really changed I think we we we we think that has been um expressed maybe maybe there's a discrepancy between what happened and the interpretations of what happened and I I I have to say I I I'm I'm concluding that that that the the the item that could have been handled better is is is uh is has been recognized and can be uh I think the group I'm sure can make sure that doesn't repeat or likely will not repeat reading the document that that that was approved I I truly don't see what needs to be changed if if the streaming committee is going to retain The Authority which is clear here and the project management group is going to be accessory to it and helping on whatever tasks the steering committee needs I I I I wonder if if if there's that if that one case is is is is kind of sidelining the the task of the two or the two groups to really help the consultant do the job because I agree I mean the the work is not done with just this you know all these Authority uh kind of situations where who says what and I I I just I'm I'm coming out of this meeting just not not seeing really what the problem is maybe I'm just being too simplistic I think that as groups if there's something that was handled poorly and that can be improved let's do it and if if I mean there's so much work to be done I I truly I I'm a little lost on the need to to expand a problem that seemed to be more accidental than substantial and I I I think the substance really hasn't changed on this document or the new one for that matter so I think um I I think if someone took that as like a big problem that was just a very good illustration so I want to be clear that I did not try to make it I think it was just a good example but the reality is when I personally voted for this and I am sure you all remember that I made sure it was voted because this was very important and some of those language was very important so what I recall that I when I voted for this was we had worked hard with several meetings with the groups to say three groups are collaborative and the groups were the planning board the select board and town staff and that was to be collaborative and transparent so what what I learned today of having um steering committee members part of that was I'm on the steering commit I've been to every meeting and I really didn't know that and that's that's sort of inan keeping so what what I understand is work has to happen in between there's no way it can't it doesn't have to happen I think we all know when we voted for this that 29 people were not going to be available to make decisions in between so there's essentially decisions making in between for a group that's not represented in this document let's let's acknowledge that I think that's sort of what you're saying and what Ann was explaining is we can get there by recognizing that but personally not having the planning board as part of the interim group that's managing decisions and they the decisions ultimately should be always going to the steering committee that didn't happen in this case so we'll improve that but I I don't have confidence of some of the conversations that we're going to get to that's what I want that's what I voted for I think that's what the planning V voted for so we just have to figure out what's the mechanism the new group is it the leison group and who's in it TR can I add a very brief comment in response to to Kate's it just prompted me to asked question so to me it's also like okay decisions have to be made in between that ultimately need to go back to the steering committee communicated the steering committee can make the ultimate decision why is it that Kate or Anna cannot be part of that is there something that went off the rails there where someone decided in the process that that was no longer necessary and I do ask at some point and I don't need the answer today but what went wrong where that was no longer a trusted step but see I don't know so sorry an I like to say something to at some point yeah I I I'm just I'm not sure if that's necessarily accurate because we've got a good template we've got that shows that you are part of it I mean we have a working right no I think you decided that an and Kate as planning board members could just be on the steering committee and that it would be better to have kind of a more efficient decision making in between without us as the second chair I'm gonna I'm going to jump in here because this this and I'm sure Rob agrees with me that this is not going to be a back and forth between anyone so I I have one thing to say and then I'm going to turn it over to to Claudia um and Rob feel PR no I think that's good let's let's hear from people we haven't heard from okay um my view on this is that I am going to keep going back to the document we agreed on and in that document the the project management team has basically fulfilled its duties I do think there is a strong case to be made that in the case of the of the experts um that that should have been done differently and still can be right there is no reason whatsoever that we can't add 20 more experts to that list that are chosen through the steering committee you don't think that's true we can talk to his I assume no so so Goldson does the focus groups and the interviews and they have like a set number of people I can certainly go and ask them hey can we do redo the list again I I think that would be a valid question I think uh you know so I think there there can be certainly has to be flexibility in their process right um before just saying it can't be done um so that might need to be something that be some that can be tweaked or corrected that other people can have a voice as well which I think is the point of the comprehensive plan process right so so that's one thing I think there's a valid point there the second thing is that I think this particular working group the tip the the current membership of the um project management team I'm going to say this bluntly simply does not work it is not a cohesive group it is not productive I don't think it adds to the comprehensive plan process if this was a different group if this group was cohesive collaborative easily worked together that might be a very that might be an asset to the comprehensive plan plan process right now I don't looking at what I know about these meetings over the past year I do not think that has been the case and I fear for the health of the comprehensive plan process if if that continues that said I also agree that there's going to have to be there has to be things that are going to have to happen between um between steering committee meetings and that process can yet be worked out I mean if I'm correct me if I'm wrong but I believe believe the consultant came on board in September and the co-chairs came on right about the same time so really we've there's been a total of maybe two or three meetings so certainly there's going to be bumps in the road and other things that need to be worked out okay so here's a question we have stuff that needs to happen between meetings oops didn't think about that so let the steering committee figure it out I don't think Anna and Kate have been left out if they have been left out Brandy and Yolanda seem to have been left out of this expert process as well as far as I know right so everyone is left out um so let's just start start a little bit the Comm the steering committee is already fresh we we're still starting fresh here and just to summarize a few things that came at the during the um planning board discussion on this from from our from our members was that from Marcelo assume good intentions right assume good intentions and it's really hard to do day after day hour after hour to do that it's very hard but we have to keep working on it number two came from Deepa communication communication communication right that everything is clear and transparent through communication and that needs to be perfected as well and I think for me was about get all the information have all the conversations make all the phone calls ask all the questions before assumptions are made about something read all the data and then come to a conclusion and I think if we put these three basic things which should be basic workings for any group as a priority I think the steering committee and all its members which include six members at this table can be very successful uccessful Claudia their thoughts yeah Claudia go ahead thanks Trisha that uh that was uh helpful so you know I just want to say a couple of things based on you know I came on after all this was in place and so I feel like sometimes I have a real Community member perspective um and as a community member my perspective is really that we have a steering committee of 29 people and I want to make sure that they're there and that they are making the decisions that they're the ones who have stepped forward who you know we we want um they're good representatives of our community and we want to make sure I don't want any members of the select board any members of the planning board sort of filtering any any decisions that the steering committee ultimately makes and I know Kate you and I have talked about right how important Community input is and how strongly we believe in that that was the overwhelming um aspect of of in the whole hiring process that everybody was looking for was was this group was looked like they were the best at at Community engagement and so and then so I mean does the management team could it function the way we have maybe the way it was intended to function um but I guess you know really as Trisha said it's not doing that and so I I'm really concerned about everything moving forward and I think okay why not have have the a working group from within the steering committee that goes off and and does some of these things if there's a there's things that need to be done in between um is isn't that something that that Michael could work with and if if we needed if it needed to go back to the steering committee and pull some people or to the chairs of the steering committee and pull some people as a working group at that point wouldn't would that that be uh a possible idea but um you know the thing that I don't want to see as a member of the slick board as a citizen I don't want to see this whole process get derailed because you know we can't you know work collaboratively and that's not anybody in particular or anything else it's you know we all sometimes struggle in different roles and uh and and we don't always function at our best or can't make it work with other people so I I just want to move this forward and um in a positive fashion and certainly I value the time and the energy and the um members of the steering committee and and what they bring to the table and you know I sure wouldn't want to lose any any one of them so I I agree I mean that's exactly the issue to me is the collaborative and the transparent and what I can say it's nice to say that but like the four the agenda is for the four meetings that we've had are Michael and Brandy Michael and brandy or town staff and like there wasn't a decision to get rid of the project management team there wasn't a decision to I was never asked about if we had things to present in fact I did have things to present that it they either get voted on or not that's okay but like we we didn't like it's not what you're saying is great and to from my perspective it's absolutely not happening and I know it can happen but to make it um to minimize that is not going to solve this and so that that's that's where we're at right like what you're saying is true and I would love to see that happen and I do not see that currently happening but I just um other there other members uh that haven't spoken that have um that want to speak about this um then we can kind of raise out what we have issues to decide any who want and then just before I mean I know Joe has his light on that we have to decide how much do we want to allow the public to speak because there's a few people on Zoom that um have raised their hands to participate oh they have okay I I'm not seeing them but they haven't used the raised hand function they've just literally rais oh there's Roberta okay so planning border yeah hold on Rober just we're we're gonna do members of the boards First of and then we'll go to the steering committee members um I'll just jump in here um after hear during kind of the conversations here it feels like at least going back to reading all these papers um to me in my head I think back then the project Management's main goal was to recruit the Consultants kind of look at through the RFP process and then they become part of the steering committee and if the 28 29 people how many you have in your steering committee are at a point where there's a roadblock that that they don't know how to go forward then they reach out to the project management group as a guidance because as planning board as folks have wearing planning board hat or select board you have that expertise that you can probably help navigate the 28 28 people from that roadblock and get them out I think that's how I saw the project management role it feels like we're complicating this a little Beyond and I'm kind of torn between what Brandy said and what Anna said because I somehow agree with what Brandy said because if the project management team is making all the decisions what is the steering committee's work right we recruited these 28 people saying we want the voice of the community we want that widespread we don't want that to be a town hall decision we want the community to participate but if project management team is starting to control even data collection it's it's like I I'm just surprised why we yes we want to be part of the data collection but we shouldn't be the group the project management team should not be the group for data collection because it doesn't make sense of the 28 people like for example this sentence here says steering committee needs data that's what they are there for they are the ones who are going to collect data and then if they have a roadblock the project management irrespective how many members you are are going to guide them if if there is a challenge in that but it doesn't make sense to have a separate agenda going on for the project management team which feels like it's very counter in it doesn't make sense at all because Ste I ask just to just to clarify what you're saying though I think one of the things that came up was about administrative or other data collection decisions that occur between meetings of the steering committee and and then how is that being handled so I think that you know so Brandy for example suggested that that be replaced with talk discussing things at this at this steering committee so how would you handle you know that kind of change if you're saying there's no longer a project management team what would be the mechanism because I think that's that's what the issue as far as I could tell became like what about these administrative are somewhat uh data you know certain tasks were being done um outside of this you know between the steering committee so that's the question I'm surprised that there are intermediate Milestones between the steering committee that they need guidance every now and then which feels like the steering committee is the one which should be drawing the data from the project management it seems like it's not supposed to be the other way around and if it is happening that way where steering committee is doing work for 15 days and then comes back to project management says can we go forward and then it goes back it feels like something is not making sense sense to me I'm not sure there has been no project management committee with planning board so just to be clear there has been just so we're clear the original document has a sentence that the project management team will work with Town heads and staff to collect data and other required information necessary for the work of the steering committee it doesn't say the original document does not say that the project management team makes decisions right so I agree with you the ultimate decision is going to be with the steering committee per original document the thing is when you're Gathering data you have to decide how to do it right so there's a micro decision that has to be made hey the consultant says you got to pick two experts per category that's a micro decision right so who makes that decision you can't just throw another meeting of the steering committee onto an agenda because that happens once a month you have a limited amount of time you're the consultant you've got three four months to to gather all of your data you got to do it quick in between meetings who's going to make that call the consultant calls staff right needs that data logically someone has to actually decide who those experts are that's a micro decision that someone makes so realistically who's going to do it the way this was noted was that the project management team would help make that happen and deliver it back to the steering committee the steering committee is the ultimate deciding Force so this idea that the project management team somehow takes over decision- making I don't see it in here I really don't okay other um we there's some folks we haven't heard I have I have something quick to say and I'm not part of this process which is unfortunate um but I was part of a larger process as was uh Rua sulman and we're on the charter Review Committee it took us 5 years to get this project done I don't see how this entire group of 30 some odd group of individuals will get this comprehensive a plan done short of 5 Years it'll be done if if there's in if there's internal issues right now that are bogging down this process we have we have to put our big boy pants on and we have to swallow our pride we have to look for the community because that's why you folks got all involved in this because it's a town project we want to see our town be better and this this project is going to help make that happen so you don't put me first put the town first as far as I'm concerned that's what I got involved in 12 years ago when I said I want to make it make the town better um we started out with one meeting a month we ended up with 574 meetings we've had in 5 years it was more than one month a meeting and I think that's something you folks need to consider as well because if you're Gathering all this data and you made a comment about micro decisions you take that micro decision process away because you have more meetings and you provide that and with respect to the agenda not having we ourselves when when I when our chairperson sets a an agenda setting meeting we all have the ability to put something down in an email and send it off to them so that becomes part of the agenda is that not happening with you folks that then that's damn I'm I'm asking a question cuz if it isn't it should be from perspective I can say that hasn't been happening when we had some meetings early we actually left the room with the 29 people had made an agenda and then somehow that sort of got morphed away and we I mean I I'll be honest some of these things just have to get like you said bumps in the road right we had a process that got blown up and we didn't reestablish a new process okay but I think Joe I I'm with you this is standing up for the most transparent possible process with the public right that's where I'm at so I think I think probably everyone wants the same thing it has different perspectives and we haven't solved it but for me to have a limited group of people who isn't transparent making decisions between isn't what I signed up for and I think that the result that I think you need to have more meetings and I know nobody wants to hear that but unfortunately I think that's the only solution to this issue meetings in my mind in my mind and that's that's all I have to say Rob so yeah what were those meetings who would be doing the meeting do you mean the project manager team the steering committee I don't know rob you actually have the chair one of the chairs two chairs both well I know but one's actually raising her hand to I'll that in a moment but I just had a question yeah we'll get we'll get to them Michael don't worry um so but I just wanted to ask Joe to CL when you say more meetings he means the steering committee the steering committee rather than once a month it could potentially mean twice a month but can we do she had what's that Yolanda can we do Roberta had her hand up as we were having part of this discussion let's her let her speak and then we can have registry speak yeah is that who is that is that all the speakers from outside the Committees and I just wanted to make sure everybody on the planning board and the select board said what they wanted to say so I see Joel's raising his hand as well all right well we'll get started with the public comment if people could just and I think Mark as well so before we get into that I just want to propose a process or to have people think about a process it seems like we've heard like three different courses of action today one is um uh you know like Marcelo said leave the document as is and pay a little more attention to it and you know be be more careful about communication uh the other one was an and Kate wrote a new document trying to clarify and make things different which we have to spend sometime either now or later looking into that and the other was bry's suggestion is that we kind change what's going on with the uh project management team completely and move basically those functions sounds like to the steering committee with the steering committee then taking on those functions so those are the three things I choices tonight we can either do nothing or in start the process of instituting changes in One Direction or another so I'm just going to throw that out is my thinking as we get into this public comment um because we've got to try to resolve what the heck we're doing here tonight so um so uh Yolanda who was the first do you want to recognize someone Roberta please okay go ahead thank you thank you very much I'll try to be brief and I want to thank Joe for bringing up the charter review um memories that I had long [Laughter] since um just a peon on the steering committee but I just want to say what it looks like from my view of the bridge as somebody who just goes to the monthly meetings and isn't a part of the project management team or setting any agenda or whatever um it's not feeling very good and I have to say that there are other people from the committee and members of the public who come up to me unsolicited and said that they're not feeling so great about it either right now um it feels like people are working across purposes it feels like groups are pushing their own special their own particular interest um it feels like the project management team was there one minute now it's all of a sudden not needed anymore so who is indeed making decisions in between the steering committee's monthly meetings and not involving the steering committee not involving project management it appears to be Town staff and and it appears that to be and I'm not trying to be insulting or start any kind of problem here but what it looks like is that it's the town staff particularly the town manager working with the two Representatives on the select board and that that it's morphed into being primarily a planning board purview project project to having moved into the corner office and being um a process and a project that's being driven in that way and steering committee members right now as as one who's who's waiting for something to do I'm feeling very Superfluous and a lot of people are sitting there at those meetings and when we walk out to the parking lot they're going what did we just spend two hours doing we're not getting anywhere we're not moving along we don't have a lot of time to do this so that's really frustrating and I think if communication is constantly a problem in projects that we do in town and I think it's one thing to keep saying we can do better but if we can do better why aren't we doing better let's just do better so we can stop apologizing for not doing better and I understand an occasional glitch everyone makes a mistake I get that but it seems like we're spending more time explaining habitual problems that keep occurring over and over and over again and just frustrate people and my final comment is I can say a couple of things that I've experienced directly that make me feel like the steering committee is at this point Superfluous um manager a discussion of the vision statement wound up being put on the being discussed at an agenda meeting and one of the steering committee members had to remind the person bringing it up that it was a violation of open meeting law because it was not on the agenda and and that person bringing it up wanted to have a vote on the vision statement and was pushing for a vote I drafted a mission statement that I circulated to people and the next thing I knew the next time we were discussing a mission statement mine wasn't even really there the way I had I had presented it it had been changed and not changed by the steering committee changed in between meetings by somebody and then presented as Roberta's mission statement the whole idea of having co-chairs we we agreed by consensus to have rotating co-chairs for the first couple of meetings until we all got to know each other and then all of a sudden at the next meeting it was okay we we're going to decide on co-chairs today like at our second meeting when we didn't even know each other or it might have even been our first meeting the survey is yet another example so it's not just the survey it's been repeatedly happening people are getting frustrated and are not um feeling productive and something's got to change so with having the project management group reactivated meeting in between the regular big meetings of the whole steering committee to help make these decisions and then make sure the steering committee all knows about them will prevent that from continuing to happen then I don't what the problem is with getting that group back back to a regular meeting schedule all right thanks Roberta who do you have next to um I'd like to ask Raja Shri one of the co-chairs and I just want to make one statement back to Roberta regarding the co-chairs and the rotating co-chairs so I missed the first meeting where it was decided and it was at least three or four meetings in where we kept asking other people if they wanted to be co-chairs and no one else stepped up and then finally at I think it was our August meeting or even our I think our August meeting was when we finally decided because no one else had stepped up to be a rotating co-chair and we knew the consultant was coming on a majority of the members of the steering committee supported making registry and Stacy their permanent co-chairs but absolutely right Yolanda no one else wanted to do it but it was several meetings before that that someone was trying to undo that I understand that but it didn't happen so even though it was brought up it did not happen we kept asking for new co-chairs and then finally no one wanted to do it and rry and Stacy were finally appointed at like meeting four or five so anyway rry so um for those of you who I'm meeting the first time I'm rajashri and I've lived in Ashland for about 17 years and I've been in the community for 10 years um so there's that history about me um and I walked into the comprehensive plan because you chose me so uh and also I was interested in doing something good for the town and I'm not the only one in in our team we have several people with extreme amounts of talent who want to do good about this town um and I sincerely disagree with what Roberta said about mission statement about the processes um people have been collaborative people have talked in different ways everybody needs to have a voice and not just two people on the project project management team Stacy and I have worked really really hard on this team so that everybody gets a voice some people are not able to speak up because two voices are louder than most and so not just twatting offensive comments but also to do the work that we came here to do and so we've kept the focus on the work when the consultant is asking for data I'm not the one who has the data we have to go back to the town I don't have data on traffic I don't have data on on uh say police force something I would have to ask the staff what kind of data do I have I can help coordinate and and that's the case with most people on the on the uh comprehensive steering committee that they can contribute in different ways to the better of the Town um we've participated in various group sessions that gosen has organized for us um which make us get to know each other more and more uh because many many of us have not been in the same circles in um in in in the in town but we're getting to know each other for instance Roberta was in my group and I got to know so much of her um when when we were in a group last time so our Focus has been how to take this plan forward um and so if if you're having a meeting we're ensuring between steering meetings that the agenda is set that the documents are sent out um that everybody knows what to do um and so working groups we've just developed the working group in the last uh meeting about um you know about the town forum and Kate is part of it and she she sent a wonderful report which is going to be discussed tomorrow so I don't understand why this can can't be sorted so that we can look forward um we really need to focus on this and keep these extraneous power politics outside of the planning process thank you all right thanks Roger you got somebody next y so Mark please keep it brief into the point mark thank you okay thank you Dr Sony am planning going to meeting tomorrow night as an observer and as a as a meeting veteran and being involved communication two-way street compromise understanding is all that needs to be getting going to make a committee and a group work the St the the plan board the select board the staff is that is that um two-way street to make Communications and understanding going for the rest of the group excuse me and if the communication breaks down there's going to be a clog a big p up in the two-way street and negotiation goes on for ever and ever and no understanding then this is how what happens people working together especially in a big group like this I I I'll come down to the very at the very beginnings of this and be very brief when you had the interviews and you voted for people to be there uh who's going to be in the who's who's going to represent East board for this I I was saying to myself you got two select boards two two plan boards and it's going to be 20 plus different mindsets that's going to be doing that's going to be in one big group and they're all going to be thinking differently because it's because they're not all doing ESP and not knowing what everybody else is thinking so that's part that's part of my two-way street part of the theory is all that understanding and the big Power when negotiation compromise and everything and this is for a town yes and I applaud um Joe there about the with the Childer example that it's it takes takes small than whatever the pointed years is going to be there for to be to be understanding and going with this is you got to understand people you got to work with people and you have to have people work with you so the discussion that was before the public was open for the back and forth and everything bury that to the into the background before it gets to one of these open public steering meetings and give the steering committee and everybody went as the meeting goes before gets gorized have them all equipped with everything they need for information and things that staff can give to all the members not just the chairman and all but every single one so they can follow and understand everything thank you thank you Mark Joel would it be possible to defer to Stacy because she's a a co-chair and I could if you would like to do that we would appreciate it thank you Joel I I would love that thank you thank you Joel um I'm Stacy Grant Lewis I'm a co-chair with Regester on the steering committee I've lived here for going on six years so I realize in comparison to many of you I'm still a newbie here um what the beauty of being a newbie here is that I don't have a lot of the history that many of you have with each other I'm hearing some of these situations for the very first time and I can only tell you from my perspective from day meeting one I'd say meeting two it became clear that there is an innate mistrust TR between certain members of our committee um and those people happen to be the most vocal on our committee uh I think that there is an assumption or many assumptions being made that are negative that we are somehow working behind the towns back um that we are not uh transparent or participatory or just very negative assumptions that honestly have taken tell her she M you hit mute you got to unmute yourself Stacy we lost Sor about that I I'm sorry about that but I was just saying that personally and I know I can speak forestery that we're very taken aback by the assumptions that we're uh doing anything on to for against the against the town against the the steering committee when that's not true our only goal has been forward progress much of our work is clerical um it's making sure that everybody has all the information that they need and as most of you stated it was 29 people and so many documents floating around there are going to be hiccups um we're just getting into the meat and potatoes of the the the work with JM Goldson so they're going to be um issues that we can work through however I don't think that we have to reinvent the wheel each time something happens that's um unpleasant or um not pleasing to certain members of the committee I do think that there are ways to be flexible and more collaborative because we really have a fixed number of meetings we really do and we're trying to make this happen in less than five years right so um that's that's all I want to say I I I I do disagree with this idea that uh we are not transparent that we are doing things behind people's back or any of that kind of Imaging is not true it's not true and I think that it's a simp Le if if if more communication is needed willing to do that willing to do what's best for Ashland and when I can tell you that we talk to each other as steering committee members and small groups everybody wants to be there there are people there with small infants there are people there with sick uh spouses we are there because we want to work and help Ashlin and be collaborative um we also have people there who are very quiet because they feel drowned out they don't have a voice and they don't agree with some of the things happening and they come up to R and I and say we are being basically B uh bulldozed because you know we're just hemmed up in this process and it's ridiculous that we can't move forward and we need help from the select board just to organize so I I I just I that's all I have to say thank you for your time thank you Stacy Joel and then Michael well let's let's comment on a few things that have been said uh I just heard Stacy use the word that some members feel bulldozed and then she also said that they're trying to be as transparent as they can be well people who feel bulos don't feel that the process is working the way they would like to see it and they have concerns that's what they're expressing uh we need to do better uh we also have uh situations that uh it's not I I just want to be very clear about this this is not mistrust and accusatory and somebody has a bad agenda that's going to harm the residents of ashlet let's get rid of that kind of nonsense I don't think anybody is saying that what we're saying is what some what I've heard is that there are concerns that the process whether people have an agenda or they don't have an agenda whether they're dedicated it to benefiting the town or they're not the problem is that the that what we're discussing Rob laid out the the alternatives for this discussion are we going to be more inclusive or less inclusive what we're hearing is and I don't have the data I'm not sitting in any of these meetings but uh someone made the statement that that uh Mike Herbert and staff and Brandy to some degree and it's not a question of saying that they're doing anything that's har ful to Ashland but that that may some are raising the issue that the process has not been as inclusive as it might be and I just want to emphasize something we voted for the planning board we being a I I'm not on the steering committee or on the comprehensive plan committee at all many feel that's a good thing uh so we voted for planning board members it was a democratic process we voted for the select board members as a resident I didn't vote for anybody as a steering committee member or as a comprehensive plan Committee Member it was not a public vote so now uh we we had as I thought it was originally defined uh some definition that our representative board members from the planning board from the select board would play a key role not the ultimate deciding the steering committee uh would have the ultimate Authority but that elected boards would play a very key role in ensuring the greatest possible inclusiveness and transparency and I worry and I'll be very specific about this uh uh this is the point that I think Anna and perhaps Kate were making you start choosing data collection experts I worked for 30 years in systems analysis and data that's what I did for work and if you get certain people with certain certain views not views that are necessarily bad views or harmful views but they have their own biases and you limit your data collection process to those people you are going to get skewed data you're not going to get a democratic representation of the information you collect and toward that end I guess this I'll make this my last Quick comment I really don't like I I I would like to know very explicitly who picked all of these so-called experts you know I I understand they were interviews who did the interviews where were the interviews qu questions generated from who in the community was aware that these interviews were taking place could I have applied to be interviewed could could I have recommended somebody to be interviewed or what did somebody make that decision and who made the decision and so I would really appreciate it if we could get rid of the term expert which connotes or denotes to the public that these people have more knowledge and skill than the general public and maybe just call them a data collection facilitator they're not experts they're not better than any Community member they're just helping the data collection process and that's a nice thing bottom line to this I don't understand why uh if as Anna and Kate have stated repeatedly they had they should have had more input to the process not to make a final decision but rather simply to be able to share their thoughts I don't understand why there is so much contention here and an an effort to silence their voices as an El as elected board members in the process thank you very much thank you Joel Michael sure um thank you um Roberta first of all thank you for your candid feedback and I appreciate um I of course I did disagree with a lot of it but I appreciate uh appreciate what you said but I'm curious like what decisions do you think are being made behind the scenes because I think rry and even Stacy will tell you even like in agenda settings I try to be pretty hands off because I'm worried about this perception that I that myself or Pete or together were like running this whole thing but I'm interested to know what kind of question or what kind of decisions you think are happening in the background I think he's looking for an answer Roberta so just well I G I gave some examples of things that didn't seem quite part participatory to Me Kate and Anna gave other examples I don't know if you want to take everyone's time to go through all of it now I could tell you like I really had very little to do with the vision statement and the mission statement um I Michael there's so many like small examples like the one I'll give you is how we're going to set the agenda so I think the steering committee early on there was consensus I recall either the first or second meeting that it would be the steering committee itself that would directly set the agenda there was some discussion that maybe it should be Town staff or yourself there was disagreement about that issue and then it just kind of disappeared and it it appears today we're learning for the first time at least I am because I actually did not know until about 4:30 this afternoon that the I knew from one of the chairs of the steering committee that they were involved in some administrative tasks yeah but I did not know until 4:30 that they may have been involved in some of those survey type of decisions so that is example number two so those are two direct examples where the steering committee did not decide that you would be setting the agenda behind the scenes or or that anyone would be setting the agenda that was never discussed at the steering committee um or that um or the second example I shared I I I don't either to the microphone do we have who else has left to speak can I can I make a suggestion hold on hold on I I appreciate everyone's input I appreciate the discussion um Rob made a point he's right there there's three possible courses of action I don't know that as a group we're going to get to one of those points at this time at a reasonable hour so my current recommendation is we put the I don't know go ahead talk I just wanted so you know I I agree with Rob that there's three kind of taxs to take with this um and I think that we at least need to I think if we if we punt this completely off we're going to have this exact same discussion again next time and I'm like the circular arguments are exhausting okay so like and I get everybody's perspective and I appreciate everybody's comments um I do think we need to see if we can come to a Consensus These two boards created the project management team these two boards can make the decision to change the role of the project management team or to um or to to dissolve it and so I am going to go out on a limb and whether I have support or not Rob and then okay Rob what did you want to add well I just wanted to so um let's hold so Brandy it sounds like you're preparing to make a motion is that true yes okay so hold on a second so um you know I just I just I do want to say that you know I I uh know and respect every every single person in here and there's a lot of good intentions here and a lot of hard work and I I have uh appreciated some of the Frank discussions and I think you know there's a you know we can all learn from this um and hopefully you know move on with this kind of Consciousness I think some legitimate issues were raised and has been recognized on different aspects of this so before we go into the decision Mak yeah I do want to just review that we one of our options is to do nothing and to agree that folks would agree to pay a little more attention to the source docum and being more sensitive to the issues that have raised to me that's a kind of a straightforward way to go um Anna's and Kate's uh proposal is also I think has Merit but is you know something we as as Yolanda said would take some time to review and I think bry's going to ask for a pretty strong change here so we just have to keep that in mind so I will um uh in terms of is there any more further discussion before before we go on to trying to resolve what we're doing here amongst the board members questions or thoughts all right I'm I'm not seeing any um so uh among the the board members here I guess we'll all vote together if that's appropriate Trisha any issues with that issues I need I guess Yolanda to count the votes but so I would suggest if there's a motion uh does anyone have a motion to resolve this amongst I think those three Alternatives or thoughts on I think Brandy was about to make a motion before I go ahead so so my motion is going to be that at this juncture given the work that the steering committee is doing and um with the with the understanding that the steering committee will work to resolve the issues between meetings and um come up with a solution to be able to have these working groups to be able to handle the the interim issues that possibly come up with the help of the consultant who is a expert in doing comprehensive plans um I think that the work that the project management team has done has been great I think we did what we were charged to do and I think that um to be as Equitable and as transparent to the steering committee as possible which I think is our um our goal I'm going to make a motion to dissolve the project management team um and I'm going to start with that hey is the motion's been made is there a second second okay so Claudia seconded so I guess um we're gonna have to raise hands or Yolanda will you do the counting for both is there isn't there usually opportunity for discuss now that we had a motion in a second we should allow discussion okay sure go ahead any discussion or in or thoughts BR my sorry sorry you sure make sure you're speak in a microphone my only this one is before we think about dissolving I think it's really critical to understand the consultant's Viewpoint to understand how the different teams are going to help them get to the final goal post right it's one thing is what the town wants but I think it's really critical because they are kind of shaping this whole process for us to really understand what support they need it feels like we should have that informal conversation with the Consultants to really check does it make sense to dissolve it or is it just improving communication that we could give it one more try before dissolve it but that's my okay other thoughts marel and then Anna oh Trisha then Marcel then Anna um I think that's an interesting thought that that Deepa had because um as I as I stated before I I also think that the the project Management's role is basically complete except as Guided by the steering committee to take other actions or to take on other test that's what the approved document said that said as I said earlier I'm just I do not have confidence that the current project management team can act effectively in any tasks or or problems they are given to work out I don't think there's a history of that so that's my dilemma so I also like what uh DEA just just said but the I I think what what what I'm hearing kind of reinforces the my thought that the the the original document I think it's still a good guide and I think the consultant definitely should opine on on on the process moving forward but if at every juncture let's say next month or the month after we're going to have to start voting for modifying documents to because a new situation arises this is a circle that is is never going to close I think it's easier to these document has a steuding committee that can make a decision for for all the big big items and has a a a part of its working groups the project management team what is wrong with that if if there is a role for the project management team that the studing committee has then assign that task just like this says is is is it completed a task but now it becomes just another of its arms of its tools the the the the the idea that that start changing documents or or or or and and I I personally don't don't second the idea of just simply say oh let's dissolve it the idea that is there as as a tool for the sharing committee is not harmful if the sharing committee decides that there's some use for it so dis solving up just just because doesn't seem to make sense to me I I I think we we are going in a circular circular argument that that is just going to create another storm in a glass of water I I I just don't see the the the use for it so Marcel to your point my question is that is I I I think if the steering committee is in charge and they're saying okay I I need a working group or I need to go to the ask we need to go to ask the project management team to work on this that's fine it's but to me it seems as though it's been the project management team that's been then making a decision and then it's coming down the other way so um you know and and to Trisha's point you know I'm concerned too about how it moves forward um and and functions without ultimately having a very negative impact because I'm in the community and I hear things from people who were on the steering committee as well and it has not been a process that um right now that they're wanting to be a part of Anna so um you know I've been thinking a lot about this listening to everyone and what I'll say is you know as someone who went to all the project management team meetings I will say that we had many disagreements um but I disagree with the notion that we were not productive or that somehow we cannot do the work in fact I think our disagreements led to really good decisions and we got probably one of the best consultants in the state as a result of that hard work so I strongly disagree with that idea that this particular project management team failed in some way I think we are actually Sur perbly strong team and our disagreements make us that strong that's how we got this incredible consultant that's number one number two is we have an associate member who attended many of those meetings and had a lot of positive things to say about them at our last planning board meet planning board meeting and so I think Amanda our new associate member should be part of this conversation at some point because she is a an objective I think witness who was there and who spoke very highly of our work um and the last thing I'll say is it's not uh typical for this town to have such an active planning board and I understand that that makes certain people uncomfortable because Kate and myself absolutely have very very strong views of planning and we do have certain expertise to bring to the table so for example the notion of who is an expert in our community on land use absolutely planning board has very strong views about that because we deal with with those kinds of issues every single planning board meeting um so we have a very very vital role to play the last comment I'll make is that the more vigorous the process the more we disagree the better our decisions are and if we can work through this we will be very proud of at the end of an excellent comprehensive plan thank you uh Yolanda can I is there anybody left can I say something I was just about to ask any other comment or discussion Joe no go ahead Rob um yeah just to you know before we go to this vote you know I I do want to support the kind of idea of working with what we've done I we did identify there was a project management team it would have certain role that role has been a little vague I think we've had a lot of good discussion tonight about people's concerns I heard a lot about um the steering committee but that's not really what we came here to discuss although I guess it's related but the question before is the role of the project management team and how that would should change or not change and I would just suggest that we've gone through a lot with that and I think people have recognized uh like I said various aspects of things that could have been done better and I'd hope that people could continue in good faith which I think everybody here has good faith to kind of make it work and just be a bit more sensitive to some of the issues that have been raised if there's now continuing issues with what's going on at the steering committee I think that's a different issue that the steering committee should deal with um and get back to us if if necessary if the project management team isn't a good vehicle so that would be my thoughts on that and having said that yolan there's anybody else that's uh wants to speak that you could tell uh yeah I haven't said anything yet oh I'm sorry go ahead that's okay I like to wait until the end sure um I thought that was me geeez so go ahead I don't hear anywhere where people say that the project management team failed that was not s said what was said was that the current project management team has a difficulty working together and to your point Anna yes we have gotten to some good points but it has been very difficult I mean our meeting today I think was a good example of that um the fact that you know we met for an hour and we got our meetings pass our meeting minutes passed and that's only because I had to push it because I made sure we did it before we ended at 5:00 talk I I am torn about dissolving the project management team I think there are certain things that it would be good to have it as in case we need something or you know as Trisha said or even Claudia is like if there's things that the steering committee needs assistance with I also agree that there needs to be a better discussion as to how the chairs are working with the Consultants how Town management is working with the Consultants I think it's not realistic for the project project management team to be involved in every single decision or discussion with the consultants and I said this at a public meeting at the steering committee that's partly why we have chairs right the chairs are the leaders of the steering committee they're not the final decision makers but they lead it and that's my philosophy in a select board or a planning board or any committee it's not the chair's decision or it shouldn't be what the chair wants they help facilitate what happens in the meeting and I think our co-chairs that were you know again as I said you know in my in my response to Roberta we talked about having a new Co set of co-chairs every meeting and anyone who sit who has been sitting here in those in our steering committee meetings no one else stepped up right the first meeting was in may they stepped up for June at the end of the June meeting it was asked if anyone else wanted to do it no one did they stepped up for July same thing happened in July they stepped up for August and finally it was said no one else is showing interest and if there are other steering committee members who recall that differently then maybe we weren't sitting in the same meeting but does anyone else recall that that no one else stepped up to be the co-chairs now let me take back to the project management and our decision and our vote here again I think there are benefits to keeping the project management team in my in my feeling that original document again I feel like the project management team has done most of what they need to do they are going to be there in support of the steering committee and if there is stuff that the steering committee feels like they need some additional Guidance the idea that people think that I have been involved in the expertise thing I was not Brandy wasn't either Brandy stepped up to help with the marketing newslet with the newsletter right so she helped up with the newsletter group I think I think Kate and I as part of the working group for the Forum that worked well it might have been pulling teeth at times and certainly a lot of questions had to be asked but I feel we have a good product and we're now going to present that back to the steering committee um so again I think there is a benefit but if the majority of people think we should dissolve the project management team I'd be fine with that um but I do need I do think further discussion needs to be had with the co-chairs potentially with the consultant see what they think you know what what have they seen in the past is there this extra team on the side or is it the steering committee and I think Town staff plays a very large role Town staff helps get the data and we've already said okay this issue with who who the experts were that could have been handled differently and better and now we learn from that and we move forward learning from that all right thanks Yanda and just be clear um well I'm not sure what is it you're proposing I'm just I'm just commenting that's the propos we still have a motion that brandy made to dissolve the project project management team and Claudia has seconded that Joe you wanted to as part of that motion was also described how the process would work I believe I I hope somebody wrote that down think so no think um I think it's the assumption that we are going to work with the steering committee to be able to to resolve the issues that potentially not having a project management team and I need to stick this in there this is for the select board motion to go past 10 o' oh God those in favor going past 10 o' yeah it's it's 102 yeah should have noticed select board I I I so 10 that's okay all right so I think Joe has one more comment and then I go ahead I just have a question and I'm not trying to put a wrench in the works here with respect to this but with the motion that's been seconded would it be feasible to I know there was some suggestions about meeting with your um sure I'm having a senior moment consultant thank you um and here what she has to say before we before we make that vote is that something that we could do at our next meeting to take that vote is that something that need that's perative that has to be done right now because if you have a consultant that you haven't you haven't spoken to or asked this questions to I mean how do you I mean that's like putting the cop before the horse I'm sorry in my mind anyway um but if it's something that's imperative that needs to get done right now then then I'll just withdraw my suggestion but I I just I think if cooler heads prevail and and we do this I I just want to make sure that the consultant is not you know blindsided by this action steering committee for that we have a steering committee meeting tomorrow okay um I would also say just as a as a second aside we had talked in our project management team meeting today I had told the group that I was going to propose two things one was to either dissolve the the project management team or or second was to make some um changes to the U language that was in the document and Kate had said absolutely not like that was like off the table so I'm going with what I think is the cleaner solution because I respect what Kate had said about she felt that that was the important part of that document and I think you know to marcelo's point like you know either the you know if if the document can stand the document can stand my perspective is just I think it's I think it's a much cleaner more inclusive way to include the the steering committee in everything we do and that the that there's no message that the steering committee is not driving this process because that's the message whether it's whether it is actual or whether it's perceived it's it's still the message that gets translated to to the steering committee so and that's all I'm going to say all right anyone else want say there's still there's still ongoing things so that is the issue right of who those people are how those decisions are made and how they're working with the steing commit that really is the issue right who's in the room who's making decisions how are they communicated the interim thing so so that that's the elephant in the room we haven't solved we can we can table it we can make this thing I mean I like Joe's thing and I think that makes the most sense but I I yet but I mean the elephant in the room hasn't been solved with what you're saying okay just to clarify a vote for an I vote will mean that we would dissolve the uh well the the other the other you know I can either call the vote and we can see what happens or I'll I'll call a vot Yolanda okay well hold on or does the motion want to be removed I stand behind you stand behind your motion I'm okay with that okay yeah so just to clarify before we vote you know this would be affirmative vote so people who have issues who maybe want to wait and get um feedback from the consultant that wouldn't happen we would just end the project management team with this vote so uh the motion's been made in seconded does anyone need to have the motion confirmed or reviewed it's uh I think we're fairly clear on my moot the what I wrote was the motion was to dissolve the project management team okay all right so I will uh all those in and yoland if you could uh please count the votes I think we'll do this by raised hand uh all those in favor of dissolving the project management team uh raise your hand and say I I I I all right uh yolan do you have that count three I do all those in uh all those opposed to uh ending the to the motion raise their hand and say I I those are do you have a count Yolanda seven three seven what seven NOS to the motion okay okay so and how many not pass and three yes okay so thank you the project management team is not dissolved okay so can I thank you all for that so we're left with the status quo um I don't know if anyone else has any other wanted say something well I go ahead Marcel well maybe you were concluding uh what I was going to say uh Rob the but the um should unless that's not the case I would make a motion to maintain the document as or as originally drafted and um which in my view as I said seems clear enough that these differences can be resolved you know between amicable parties yeah and and and basically spend all this energy into working on that for the benefit of the town uh so if a motion is needed to retain the document then I'll make a motion to retain the document as originally I don't think such a motion is needed do does I would suggest we should vote because I actually could not find any record of the select board ever voting for that specific document so I'll make a motion officially to retain the document that we all have in our hands as the as the driving guiding document to resp solve any current and future a passes I'll second that motion has been made is there a second I'll second it okay so Yolanda again if you could be so kind as to any discussion brief brief discussion I would just like to say that note that this that the original document does not mention meeting between steering committee meetings it not says that the project management team is Guided by the steering committee and it gives no policymaking authority to the project management team we're only voting on what is in the document yep so to add to that there's a key sentence that Kate refused to get rid of which remains which is the project management team will work with Town department heads and staff to collect data and other required information necessary for the work of the steering committee when a consultant says we need to have surveys that is covered by that sentence Y and so it's in the so that sentence has not disappeared the planning board should have been part of that discussion I think that's already been recognized I don't think that has ever actually been said it was been recognized during this meeting the only thing that was recognized is that the information should have been passed on to the steering committee no one has actually recognized that the planning board should have been part of that survey that has not yet been said uh according to that sentence it was said that it was recognized that the that the process that they used should have included going to the steering committee and by the way two planning board members are on the steering committee that's a different thing from what I'm saying that that's very different from what I'm saying so again semantics an interpretation of that sentence and so we're back to square one which is we just reconfirm this document and that sentence and there's still continued disagreement over it that's important to say because essentially we're reconfirming circularly that we're back to square one well I I I I would not completely agree with that and I I I agree with that sentence and I think it's important that's why we put it there the the the fact that it it says that the group will work with the steing committee is not specific it is it is declarative that there will be a a working relationship but the the there is a sentences on responsibility saying that the streaming committee will drive the process that is more declarative to me and you guys all speak English much better than I do than the other so I I I would say those two phrases combin I don't see where the issue is I think yeah adults can figure it out all right so are we ready to call a question here folks again so the motion is to maintain the document as originally written made by Marcella and seconded by Anna okay any other discussion okay all right all those in favor hi hi I one two seven and opposed abstaining okay and one exstension so look like the motion passed Madame Vice chair I don't know why my hand is up anyway so the motion passed right yes very good okay so I think that concludes our business with the planning board um thank you all for your this has been a long discussion but I think also hopefully I think it's been a useful discussion and I just want to again thank and extend my appreciation to all the folks involved here I think you're involved in a in a a very important project and I actually think it's going very well I mean there's some bumps we see here but and I I hope and I have confidence that people will continue and put aside their differences and continue the great progress you've made so hopefully that's that'll what'll that's what'll happen so thank you all I'm making a motion making a motion for the planning board to adjourn at 10:15 is there a second a second roll call vote Anna I Catherine dur a guide and Trisha Kendall ey thank you thank you and before you I want to thank Yanda for you know helping run this meeting I'm not sure I'd do do this again this way it's but Yolanda you've made it all possible so thank you with that I think I'm going to turn the chair chairing of this meeting what's left of it over to Yanda with my thanks go ahead Madam Vice chair if that's all right with you did you guys hear me okay okay not sure y did you hear what I said before I'm sorry Rob what was that did you hear what I said I did not I'm so I thank you for your efforts in this meeting and I'm I'd like to turn the chairing of this particular meeting over to you okay that's okay so thank you for that yep unfortunately my iPad died so I don't have some of the backup okay um thank you all um it was a difficult discussion and there's more discussions that'll need to be had moving on to old new business review the special town meeting warrant with the finance committee Direct recommendations Jen please and thank you to the public that was here to participate we appreciate your input and obviously more discussion will need to be had um so we met last week um with the with the finance committee to go over all of the um articles and the Motions to get their recommendations really they're pretty straightforward I don't know if it's given the time if we want to go through them all again but the only one that they have a little bit of a um sort of I would say condition is article 7 which was the CPC funding to authorize the funding for the dog park um so they had a few questions about sort of the maintenance plan um and how you know what kind of cost would that be going forward and so um they conditionally recommended um that article with the sort of that condition of having uh an agreed upon maintenance plan that's um accepted by the town just to make sure that we can um manage that moving for so my understand so I met with the members other members of the dog park committee they said that they have submitted a maintenance plan to you and they're waiting for a discussion with DPW about that maintenance plan yeah so i y I had spoke to um Cara Terrell so she gave me sort of a concept plan it's really sort of high level would be um a future friends of of the dog like of the dog Park and maybe that's some members of this committee but maybe it's others would do some fundraising they'd be able to fundraise to maybe purchase mulch that would have to be changed over that the changing over of The Mulch on the inside would be a DPW function they're thinking that plowing um at least the parking lot um not necessarily the walking path would be a DPW function um and then trash removal so obviously they would you know volunteers would help make sure that the inside of the park was clean but like obviously trash receptacles there an issue with that or well it's certainly a it's a we're just sort of making sure we can do the things that need to be done particularly around the mulch so it would happen probably every year You' have to probably take out the mulch and then put new so it is a it's a bigger lift than I think when at least my understanding when when they presented to us in terms of like what that friend group was going to do so I just want to make sure that if we're going to do it that DPW can actually meet those expectations okay so so where is that discussion at so I just spoke to Cara on Monday and and Doug is on vacation I've had a couple of conversations with other members but Doug I needed to talk to Doug Small okay just seeing the plan and knowing what DPW has on its plate it's not it's not acceptable not conducive to No it's it's it's not it leans too much on DPW in its current state like the way it's configured now there's too much okay I mean I not saying like it needs to be a wholesale change I'm just saying it's um is there any other materials that can be used other than something that has to be replaced yeah so that's my other yes certainly I would assume so what the group when we when we were working with the designer they were trying to keep it as natural as possible and so mulch is what they would use we have yet to go to conservation and so conservation may say you can't actually use mulch because I don't know whatever reason um and so I'm still trying to get a designer to come on and get us from where we are in the concept with the feasibility study to then be able to help get the permits um for whatever reason for the five people I've reached you know I wonder about um you know that lots of uh playgrounds in that now use like a rubber mulch yeah that's not very popular that's not with dogs they chew on it and it's hard to clean pee and I would think it would would be easier to clean than mulch but I think you actually remove the mulch so every so you basically pull it out and then you put new mulch in I think Framingham is different every year oh yeah but I'm saying talking about in between that right yeah in between that it it has to be really pretty gross well in no in between people are picking up the poop after of their dogs that doesn't they're not picking up what it touched around it and but but we know the likelihood of people picking up after their dog is going to be yeah that's minimal too right I don't know I think most dog park should go in and people are you know people police it themselves and they say you you got to Pick Up After Your Dog so I guess my question is you know the the idea that finance committee is saying well it's dependent on the maintenance plan um in regards to their support um I mean we know this is still you know construction is potentially still a year out so can we be tweaking the maintenance plan as we work on the project I mean we we know we're going to need to look at DPW and their ability to do stuff right I mean we have a new Mendes we have a new public you know there other things we have potentially new parks so and I I mean the the the group has they've already done some fundraising they're looking to do more fundraising you know and and the the idea to if this doesn't happen now we potentially could not have a dog park because of the funding with because of the Stanton Grant right if we have to wait until the Springtown meeting and then we have to you know wait on construction and depending on timing it could be into 2025 the Stanton grants Sunset so I think we could go ahead and have the Warren article I just think no I think I mean I I mean it's on the article I just I'm concerned when things are like well we need a maintenance plan to to feel like we can approve this when there is been discussion about a maintenance plan that's the only thing for me so well no I'm saying you go ahead and have the get the funding involved and then we can work on that well that's what I'm saying as well right let's you know so for that comment to be on there from the finance committee that we need to have a maintenance plan before we'll approve this I mean I agree we need to have a maintenance plan but to say that we need that before we can approve this funding is is of the conversation was not necess I mean they're putting it as a condition of their recommendation but I don't think it was necessarily have all these answers by the 29th I think it was don't spend the money unless you have these things in place so we could be moving forward still work toward that okay that was my understanding was that yours Michael that it's it was not necessarily by the 29th but they want the condition that they didn't they wouldn't be supportive if we didn't have it to spend the money okay um any other no comments or questions any other comments or questions on the town meeting warrant and are we presenting yeah one speakers is the board presenting articles y just one um so I I mean I can go ahead and do the free cash appropriation Joe you usually do property tax exemption I do the senior uh the senior the property tax exemption oh yeah property tax yes thank you okay and then um senior workof program does anybody want to take that on I can take that okay that's for volunteers for the dog park well um CPC and the dog park committee is planning on they've given they've shown you I couldn't get the size but I I let Adam know okay and I know they're going to run it by um CPC as well so I think Aon from CPC okay do you want me to do the donation of land um sure you know the property you know yeah you know that one okay um what about the easeman on High Street anybody I mean I'll do something I might have to sit with you before yeah sure and then I guess I can do that one if we we think's already stepped up oh okay and the last one's authorize a home rule petition to increase liquor licenses oh that's my favorite do you want to do do you want to do that one Rob or I can do that one and you can take I understand why it's I understand why it sounds so bad so that's good oh yes say Rob Rob taking that do you want me to take that or are you taking that Rob sure I'll take it if that's all right okay so Rob will take lior licenses yeah yeah and we're gonna we're going to actually have uh Susan's going to do the presentation on that one oh good okay so Rob will do the the expert yeah so you don't have to do a lot Rob just how much I want I think we need 16 liquor licenses because we need more good luck with that okay yeah if we get 125,000 for for license that would be great anything else on the town meeting warrant no okay it's actually better I'm not any review and vote on the subcommittee recommendations for the baa Grant and select board Community grants all right here we go there we go uh so Brandy and I met last Thursday to go over um the applicants for both the community grants and the baa Grant and just to kind of briefly talk a little bit about those so the B baa Grant is uh program is funded through uh our the entry Runners that we have in the community uh to the tune of 3,000 they raise x amount of dollars I think it's $6,000 $3,000 comes to the community um which is then used for this grants this year we've had they've increased the number of Runners we can run um from ashin it from 22 to 25 um so potentially 25 times $3,000 would be $75,000 in Grant monies those uh Grant monies are used are um you have to be a 501c to be eligible for um the baa grants all right then we have the um Community Grant which is funded through uh an agreement with well it's framing it's Warren Conference Center so Framingham State at this point um and those uh so those those uh that that's where that money comes from it varies a little bit from year to year would that be true um this year we also changed the um allowable um funds for each Grant so we changed it from uh so in dur over the course of two Grant so there's one in the fall and one in the spring um baa uh Grant proposals can be up to $4,000 um in two cycles and 2500 Max in in the in one of those two cycles and if they wanted the full four they'd have to go 1,500 in the second cycle but it can be split out in any way maxing it 2500 is the maximum for a single um we change that so it's not 2500 it's 4,000 for total for this cyle yes and then 6,000 I'm sorry right yeah yeah I'm sorry I'm I'm reading um from an old thing here all right and so then so it's $6,000 total $4,000 um it Max for each for one of the two um applications that you put forward so totaling six um and then 1,500 total for the community grants over over the over the two cycles and that would be with a Max of 1,000 that's the highest that can go in in the uh in one of them all right okay um and that that does not have to be a 501c that can be yeah so Commission the only thing I wanted to just kind of add to that is that um we changed the program one to to to basically better utilize the funds in our runner's account because we had quite a large balance in our runers account and so we wanted to increase the amount that we gave from the baa Runners account um and then like Claudia said we have the other the community Grant which is funded from the Warren Conference Center which is the part of the um select board gift account which is a much smaller um account balance and is also used for a bunch of other things that we do like our um Employee Appreciation lunch that's coming up um the nyanza um healing Garden um Restorations that we will probably talk about later on today um tonight maybe tomorrow morning at this rate um but so we had we had to you know we change we changed the amounts to to be to be a little bit more fiscally prudent on how we use those funds so um but you know do you want to go through sort of the sure um so for the baa grants we had um 10 applicants um and thank you to to Susan um Roby who really ran this uh in the background and uh compiled everything and helped people uh some people you know applied for one Grant but they really weren't eligible and so she directed them to the appropriate Grant um and so we had uh for for example ashin High School boys hockey um and that's to cost the to help with the cost of ice time uh and Captain practices um the the PTO K to2 uh looking for funding for a program at the Warren school uh the PTO the preschool PTO uh they are supporting programming that works on gross motor skills uh area Ashan residents for equity and action there's their funding was for promoting programming expenses Outreach and celebrations ashin youth basketball funding uh used to be to offset the cost of uh the the rising cost and to keep it affordable for uh students you know sometimes uh it actually 100% it pays for students to uh participate ashin Youth Soccer uh basically to offset costs of operational expenses and some equipment uh culture time times Community uh used to bring culture School onsite in the spring of 2024 it's a 2-hour Workshop featuring local Artisans the demons Youth Hockey Association uh funding used to cover some of the expenses for participants um and keeping it affordable for families friends of ashin Public Library uh uh they were looking for cost running the fundraiser called putts for pages and to to offset those costs for their fundraiser uh the TOS YMCA uh funding that will support living in Ashland people who living in Ashland who want to take advantage of of of the YMCA services and programs uh so those were the 10 uh applicants that we had and there the total uh requested amount was $25,500 and we did recommend U that that they all be fully funded um so that was the baa then do we do we need to vote separately on the different no we're good no we can once okay I just okay do I want to vote on this before I go on or do you want do it all one okay okay all right so then we had 16 Community grants um let me try to go through these quickly the Board of Health um why don't I just read them off and if there's somebody wants me to elaborate a little bit I'd be happy to do so the am fora Health Bu The Business Association Cub Scouts Ashlin cultural Council the as Day committee uh High School robotics Club Ashlin is United the public library the Ashland Senior Center special education parent advisory Council energize Ashland U Greenup a Ashland illuminate downtown Ashland uh New England Tong tongen Community Stone Park music festival and The Corner Spot and so these were not all um fully funded in some instances people actually requested more money than our policy allows um so in those cases we move them to the maximum of 1,000 in this grant cycle um we we did not fund um a program called the New England tongen Community while it certainly seems like a um you know a a a worthy cause um it does not really isn't located in ashin it doesn't necessarily benefit ashon residence so we felt that it didn't really meet that criteria um and so you know for now we did we did not fund that uh so the total for those funds uh came to $4,750 and uh just to go over to the account balances we started with a balance of in this the community grant money $ 48,4 554 leaving us with 33,6 5454 if we if we vote to affirm these um and then for the baa grants we started with um a a kitty of 121,000 4249 and we are left with 95,9 249 so you can see that the decision I think to um increase um those are you know the amounts that we would allocate it was a good decision based on the amounts of money that we we have so and there is a cap too or a percentage um I don't have it right here but uh in terms of to kind of protect that there will continue to be some money in those accounts to make sure we go going forward so we can't bleed them out completely we were talking at one point Sorry nice job by the way thank you for doing all of that thank you on being behalf of the uh the ad committee that was very nice of you guys um we were talking about raising the uh the fees for the baa bibs did we take a vote on that or is that we have not we haven't we're we're certainly not going to do it for this cycle okay I think we're going to leave it at the 3,000 but I think next spring we should have a discussion as to you know whether you know for for ours and also for the company that we give y um a number of our bibs to who they then you know fund raise so right okay no just but what was the amount for the baa Grant total that we Don ba Grant toal the baa Grant total um for recommended is $225,500 even okay I make a motion that we support the funding of from the baa grant for the 25,000 $225,500 as recommended and then for the gift account the 14 ,750 as recommended second um I discuss that Madam chair sure um so we talked about uh I'd like to uh handle the Ashen cultural Council application um separately if we can um and so I I go with your judgment Madam chair about the best way to handle this I I think I'd like to take this vote and then we can have a discussion about addition potential additional funds okay outside of our policy that we've just created okay I hate to you know we just created a new policy and then to just blow it out of the water so I get it I'd like to take I recommend taking this vote and then we can discuss cultural Council great thank you I did also want to just um because moa's here and moala was um had applied for the um the New England tongen um events mentioned that so I want to make sure like it I did want to talk talk about that right before we vote because I think I think it's um you know I hadn't seen a request come in from someone on behalf of an a regional Organization for an event that was outside of Ashland so um I I had a conversation with moala today because I wanted to just kind of talk to her and and she had said that at the time when she applied it was not a 501c3 it has since gone through that process and has been approved so I I said to moala I said you know I you know I want to bring it to the board to see what the board's thoughts are on it because I feel like these programs are really designed for Ashlin organizations for things to benefit our Ashlin Community but I also don't want to make that decision in a vacuum because I've never seen this type of request before so I did feel like we did not recommend to give the funding but I also wanted to just bring that to the board as well so again I my recommendation is we take a vote on what you guys have have recommended okay and then I think we can certainly have a discussion but i' recommend we yep take the vote and then continue do that make sense Rob yes okay all those in favor of the motion and second as presented say I I I I okay that passes 5 z um I I would I would say that you know I appreciate certainly I'm very much a supporter of regional um and I would say it's the kind of thing that if in the future we see that it's an event that will attract a large number of Ashlin residents that we could support it but right now my feeling is we need to see that we need to see that there's you know maybe Ashlin residents have gone to it and they can show you know but to your point I mean our goal is to support events organizations that are benefiting Ashlin residents so that's my I mean certainly anything Arts I love to support but I prefer stuff that actually impacts and happens in Ashland or a large number of Ashland residents can participate okay I didn't see uh Julie didn't put a an application in this time no no because your program is gone very well good I think she's able to get yeah I think I was just I was just kind of curious because y okay okay um then rob you wanted to bring up the cultural Council yes um so first of all thank you guys for doing this um uh it's great uh and you know it's really a lot of uh very great organ very good organizations but looking down that list of the community grants very impressive um so I did want to just ask the boards uh consideration of making an exception the case of the Ashen cultural Council Grant application for the uh Starbucks mural and um uh the reason I'm asking and I and I suggested to Stacy that she could come and maybe make a brief discuss uh address to you folks about why they should get a little more than $1,000 um the you know it's just I I feel this is a kind of a one-time or U project and that and we we have uh supported these kind of projects in the past as you mentioned the the the staff event and also the U uh the healing Garden you know things like that so I would put this this is a a one-time uh process and I think it'd be good to help the cultural Council in this um you know kind of a unique exciting Community project which they've taken on you know at rbest or or request and so I felt it was important to support them a bit more than than usual uh so with that I'd like with your Indulgence turn it over to Stacy to uh talk a little bit about their application and why they could use a bit more funds go ahead Stacy I think thank you rob thank you committee uh I also have moal here for moral support who also uh sits on the council with me um yes so first of all thank you for even considering to give us any money at all thank you for that uh we have had some great applications come in 12 to be exact um of very talented artists who are interested in participating in this very exciting project that we've been talking about for a few years now so uh what we are facing though is the budget so what we did in our marketing when we invited participation was to say you set the budget as the artist give us a range please keep in mind that you know we are a state funded organization we don't have unlimited funds and so they've definitely been kind enough to give us a low end and a highend and the highend is of course we're not even going to go there um that's you know a a five figure deal uh high five figures but we're finding that a lot of the more season applicants they're starting at around $110,000 um for a multi-month project that because it would include their equipment and any additional help that they would need to paint the mural we do have around $6,500 in our account for this project and so what we're asking is for additional funding to supplement that amount we've applied for another grant that we were declined for cuz we didn't fit the 501c3 um category for that Grant either it was a cultural uh basically a Metro West Grant for arts and culture um and of course we don't fit the baa Grant and so when this this gift fund came up we are very grateful to be included but as you can see there's going to be a gap um because we do want to be fair to the artists selected and and not lowall them and you know because it will take some time and some work so we think that we will need in excess of $1,000 to make up that Gap m is there anything you'd like to add no I think you pretty much covered it um yeah so I think that's where we're hoping our expectation is is to have about 8 to $10,000 to work with um as we try to determine which artists would be best for Ashley and that could paint something that is more representative of who we are um versus what we can afford um that obviously will be one of our criteria but uh we don't want that to be the only criteria that determines you know a certain amount of artist um I will say like as we think about the future in terms of Maintenance of the work um some of the applications that I've seen have said that some of the varnishes that maybe an an extra price will last about maybe uh six to 10 years depending H uh which ones that they use um we haven't we haven't discussed the cost of that yet but we do plan on trying to determine how to absorb that cost with our committee as we dis as we start working through this process with with the artist that is uh selected and chosen any questions comments now the the uh the depiction is going to be of the Boston Marathon is that correct uh of the what you mean what will the image be on the wall correct so we did uh a survey for the of the community and we've done it also at the farmers market where we invited people to to tell us what they'd like to see on the wall we wanted people to participate in that and so the artist will take those keywords and integrate you know basically ashlin's past present and future and that might include uh the uh the runners and the Boston Marathon some clocker imagery uh things like that okay then because at the last meeting that that the owner of um the building they were talking about putting a mural for representing the Boston Marathon as part of the part of the key thing because it was on the route itself so I guess that whole philosophy has changed because I this is the first I was made aware that it was going to be something totally different oh we didn't know that either I don't think Mo and I were prided that that that was a discussion well that was a discussion during the planning board matter of fact the planning board was the they brought that up so that's why I'm kind of curious as to why all of a sudden why is this all changed oh but Joe wasn't that kind of just some ideas being thrown around no it was not an idea that's it was so did did the planning planning board in all this have a funding mechanism for this or a caretaking mechanism they hold on they were talking about having the uh during the discussion and it had taken so long that the the owner of the building was willing to put $5,000 into it 500 oh 5 I'm sorry 500 into it they wanted 5,000 he said 500 uh um and they still accepted that well and required the and required the mural so the planning board required this and they they got the agreement to be $500 from the owner right and there's also no there's nothing going forward and who's how to care for it how to or any guidelines with what it has to the only thing it was was the topic of the uh the design itself and what it would uh what the picture would be of and was supposed to be of the Boston Marathon as Runners going by or depict some sort of uh portion of of of the marathon in and of itself that's in writing some place Joe I I remember seeing the the planning board phrase it maybe uh Stacy or MAA you have it but it was set forth I don't recall them specifying any particular image or I don't think it was I I don't know I'll ask one of the attorneys that was involv it was the planning board yeah it was like we turned it over to the ACC to decide how they could do it and this is what they're doing which I think is good so I have brandy or Claudia any questions or comments so um you know I I I keep thinking like there might be another funding mechanism other than the select board for this and I don't know I am not on CPC but I'm curious if there might be a way to have fund and I think it's worth a question certainly ask like I think it's I think I think it's worth reaching out to CPC and see if they have the the funding well they have the funding if if they have the mechanism to be able to fund this is the question so you know I keep thinking like this would be a great project for CPC because it's community-based it's like I I just think of it as a as a as a good project and they you know they would have maybe not I'm not they would be they might be willing they might be willing to to give $55,000 to a project yeah but only if Technic only if they can by law if they can by so I'm so I'm I'm not guaranteeing anything I'm definitely not on CPC but and anything that gets gets a you know there's a there's a whole process in place with CPC you have to go and you know talk to talk to CPC and then it you know any funds have to get approved by Town meetings so it wouldn't be until May meeting anyway so I'm like I said I'm just I'm throwing it out there that there might be another option so um and and and I and I kind of you know I I I I feel your pain guys because I I know that this is you know when you get these quotes in and it's just way way over and above what you expected to be able to um that you thought you would be able to fund it's it's it's it's a lot so I I and so but but you don't have a you don't have like a decision made so it's kind of hard for us to make a decision about an amount um I have I have two yeah questions SL comments did you guys apply for your own Mass cultural Council Grant to do this no not cultural Council what I agree with Stacy we didn't apply for the Ashlin cultural Council Grant um I guess it was more of um conflict of interest I think I was worried about for us because Stacy and I had both also applied personally to the Grant in which we had to step out for voting purposes so I couldn't imagine having to put that through our Ashlin Grant cycle and having our members vote due to implicit biases um but could you apply directly to the state could you apply the mass cultural Council for this either as Ash as Ashlin cultural council could you apply to the state for funding for this art we could actually I don't see any reason why the application's due in two days um to me it's a perfect it's a perfect thing is to reach out to mass cultural Council to support an artist working in Massachusetts you know so I know that there's a mechanism where we are allowed to take about 20% of our total Grant allotment to use towards specific programming by% 5% right but to moa's point we felt that it may have been a conflict of interest at the time especially the take away from anybody else who was getting funding or could have gotten funding did you have other did you have have other Grant did you have other applications that would have competed against this to use up your funds yes there's 39 applications this year which is our highest amount of applications that we've had over the years that Stacy and I have been board members 39 applications for art and culture yes it's the highest we've ever seen wow that's great congratulations on all that thank you thank you just a a thought um that I need to ask a question you you have 6,500 raised so far yes and what is that consist that's including the 500 from the landlord um and waa what's the rest amount yes so Michael the town had gifted the cultural Council and this is prior to the both of us starting as board members had gifted the cultural Council $5,000 for an art piece and so we had plan on using that money for a logo but um had never come around to it and so now that this project has come up we are putting that 5,000 from the town to the r piece 500 from Starbucks and then the remainder of the amount is coming from our cultural Council money that we've saved up from the um Mass cultural Council where Stacy had mentioned we are allowed to take 5% of the funding from the total amount granted each year to use for administrative SL operating cost so I'm I'm wondering I mean we'd have to get Starbucks to be the one to spearhead this in a way because uh they're the the owner but I'm wondering if we can use our sign and facade grant program to but they said they can apply to mass cultural Council okay let let's start there that I mean that's my recommendation right that I mean that that's a perfect going to the mass cultural Council two days and yeah I think it's like a couple of days is that she said I mean you you wrote a grant for us I would think I mean You' have to use their forms but the information that you supplied to us would go to them is that something you guys could do and then if that falls through then we can look at the facade and sign or we could look at going back to I'm I'm asking Stacy and Walla is that something we could look into that yoland okay great and then you know if that fall if you can't then we can look at the sign and facade and we can have Starbucks or the land owner of the building apply does that make sense you know what I'm saying yes that does make sense so we will look at M cultural Council and then also on the recommendation from Brandy earlier uh the CPC CPC great all right thank you guys how short are you than for hanging in there thank you for hanging in there with us I know you really after being here all night long you really deserve something more than we can give you a clarification how much more funding do you guys need to raise you said it but I think I missed it 10,000 is the total that we're aiming for we're at 6500 oh so you're okay plus so here here's a recommendation I I don't know if you can do this with mass cultural but if you can give them a range right because if you can get more then you can pay your artist more that you select right potentially and if I may who has the final decision as to the design that's going to go up on the they do they do yeah the cultural council is making that will we get a copy of that so we can take a look at it so we can see what it is yes and we've Enlisted the help of a couple experts who this is what they do um to help us review the portfolios we invited uh experts from Keith teac and from ashle in high school however they weren't able to participate so we've invited uh an art consultant from the Ashton public library and from the Hopkinson Art Center oh perfect just one just one other question I'm sorry I just I probably repeated myself a few times I apologize it's getting late and I'm old um the um Bill uh Goldberg who owns Main Street Wine and Spirits had very similar experience that the side of his building was uh it looked like an old photograph of of a Down of the downtown Ashland and it was done by an artist have you had an opportunity to talk to Bill gold uh Goldberg to see who that artist was because a lot of people love that design no no we haven't but we have had an applicant uh benini signs who's local as well um so uh we have I've never met Mr Goldman or Goldberg I'm sorry Goldberg Goldberg yes yeah because a lot it was right directly across the street from the town uh from the post office and it uh it was it was really really uh it was very fitting in into that area has kind of a Southwestern theme now yeah right Montana Montana yeah yeah Montana and downtown Ash I know you know it's really exciting that the town that what theyve uh the keyword that they've shared with us believe it or not yes clockers yes the marathon but they really dove deep into people and community and that's what they want to see like Ashlin of the past Ashlin currently and what we could be in the future so interestingly enough they they had some really great things to say say that I think the artists will will really find valuable oh good I hope they I hope they look around and talk to people about it because we have you know the memorial up off Memorial Drive that's something that could be part of that that program I mean so whoever you talk to somebody will always give you an idea what to to add to that design soath well I yeah you can watch me doing run the marathon I'll be just standing there but yeah that's all I'm going to be doing anyway and it's a multi-step process we won't be doing it in a vacuum um we aim to have the decision made by February but we want to do this in a multi-step process and invite the public to participate so thank you that's great thank you for your effort thank you for doing it I know one of it's one of those things it's like oh my gosh what are we doing here but thank you thank you guys take care um just one quick thing right before we get off of the whole like um Grant cycle stuff um just a shout out to Susan because Susan did so much with this it was such a confusing process with um the change in process and the change in in um the different types of Grants and all the stuff so I just wanted to to to say thank you to Susan for for um all your patience with us cuz I think the combination of like a new policy plus new people doing this um equals um a little chaos a little chaos so Susan great job yes thank you so thank you but um but I just I just wanted to get props to Susan and also just ask um a favor to Susan too is when you when you let folks know that they've um received these grants can you also um remind them that like part of our new policy is that we will need to kind of documentation from them going forward if they apply for new grants because I just don't want people to be blindsided by it and not know that they're yeah maybe in the next application there needs to be a line about that and then you know just on I wonder if we don't create a submitt form right just like we have the application please fill this out on how you use the funds that way it'll be consistent m by each person I thought there was a it's more of a like an attachment like just attach you know but maybe but if it's a form then when Susan sends them out they're here you go thank you very much ow and by the way please complete this form when you finished and submit it to us okay it's a good idea yeah that's a good idea okay all right okay I also want to second third a thank you to Susan she is The Quiet Storm she makes a lot of stuff happen thank Susan a quiet storm thank you Stacy thanks okay moving on and we thought this was going to be a late night um Town manager reports yeah um if you don't mind I'm going to keep this really brief yes you okay with that so um thank you very much so yes so on Saturday um this coming Saturday at 11:00 a.m.

to order um Teresa is there any way that you could take notes I know you were uh tasked with that yesterday and I hate to ask you again but I know Bridget is uh in the car traveling so sorry I I've got all I could do to do the last night's meeting I'm sorry and I'm not feeling that good okay sorry that's okay that's I'm sorry it's okay it's okay I'm just gonna start a document real quick then that way I can take some notes Here right okay all right uh so we are opening the meeting now at 6:06 pm and we do have a quorum at as well as being joined by Mrs Cooper thank you Mrs Cooper um we're going to uh start with the agenda and uh Kelly I'm gonna turn it over to you as we go through the 2000 series thank you sure um good evening everyone I would like to actually start with the first if it's okay with you um miss canetta the first item that we had was the codification which is part of the 2000 series as well as the others um as those committee members REM recall from our previous discussion when we went through the C policy audit um they did help us to rec codify or organize our policies into their coding system from the zero series through the 9,000 Series um and so this chart which I'll display in just one moment um what I'd like to propose to the group is it takes the old code and the new code recommended by cab and is just a chart um that outlines and we could make one action um at the board of education level we would do a first read and then a second reading with a vote um to just um Rec codify or rumber all of our policies in accordance with K yes tresa um we've already done it we're just doing the approvals finally correct what cave did is they organized all of our policies on our website into their numeric system um but we should do an official vote um that we're maintaining the or moving towards the new number would be our recommendation um so that way we don't maintain two numbers our original code and the new cave code thank you so Kelly if that's um to take place what will H what will happen on our end it'll be different in other words we've been going through doing a comparison back and forth so we'll just be looking now numberto number comparison correct so we would we would still go through um the original way we were tackling it as I don't know if you remember in the zero series there were I think there was one policy we we agreed to reum um and to bring it to the board level this would allow us so that every time we go to a new series we we've taken care of the numbering system and we would just focus on the content of the policies um but I would list old policy number for example 2000 new policy number 2000 um so that way it aligned and makes made sense um and if it' be helpful I'm happy to share my screen um and just quickly show the um show the um chart that I'm referring to just to make sure everyone's following along um what I did can everyone see that the K policy review um so what it shows is um the cave number is listed uh for it's the policy first the title of the a policy um the cave number so for example last time we did the zero series um and you'll see see the old number was 8 d101 and it's renumbered to be uh just four zeros um and then it's it goes down um by uh series um and this would just align old number with the new number that's organized by cab um so there are quite a few pages as you look through it um but simply just a match between our original policy number and the C and the new cave number this is not a vote to change any content or substance of the policy it's simply the numbering any questions from committee members about this thank you this is really really nice nice job Kelly thank you I did I did copy and paste from just so everyone's aware directly out of the cave audit but reorganized it so that it made sense for this this committee to review thank you I guess what I would questions sorry I'm good for me go ahead kin I was just gonna ask if we um wanted to uh make a motion to bring this to the board for um consideration yes the board would be the board would be voting on this Kelly correct yes so we're just making a recommendation correct okay all right thank you Teresa for the motion may I have a second please thank you Julie all those in favor please signify by saying I I I I I I motion carries thank you all right let's go right ahead Kelly if I could just add I just wanted to clarify for the committee um we what I would recommend is that we put this on the first uh for first read on the first meeting in January just so that we have the same group of people that would be looking at the first read and second read if we were to do it at our upcoming meeting um there will be some members that will change so I think that would just help with the approval process um so do we need to adjust that motion in any way or amend it nope at just information that we would put it as long as this committee is okay with that that we would put it on the first agenda in January okay and that will be for a first read is that right that's correct so um we would do it the same way that we've been doing our previous policies first read and then a second read with a okay thank you very much is it okay if I go on to the second item please do yes thank you um so the second uh second item consists of quite a few different policies um these are all of the um you'll see in the chart here we have our current policies um I did put in the number the new number there just for consistency um assuming that we took the recommendations the previous one um and then the revised policy or the recommended policies um in this section right here the chart that we're talking about starting with 2000 um every one of these is a required cave policy except for one and when we get to it I will explicitly um show that one it's a subset to a policy that's required um so these are all policies that currently exist in your policy manual um we can go through one by one I will say with the exception of one that is quite um quite a lot more um meat to it most of the contents of the policies um you know carry the same essence or weight but they have been rewarded slightly um so I don't know if you want to go through item by item but the first one that I would propose we look at um is a 2000 uh policy which is Administration basic concepts and I'll pull that up so that hasn't been changed um so the old um the old policy Teresa is very similarly worded um so uh if you look um here uh the Board of Education I'm kind of looking right here the Board of Education um expects the superintendent and other administrators to understand the practices effectively the old policy reflects the same three um items they're worded a little differently so item one for example in the former policy says the processes of decision making and Communications here it says decision making and communication um the second one is methods of planning organizing implementing and evaluating here you'll see that they've added evaluation of programs and Personnel so both things um and then the third one is how to coordinate and guide the various centers of power within the school system and the community to enable people to do things together for educ sorry for Education uh which they may not be able to do separately um and you'll see here um an emphasis on coordination between the school system and Community to work on behalf of the um Board of Education um so very similar content uh we certainly can talk through um whether or not to adopt you conser we are proposing or recommending the new language in this policy consistent with Cade um but this is subject to make um any edits that this committee wishes to do any thoughts from committee members about this Terry yeah well go ahead ahead Michelle go ahead um I I just would you be so kind as to reread to me the old number three point the change with the um the language sure thank you so the old policy reads how to coordinate and guide the various centers of power within the school system and the community to enable people to do things together for Education which they may not be able to do separately thank you I that's I you're right the meaning is the same but it the wording is totally different uh I'm not comfortable without a proper uh revision I I don't know what do you think Kate um Terry can you um help me understand what you mean by proper revision uh Kelly's asking the um the the intent and the wording is is just little different than the original um wording and without doing a formal uh approval process for the change in wording I'm just not comfortable leave you know doing it willy-nilly or not willy-nilly but just going ahead and and changing it without uh it's it's just like doing the numbering system you know we didn't approve it in the past and now we're doing the right thing we're going through channels to approve it and you know and send it to the full board and this is why I kind of feel a little bit uh uncomfortable so maybe I can help clarify a little bit because in in all of these circumstances when we go through the review process at the policy committee level what we do is we take a look in depth at the policies and the recommended policy and we come to a a sort of a decision a consensus here and then we make a recommendation for review of this policy at the board level so we'll make that recommendation there and it will go for a first read at one meeting and then it will come forward for a second reading at a second meeting and then it will be put up to board vote as to whether or not board wants to adopt the policy so there will be a a point at which everybody is looking at this information and reviewing it it's not just uh you know we're not exclusively making a decision here except to whether or not to send it to the board level does that make um does does that feel more comfortable right right I mean I Kelly's asking us should we do that or should we just stay and just accepted as it is the the reion if I could try for a second too I also think it's important that we did enlist the cab uh policy service for this so this is the model policy for 2000 according to cab um so they look at all the latest you know research uh legal court cases all of that and and really revise the policy um are just for reference our Administration concept policy number the former uh policy 2000 was last adopted in August of 1999 um and so another um part of our C policy audit is we should be looking at the policies regularly um and really uh keeping up with the with recommendations which is one of the reasons so this was not written um by anyone in the district um this is the cab uh policy uh Rec as recommended um by their service um which we have agreed to partner with um and typically take um you know advice on many of our policies um so we are recommending that this that this policy in front of you um with the proposed new language um is the one that we are recommending for consideration of this committee um certainly if there was wording in here that anyone felt strongly you know against that they wanted to tweak or change we can those are conversations that we can have here um but all the policies you'll see tonight we are recommending as written by C uh I right now I have no problems with the way it's written it's just that I do want to reflect that we we have reviewed it we've updated it and and proposed it to the board for their first and second read or whatever uh that's how I look at it I um just changing it the way C wants it without going through that I think is um not what we're here to do we we actually cannot do that so I think when I'm saying I recommend we we make the changes I'm recommending to the policy committee that we make the recommendation to the full board um so I just want to be clear on that I am not recommending we actually do not have the authority in the committee um to make a decision on behalf of the bo board we can make a recommendation to them for their full consideration so if maybe my words were not chosen um as carefully as they should have but at my recommendation to the committee um is that the committee considers making this policy um update a recommendation to the full board I apologize I thought uh because the wording was very close know you just wanted to no keep what the cave was and you know you know I agree I agree I I would make a motion to accept it as readed to the board so before we do that and I appreciate that I'll keep you in mind when I call for that motion but I just want to make sure that if um any other committee members um have any uh feedback for us that we hear from them so I don't know if Michelle Julie or bridg has anything I have ack question sure go ahead Julie in order if they want to or not I'm sorry Julie could you say that again please he access to the all and new verify check anything I think the question was and correct me would would the full board have access to the old policy and the new recommended policy um and the answer would be yes in the board packet we would put the recommended new policy um but there we can certainly put a link or reference um to our website which currently hosts um each of the prior policies okay perfect thank you in as well of course brid go ahead I just want I just wanted to say I'm comfortable with the policy as presented and comfortable with moving forward and recommending it to the the board uh in January as had mentioned earlier Mrs Cooper did you want to U participate uh Kelly I I just want to say thank you um you know we've been working on this uh for a while this is the first time that you did the leadership role in in our policy and it's a very uh time consuming job and I I really want to thank you uh and I think there's no reason not to move forward with the recommendation that you made uh Cave is our leader cave have sit beside us and directed us all these years and uh we have two meetings that if we want to insert something new or insert something different that going to bring a different tone uh and as we make these changes we got to also remember that you know at different time there will be different board members that comeing up and make other changes where things uh might be different so I apport you and thank you uh for working on this and making this uh much more accessible so board members can understand how we go about setting up policy thank you Miss Cooper anything else I'm Kate if you want my opinion I'm I'm okay with the language it looks like it's been streamlined a bit um the third one was the only only one that I just you know would be concerned to make sure that there's transparency between the coordination of the school system the community and the local education you know but other than that that would be the case I believe in the prior policy as well as written so I'm I'm fine with it going to the board for a first read or whatever review okay so with that in mind and thank you all for weighing in um may have a motion to recommend to the board for first reading policy revised uh sorry policy 2000 as presented by C i' I'd like to make that motion please I'll second thank you Michelle thank you Bridget any further conversation okay all those in favor please signify by saying I I I I I okay thank you motion passes and again as we discussed before this will be on the January agenda so that um new board members will be looking at it all right please continue okay thank you Kell you're welcome thank you um next policy up um is 2100 uh and this is Administrative St staff organizations um again between the prior policy and this policy you will see that the content um is very similar speaking to uh the supervisory responsibilities um of the superintendent um the prior policy was a couple of sentences in length and this further spells out the responsibilities of the superintendent um as uh uh this is the policy exactly as recommended by cave um so this is what we would be proposing for your review and if anyone wants me to toggle between the pr prior policy and this one I'm happy to do that as well yeah could you do that sure please bear with me on my uh Tech skills here um so here you will see um this is the former policy uh that we're speaking to and again it was a 1999 adoption which you will find consistent with most of the policies in this series wow could you make it a little bit bigger Kelly just a little bit um give me just one second to do that because it's yeah I think I got to get B focals I think I'm just gonna have to stop sharing for one second give me one moment if you can't don't worry about it I'll I'll do out I can actually it just I have to unshare I think just to do it for one second I will reshare again in one second there you go I hope that's a little bit easier for much better yes much better thank you Ellie will we still be able to access the revised ones tomorrow if we wanted to pull them off yes none of everything that is in the agenda will stay linked the only time the link would then become obsolete would be after a full board vote um because when we when we um if we were to approve a policy it would be replaced on our website um but until the board makes a full vote um you will have access to each and every one of these um for the time being thank you is it do you want me to toggle back to the recommended sorry each time I toggle I think I'm gonna have to reset that thank you [Music] K the first time I've seen the words e excellence in education on anything please if there's any questions about the content um please let let us know this is definitely a more robust version of this uh policy so Terry have we ever seen uh a district Staffing plan or did I miss something there are organizational charts that I know have been shared in in the past um and those tend to be things that are updated as there are uh changes or upon requests so um yes there there is one um and certainly if that's something you know this this policy allows the board to make the request if they want to see an updated one or would make well what what I've seen is what we need seven in this school we need eight in this department I mean we've seen it that way I uh so I I think you know we can get into that conversation separately but I think you know in looking at the policy stuff because I I just want to make sure we've got you know other um items on the agenda we want to get through that we don't um we stay focused on the policy piece of this so if if you feel that there are parts of the policy that you know would be helpful to us as as a group to you know Foster um better oversight and and cooperation then by all means I just don't want to get into a conversation necessarily about the specifics of it um I agree Kate with Teresa i' I myself have requested that information previously and as um we just Kelly just said that that's information that policy can committee can request I would like to see that outlined you know it doesn't have to we don't have to go into it but I definitely would like that produce sure and I think that request would probably better come from the board directly Michelle from okay whatever you think however that best works that that's great I just definitely want to make that not comment okay thank you um any thoughts on the the policy and the policy language here that was recommended by cap Mrs Cooper any thoughts you want to share no all right then in that case I'm going to look for a motion to uh recommend for a first reading of this policy uh I I make that motion thank you go uh Bridget appreciate that and may have a second please I'll second Kate thank you Michelle any further conversation all right all those in favor please signify by saying I I I I I okay thank you all all right Kelly I'm going to do the same thing uh project the old policy which again dates back to August TW uh sorry I almost said 1999 um this policy is I apologize 2131 um and it's again another one under Administration superintendent of schools so this is the old policy um and you will see I'm going to scroll down I can certainly go back up if anyone needs to look at it again the way this policy was structured is it wrote out 16 different responsibilities of uh the superintendent um as proposed by the Board of Education policy this is the old one this is the old one let me know if you want to scroll back up I know everyone had these materials in advance but I know it's a lot to cover as well so I'm happy to stay here as long as needed if committee members have any questions or any comments please feel free to jump in what's hard is not seeing what's xed out and what's added uh on such a u such a policy there's just so much you know what what is missing or what's added compared to you know doing it back and forth and I even have a hard copy here I certainly understand that this one is the way in which it's restructured is it's not numbered in the same fashion um you will see that um the vast majority of of the um they're worded slightly differently um but the intent of the responsibilities of the superintendent are um written in paragraph format and um aligned under multiple sub sets actually if I could just go I can certainly go back if needed um here is I'm sorry for the scrolling um here is the the new policy um as recommended by cab so again this is 2131 um and it outlines uh the super intendent of schools and then it goes into subcategories relationship uh within the school organization personnel and Staffing curriculum and programming budgeting and fiscal operations facility and transportation planning p and parents um and community relations um so you will see those categories um take the content of the 1 through 16 and write it out into paragraph form um I also just want to note that many of the follow-up policies are going to further explore areas here so for example when you're talking about personnel and Staffing um we have specific policies on hiring certain positions within our district right uh things that are voted on by the board so those will be further spelled out in that section um you know how we um you know our facilities and transportation and how we go about budgeting and so forth there are additional policies that will come later that will further detail each one of those areas as required by by law um so this is this policy is meant to be a general overview um of all the responsibilities as and remember this comes at the beginning of the policy manual and the series to F follow further spell out each area in in much more detail so Kelly I noticed at the bottom there's a note here it says where whenever the term superintendent or superintendent of schools is used it is understood to include and or his or her design KNE is that a note that we should carry over to this other policy or is that implied it it is typically implied but I don't think it's a bad idea it was strategically added into your last policy um and I think um and I'll also jump forward uh the next policy also speaks a little bit about in the absence of the superintendent what would happen until um the board was able to convene and appoint someone um so and we can go over that in a moment but it is generally understood in here um the superintendent's responsible for everything in the organization so he had he or she would have designes um to do you know a a vast majority of of things um particularly you'll see your your core cabinet members are typically delegated certain responsibilities as well as your building principles teachers and so forth thank you so I personally think it's a good idea to put in there so that it is explicit do you do you want me to scroll a little bit I I've I've read through these quit a few times so I'm leaving this other uh committee members to to offer feedback on that any questions or comments about this okay so I I'm gon to um Mrs Cooper did you have something no um I'm gonna uh ask for a motion to bring this to bring this uh revised uh C policy 2131 to the full board for first read um with the uh notation that we're going to add that uh that explicit uh note at the bottom that whenever the term superintendent or superintendent of schools is used it is understood to include Andor his or her disign Terry are you making the motion I am making the motion thank you may I have a second please second thank you Michelle uh any conversation on this all right seeing none uh all those in favor please signify by saying I I I I all right motion carries at 6:40 PM that will go to uh the full board in January for our first read all right point one point one um so this remember how I started uh by saying um that there all of them were mandated policies and there was one exception um this is the one exception this is because it's the point.

all right I guess I'll start over here so I have couple of questions okay I'm ready ER what's the date today 15th good evening everyone my name is Matt tennis I'm the clerk of the board for the Chico Unified School District and I am going to call to order our meeting tonight but we will immediately adjourn to closed session it is currently 50:06 p.m.

however they are considering possibly meeting by monthly but that has not been decided if you want more information you can go to the ride.org you click on leadership and at the bottom of the page it describes the local advisory Council it has their bylaws and everything listed and there's also a place to click on how to email them or you can call for more information at 6500 thank you so much commissioner mosac did you want me to put that on the minutes under communication that would be oh that would be perfect thank you so much okay we'll do thank you so much hey Kennedy I just had a quick question um uh because I just want to make sure that uh this meeting uh is fully accessible but I didn't see any popup for close caption do we know if that's active right now it's working it's showing up on my end okay thank you appreciate it you see it at the bottom yes I do thank you okay no problem yep um all right all right next we have the approval of today's agenda so everyone should have uh received an electronic copy uh of today's agenda for review um I would just like to open it up if there are any uh Corrections that need to be made uh if there are no Corrections um I do we have uh a motion to approve the agenda this is Kathleen I will move to approve okay thank you I'm sorry who seconded I did thank you lar okay Vice chairman keiller seconds um all in favor of approving today's agenda um if you could unmute please uh and say I I I I I all right thank you very much today's agenda uh has been approved uh next I would like to move down to the approval uh of the meeting minutes of from October uh as usual uh the meeting minutes are also on the agenda um please take a moment to mention at this time if there are any corrections uh to those meeting minutes um if there are not um i' would like to I would like to make a motion to approve uh the meeting minutes from October this is commissioner mosac I'll go ahead and uh move to approve those okay thank you uh is there a second second commissioner Ratcliff okay thank you uh commissioner Ratcliffe I'm all in favor of approving uh the meeting minutes from the October meeting um if you could please unmute and say I I okay thank you all right next I'd like to move down to our special presentation um portion uh of the agenda and I would like to welcome uh Jada uh and her team uh at the Downtown Development Authority um for all the work uh that they've been doing and making sure that the commission um you know is informed on what they're doing and uh you know with that I will turn it over to J and the Downtown Development Authority um for their presentation before they start I would like to uh let all of you know um that I will open it up for Q&A um after that but depending on the length of the responses uh we may have to uh move forward on that um you know if it exceeds a certain amount of time but I will open it up to a couple of questions after the presentation thank you thank you so much and again my name is Jada HRA I'm the parking manager at the Ann Arbor DBA and very happy to be here today um Kennedy are you able to um tell me if my colleagues from Walker are on the call um Christy manini Nichols is going to be leading the presentation today yes she is on the call okay thank you um she has her hand up okay I have a brief a very brief introduction and then I'm going to be turning it over to her and she can share her screen um and talk through the presentation if that's okay yep that's perfectly good yep great great welcome thank you again for having um us here we attended one of your meetings maybe a little over a year ago as our study got underway and we appreciate the opportunity to speak with you again um as I said I want to leave plenty of time for for Chrissy and Jim to do their presentation but I thought it might be helpful to share a bit of information um kind of high level information and if you're seeing Chrissy's screen now she you might be seeing a a slide about um the parking system but again this is just some high level information for you to have in mind as you learn more about our study um excuse me J we don't excuse me Jada I didn't mean to interrupt we uh we don't see anything as of yet so I'm so sorry I didn't mean to interrupt but I want to make sure um that everyone can see everything first oh okay looks like Chrissy's getting it set up okay perfect okay thank you chrisy um so the DDA manages operates and maintains um the public parking system through an agreement with um the city of an arbor um the parking facilities are City assets um we manage them in support of city and DDA goals and values and in general um you know towards a a vital um and a vibrant downtown um the parking system is self- sustaining system so the revenues produced in the parking system pay for the system and those revenues also support other Transportation elements um a good example would be um The Go pass the that is funded um through the parking Revenue next slide Chrissy 20% of parking Revenue goes back to the city um to the general fund and then separate from our management of the parking the city manages and receives revenue from um parking enforcement and uh the residential parking program so I just kind of want wanted to set the stage a little bit and make sure we all kind of understood um the different roles and responsibilities so I will turn it over to Chrissy now thank you Chia we don't hear anything okay can you hear me now yes thank you all right great I'm just gonna all righty all right thanks J again and and hi everyone my name is Christy manini with Walker consultants and I'm joined by my colleague Jim Corbett and we've been working with Jada and her team at the DDA on the curb management study and we just wanted to start out by saying you know thanks for having us we've been looking at C Management in um the DDA area downtown and you know what we're seeing is really when we think about best practices and working with cities across the country you know Ann Arbor really has achieved many of the best practices we want to see for our streets and our curb space um you know bring bringing more access to people walking biking you know increasing safety increas accessibility you know pretty much an Arbor's become you know one of the best practices that we talk about so just want to highlight that at the beginning of the study BEC and why that matters is you know we don't look at the curb space as just a piece of concrete you know what we do and how we prioritize curb space can support lots of different goals for climate for transportation for the um people friendly streets program so that's why you know it's so important today to talk through this study and talk with you and get your feedback so first off we collected data to understand how the curbs are used City W um downtown and we collected data on Liberty Street in Cary town and then areas um around South University and Forest near the university and what we found overall was that you know the curb is highly utilized um there's a lot of access happening but that parking meters um there's a high utilization when parking meters are not enforced so that's throwing some peak times um off balance and you're unable to manage some of these peak times of curb use um most of the curb sessions and parking sessions are very shortterm less than 15 minutes even less than five minutes so you know that's a significant finding but also something we're seeing across the country with so much online shopping and fast um casual food pickup and uh you know delivery there's a lot of these very short-term sessions also people are parking everywhere at the curb no matter if it's regulated for parking or no parking you know essentially you know if it's an alley if it's a driveway people are just trying to find a space because they have these very short sessions and they're just parking getting in and out um trying not to get that ticket but that gets into there's a significant amount of curb violations occurring and when we talk about curb violations you know we collected data using cameras so we saw everything that was going on um and this does not include curb cite curb tickets or parking tickets for overstaying a meter this this is just what our camera showed in terms of people parking and space is not uh regulated for parking so for example 20% in the South University study area almost 20% of all the curb sessions were violations um that's about 100 per day you know that's a significant amount of people you know that causes conflict it decreases access to business you know things that we care about for the Vitality of downtown um and those violations were had a median duration of only four minutes so really challenging to enforce uh so you know that's what we want to talk through when we um show you the data and then overall we are defining some areas around downtown into typology so you know you have your dense residential fast casual areas um with a lot of dense retail and restaurants you know like a main street or Liberty or or Forest um then you know more neighborhoody commercial type areas like carry town and then there's the areas outside of dense residential with h which have um you know mostly the single family homes and duplexes you know what we want to talk about here is you know there's a need for short-term space there's a need to move longer term parking to garages you know thinking about increasing meter rates or expanding meter times but you know when we talk about removing parking we really appreciate the Nuance that you know some people have to drive and park um you know so it's not either or if we want to build a bike lane if you want to build a Transit Lane we're really thinking about well where's the parking spillover going to go how do we maintain access to business andess access to everyone that needs to arrive no matter you know their travel mode um so you know thinking through that Nuance is really important um for you know providing access to all of these locations so just getting into the data quickly so here you can see in Cary town and Liberty Street 60% of all the curb sessions were less than 15 minutes you know very short sessions um you know steady Peaks throughout the day uh almost to 8:00 p.m.

at the downtown library in in our multi-purpose room so if you're looking for a new winter coat come by and try on and pick up a new to you coat you do not need to bring anything in order to pick up a coat and the library will be accepting coats and jackets at all locations until November 17th so you've got about two more days if you would like to make a donation please make sure that items are in good condition and freshly laundered and we are not accepting items the day of that event only prior to we also have a mental fitness workout and workshop called unlocking your full potential this is also on Sunday November 19th um this will be be from 3: to 4:30 p.m. at the Westgate Branch um are you constantly experiencing stress burnout anxiety beating yourself up for mistakes fixated on what might happen if you fail more than likely your sabur or mental Stoppers are running the show and your mental Fitness is running weak mental fness is your way mental Fitness is your way of experiencing and creating your life in this Workshop we will unlock new self discoveries that will increase your inner power connection and inner peace you will leave with practical tips and tools to recover from stress overthinking feeling stuck and to strengthen your agility to create with each moment rather than letting the moment create you and the library intends to provide a live stream of this event we're just pending the presenter's permission so if you check back closer to the event on our website we are hoping to have a link up so that you can watch this um um not in person if that is more comfortable um and now I'll talk about some materials so as usual the was all library for the Blind and print disabled patrons can order digital cartridges and other materials by calling us at 734 327 4224 or you can email us at wlbp aadl.org you can sign up for the brain audio reading service bar to download your own books no waiting you can visit NLS bar.

at the Town Hall 101 Main Street Ashland the purpose of the public hearing is to consider the percentages of the fiscal year 2024 tax levy to be borne by each class of taxable real and personal property meeting information will be posted on the agenda which can be found on the town website www.ashlandmath.com persons wishing to be heard on this matter are invited to to attend the public Hearing in person or by logging into the zoom meeting interested parties who are unable to attend the hearing May submit written comments to the select board's office Town Hall 101 Main Street ashin Mast 01721 or by emailing Susan Roby sroy Asin mass.com thank you and I think now we now need to open the hearing we get a motion to open do we have by reading that that opens it yeah okay I think we're good let's let's proceed then so Michael do you have a presentation or someone I have extra I don't but our friend Rich ball does y rich is here is here okay I think we all have it we we have it rich we're good thanks Rich we got you and so just so you know the camera I believe is in the top of that laptop there you go yes oh okay there it is there you go okay right where be yeah okay um here we are once again uh I don't know how many annual classification hearings I've been doing but anyway um it's nice to be here thank you for introducing me um I am the director of assessing rich Ball um so the purpose of tonight's classification hearing is um let basically it's it's for the select board to um end up taking a vote whether they want to remain with the single tax rate or introduce a split rate could I ask you just to hold on one minute just um it'd be great if you could show the slides up on the screen as well and I'm going to help you do that oh oh does he have the presentation Got Loaded there okay okay so I'm just going to slide down for each page yeah but um yeah that's the first page want to make it's not showing on the screen Michael did you click share I'm good good okay perfect there you go wonderful okay okay all right so the the people at home can see the full page uh I I can't but um I have a copy in front of me so we'll work with that I can't see the far right uh call but that's that's okay you're good um again the purpose of tonight's uh classif classification hearing is is um just to present the material I have and the select board will end up deciding whether to remain with the single tax rate or uh go with a a split rate so uh let me just Begin by a quick recap of uh uh what transpired this past fiscal year here um the assessor's office was mandated by the Department of Revenue like all other cities and towns uh for recertification so basically that's like a year-long audit um that the Department of Revenue does uh will come into to each community and um just spend a lot of time um I I I spent a lot of time uh running reports giving them spreadsheets giving them all kinds of documents this is what they do uh um and then at at the end of the process they certifi the town which we became certified so it's all good um so this past year um total assessments were up in town at as it continues to keep increasing um um I feel like a one out record because I think each and every classification hearing I'm saying the same thing uh but it is what it is you know the real estate market is still uh running High um Ashlin is no exception um so um what we do is we spend a lot of time analyzing a lot of the sales and Property Data uh so um at the end we're able to uh finalize assessments that are fair and fair and Equitable um across the board for the residents in town so uh um real quick the the um I'll go through the property classes the single family uh single family homes is by Lodge the largest property class um in town and and probably in most communities as well but um the single family homes um here in Ashland uh for assessment purposes they've increased uh roughly 133% from last year to this year um again the the sales that came through uh for this past year and the sales that that predicate these uh the assessments that we work with um happening in calendar year uh 2022 so it's there kind of a lag time involved but that's the way it is that's the way it's set up uh through legislation um so the single family homes uh increased roughly 133% from last year to this year Condominiums uh about 11% uh and these are just averages uh multifamilies which are two and three families uh about 133% um vacant buildable Lots um not not much change they did increase um somewhat uh we don't get many sales for vacant Lots uh we haven't in a long time um but we have other methods uh in order to to derive some some um good fear assessments uh the large apartment complexes increased about 6% this past year the uh mixed use Pils about 8% commercial and Industrial about 9% and the personal property the the total class increased uh about 15% uh which was a lot and and within that 15% uh a lot of growth was provided to the town through the personal property and that falls back on the recertification that we did this year um generally in recertification years we pick up a lot of new growth uh in personal property so that's good good for the town um I just want to uh speak uh real quick about average tax bills um you can see last year we had a tax rate of 1377 the average uh single family home last year was 595,000 uh it translated into $ 8,193 that was your average tax bill for single family homes last year this year um you can see where the assessment has has bumped up uh to 6748 that's your average assessment for single family homes the estimated tax bill that we're looking at right now A projected tax bill uh tax rate excuse me 1307 that's that's just um that's a projection right now hasn't been approved by the Department of Revenue that probably won't get approved um you know maybe for another month sometime in December uh when a lot of the the numbers are put together for the recap sheet so uh just keep in mind that that's only an estimate it's a good estimate but uh it's subject to change um so on the the the far right the column on the far right you can see that the average tax bill um is is increasing uh about $626 over last year and um Condominiums um you can see where of course the U the uh average assessment is up from last year um and that that of course translates into a higher tax um so from last year to this year the average condominium tax bill is up uh $336 multifamilies um again valuation is up um that projects out to about $472 increase from last year to this year any questions so far so I have a question um so with with the average assessment going up on a single family home of 13% and you know I know we have to work within the tax levy and you know when people look at like an average tax increase of $626 you know trying to think of it like you know inverse so you know the assessment value goes up the rate goes down but it's you know we're still working within the the the tax levy the 2 and a half% thank you and and so I'm curious like how like I'm curious how that that 1307 kind of and I I don't want to like get into like a ton of numbers and Actuarial things cuz that's not where I'm going with it but I'm just I'm kind of curious how you know I was I was like okay well if it if the average assessment increased 133% how do we get to um a rate that's definitely not 133% lower than what it was you know what I mean like the the actual well it's kind of two different things so the rate basically has two components it's got your uh your valuation your assess assessment side of it and then you have your tax levy uh which are all your financials and and and um so the two of those work together basically to produce a tax rate okay so um I work on the assess assess M side so um at the end of the process I have uh all of the values in each class and I come up with a uh evaluation um for the town the other side of it that I mentioned was the levy um that's a lot of the spending in any given year um that that so basically the the higher the spending it's going to bring that tax rate up um the the the bigger the levy okay um the smaller the levy uh the tax rate's going to okay go down um I I don't think I explained that very well but if we can maybe simplify it so you have your expenditures so basically you have those you subtract out what is being paid for by non tax get what needs to be financ tax you take the total value ofion is that yes essentially it's your it's your tax levy divided by the total value in the town with the understanding that as of right now we always increase our tax levy by the max of the 2 and a half% which is why even though values went up by 13% the tax rate doesn't go down by 13% because you got to add the two and two and a half% increase of the yeah okay I just wanted to make sure it's like clear for people watching this kind of how the rate oh I'm sure I'm sure yeah I think I told that's why we have Rich confused them at this point but thank you no I'm good um let's oh um at at the bottom of each U each frame um you can see where the uh Board of assessors recommends a single tax right they've already made that decision at their last meeting if we go to the uh the next screen I need to pull that down uh yeah you can just scroll down I can scroll down I I it's is it frozen Rich no it's not frozen can see that you just can't yeah I should have minimize that okay perfect there you go perfect okay so on this next next screen um you you can see on on the leand side uh this year's total valuation um uh 4 b315 m386 15 that's about a 12% increase over last year's total valuation um and then uh in the middle of the the page I break it out residential open space commercial industrial personal property um and then at the bottom you can see the split between um basically residential and commercial industrial personal property um this year for uh fiscal year 2024 uh we're looking at uh 91.

we're going to be unveiling if you will the uh refreshed and restored Niza healing Garden um off of Memorial Drive and um a lot of people have been busy over the last few months um taking care of and fixing vandalism that you know not just happened over the summer but vandalism that happened years ago with the pl panels that were broken and things like that and so they've been beautifully restored um ke Tech DPW and Eric Peterson have I'm probably forgetting a couple people have done a lot of work with the land landscaping around there and making sure that um you know the walkway leading up is is nice and ADA Compliant um so anyway there'll be a number number of people there most importantly Mrs Kane um and uh time is that again 11 o' and obviously you're all you know invited and I think Rob's going to give some remarks hopefully you'll you'll feel well enough to do that Rob on behalf of the board um so that's uh that's that hope to see you there um FY 25 budget calendar and instructions so we did meet with fincom and go through that um just from a calendar perspective I will say we are going to look at doing what we did last year and have a um like a department head meeting invite the fincom and the select board to be a part of that and that'll be in January very productive yeah I thought it was very good department heads thought it was very good as well um I have just a few other things on here um so EP EPA and the de P speaking of Niza so they're in the midst of completing their 5-year report their annual maintenance report um so that should be coming out uh at some point soon um actually Helen Nicole was here earlier she'd let you know about the historical Mission commission and be sending out a letter to businesses just letting him know that they'll be talking about the um the historic district putting something together and uh so thank you for those who came to to the veterans lunch on Monday I thought it was really really well done um and uh you know police and fire thanks to them for for serving and and sponsoring it and thanks to candy and and all of her staff for making that thing go so that was really really nice um speaking of the community center uh we un we unfortunately uh had another issue uh last Thursday where we had a water main break or not a water main break but a main pipe in was uh unfortunately it uh literally blew a gasket and and so thanks to the quick work of of some of our staff um Marley Jeff Bell Doug Scott Jen got involved Beth was involved uh they were able to contain that pretty pretty well and uh keep uh keep too much damage from happening so it's all been isolated to the bottom it looks like some of the the walls might might have been damaged as well kind of soaked up in there but that being said the holiday program is still going so and still plans on running as normal and then uh finally um we made an offer to um an assistant Recreation director and he accepted um his name is Tyler strange and he's got a pretty interesting background but he seems to be a really really good fit strange background a little odd L um interviewed him oh my gosh I know if you don't think he has gone through this all I'm sure he has poor kid but um it would be great if he could start on the 29th so I would just need a waiver of the 15-day waiting Peri that's okay um okay wasn't part of the no but we look through the charter and it it's just a notification okay so so motion to um motion to wave the 15-day waiting period for the new assistant Rec person okay I all those in favor I I okay and that passes 5 Z all right and that's congratulations report good nicely done board reports um can I start I'm starting with Claudia oh sorry let's see I think two weeks ago almost we attended the Ashlin Indians uh event yeah that was uh that's that's right celebrating was that your first time I I've actually attended other ones that was my first time at the high school one um it was very nice and uh it it really was it was a tremendous number of people there I'd say five or 600 people and uh you know it was uh it was just a lot of I was surprised at how uh there were a lot of kids performing lots of differ performances by the kids so it was very nice um and then yes I went to the the Veterans Day celebration that was uh was very well done and um and then uh and Joe L us everybody in the Pledge of Allegiance I have to say I'm pretty good at the Pledge of Allegiance from saying it in school every day um and then uh you know just to Mike's Point about uh the holiday celebration so this Friday at the community center um I they are still looking for volunteers um any basically anytime between 8:30 in the morning and 12 or something last email we got so in the early part of the day maybe 8 to 10 it was kind of unloading um food and getting it ready for distribution and then distribution from 10 to 12 so anybody who um wants to help out with that that is a great opportunity and something you know you can walk away feeling pretty good about so uh that's it for me Brandy I'm I'm going to keep mine really short tomorrow we have our comprehensive plan steering committee meeting um virtually so if anyone wants to come and join more the marrier um and uh we're having our public forum um which is sort of like a pop in pop out kind of thing um as part of the Holiday Stroll or at the same time as the Holiday Stroll from 12:00 to 4: in the basement of town hall on Saturday uh December 2nd and thank you to Yolanda and uh Kate and Beth and Michael Michael um for working all the logistics out on that and I can't wait to hear all about it tomorrow um the Holiday Stroll is um the place to be on the second um Yolanda's like holding down town hall I'll be over at the bagel table and um we are we are Beth's favorite helpers favorite elves favorite elves um so come shop local on the second um I predict the weather will be gorgeous and um we will have a great day and so um followed by the tree lighting with Santa um so uh is Santa doing a driveby in the town or are we not doing Drive Sunday night it's going to start Santa good job okay um sorry I'm a little Punchy I'm a little tired so um and that's really all I got oh oh oh far Farmers Market this weekend too so Saturday is the pre- Thanksgiving Farmers take that off my list okay and that's all for me so come come uh there's lots of stuff going on this weekend so um come and support him Joe thank you madam Vice chair um Qui quickly uh we uh just talked about the uh Holiday Stroll which is great we hope to see everybody there uh the Ashan uh affordable housing Trust met uh this past week and uh we have uh three projects that we're looking to to get going and and and move on and I know that Steve was going to get a hold of uh Jen to go over an RFP process that we would like that so Steve uh Greenberg will be getting a hold of you about some of the things that we would like to do and it pertains to allive streets so uh and potentially uh a project that Habitat for Humanity will be working on uh Main Street on on a vacant lot that's that's uh they're in negotiations with right now so hopefully that'll be another yeah M yeah oh 387 main I think 487 Main Street uh directly across from carrier yeah oh okay which is uh which is nice so job on that J little house there I'm sorry nice job on moving ahead with that yeah thank you we're working on it and then lastly um we had a traffic study advisory committee meeting and uh you know I would love to be able to do what everybody would like to see done but uh again it goes to funding and it goes to having police presence you know 24 hours wherever they want to be and it's it's it's it would be great in the real world but uh in reality we uh they can't be there everywhere at at all at all times so anyway we're working on it I just hope people have uh an understanding and just be patient that we're working on everything and uh the East Union project is going to be a that's something we need to follow up on and get done so we're working on that as well and then uh I'll see you all well you won't see me on Saturday but uh you guys have a good time okay so that's it Rob yeah just uh briefly well first thank thank you Yolanda for um running the Mee and assisting me with running it so problem appreciate that and thanks for the everyone's Indulgence on that um the um oh just just a reminder we just have one meeting in December which I think everybody knows so when accordingly uh looks like we have we're already lining up some items uh we did get that email from uh the mother with a Boy Scout asking if anyone wanted to uh uh talk meet with him regarding pollution so I don't know if um anyone cares to volunteer now or we can I've I've been in touch with her so I I think we're just scheduling it but great thank you great thank you all right so that's it for me thanks okay couple real uh quick things first um let's see reminder that uh town meeting is Wednesday November 29th at the Ashland high school starting at 7 p.m.

and then you know you can see this uh red circle here is when the meters aren't en forced there's still a pretty high peak of of people parking at that time um and then you can see the we looked at the meter transaction data compared to what our camera data showed uh in actual curb use and you can see this arrow is pointing to the Gap of the people that are paying for meters versus is actually you using the curb space for parking uh so you know that's significant because you know people aren't adhering to the regulation um again it's they're all very short sessions so people are either trying to avoid paying the meter and hoping they get away with it um not unlike many cities in the University study area again about 23s of vehicles were parking for less than 15 minutes and you can see 20% of all all the s curb sessions were under two minutes so you know just very shortterm stays um again like stud flow of of occupancy throughout the day and again on univers in the South University study area you can see that Circle that highlights um a peak time of parking when the meters aren't enforced and again a a big gap between parking meter payments and curb uses so you know people are just aren't paying that meter because they're parking for only a few minutes and trying to get away um you know not have to pay the meter and if you look at it on a on a um a map you know when I we talked about that areas of no parking are still functioning as parking so this is Liberty Street you can see there's a a side of the street that has two-hour parking a side with no parking you know the these dots are are curb sessions it's essentially operating the same way uh this area right here has a coffee there's a Starbucks on the corner you know essentially these are all you know one to five minute curb stays people just running in to get coffee um in this no parking Zone on the south side of Liberty and you know that it's just essentially no matter the regulation it's it's operating effectively as parking and you can see that um in carry town too you know there's there's a no parking this is a 500 block of North fifth know a no parking area that's operating as parking but you can also see there's a 15minute curve here and people are largely adhering to that regulation um you know mostly because the stays are very shortterm sessions so you know that enables a lot of turnover and then same thing in South University area um you know this is the 1,00 Block of South University and to note here there's 15 00 over 1500 curbed sessions that we viewed uh during our study period which was a week and you know that just shows it's just a high amount of access being um provided on the street to businesses um but again just a lot of turnover a lot of parking in front of the driveway at the crosswalk you know things that we want to avoid uh for safety reasons um so that gets into you know our recommendations for the study um you know we do need to reform some of the parking rates you know have more short-term spaces um you know update enforcement hours develop standards for um loading and Ada you know have a more um you know think through a more modernized enforcement strategy you know it's very challenging to enforce um some of these short-term sessions because there's so many of them with um you know with the traditional ways that we've enforced parking and and curb use and you know this is not unique to ant Arbor we're seeing this all over the country so developing a a more modern enforcement strategy and then you know over the long term things like package lockers um you know more data collection you know more paid users I'm thinking about charging for all users of the curb not just parking um and happy to answer any more details on the recommendations um during Q&A and one thing we did want to mention um is the you know an ADA standard for um newly constructed streets where it's feasible there's a new us do the proag um proposed public rightaway accessibility guidelines will be coming out and the recommended Ada parking spaces for on Street which is this is new you know there's always been an ADA requirement for off street but there hasn't been one for for the on Street um spaces so you know the new requirement is one accessible space for every 25 um spaces uh for for those newly constructed streets you know where it's feasible so you know that's what um you know we would recommend as part of the study and you know this is um an example of you know just how the DDA and the city are you know really thinking through through some of these curb treatments this is an example of how a recommendation would play out is the William Street Bikeway um this the William Street Bikeway was previously a travel Lane and a parking Lane uh the you know it was moved into a separated bike way removed 16 parking spaces um but maintained parking on one side of the street because you know we know that people are you know still need access to some of those businesses with parking um but then you know what contributed to the success of this Bikeway you know there's um you know a significant amount of bikes traveling on the William Street Bikeway every day you know it's it's thinking through the spillover like where can we maintain Ada parking um nearby where can we relocate short-term parking zones um keeping you know parking on one side of the street like I said and and then just taking that iterative approach for managing the bike lane you know it started out with just delineators to deter illegal parking and then you know obser observation showed that people were still parking in the bike lane so that's now going to move to um concrete curves to prevent that illegal parking so you know this is just it's a it'll be a constant iterative process of testing data collection you know managing those spillover and thinking through that Nuance of you know who needs access to the curb and how do you provide it um so with that can answer any questions you might have and um thank you so much um Chrissy for that presentation and Jada as well lot of interesting points uh one thing I wanted to quickly mention is that I noticed the a lot of individuals with that activity that you mentioned earlier and I believe it's mainly door Dash drivers and things of that sort that are kind of uh you know doing those things including residents I'm I'm curious really quick you know uh it's probably undetectable to really know you know whether those individuals are door Dash drivers and you know what their spec specificity is in terms of who they are and what they're doing but I just thought that was interesting but it looks like we have a few questions um so I'll start with uh commissioner Solomon I so I I have to begin with some disappointment that this presentation was a little more tailored to the needs of the disability Community because we as you can imagine are less concerned about issues of Revenue shortfall and enforcement than we are about issues of accessibility so I was just very surprised of how little data you were presenting about disabled parking specifically whether that one out of 25 is sufficient how many of the violations are unlawful parking in disability spaces so it just felt like a complete afterthought uh what our main concern is so I'm curious was any data gathered and I have a follow-up question about bike Lanes but I'd like to know to what extent disabled parking and the needs of the disability Community were a concern uh again we're not interested in enforcement and revenue collection on this body yeah obviously that's a a major concern in thinking through these tradeoffs of you know there's often a push to remove parking but we want to maintain that we need to have Ada parking um and keep those spaces in place we collected one of the study areas we did collect some um data on um different Ada parking spaces um you know we were weren't looking specifically if the SP the Parker had a placard um but we did some observations around that um just because the camera data can't NE can't see inside the vehicle so we did some observations around um you know placards and use but I think you know that's why we're here today the study is not final so you know we definitely are here to get your input in terms of the proag uh requirements you know those are new usdot requirements uh so you know we want to adhere to th those standards but you know want to understand your input or you know challenges you're seeing safety concerns so that I think we need we need a lot more data and we need to know whether one out of 25 is sufficient for our community I don't think this body is just about compliance this body is about accessibility so I think it's very important that you reenter this study to really think about whether or not that is enough spaces are people parking unlawfully and blocking disabled access through unlawful parking how is that enforcement taking place people without placards um and then the issue of whether bike lanes are negatively impacting accessibility for the disability Community those should be data points that are generated by this study that's my plea that's my uh insistence Matthew this is is Jada speaking and I just wanted to say that um it certainly was not an afterthought on our part and one thing that we learned through this study is that the data is is difficult to collect and analyze we had cameras mounted and then um airm to analyze that so we're working through internally kind of what our measurements um you know what our data collection processes look like so we can fine-tune it a bit more but um you know as Chrissy mentioned kind of overall um short-term use at the curve we know is filling over into things like crosswalks or Ada spaces so we're hoping that a lot of our work to add short-term spaces work with our partners um at the city about enforcement will um help to alleviate some of that bad behavior um but please not it was not an afterthought and and we continue to refine um you know how we collect data around cvws one thought would be to collect specific data on in unlawful parking in disabled spots who is parking without a placard that is the data that we need to know because that's going to help us figure out if one out of 25 is enough or whether in fact there needs to be more disabled parking so without that data we're unable to make a judgment we're not unable to advocate for different legislation so I would plead for you to make that a data collection goal certainly and we'll keep that in mind as we continue our conversations with enforcement and see what data they have in their system already thank you uh excuse me one second I just wanted to make one quick comment thank you commissioner Solomon and you know as you make those adjustments I encourage you um to come present again you know those findings and the adjustments that you make so that we can uh can see that data uh commissioner mosac pardon me for interrupting Kennedy hi everyone thank you very much for this presentation I Echo a lot of what Mr Solomon shared um and I want to piggyback on that um especially when it comes to you're calling them Ada spots but really they're accessible spots and my concern specifically is one and 25 doesn't seem to be enough especially with our aging population that we have here everyone um it's it's hard enough to get a spot say at Meyer you know during peak hours because you know and they have a ton of disability spots available but my main concern is when you're saying accessible spots are you taking into account van accessible spots people who have ramps or lifts that would need to use those spots and access the sidewalk um if one and 25 is just a uh handicap accessible spot but it's not a van accessible spot then how many van accessible spots are you going to you know is it one in a 100 you know I don't understand well I there's not clear guidance um on from like Federal Reg regulations right now on the van accessible spots for on street parking but you know that's something that we want to look more locally and you know figure out how that fits into the one in 25 or you know whatever this the standard is um so you know I think jayen and our team can talk more about again the data collection practices that we've been trying to refine and figure out what that right number is because yeah I mean it's not just car accessible um fan accessibility is obviously um a con you know a standard we need to figure out so and Kathleen if I may I remember um when we were here last time that was something that perhaps you or another commissioner brought up about kind of interferences on the sidewalk side and um you know some of this is us um thinking about where we have our own authority to act and where we need need to work with um you know our partners at the city but certainly we know there's um a lot happening on the sidewalk side as well that um needs to be considered when placing those spaces thank you so much uh commissioner Hawkins hi um this is Rachel Hawkins um I just want to contribute to the discussion in terms of something that Zack said um just knowing that specific block very well um what I've tended to see um is a lot of times they are door Dash drivers um usually dropping off for Tower Plaza um which is a lot of units and so they'll pull there's they have a parking lot behind Tower Plaza but they will pull halfway onto into the driveway cutting off the access to the bike lane and going onto the sidewalk so I feel like that seems to be a super common problem um so I and I know that doesn't even really speak to the questions about like um the accessible parking spots and how many of them are um are wheelchair accessible um but just wanted to mention that as well because that can become a real safety hazard when you have bikes coming up and down the lanes where they're trying to have to go around a car that's literally in the bike lane thank you um commissioner Packard yeah this is uh commissioner Rob Packard um thanks for the attention on the bike Lanes it's I don't know if there's any way to calculate how many uh disabled parking spots are eliminated or in general for for that um I'm curious how you're able to compile um like a handicap parking violations if it's from looking at ticketing or you said you did camera work to try and search for how often uh people who shouldn't be parking there are there and if there's anything we can do to help uh I don't know maybe if we ever try to park and notice that it's a violation ourselves it it has to be a tough job to get an accurate number on that and yeah so what I um will do is work with enforcement to try and get that data see what data they have available um like Jada said we're we're developing a data collection strategy to have more robust data information um so that you know that's something that you know we'll try and track to see what violations are occurring in those spaces um so that we have a number and understand how that would impact a standard you know how long the study will continue uh well we're going through you know we're talking to um you know you and transport the Transportation Commission you know getting feedback so you know we're going to take this feedback and then um work as a team again to refine our strategies and um looking to have something out early next year if I can just add one comment about that so you'll see us kind of wrap up um you know what we're working on now but of course this is like a living breathing um you know study in a way you know we'll kind of summarize our findings and start working on our toolkits and that sort of thing that we'll have to work from but you know as um the city and you know circulation study and other planning happens I mean this is something that we're going to be constantly revisiting so if you hear um or or see some documents that appear to be final please know that I mean we know this is an ongoing process um you know around managing access at the FM thank you thank you very much Chrissy and Jada um for those uh statements and um you know I again I I really look forward to the followup on that and and the focus uh you know of ADA and and you know how that relates um I'm I'm going to call on uh commissioner Radcliffe and uh that will be our our final question um I'm so sorry because I know we'll have to move on but commissioner Radcliff um well I just first of all you know want to Echo what the other Commissioners have said but I'd also like to add that you know when there is a guidance from the federal government that's typically like a bare minimum standard it's you're you know we can go above that and depending on the city's needs um and also you would like to suggest that sometime where lived in the past um cities you know when they've kind of gotten stumped on a federal guidance or couldn't find something that particular Department from the federal government has people there to assist with technical assistance and in the past they've been um really good about that like working through the individual situation within a municipality um as well as you know B based on the the broad knowledge that they have um and so that might be something to look for look towards doing as well thank you uh commissioner Radcliffe and um Jada and Chrissy um I I I just want to also state that you know if there are Commissioners that have um you know other things that they want to continue to bring up with you um or you know uh members of our commission that want to um you know gather some other help you gather some other data or have you guys answer some other questions um you know do we have the privilege of reaching out to you um to to get further information certainly um I plan on sending Chrissy's presentation and I will include my contact information um and happy to um connect with anybody um at any time about this wonderful so I encourage anyone who has any questions that was not able uh to ask any questions today or get any valid answers you know um Jada thank you and once you and Chrissy follow up um I will definitely get that information to our commissioners and hopefully our commissioners then can can follow up and then keep myself and the rest of us uh informed on what is what is talked about but I want to thank both of you uh for Pres presenting this afternoon thank you absolutely um next on our presentations um I would like to move forward um with the Wasa library for the Blind and Physically disabled and Katie monich welcome Katie hi thanks everybody for having me happy to be here as usual I just have a couple things to share with you you today um I have we have some upcoming events coming up at the library um we have a winter coat Swap this is going to be happening on Sunday November 19th from 2: to 3:30 p.m.

l.gov to do that or you can call us and we can help you with the application got a couple new books that I'm highlighting that you can find on Bard one is called you don't have to carry it all ditch the mom guilt and find A Better Way Forward by Paula Ferris being being a working mom should work instead it is a thankless incredibly difficult job marked by impossible contradictions and unreachable expectations American moms are more burned out now than at any other time in history we believed we could have it all fulfilling work and a healthy and happy family we pick up responsibilities wherever we go on the job at home and in our communities we try to carry it all and we can because moms are superheroes with superpowers but at some point our shoulders grow tired from carrying around the expectations and the mental load tired from juggling the constant conflict between working and moming tired of how our work whether at the home or at office isn't valued equally and tired of workplaces that treat us like risks instead of assets Paula Ferris offers a declaration of Hope to all working moms things are going to get better and finally Iris Grace how Thula the cat saved a little girl and her family by Arabella Carter Johnson Iris Grace is a beautiful little girl who from a very young age barely communicated avoided social interaction with other people and rarely smiled both before Her diagnosis of autism and after she seemed trapped in her own world unable to connect with those around her one day her mother brought home a Main kitten for Iris Thula immediately bonded with with Iris knowing right away how to assuage Iris when she became overstimulated when to intervene when Iris became overwhelmed and how to provide distraction when Iris started Hing heading towards a meltdown with thul's companionship Iris began to talk and interact with her family inspiring and touching Iris Grace follows the struggles and triumphs of a family and a miracle cat as they learned to connect with an amazing child and that that is all I have for you folks today does anybody have any comments or questions for me I don't have anything at this time anybody else okay well it's good to see all as usual and you have an excellent day see you later awesome thank you Katie and thank you to everyone at the N Arbor library for all the work that they do appreciate it all right uh next we have the dis Network wash on Monro and Livingston Report with Andrea uh this is Alex everybody hi um Andrea is not joining with us today but hopefully she'll be joining with us again next uh next month Kennedy if you could please double check that she's receiving um the meeting updates and things I I I would appreciate it I'm not sure that she is um and I just didn't want to Spring this on her today so I thought I would cover some of our updates for sure thank thank you Alex yeah no problem um couple things I did want to make sure I highlighted that we have coming up uh right now we're having we're doing a call for artists for a holiday popup Art Market uh the market would be Saturday December 9th from 12: to 5: at our office uh 3941 Research Park Drive in an arbor um basically it's as I said it's it's an artist's market so we're hoping to gather disabled artists from around the area who are looking uh to maybe sell some things that they've been working on prior to the holiday season as well as uh Gathering folks who are looking for such things if uh anybody is interested they can reach out to Claire for more information questions RSVPs Etc uh Claire's email address is C AI dnw l.org uh so again that's one of the main things we have coming up uh we are continuing with a lot of our our classes and other activities through the end of the calendar year here uh so um delici ability our cooking class is uh on Hiatus right now until January art programming is continuing after uh the Thanksgiving holiday so for the month of December uh there will be uh classes going on then art classes typically take place on Mondays from 1:30 to 3:30 at the an arbor office uh there's also time for Open studio on Wednesdays from 10: to 12 and there's online Open studio um on Thursdays from 1:30 to 3: so that is continuing um uh looks like we are uh one other place I did want to mention for um everybody that might be of interest to folks uh there is a program that uh various centers for Independent Living have helped to run over for the years it's called pass rep it's personal assistant Services reimbursement Employment Program uh it's a program that is available to eligible individuals with significant disabilities uh who are employed and um are receiving at least 24 hours of work a week these individuals if uh they are eligible could potentially receive up to $1,000 per month in reimbursement um after they have paid out their personal care assistance if individuals are interested in learning more about this program I'd be happy to send along information after the meeting today uh but they can go to uh disability Network mid Michigan's website which is www.

34% residential and commercial industrial person personal property is uh 8.66% so um you can see compared to last year um the two numbers are are going in in different directions uh it just means that the U the residential side of it has increased uh a little bit more um that's that's really been the trend uh the last few years uh the residential side of it is growing in terms of value in the uh commercial industrial personal property uh it's in terms of a percent is getting smaller so um I guess what I'm getting at is is when you look at those numbers and those percentages um my opinion is um it doesn't really uh justify a split rate um because you're you're looking at a single rate that that's um really very um um you very competitive um in terms of rates as it is and and as a single rate um and I'll show you in a minute that that um what it would look like if you did uh split the rate what would happen on the residential side and on the commercial side um any questions all right let's move to so rich as you bring up the next one because I've been sitting here for a while as as Joe and all right all right um Brandy and and Claud I know are you know have been aware of this my question is what what percentage shift would you need to see how much commercial would we need to have in town to even consider recommending a a split tax rate well the general rule is is 8515 okay um once you get under that 15% for the commercial and Industrial uh it it really doesn't make a lot of sense at that point uh there may be exceptions to that rule but uh most communities look at that and um and ashin is in you know over 90% residential right um yeah because I mean I I I look at I look at this next one that you give us every year and I go yeah it doesn't make sense cuz there's not enough of a right there's not enough a relief for residential and then we're trying to build our our businesses and we're trying to build commercials so exactly to put the impact on them doesn't make much sense so no okay thank you I have a a question just about the commercial industrial and the and the change the yes and you said that that's kind of a pattern at this point and is that a pattern in all communities or is that just our personal patter pattern which um I don't know about other communities uh for Ashland uh you know there's a lot of U residential apartment complexes uh in the past couple of years you know that that side of it has just exploded yeah so that has to do with the number of residential units and also their their increase in value as compared to the commercial industrial um not in Num numbers not increasing yes but um if you could look at just if you were just looking at the commercial industrial valuations themselves are they increasing but it's just that the numbers aren't going up they are increasing um just not keeping Pace with the residential side right um and that may change um over the years it it it it does fluctuate because there's two components to that right there's actual the number of business we generally call it and that what they're valued at right those are the two components that would make up um not so much businesses or commercial Parcels maybe is what you're you're okay um yeah we have a certain number of commercial Parcels um but we have a lot more residential Parcels but then also there's the the valuation of of each yes right yeah yeah and again um coming out of covid it's the large commerci uh residential apartment complexes just took off um in all of Metro West right right yeah yeah yeah okay yeah thank you how we doing folks in terms of questions I want to note this is Claudia's first exposure to our tax classification hearing so she an expert now she's yeah she's lived the tax class ific she knows all about it okay it was followed very closely when we were on school committee too so yes no I think Yolanda summed up I think our rationale pretty well about this uh is there any other further questions or thoughts I I believe the is the motion just a simple motion to uh do a single tax rate yeah that's what the board votes on yeah I move that we support the single tax rate as presented I'll second that MO has been made in seconded all those in favor say I I I hear no nay so passes unanimously Thank you Rich one last thing can I quickly show the viewers at home the last two pages it's just two graphs that I put together okay um real quick so the the the first graph that we're looking at uh it shows shows the last 11 fiscal years you can see where the tax rate uh has been trending down down each year and of course what what makes that happen is that the valuations trend up all right um this last page you'll like this one um now this is last year's tax rates because um right now some of the communities haven't set their tax rate yet but you can see um where Ashlin sits with its surrounding neighbors and the tax rat uh well below all of the other surrounding towns so bow well for for ashin certainly yeah Rob one quick question with respect to that sure uh the valuation of the homes in in the surrounding towns they've gone up basically the same percentage as Ashland or has Ashan gone up yeah I I don't know Joe because that would be interesting seeing that we have you know one of the lowest tax rates when I look at that that that graph I just think that um they they're spending a little bit more I mean they're they Levy is larger y exactly gotcha thank you okay all right thank you good point all right anything else on this I believe we're done thank you rich thank Youk much um yolan is the planning board are they planning board out in the outside huddled okay well should we invite them in and you guys can come in we're all set for you a want to hear about tax classification geez for a seconding in they we listen so we're going to sit here so do we have can we do the broad uh picture I mean the yeah that's good yeah thank you you guys bring extra so when everybody's settled we'll we'll get started um Welcome to our uh meeting um and this is the the agenda item here's uh joint meeting with the planning board uh the first is to review the NBTA Community zoning recommendations and the second is to review the comprehensive plan document um voted by the select board planning board so I want to thank you you all for coming here and you know it's um uh I just want to note the the work that you've all been doing on these important projects is uh very much appreciated uh so without further Ado we'll get started with the um with the MBTA Community zoning and do we have a oh oh and Trisha do you need to call your folks to order yeah I think um we just officially need to call our meeting to order at 7:35 um and Rob I think what we're going to do is that Alo is at the podium he's going to work the slide presentation and I'm going to present those slides when I get stuck on any information Joe will help no Peter Alo and and Joe obviously will will jump in and um just to note that um we don't we don't have any fi final like that this is our final recommendation tonight we want to show you our path we want to show you what we've learned and we want to show you where we have landed but then obviously it's a greater discussion with the board if you agree with our approach um pluses and minuses and then we see where we go from there so there's not a golden answer at the end of this presentation that you're waiting in suspense for so okay thank you and just a note about I'm operating uh remotely here because uh I'm relatively sick I don't want to spread anything so I certainly appreciate your Indulgence and Yolanda's Vice chair will be assisting In Crowd management should you all get unruly so say that understood go ahead all right so so we're just going to go through um just to quickly review um what's required to refresh your memb is the zoning District that we're being asked to form has to be at least uh 50 acres it can obviously be more than that a minimum of 25 acres needs to be within that 05 miles of the train station um individual districts if you don't have your 50 acres all in one all in one area um needs to be at least 5 Acres or greater and the minimum gross density for each of those partials that you're putting together has to have 15 units an acre now just as a means of comparison um Cirrus is correct me if I'm wrong Peter is right about 14 units an acre corre so um to get to get a sense of that density sarus does have a lot of extra land around it a lot of buffer land parking but just to get your head around that number a little bit um these are areas where multif family with no age restriction is allowed by right um and of course that they need access to the train station so those that's kind of our Basic Ground workor so added into all that is the number of units that we need to that we need to have that we need to accommodate in the zoning District so for us we're taking our 2020 Cent Census Data um as how many housing units we have which is 7,495 housing units in Ashland we have to multiply that by 15% and gets us to 1124 units which is our ultimate goal and what we have created so the first thing we did as a committee is to look at kind of these two high density option and a low density option so option one says we want to go as low as density as we can ashon doesn't maybe like high density maybe maybe we don't want to do that that kind of thing so how many acres would we need if we stick with the minimum we can can do which is 15 units an acre and that puts us at 75 Acres so and again that it's approximately serus they're at 14 then we said okay high density option what if we said that we want to use as little land as possible with this MBA zoning we don't want to change our zoning too much we're going to make it the tightest we can 50 acres that means we need to do 23 units an acre which is with the approximate density what the last round of 10 to 60 Main Street was the planning board might be a little bit more familiar with that than the than the select board but it kind of gives us a sense of of that level of density all right now to kind of go off just a little bit we wanted to go over the um the information that was provided by the state these are in terms of the gis layers um that were made available to all Ash communities and they start to tell us a little bit about the land within Ashland borders so th this excluded land land marked in yellow are things that cannot be used in our MBTA zoning that includes all town-owned property all state-owned property things with use restrictions like if we had CPA land that had use restrictions you can't use that and then there's some hydrological Wetlands type of things that are that you just can't you you can't use so all the all the land in yellow is just out of the picture can't use it yeah it's a lot um I haven't run the number yeah a lot a lot so um so no Town Forest no right no no exactly not that that would be our ideal location I would think um okay so then um then we look at uh one of the other layers um was sensitive land so sensitive land as you can see on the list there includes flood zones active farmlands primary habitat surface water Wellhead areas these don't seem like the type of land you want to use but you can and as elro described it's kind of just a red flag it's like okay can use this land but you might want to be careful in doing so you might want to think twice right so those are also given to us um through GIS this third category is a little trickier um Alro were you able to confirm yeah was our it was our assumption was right all right so we had a little trouble like figuring out what this was um a density dens density denominator and we're not going to get too far into it because it really doesn't have a lot of effect on what we're doing but basically these are areas with the kind of that fit into one of the categories listed there um that basically if you have one of these areas say you have a 50 acre land that you're going to use and you have some uh you know a water protection Zone that's 10 acres within that right you can still count the 10 the 50 acres but when you because it's right in the middle of your space but when you go to calculate the density you have to take that area out in calculating your density so it's a little bit about the how the math is calculated less we need to concern ourselves less with it because unless you're looking at one of those areas where this red is it's it's not really an issue okay so here's where we get and it's probably in the packet this one's a little hard to read this one's better here's where we get to actually looking at where we started to zero in and with these properties so as you can see here we're looking the circle obviously is our 0.5 uh from the train station that is given to us you can also see that we also have some land in hopkington so we actually have two well on the border for the hopkington uh train station so we can also uh use that it's not really useful to us over there so we're obviously we're focusing on the train station um oh Southboro sorry Southboro I was thinking of the state park over there thank you um so our train station is like dead center the one in the middle okay yeah the one in the middle so um that's the circle that they're giving to US versus the the ones that we had before we don't get to wing it um So within that excuse me I just want to make sure I understand so you're saying that circle around the Southboro train station is potentially something we can do potentially yes I mean that we can consider that Circle because that 05 at least a quarter of that circle is an Ashland now as you see most of it is yellow which means fled we can't use that a little bit of it is oh I see so yellow's unusable and there's a little white spot there that maybe is usable but you know we don't have to rule it out right all right thank you yeah so there's not there's not a whole lot there to grab so anyway we obviously started focusing on the circled areas um and the Really the land that's available in the rail transic District especially things that are actually already built um so the green area um labeled area a here is Cirrus and that is already 44.7 One Acres uh remember that density is 14 units an acre already it just needs to go to 15 um the area B is where the um ucg um what did I say ugc um which would be the over 50 the planned over 55 community which is currently in litigation and the small band next to that c is currently part of the same property but that was established as a buffer zone um for if if and when that gets developed so um in our discussions we decided to keep that um we would recommend to keep area C out because even if number one if the if the project goes forward as it is it has to be kept with as a buffer anyway it returns to town land and it cannot be used if we if that project doesn't go forward we feel like we would still want a buffer for those neighbors that that discussion has already happened it was already agreed upon and it makes sense to in good faith to continue with that buffer and not make it available for development and the other part as we tried to reach our um I think we were trying to reach our 75 low density solution nearby the train station we looked at the area of um I think it's add um which is basically you know where my office is um along that in the blue strip of D which is a commercial industrial zone now um but gives us another 11.65 acres and together those get us to about 78 Acres we only need 75 and so that would be our that would be our low density solution right there so that was kind of the first thing we looked at a yeah ab and D lab not yes yes yeah with all the letters it gets a little confusing okay is that good so far so that's kind of option one if we low density sticking close to the train station all right but we also wanted to kind of make it understood yeah so so that that is that just what I said there so that puts set over the over the amount of units that we need and there's the high density approach the high density approach uses only areas A and B right so we don't use D at all we just allow the density to get greater in those it which you know in the in the case of Cirrus you know maybe they could maybe they have space to add more units you know in the case of B maybe it would get maybe the density would work with the landscape maybe it wouldn't in a sense it's not our problem but um but that's what it would look if we' went to the high density approach okay so next we looked at we were just kind of then looking at some options it's important to understand that you don't have to go high density and low density it doesn't have to be the same for everything so we said what if we mix densities right what if area a which is Sir Cirrus it's at 14 now what if we call it 15 they could add a little bit but not a whole lot and we would reach we have to change the zoning obviously it'd have to be for actually I don't know if we would have to change we would have to change a little bit a few tweaks a few tweaks in the zoning um to allow that to fit um area B though would have to be very high density so area B to accommodate the rest of the units would have to be a density of 27 which is approximately 100 trest nut now the Land There is fairly steep hard to build um Joe came in very handy on this committee because he seems to have a personal knowledge of every single piece of property in Ashland um and so that might be given some of the things we've seen in other areas of town that were built on steep slopes maybe even if it's allowed maybe it's not something we would want to do so so next we looked at an option four and this is just kind of reducing or reversing it what if we said that area B was the 15 units do we figure out what the what the proposed project is density wise approximately I don't know if we just that just for comparison but we said what if area area B is low density and then we make area a whatever density it needs to be to fulfill our units that puts area a at 20 units an acre you know right now they're at 14 but it's already built so maybe they would add some more maybe they never would right we thought you know we tried to look at all the different properties kind of um in good faith I guess I would say things that were realistic um but we also decided that especially in areas like Cirrus and this was a case that the town had made early in this process that Ashland has already made a serious um move toward providing a lot of units through in recent years and we think that using a um just shows that we have done that and so we we felt that was okay any questions yet okay just just to clarify because I know we've got members of the public listening as well that we're not talking about actual building we're talking about creating zoning to make building possible that's right that's important for everyone listening to understand that this is not about actually building anything it's about creating the zoning that could allow a proposal to happen so which is right I just think that's important because if people are kind of jumping in and listening it it's not that we're saying we're going to force someone to come in and actually build this Des we're saying hey we've done such a great job already in area a to have high density maybe if we tweak that zoning a little bit to maybe that developer in the future could improve the space or choose to make it more dense um right right we're giving them that ability not that we're forcing them make it more it's not it's not about anything that's being forced it's not that we're asking anyone to come in um it's it's just that we have to set up the zoning to allow the possibility in the future so um and then five this is kind of where we landed at our last meeting um so we started to look at the areas that we already had um area a keeping or you know having a certain density there that gives I don't know how we arrived at 18 units there um I think it was just kind of to like make the math work to make the math yeah like a low density kind of on area B and then look at the actual density that is happening in a 100 Chestnut which is actually 29 units yeah so what we did is um in area B that's right my thought process is coming back here an area B with a steep slope project going in there we decided that let's keep that at 15 low density because we're a little leery about that the steep slopes relative to we have other things we have going on with steep slopes um then we looked at area e which is um 100 Chestnut Street and we looked at the density um the acreage we already have there um and the density we already have there so if we include in if we include 100 Chestnut Street what we have left is the density for area a which then puts it from 14 to 18 and that covers all our bases 18 or 17 because area a says density of 18 units but then area a has your acreage times 17 units okay so it's in there somewhere okay it's one of believe me the math will figure out ma correct the formula it's correct I think it's just a typ on it okay so 29 17 and then 15 okay and TR just so I understand or people understand that area e 100 Chestnut U can be outside this circle of the commuter rail that's right as long as 40% of the number of units are inside the circle which they would be by far we can use um we can use areas outside the circle so we looked at 100 Chestnut Street because it's it's already in process right it's already happening but we also in our discussion started to talk about about other areas of town that um that where nothing is happening now but where we feel might be good areas for housing potent potential housing areas if um if this wasn't maybe quite the right solution so or if we wanted to do something differently um what is the next slide Alo um this seing side by side but I also have an slide showing the other potential AR C if you want me to show that one um how's the E what's the easiest way to show them do you think just in the I can show that and then come back to these on so we see this coming at the end I think we're almost we're almost to the end of the presentation here but some of the other we started to look at different just different Parcels in town they remember they had to be over five acres um that might be suitable for housing now one of those was area D which we already talked about in downtown we thought that might be a good opportunity for mixed use which is also can be part of the formula where you have businesses and housing so um a little hard to see here do you have the little light thing yes yeah okay I think with the light really work right there there we go so Joe what can I'm going to put you on the spot area F what did you call that space up there the area is currently known as tur building is is your mic on no I think we're having trouble here and I'm sorry I didn't have my mic on it's the uh old roachford arena uh ice skating rink which is now turo and they since sold their building uh then down in North Carolina so that building is not now under agreement with pson so that's that piece of property is available and it's in between the subury river and the train station and it's smack in the middle of a residential area but it's like it's an island to itself Ty a deal I think Claudia you know the area that I'm talking about yeah it's right at the corner of how in cille roads and it's down almost under the right under the railroad or next to the railroad but under the lower than the bridge so it is like an island jum how how close is that to the half mile from the Southboro I don't think quite so it's out outside of the half out it's outside of the half a mile okay but still close to it close enough to it it could be the 40% outside or yeah and then the other um area marked is area G over there that's the kitty fenwall building site oh um that we were looking at as flat site easy access to schools easy access to downtown and you know just as a potential site for housing if we say wanted if we wanted to say lower the density that were that we're assigning within the rail t Transit District right if we wanted to make sure those stayed low and we needed more we needed our 75 Acres what else might we consider so we we had a few other ones too but they got eliminated based on the when we learned all the qualifications we had to next a few of those so and that's the already developed part of kitty Fen wall is that what you're where they have their building and um yes that's the that's not the kind of a joining side lot it's kind of where the building and the parking already are what are the acreages of FNG um I I kind of out the top of my head I know that G's around 19 Acres uh we will have to run some numbers to see how much of that is sensitive in the the density denominator to take that one um if I believe it was like around six seven just a reminder to speak into your microphone Peter I can't hear you I'm sorry uh I'm sorry G was about excuse me f the Tammer xite was about a little over seven acres yeah and that's the same situation that we'll have to look at how much of that is uh sensitive and with the density denominator but it should be around five acres as a whole District it could be counted yeah so if you want to there and there's one side of that area is AB buts the suburb River as it as it flows so that that part of that area would be unusable uh even though it's part of the S Acres you would have to we take that off so I think what we determined at some point was was just shy six yes I think when we when we took that piece of prop uh off the uh this sub River part of it so that's what we're looking at I mean g go back to the slide so um just to just to wrap up this part of things so is there anything else on that slide Al BR cuz that one's no this one is just the stoning side by side okay um and then it was just kind of like a last uh sorry a last step of like what are next steps and where we're kind of finalizing Yeah so basically um once we I guess even as part of the process we need to finalize the compliance model and I think by compliance model this is this Al can show it this crazy spreadsheet worksheet thing um that makes what we're doing in our working group seem juvenile right when you look at this the spreadsheet that El that Alo has to and I'm sure Peter working on it as well has to keep track of and put together so that's the actual compliance model um and then we need to identify the actual zoning changes that we would need within those zones for instance it can't be an over 55 community uh you know what what do we have to take off of it um there was a mention about can we this the state allows a 10% affordability requirement we talked about raising that Peter do you want to report on where that stuff is yeah so thank you so I can just state that um so we appli for a grant through our Mass Housing Partnership um MHP and we received the Grant and so we've been in contact with um uh rkg and actually rkg was assigned to us rkg may be familiar to some because they're actually the economic Consultants on the master plan they also did the economic tool that was developed uh uh I would say back in 2016 when cus went in and so obviously astion has a long history with rkg they know the town and so um Alvaro and myself have a meeting set up on Tuesday to start looking at a scope will work and so we applied for a grant we got the funding um and then the next step will'll just have a meeting uh in addition uh we also were put in contact with a consultant uh because I did check the box to look at um housing not just like the zoning changes and another consulting firm who I have a working relationship with um in Consulting was also will be on the call so hopefully we can you know move that process forward next Tuesday and start to scope out um uh uh some some obviously processes looking at the affordability component uh I think we all landed that we definitely want this in at a minimum of 10% which was allowed by the state and what the state is allowing but anything north of 10% needs to go through an economic analysis study to make sure that there's not a burden on the housing and so we're going through the next steps and we're taking it obviously step by step um uh not to sound like Bill Bell check but week by week and uh we're just kind of going going through the process uh yeah I don't want to go to uh but no we're taking a step by step and I think every every around every corner we've really received some good feedback from everybody so and uh Alvaro has done a great job you know leading the away with the gis and it's been a pleasure to work with Joe and Trisha on the on the on the on the committee right um I have a question so with either that consultant or our own forces or another consultant can we look at because they fairly recently added a possibility of mixed use and I'm thinking it we all like the transit oriented development hopefully people are on the train less cars but if we're allowing mixed use like maybe there's a little store there and that's even less cars so I I don't know what's practical but I think we should at least look into that yeah that was something we actually talked about uh just this we have been talking about but we've talked about just this week and we intended to to put a bullet on here about the mixed use because we have been talking about that as well and that's one of the things I mentioned about area D which is the one at the industrial zone right now in downtown that we were thinking about that if we want to go that route that might be a great place for mixed use because it is connecting to downtown it is businesses right now it's it might be something we want to think about right um in a way more than a little shop right to provide opportunities for more for more businesses so I don't know if um do those calculations require a consultant Peter or I don't think they do I think it's just a matter of applying the calculation that the state is kind of given us and so the state is allowing for it the state this is the way I read it right is the state is allowing for mixed use to be um to be by right and and because they got a lot of push back from towns because obviously everybody wants a vibrant downtown a vibrant economic area uh and so mixed use and commercial land excuse me commercial space is obviously um a want right and so um that is allowed uh to to be able to mandate a obviously a mixed use development but the the way I read it is that the square footage the commercial square footage cannot be included in the housing total when you're doing the overall math of the density of the density of the land area so they're saying you can do it but you're not going to count it towards any units per se so then if we that's sort of an aside then you can just say met the density and for allowing mix use they're allowed to add more building commercial yeah commercial space you know we want to see it's almost like saying yes want to see this we want but however we want to see commercial space included within this development in this location but we can put limits on like the commercial can only be so many percentage or like do a far Ratio or something or not do we know that yet I'm not going to give any I I don't I'm sure I have to dig a little bit deeper into that you know I I've just kind of looked kind of skim the surface just to make sure that we can do it and we are allowed to do it but to give you a direct answer answer on F and with the ratios that are allowed or not allowed you know I'm happy to get back I'm happy to look deeper into it and you we are allowed to do it but I think uh economically it'll probably take care of itself at the end of the day Peter just to follow up on a little bit about mixed juice so if do I understand that if you allow mixed use you don't you don't get we wouldn't get to decrease the housing units right you still have to have the same amount of housing that's correct okay yeah yeah yeah so oh go ahead I just had a question about uh Pawn Street and whether that was part of the analysis you know we didn't look well we looked at Pawn Street but Pawn Street is under the five acres and so um too small well and and we could Zone that together well together with the um Memory Care Facility next door but it was one of those things that we kind of felt tiny was in bad faith right I guess you know 501 stre it's about 4.4 4.1.4 Acres right so it's under the 5 acre minimum so you still like Trisha said you have to glue a couple Parcels together to get over the five acres so to me the state is allowing kind of this Glu gluing together model because in some ways it it's absolutely in good faith in the sense that ashin has gone above and beyond to develop right much more so than other communities so I think it's important to think of PA street kind of in the background um but I think this is excellent work I just wanted to reinforce how much I appreciate the hard work that you guys did because I think this is exactly what we needed to kind of understand what our options are yeah so that's what I mean we like I said we we looked at that partial but we didn't need it so um we have other bigger chunks yeah yeah and others felt better to us than that one I should say when we looked at we we it was a better fit than some of the others yeah it was a better fit felt better um kind of thing our last oh sorry no I'm sorry we we also looked at the properties off of uh James James Street down off of uh Pawn Street as well uh and again that fell under the the 5 acre area uh almost but just just shy of it so if we had the piece that would be an area that we could use as a piece so you're saying listen we've got good pieces of it already already yeah we can definitely revisit if it seems like no I was just curious what I was just curious how you guys got to it um I mean I think this is really excellent work and I think it gives us a lot of Direction um are you envisioning us giving some feedback today as to where we are with with what option like are we do we have room today for that discussion what are we I think it would be good to have some feedback because I think the next steps are bless you is to go down a certain Road and um the only other point I have on there is that obviously we'll have meet need to work with Town Council to for any proposed zoning changes but over I why don't you just briefly bring up the um compliance model MH so I think if we have a general direction about where we want to go then elro can continue to develop the compliance model because remember even our bubbles here are it gets a little detailed from his point of view right and we can't go through all that here um but um we also wanted to be sensitive to the comprehensive plan process and so we were looking at choices that in a in a sense we felt good about but we're also loow hanging fruit where we weren't making a big decision for the town that should rest with the comprehensive plan so that's kind of where we those are the factors we had and that's where we landed how we did so so Trisha before we get into I just had a a basic question um the the land U by the by the commuter rail station that's currently burnhams and the and the Church um where where do those fit into this uh your recommendations I saw it before the the church is in area D um which is on the map is burnhams included I think burnhams is included on there too yes um they seem to be kind of logical commuter rail housing areas should that ever happen but so yeah so that was that was in that that zone D um which is currently zoned industrial um but again it it's looking at um going from what it is to a minimum of 15 units an acre and so um so that's why we started to look at areas to um that's why we started to look at 100 chestnuts streight to be able to take out area D in case that wasn't the decision we wanted to make at this time so I think that's a wise choice because I I think about D and I think out you know you say okay well one side is currently industrial but the other side are single family small homes and it would really change the the flavor of that area if all of a sudden you go from industrial that's somewhat spread out to then allowing potentially very dense housing even if it's mixed use there I think it would just change the whole flavor of that street yeah and and we also forgot to mention that you you notice that 10 to 60 main also hasn't been part of this discussion right and obviously that that proposal has been withdrawn the one that we had has been withdrawn from the plan board but we just didn't think we wanted to go down that road with the complexities of that site to include it in here so it's intention it's a possibility it's still in front of the boards right but it's one that we decided to take off our plate for now for those reasons partly based on what you're showing us we don't need that we don't need it the the zoning that the MBTA is requiring and Rob's question about like like burnhams and and and section D it doesn't necessarily mean that there won't ever be housing built there it's just not part of this with a specific density by right correct so we have more control over those types of projects you know from like our regular zoning right yeah just just a note and I think and it's a great point is that yes it's zoned industrial I call the south side of Pleasant Street right but that's also within our add overlay District going all the way down um just to make a note about Burnham so Burnham is a little over 2 acres and it's 100% surrounded by the MBTA site uh so what you will see on some of these Maps when you kind of zoom in is that the MBTA zoning site excuse me the MBTA parking lot is actually in the zoning District now that's because that's to make a contiguous District of District d right so it doesn't stop at the MBTA property and then move forward through boms but just to make a note and this is kind of a good example is where you can't the the the land area that's owned by the MBTA which is the MBTA parking lot that land area whatever it is call it 500 square feet just for the sake of this conversation that 500 square feet is pulled out of the denominator so that can that land area can't count but the burnhams you but burnhams can be if that's a decision that the town makes Trish Trisha is the the option um that you're recommending option five at this point it's option five or a variation thereof right we feel that this tries to it takes it uses a 100 Chestnut straight which is already in play it uses Cirrus which is already in play and it keeps the lowest density allowed for the I keep going to say ucg is that good ugc um for that site um which is which may go forward or may not at this at this point yeah if you pull it up um because it's it's interesting though isn't there an issue because the ugc project is over 55 but it's just zoning so you would just res as long as the zoning is just there but then whatever they build okay just just verify they can build whatever they want to build but it's owned for them to later sell and res rebuild but I do like that concept because I think like from from a community standpoint when we talk about like how we're going to for lack of a better word pitch this to the community that impact you're like okay you know the impact is very not very minimal but relatively minimal and so it's not going to add 1,00 units so like the reality of it is is you know obviously it's a zoning exercise but but but it kind of like seeing this is really really helpful because it's it's saying okay this is what the impact could potentially be and so I I kind of agree with you guys on the on the option five I think that's kind of a good same here minimal impact to the community which yeah using Chestnut streets like it's already so so to that point I I think this is a great approach couple things just to be aware of so um you know we're talking about the ugc pro uh project and we're also talking about Cirrus so the zoning doesn't exactly line up with the parcels so you look at at rtda that encompasses part of the ugc um project as well and B kind of that project kind of wraps around part of a so it kind of Blends in that's right so there's um there's two development agreements associated with both of those parcels and also a covenant and I think you just want to see if there's any restri restrictions associated with that um you mean the Covenant would prevent us from resoning that could that potentially I'm not saying it would that would potentially prevent us from rezoning it or disqualify it and then I think you also want to look at potential unattended consequences with the ugc parcel because um I'm sorry which area is that well it's kind of like B it's yeah um yeah just because that is in litigation and I think um probably the best way to put it is that it would be I think in people's interest for that litigation to be resolved and you know if we look at changing the Zone it might incentivize one of the parties to pull back and put in an application for something even more dense than what is already planned there got it so but no I think the approach is great I think it's just a couple things you got to like the little detail stuff p and I didn't have a chance to to talk about no I think it's you know I think it's that's that's part of the next step is to okay we we've highlighted the locations that's a big part of it we've we've we're running the numbers to the comp the compliance model okay what's the next step well the next step is to do a couple things now we got to look at the zoning to say okay how's this zoning going to match up and what what what changes we need what changes do we need to make to make sure we're compliance and if we need to kind of draw a little circle around that project legally I'm sure we can find a few Acres somewhere else like at Pawn Street so to me it doesn't seem like a big deal like I think we just look at the Covenant we we identify the acres and we find them um but I for one thing thing option five is perfect because it gives Ashlin credit for all the hard work we've already done I feel like the MBTA law is like catching up to us we we've been ahead of the curve Ashland has done the work already and option five just kind of says we already did this it's a small little tweak um I think the public will be really pleased because we're not forcing density down anyone's throats it's right here it's already in Ashland already and it gives the comprehensive plan process to take a look at all the other space that's not dense yet maybe industrial areas will become fully protected forest for all I know because of global warming whatever the comprehensive plan decides to do they'll do with the spaces we haven't yet veloped so option five seems like a winner to me oh um I do want to be conscious of the time couple so are there other members who have questions or want to give feedback to this uh proposal or this presentation I do have just uh a couple of thoughts go ahead thank you the I I agree with just following up with what Anna was saying and and a little bit of what yoland said before the the approach of flexibility makes a lot of sense to me especially especially on uh reinforcing the areas that have been developed because the infrastructure has already been been been developed for for potentially more you know roads and Sewer all kind of infrastructure that would be disruptive somewhere else I I just was thinking when we talked about Pleasant Street and that Industrial Area um I I'm not that sure that would be um a detriment of potentially being open-minded to to a to to a really Redevelopment of the other side of the street knowing that yeah there's single family housing on one side so I wouldn't I wouldn't throw that out yet because the the I see it more on the big picture sense the the objective of this resoning is to comply with with this new approach for the MBTA communities but I think it should it should it should be it should Encompass what really will happen to the downtown and I think density makes sense to make the downtown more more vibr and and zones like that I think would help that so I think taking advantage of what we've done is great and I think maybe even pwn Street like and I was saying and I don't know if that you you looked at that but I don't know if if the area including all Shaws and all that all that Industrial Area could be another kind of uh node of development just to not just pick and choose some some areas but just to make it have a purpose to revitalize or or improve downtown or create another node of mixed use somewhere else and maybe that flexibility on this option almost helps us in the directions right it's leading you towards that direction right which I think is good yeah we thought the same way um I have a comment I I kind of support the because I think the way this is it is taking advantage of basically our current zoning with tweaks and then the comprehensive plan is fair game for all that stuff and that's a longer term more thoughtful a lot of people already engaged hoping to get more people engaged process which we need for this too which brings me to um this isn't a surprise I've said Springtown meeting which gives a chance for so I want to talk about timelines and process to um get to the next steps yeah yeah I I think that's kind of where our last slide was like um Peter will be working with the consultant on on the possible upping from 10 to some other percentage of affordable housing in those in those areas in in whatever areas so that we have permission kind of as a town yeah I guess to rise it up right to to go from if we all like option five with telling the consultant to focus their analysis on option five make their process a little faster so we could get to town meeting the analysis is town is townwide I don't think it s pafic it's townwide it's townwide so obviously uh I I think I'll we'll have a better perspective on that next week okay regarding kind of how long you know what what the analysis prioritize option five first in their analysis so that we could have I don't think they just take the the option they look at the town from a from economical standpoint right you know we do not have inclusionary zoning uh however but to continue on to develop affordable housing we want to include it within this this I just wouldn't want that analysis to stop us from taking this to tell me in the spring no I I don't think that's I mean Peter will need will be looking into this more deeply but I think that analysis is about it's about not raising our affordable um affordable comp component so high that we're actually pushing away housing maybe you know and and which is obviously what the state doesn't want so the consultant is about helping us find what our number is for our town that's appropriate correct we get 10 but in order to do any more than 10 we have to have but I don't think it's and maybe we'll be corrected but I don't think it's specific to yeah and I think that what Trisha is saying exactly correct is that we can do with 10 a lot of tal are saying let's do 10 but the state saying well if you do if you want 12 back it up and we need to back it up with a report in a study that rkg that we got funding for the grant is going to help us out right I guess what I'm saying is if we know we like option five and 10 is what's required then in theory we can start drafting the Zoning for option five with 10 present at a town meeting in the spring and whatever the consultant work that's happening to see if we can do more to me is a very separate issue that may be in the background and if it's ready it's ready if it's not ready it might be ready for the comprehensive plan because it's more about inclusionary zoning and wider UND townwide so I just don't want that effort to slow what I would say is that the effort our effort and from from Alvaro and myself and I and I'll I'll speak for Trish and Joe is that I think we're going to continue to meet and move this forward and continue to press on and let the consultant do the economic analysis and move forward with the and acknowledge that we want to include 10% affordable housing and we and and but also have the and move forward to understand the zoning and what changes need to be made at along the same path so both so both items can be done right we can have a zoning article hopefully you know ready and present be able to presented and at the same time an economic analysis will be done your goal is to have both for spring meeting I think our goal is in the town of Ashland is is to press on and to hopefully to work with a consultant to make sure that we have our zoning covered now if a if our economic analysis can be on the same time time frame and that we can and and that comes back to say yes you know you have the ab you you're there's the economic health of Ashland can you can mandate 12% affordable housing we would obviously put that into the bylaw right but if it and if that's not done yet I think we are on the path to say we're going to mandate 10% because we know all the other communities are doing it but I think we have AIT better time frame on that after next week and the other thing to understand that the thing will be happening also simultaneously is as I've said that alvro and Peter will be working through the actual documents that you need to submission and the actual calculations in which case we expect there'll be some little tweaks along the way and if something comes up that we can't address in this plan then we'll obviously bring it back to the boards to it sounds like the Covenant needs to be reviewed identifi the other thing that could be helpful to this discussion is the next meeting of the Metro West Regional collaborative on Thursday the 30th is all about the NBTA zoning and it's going to be a discussion amongst the communities what are people doing how are they doing it so it could be helpful to hear what other people are doing and I would ask that I don't know if you know Peter you can be there if not Alvaro can maybe not present the slides but certainly give a few minute conversation about what we looked at and how we did it so that if other people are not at that level yet they can understand how we did it and what they can do yeah no totally I can you know Alvaro and I do you know plan to attend all the Metro West and and I think uh you know another Kudo is Alvaro because Alvaro has great GIS skills right and so we wouldn't have been able to done do this without Alvaro and Alvaro is GIS skills and so in the gis license which we did which I helped out on I'm not going to lie software licenses is good it's a good thing and and and and we're going through it talk about just next steps here so uh what I want to confir are we still aiming for Springtown meeting with something is that the objective or I think at this point I think you you still get to go for spring and and see where it goes and and and continue to press on think about um is what's going to be the public information and input process on this what do what do you folks think you know I think we're still I don't know Trish you can answer that I think the first thing and correct me if I'm wrong but I think the first thing is that we have to run through the numbers and make sure it can be approved by the state because I don't think we want to put something forward at town meeting that actually doesn't work right no I I meant before town meeting talk you know reaching out to the public getting input from the public yeah yep so first we want to do is like work through our numbers right work through the the the small scale numbers then I think obviously I don't think we're going to have any forums like before the holidays but to look look for whatever forums that we need to have you know in in the new year but but with the timing so that we can plan on being on the docket for Springtown meeting yeah and and and and Rob I'll say this I think you know about a year ago maybe a year and a half ago um our former Town planner run a great Zoom seminar um on zoning and so I think you know to be able to you know for myself and Alvaro to to you know we can develop a kind of a a zoom a zoom night on MBTA zoning and to give this presentation to allow public to kind of have comments and ask questions or submit comments prior to I think we I'm happy to set that up you know as as is through the planning office and indor have a you know uh have a meet you know just have a you know hour with the town planner here in town hall for anybody wants to come in or or ask any questions or or meet at the community center um you know tag along with Michael for coffee with SE I mean if I could information sessions are great but I think the public should weigh in like we seem to all like option five that's great um I mean maybe we can have public common today I think there's some value in hearing from the public if they're if they're agreeing with us if they agree with our philosophy if you will to sort of take the density we have and work with what we have was I was going to ask what the sense of the boards are in terms of um you know getting public comment tonight I see we have some people here whether they want to comment or not I'm not sure but are people okay to spend a few minutes getting public comment here tonight or I for me for me it's up to for me it's up to you Rob and your board since uh you have a longer agenda than what we're here for yeah this is true so I'm looking at at our members anybody uh maybe we could spend like five minutes getting public comment if there is any I think if we limit it to five minutes I also like the idea that Trisha said that we may all agree on on on option five but if it's not something the state will support no matter how much public input we get that people say oh this is a great idea if the state tells us it's not doable then we may have to come back with information we can do both so I think if we if we allow about five minutes of comment for tonight because we still have another agenda item with the planning board let's raised hands folks out there stop sharing so Joel had his hand Joel our bment anyone else right so it could be just Joel all right Joel two minutes if you if that's oh and uh Mark okay two minutes a piece gentlemen two minutes a piece okay are you able to hear me are you able to hear me hear you go ahead all right fantastic a few quick comments first of all I really like a lot of the planning that I've seen going on here so I think you're on a very good track I can't thank Rob enough for calling that we really need a very public process here this could have a very Major Impact on the town and the town residents really need to have an opportunity to be heard uh as far as the presentation I saw so far maybe I missed it but I didn't see option one two 3 four five maybe that was in there I just didn't scroll through or something but I don't know what you're talking about when you talk about option five additionally I'm begging you to to change the maps you know you guys all know zoning area A and B and all these letters it would be great if the map showed street names or at least the major streets so that we understand better where we're talking about I was a little bit lost one other comment uh I'll speak the only comment I'm making on behalf of the upper Charles Trail committee we have a route that the select board has seen that goes through either the ugc property or the cus property or around it with some of the negotiations about open space that are going on uh please don't leave us out of the discussion if if added housing is going to happen and cus or ugc and it lays over where we need the trail to go we're going to be in big trouble so it would be hopeful if we could be consulted on this early one last really crazy comment and I don't know if this is feasible or out in left field we're all talking about having the Y come in and build a really nice facility right on the MBTA Road pretty near the train station Is it feasible to give them a little extra height and put a layer of hous on top of it or two I have no idea but maybe somebody could take a look at that I can tell you that right now that housing would not be a feasibility on top of of the why from a funding perspective and what how they work okay oh and one last very quick question uh if we if we get we do all this analysis we get approval from the state to go to 12% or 20% or whatever number it is does that preclude somebody coming in with a 40b and saying well you Zone them and I'm going to ignore that I don't want to put in all that additional affordable I want to just build what I want to build so I'll do it as a 40b do are we able to protect from that yeah let Peter answer yeah with a 40b Joel so it has to be 25% affordable so it's not like they can come in and do a 40b and do no affordable like it has to be 25% okay all right thank you Mark hey thank you Mark 49 WR Mas first first I'm going to say great presentation a lot of hard work has gone into doing this especially for the on the remapping and zoning and the uh the properties the condenses and densities and all that you're trying to work this up to be a understanding of what the MBTA is looking for and what the state's looking for but to understand all this is going to be is going to be the zoning and to be good with it it's got It's going to be uh a little little more tweened so my my question my question is all call what however it comes out is um will will this be if it's going to be 20 present for Springtown being yes but will it also be for the town downtown add zodan is that going to be got to be Edge in stone with this hey Mark this is Peter on the town the town planner uh no add all the work that you got that you put in a couple years ago will not be changed uh that would remain the same and that also will go with the uh the the stretch code and the and the other form base and all that stuff yep it it works hand in hand but that stuff still stays the same Arc all right again I I put that R in there in the form base in the form base got P to meeting but attorney general signed off so hope at least I'm going hand inand with something that's coming down the road thank you great thank you Mark okay I think that and thank you uh committee uh for your work here it looks really uh very uh good potential so looks like a very doable process I wanted to briefly state that um you know in terms of a formula trying to have discussions about tweaking the formula I'll continue that discussion that leads us to the like the 1100 units or whatever but it it looks like we have a very U doable uh Road even uh without any changes to that so um so that's good so um I'm looking forward to this process continuing so uh and thank thank you all again so the next item with the planning board is the um uh review of the comprehensive plan document voted by the select board and planning board and I think this had to do with I mean basically the question of um the role and duties of the project management team and if that was still being done and some questions arose to that and then uh there's been a we have a number of opinions on that so um I understand there was a meeting the planning board and this is a request from the planning board to have this discussion um and so we did forward or did forward the some of the basic documents about the role of the planning board uh the project manager team versus the steering committee and there was U also another document that Anna had submitted about the potential changes to that um so we can get into that if if the majority of people want to uh review that but um so so I thought it would just be useful to have that discussion to bring out the different points and see if we could resolve things I understand there was a meeting of the of the project management team earlier today um and also of course the meeting with the planning board so I'm going to turn uh this over to I think Trisha to do a little intro what the planning board uh met about what their concerns uh are in this and then if um you know if there's any update from the uh project management team meeting today we could get into that so Trisha are you uh want to discuss that um sure I can just introduce it briefly um so at our meeting um on um October 26th uh Kate and Anna who are are the planning board's representatives to the um not only the project management team but also to the steering committee um sent sent a memo um to the board which which we discussed and there concerns um as part of the comprehensive plan process was feeling that um their role on the um and and they can step in in in a minute to if I don't express this correctly that their role in the comprehensive plan process and as representatives of the planning board um maybe wasn't following the um the agreement that or the document that we had put together as far as what the role of the project management team would be and so um after looking at after hearing their concerns and looking at the um the the document the the agreed the the approved document from the select board and the planning board which is in I think October of last year we decided that obviously this was something that the two boards decided on together what the role was and what we had written in the approved document and thus that was something that should be discussed together and not just um not just as the planning board so um so the the new document obviously was not discussed in in front of the planning board um and and so that's that's new the um I believe the meeting um for the um project management group did happen at 4 o' and um I think before we go into that would you mind I mean it might be help people just read the relevant section from the original document that talks about the duties of project management team I think I think that's what's sure that's the that's what's under discussion here is that what we're doing or do we want to change it or you no I mean I think that's the primary thing under con under discussion I think when when the comprehensive plan process was formed we obviously I think we all remember it well had a series of quite long discussions um and meetings about this process and we came to an agreement on this document and um it has not been changed since so that document to me would still be um in force as The Guiding document on the role of the group um and relationship to the um the larger comprehensive plan process so I do have that in front of me um uh so it describes the project management team um who those members are which is the um two members of the planning board two members of the select board the town manager and the town planner to be selected by their respective boards responsibilities the project management team will be responsible for developing and issuing a request for proposals for consultant services for the plan after an initial round of screening the top three proposals will be reviewed by both the planning board and the select board for discussion and final decision obviously that did happen and a consultant um was uh was um engaged to work on the comprehensive plan with us it continues that the project management team will become a part of the steering committee and will be a subcommittee within that larger group as such the project management team will work with Town department heads and staff to collect data and other required information necessary for the work of the steering committee as a part of the steering committee the project management team will also contribute to the responsibilities and tasks of the larger group so that is that is what the the responsibilities we we approved all right and so that the key phrase is about collecting data I guess working with Town staff to collect data that's the only thing that seems to be left in terms of what they're doing uh other than being part of the steering committee is that pretty much that that would be my assessment yes all right so um presume you know hopefully there was a good discussion this afternoon so if there's some folks from project management that want to kind of talk a little bit about uh what happened or any resolution uh my understanding is that some of the members uh there a specific example I think was the selection of uh experts and that was done outside of the project management team that's my understanding if that's correct if not I mean I can summize it very briefly we we did meet I think we had an hour a good one hour conversation okay um we certainly were not able to resolve it um the Crux of it I think is that is that sentence Rob that you that you read that begins with as such the project management team will work with Town departments to collect data Etc um and so the interpretation of that sentence and whether that sentence maybe should be removed to make it a little bit more cleaner so I think there's some folks on the project management team who who are viewing the project management team as no longer necessary um I think Kate and myself are taking the position that that sentence is why the planning board in part voted for that sentence together with the second sentence and so I think we're at a point of uh we we can't reach a resolution outside of this conversation so um I think it's appropriate to have that discussion in this context The Wider context because we were not able to resolve that right thank you is someone I want to talk about uh I guess the the other I won't say the other side of that but um someone in the project management team has an another proposal or a thought on that that we should consider or so I can kind of there's also one other section of that document that we didn't kind of talk about which is sure um under the steering committee when we talk about the responsibilities so the responsibilities of the steering committee it says the steering committee will drive the process by working closely with the consultant cultivating civil Civic engagement liasing with boards and committees receiving reports guiding the project management team and ultimately refining public input and existing data into drafts of the plan so you know I think I think the question is how does this project management team still function we have 29 members of the steering committee um we have two co-chairs um one is on Zoom one is here with us today um we have multiple people from um the steering committee also on Zoom as well and you know the committee has um you know I I think the thought of the steering committee the the steering committee is the entity that's responsible for this project and um in in my mind you know the project management team was set up to hire the consultant to um bless you to put together the steering committee and then as a subcommittee of the steering committee to do whatever the steering committee needed us to do um and so but it's always sort of the the project control the project perview was always under the steering committee because I think if you have another group that's doing work that's separate from the steering committee that it it undermines the work that the whole steering committee is doing so unless the steering committee says hey you know what project management team we need you to do XYZ I don't feel comfortable thinking that that's someone else's purview versus the steering committee I don't think that I think we have the I think we have the expertise I think one of the issues that we discussed today and what came up was that there was an issue with um identification of uh expert experts right in different areas of the steering committee exactly I think that's I'm hold on just just yep um and I think you know we discussed it and I think that that could have been handled differently I think that that um I think more communication probably would have helped the situation a lot I think if the steering committee would have been brought into that decision and given a chance to respond like say if Michael sent an email and said hey these are the people that we've identified as potential JM Goldson came to us asked for experts I've identified these people if anyone has any feedback let me know and I think like that was sort of a missing component of this whole thing and like I will be the first to say it like it wasn't the best way to handle it like how it currently like it could have been handled better um absolutely but we've also had like we're we're hosting this public forum on the second and we have a working group that's been established from the steering committee to work on the the the public forum and I think it's worked out really great in fact I've heard like I'm not on the I'm not on the the the working group but I know Kate's done a tremendous amount of work on it I know that there's definitely planning board input within the steering committee um and I think that model can be used for pretty much anything that needs to be done in between steering committee meetings this consultant of ours this is not their first rodeo if we say to them um you know what because we only meet once a month and so it's really it's realistic to think that there has to be work done between meetings because once a month is not going to be is not going to be enough but if we say to Goldson tomorrow because we're meeting tomorrow hey you know what is what are what do we need to plan for in the next month to be able to set up working groups like what we did with the the public forum to be able to handle those kinds of requests and come back to the steering committee because I think I think like we we have the mechanism in place to be able to to handle that and and I think to be very transparent to be um to be as Equitable as possible to everyone that's involved in this in this steering committee I think the best way to do it is to be able to have all of those people be have the ability to be involved in things like that so it shouldn't be this one project management group that's responsible for data Gathering and doing all the because because what the signal it sends is that there's another group making decisions on behalf of the steering committee so and I don't want to undermine the work that the steering committe is doing because there it's like we're we're really like getting into a really good Groove and I think we have two co-chairs that are working with the consultant that work with um Michael and Peter to set agendas for the steering committee like we have sort of a a a good process in place could that thing with the experts be handled better absolutely like was that a kind of a like oops like we should have done better yeah like but I also think like we have to be we have to want and work collaboratively in this and I think and I think like that's that's something that that that could provide is really um so my my personal so my personal thing I think we either edit the document to make sure that the project management team as it stands is kind of at the discretion of the steering committee like explicitly or I actually don't think we need the project management team at this point I don't think that it's I think when we develop this document and I went back and I looked at this and this document doesn't even say the project management team puts together the steering committee like if you read it it doesn't even actually say that and so like and it says 18 to 24 members of the community we're 29 so I think when we put this together we had this sort of idea of maybe what it was going to look like um and it's shifted and I think that the project management team has done its job um and I think we need to turn it over to the to the full story Comm committee is my is my take on it so just to try to summarize Brandy you um yeah you're asking for a change to the current document uh given given the page and things like data Gathering you're saying that would come up in the steering committee and they would assign or take part in that kind of decision process is that what uh is that what you're saying there would be a working group established that so if gold son says I need I need people to talk to 25 people on Transportation MH there's a working group established four or five members of the steering committee would say I can do that I can interview a few people or I can talk to a bunch of people and then that data comes back to the steering committee all right thank you other other points of view or people that would um want to discuss why they want to keep things the way they are if they are they have a different interpretation of events so one thing I wanted to say in response to Brandy is how much I appreciate um her comment that certain things could have been handled differently as far as the surveys I think that really is great to acknowledge and to say so I appreciate that very much I I will say that the background of this is somewhat cloudy for some of us in the room but the planning board on its own had voted for this particular document and and I do believe in Trisha correct me that there was some consensus or consensus at the last planning board meeting that we had that we do remember our vote as a planning board and I I believe confidently that the select board had a separate discussion about the documents so there may be very different interpretations of what happened a year ago um I believe there's consensus on the planning board consistent with the planning board member perspective mine and katees as far as the memo is concerned which is that the way it was looked upon back then is listen we've got three very unique entities we have the select board with its op executive uh function in our town we have a separate board entirely that is not connected to the select board called the planning board which plans and has jurisdiction over the comprehensive plan we have our staff who work very closely you know obviously the town manager works extremely closely with the select board um and manages our town in our resources and our budget and these three entities have unique sometimes conflicting views on planning right and what I recall from a year ago was that we we recognized those differences and we knew that we would not always agree but that it would be helpful to put those three views together in a collaborative way to lead some of those decisions that will have to be made on a micro level between each steering committee meeting so that ultimately we could deliver to the steering committee for their ultimate decision whatever has to happen between the consultant and the town in between right and even back then we were like wow such a large steering committee is going to have challenges and it's going to be hard to make those decisions in that month between meetings and the whole concept of the project management team was to recognize that division of expertise and and Authority but also support the ultimate mechanism which is the steering committee so I take issue with this idea that the memo Kate and myself prepared is somehow not Equitable um or that it somehow threatens the authority of the steering committee it's meant to support and strengthen the steering committee's Decisions by giving them frankly recommended decisions on behalf of town staff select board and planning board I also think this recent event that we all feel bad about is exactly what we were trying to void I think we were trying to void a situation where only one of those entities and only today I learned that perhaps the um the chairs of the steering committee were part of that and that's great um but that was never open or transparent to the steering committee I learned about it at 4 o'clock today right um so to sort of create its own process without transparency is exactly why we had this conversation here go um and so here we are and now we have this conversation of hey this is working the way it is but whatever this new thing is was not what we voted on it was not out in the open um and that leaves us with a whole new world right like how do we go from the past to the present and so I prepared a proposed recommended responsibility kind of breakdown based upon Michael's in uh explanation at the planning board meeting that listen there is this administrative group that needs to make decisions between meetings so I kind of reworked our document from a year ago to include the administrative group that Michael indicated was necessary so I'm recognizing that things don't they cannot remain the same we have a new reality on the ground we have an administrative group that Michael's working with I believe uh the chairs are now part of that group and so I am recognizing our new reality even though I don't agree with it I'm because it should have happen in a more transparent fashion and I'm saying with this proposed document let's rework what we did from a year ago let's recognize our new reality let's honor the fact that the steering committee should have the ultimate decision and the ultimate authority over any decision let's allow the administrative group The Town manager perhaps the chairs to make those administrative decisions that they need to make quickly such as setting an agenda etc etc um and then let's honor the project Management Group as a resource for the steering committee between meetings and maybe the chair should be on the project management team now maybe that is an appropriate edit um so this is kind of my proposal that recognizes both the past and our current reality can I add some comments Rob just commentary so um I appreciate what everybody said and actually went back and and looked at um you know reviewed the pl planning board meeting and I think I think probably what Disturbed me the most um well before I go there I I everybody understands how important the playing board's role is into this whole this whole process this whole plan myself included like it's got to have your mark on it it's got to be part of that and I think where I was the most disappointed was that you were taken you were given one example with which are these interviews and it was like blown up in a way like all of this stuff is happening in the background all of these decisions are being made all of these things are happening and it's simply not the case it's the case of interviews which as Briny said and and I will say definitely should have been communicated better but there have been so many other opportunities where everybody including the planning board members have been have given input provided data um Goldson did a survey collecting people's uh hopes and concerns and the thoughts about the plan planning board was part of that Goldson collected data on everybody's affiliations and their connections to people and groups within the community the project M management team was part of that um Goldson did an exercise collecting data on special places like what are your special places here in Ashland the project management team was sitting at that table too they also collected data on opportunity areas I mean these are separate exercises separate opportunities and the project management team was part of that also looking at challenges related to com the elements of the comprehensive plan project management team steering committee all people have been a part of that and then focus groups even on the challenges related to elements of the comprehensive plan um you know I think you know we've all had a part in that including the planning board and the project management team so I just I don't I think the planning board might have walked away from that with the with the conception that multiple decisions were being made behind the scenes when we're really talking about a case of a set of interviews and deciding experts who would be who would be interviewed as part of focus groups and making it sound like that was happening in other areas throughout the plan so I just wanted to add my comment about that and just maybe reframe that all right thank you Michael um if I if I if I may yeah who's that I can't see marel Marcelo Marcelo go ahead yeah yeah thank you I was at the last meeting and and and I remember I was trying to to listen because I I I read the memo and and I'm not going to look at the document that is new today but of course we came to that meeting with with a concern because uh the idea that that Kate and Anna were being sidelined of course understand didn't sound right and I and I listened to to your presentation and to Brand this and I listen today and I'm I think my my my understanding of the problem has not really changed I think we we we we think that has been um expressed maybe maybe there's a discrepancy between what happened and the interpretations of what happened and I I I have to say I I I'm I'm concluding that that that the the the item that could have been handled better is is is uh is has been recognized and can be uh I think the group I'm sure can make sure that doesn't repeat or likely will not repeat reading the document that that that was approved I I truly don't see what needs to be changed if if the streaming committee is going to retain The Authority which is clear here and the project management group is going to be accessory to it and helping on whatever tasks the steering committee needs I I I I wonder if if if there's that if that one case is is is is kind of sidelining the the task of the two or the two groups to really help the consultant do the job because I agree I mean the the work is not done with just this you know all these Authority uh kind of situations where who says what and I I I just I'm I'm coming out of this meeting just not not seeing really what the problem is maybe I'm just being too simplistic I think that as groups if there's something that was handled poorly and that can be improved let's do it and if if I mean there's so much work to be done I I truly I I'm a little lost on the need to to expand a problem that seemed to be more accidental than substantial and I I I think the substance really hasn't changed on this document or the new one for that matter so I think um I I think if someone took that as like a big problem that was just a very good illustration so I want to be clear that I did not try to make it I think it was just a good example but the reality is when I personally voted for this and I am sure you all remember that I made sure it was voted because this was very important and some of those language was very important so what I recall that I when I voted for this was we had worked hard with several meetings with the groups to say three groups are collaborative and the groups were the planning board the select board and town staff and that was to be collaborative and transparent so what what I learned today of having um steering committee members part of that was I'm on the steering commit I've been to every meeting and I really didn't know that and that's that's sort of inan keeping so what what I understand is work has to happen in between there's no way it can't it doesn't have to happen I think we all know when we voted for this that 29 people were not going to be available to make decisions in between so there's essentially decisions making in between for a group that's not represented in this document let's let's acknowledge that I think that's sort of what you're saying and what Ann was explaining is we can get there by recognizing that but personally not having the planning board as part of the interim group that's managing decisions and they the decisions ultimately should be always going to the steering committee that didn't happen in this case so we'll improve that but I I don't have confidence of some of the conversations that we're going to get to that's what I want that's what I voted for I think that's what the planning V voted for so we just have to figure out what's the mechanism the new group is it the leison group and who's in it TR can I add a very brief comment in response to to Kate's it just prompted me to asked question so to me it's also like okay decisions have to be made in between that ultimately need to go back to the steering committee communicated the steering committee can make the ultimate decision why is it that Kate or Anna cannot be part of that is there something that went off the rails there where someone decided in the process that that was no longer necessary and I do ask at some point and I don't need the answer today but what went wrong where that was no longer a trusted step but see I don't know so sorry an I like to say something to at some point yeah I I I'm just I'm not sure if that's necessarily accurate because we've got a good template we've got that shows that you are part of it I mean we have a working right no I think you decided that an and Kate as planning board members could just be on the steering committee and that it would be better to have kind of a more efficient decision making in between without us as the second chair I'm gonna I'm going to jump in here because this this and I'm sure Rob agrees with me that this is not going to be a back and forth between anyone so I I have one thing to say and then I'm going to turn it over to to Claudia um and Rob feel PR no I think that's good let's let's hear from people we haven't heard from okay um my view on this is that I am going to keep going back to the document we agreed on and in that document the the project management team has basically fulfilled its duties I do think there is a strong case to be made that in the case of the of the experts um that that should have been done differently and still can be right there is no reason whatsoever that we can't add 20 more experts to that list that are chosen through the steering committee you don't think that's true we can talk to his I assume no so so Goldson does the focus groups and the interviews and they have like a set number of people I can certainly go and ask them hey can we do redo the list again I I think that would be a valid question I think uh you know so I think there there can be certainly has to be flexibility in their process right um before just saying it can't be done um so that might need to be something that be some that can be tweaked or corrected that other people can have a voice as well which I think is the point of the comprehensive plan process right so so that's one thing I think there's a valid point there the second thing is that I think this particular working group the tip the the current membership of the um project management team I'm going to say this bluntly simply does not work it is not a cohesive group it is not productive I don't think it adds to the comprehensive plan process if this was a different group if this group was cohesive collaborative easily worked together that might be a very that might be an asset to the comprehensive plan plan process right now I don't looking at what I know about these meetings over the past year I do not think that has been the case and I fear for the health of the comprehensive plan process if if that continues that said I also agree that there's going to have to be there has to be things that are going to have to happen between um between steering committee meetings and that process can yet be worked out I mean if I'm correct me if I'm wrong but I believe believe the consultant came on board in September and the co-chairs came on right about the same time so really we've there's been a total of maybe two or three meetings so certainly there's going to be bumps in the road and other things that need to be worked out okay so here's a question we have stuff that needs to happen between meetings oops didn't think about that so let the steering committee figure it out I don't think Anna and Kate have been left out if they have been left out Brandy and Yolanda seem to have been left out of this expert process as well as far as I know right so everyone is left out um so let's just start start a little bit the Comm the steering committee is already fresh we we're still starting fresh here and just to summarize a few things that came at the during the um planning board discussion on this from from our from our members was that from Marcelo assume good intentions right assume good intentions and it's really hard to do day after day hour after hour to do that it's very hard but we have to keep working on it number two came from Deepa communication communication communication right that everything is clear and transparent through communication and that needs to be perfected as well and I think for me was about get all the information have all the conversations make all the phone calls ask all the questions before assumptions are made about something read all the data and then come to a conclusion and I think if we put these three basic things which should be basic workings for any group as a priority I think the steering committee and all its members which include six members at this table can be very successful uccessful Claudia their thoughts yeah Claudia go ahead thanks Trisha that uh that was uh helpful so you know I just want to say a couple of things based on you know I came on after all this was in place and so I feel like sometimes I have a real Community member perspective um and as a community member my perspective is really that we have a steering committee of 29 people and I want to make sure that they're there and that they are making the decisions that they're the ones who have stepped forward who you know we we want um they're good representatives of our community and we want to make sure I don't want any members of the select board any members of the planning board sort of filtering any any decisions that the steering committee ultimately makes and I know Kate you and I have talked about right how important Community input is and how strongly we believe in that that was the overwhelming um aspect of of in the whole hiring process that everybody was looking for was was this group was looked like they were the best at at Community engagement and so and then so I mean does the management team could it function the way we have maybe the way it was intended to function um but I guess you know really as Trisha said it's not doing that and so I I'm really concerned about everything moving forward and I think okay why not have have the a working group from within the steering committee that goes off and and does some of these things if there's a there's things that need to be done in between um is isn't that something that that Michael could work with and if if we needed if it needed to go back to the steering committee and pull some people or to the chairs of the steering committee and pull some people as a working group at that point wouldn't would that that be uh a possible idea but um you know the thing that I don't want to see as a member of the slick board as a citizen I don't want to see this whole process get derailed because you know we can't you know work collaboratively and that's not anybody in particular or anything else it's you know we all sometimes struggle in different roles and uh and and we don't always function at our best or can't make it work with other people so I I just want to move this forward and um in a positive fashion and certainly I value the time and the energy and the um members of the steering committee and and what they bring to the table and you know I sure wouldn't want to lose any any one of them so I I agree I mean that's exactly the issue to me is the collaborative and the transparent and what I can say it's nice to say that but like the four the agenda is for the four meetings that we've had are Michael and Brandy Michael and brandy or town staff and like there wasn't a decision to get rid of the project management team there wasn't a decision to I was never asked about if we had things to present in fact I did have things to present that it they either get voted on or not that's okay but like we we didn't like it's not what you're saying is great and to from my perspective it's absolutely not happening and I know it can happen but to make it um to minimize that is not going to solve this and so that that's that's where we're at right like what you're saying is true and I would love to see that happen and I do not see that currently happening but I just um other there other members uh that haven't spoken that have um that want to speak about this um then we can kind of raise out what we have issues to decide any who want and then just before I mean I know Joe has his light on that we have to decide how much do we want to allow the public to speak because there's a few people on Zoom that um have raised their hands to participate oh they have okay I I'm not seeing them but they haven't used the raised hand function they've just literally rais oh there's Roberta okay so planning border yeah hold on Rober just we're we're gonna do members of the boards First of and then we'll go to the steering committee members um I'll just jump in here um after hear during kind of the conversations here it feels like at least going back to reading all these papers um to me in my head I think back then the project Management's main goal was to recruit the Consultants kind of look at through the RFP process and then they become part of the steering committee and if the 28 29 people how many you have in your steering committee are at a point where there's a roadblock that that they don't know how to go forward then they reach out to the project management group as a guidance because as planning board as folks have wearing planning board hat or select board you have that expertise that you can probably help navigate the 28 28 people from that roadblock and get them out I think that's how I saw the project management role it feels like we're complicating this a little Beyond and I'm kind of torn between what Brandy said and what Anna said because I somehow agree with what Brandy said because if the project management team is making all the decisions what is the steering committee's work right we recruited these 28 people saying we want the voice of the community we want that widespread we don't want that to be a town hall decision we want the community to participate but if project management team is starting to control even data collection it's it's like I I'm just surprised why we yes we want to be part of the data collection but we shouldn't be the group the project management team should not be the group for data collection because it doesn't make sense of the 28 people like for example this sentence here says steering committee needs data that's what they are there for they are the ones who are going to collect data and then if they have a roadblock the project management irrespective how many members you are are going to guide them if if there is a challenge in that but it doesn't make sense to have a separate agenda going on for the project management team which feels like it's very counter in it doesn't make sense at all because Ste I ask just to just to clarify what you're saying though I think one of the things that came up was about administrative or other data collection decisions that occur between meetings of the steering committee and and then how is that being handled so I think that you know so Brandy for example suggested that that be replaced with talk discussing things at this at this steering committee so how would you handle you know that kind of change if you're saying there's no longer a project management team what would be the mechanism because I think that's that's what the issue as far as I could tell became like what about these administrative are somewhat uh data you know certain tasks were being done um outside of this you know between the steering committee so that's the question I'm surprised that there are intermediate Milestones between the steering committee that they need guidance every now and then which feels like the steering committee is the one which should be drawing the data from the project management it seems like it's not supposed to be the other way around and if it is happening that way where steering committee is doing work for 15 days and then comes back to project management says can we go forward and then it goes back it feels like something is not making sense sense to me I'm not sure there has been no project management committee with planning board so just to be clear there has been just so we're clear the original document has a sentence that the project management team will work with Town heads and staff to collect data and other required information necessary for the work of the steering committee it doesn't say the original document does not say that the project management team makes decisions right so I agree with you the ultimate decision is going to be with the steering committee per original document the thing is when you're Gathering data you have to decide how to do it right so there's a micro decision that has to be made hey the consultant says you got to pick two experts per category that's a micro decision right so who makes that decision you can't just throw another meeting of the steering committee onto an agenda because that happens once a month you have a limited amount of time you're the consultant you've got three four months to to gather all of your data you got to do it quick in between meetings who's going to make that call the consultant calls staff right needs that data logically someone has to actually decide who those experts are that's a micro decision that someone makes so realistically who's going to do it the way this was noted was that the project management team would help make that happen and deliver it back to the steering committee the steering committee is the ultimate deciding Force so this idea that the project management team somehow takes over decision- making I don't see it in here I really don't okay other um we there's some folks we haven't heard I have I have something quick to say and I'm not part of this process which is unfortunate um but I was part of a larger process as was uh Rua sulman and we're on the charter Review Committee it took us 5 years to get this project done I don't see how this entire group of 30 some odd group of individuals will get this comprehensive a plan done short of 5 Years it'll be done if if there's in if there's internal issues right now that are bogging down this process we have we have to put our big boy pants on and we have to swallow our pride we have to look for the community because that's why you folks got all involved in this because it's a town project we want to see our town be better and this this project is going to help make that happen so you don't put me first put the town first as far as I'm concerned that's what I got involved in 12 years ago when I said I want to make it make the town better um we started out with one meeting a month we ended up with 574 meetings we've had in 5 years it was more than one month a meeting and I think that's something you folks need to consider as well because if you're Gathering all this data and you made a comment about micro decisions you take that micro decision process away because you have more meetings and you provide that and with respect to the agenda not having we ourselves when when I when our chairperson sets a an agenda setting meeting we all have the ability to put something down in an email and send it off to them so that becomes part of the agenda is that not happening with you folks that then that's damn I'm I'm asking a question cuz if it isn't it should be from perspective I can say that hasn't been happening when we had some meetings early we actually left the room with the 29 people had made an agenda and then somehow that sort of got morphed away and we I mean I I'll be honest some of these things just have to get like you said bumps in the road right we had a process that got blown up and we didn't reestablish a new process okay but I think Joe I I'm with you this is standing up for the most transparent possible process with the public right that's where I'm at so I think I think probably everyone wants the same thing it has different perspectives and we haven't solved it but for me to have a limited group of people who isn't transparent making decisions between isn't what I signed up for and I think that the result that I think you need to have more meetings and I know nobody wants to hear that but unfortunately I think that's the only solution to this issue meetings in my mind in my mind and that's that's all I have to say Rob so yeah what were those meetings who would be doing the meeting do you mean the project manager team the steering committee I don't know rob you actually have the chair one of the chairs two chairs both well I know but one's actually raising her hand to I'll that in a moment but I just had a question yeah we'll get we'll get to them Michael don't worry um so but I just wanted to ask Joe to CL when you say more meetings he means the steering committee the steering committee rather than once a month it could potentially mean twice a month but can we do she had what's that Yolanda can we do Roberta had her hand up as we were having part of this discussion let's her let her speak and then we can have registry speak yeah is that who is that is that all the speakers from outside the Committees and I just wanted to make sure everybody on the planning board and the select board said what they wanted to say so I see Joel's raising his hand as well all right well we'll get started with the public comment if people could just and I think Mark as well so before we get into that I just want to propose a process or to have people think about a process it seems like we've heard like three different courses of action today one is um uh you know like Marcelo said leave the document as is and pay a little more attention to it and you know be be more careful about communication uh the other one was an and Kate wrote a new document trying to clarify and make things different which we have to spend sometime either now or later looking into that and the other was bry's suggestion is that we kind change what's going on with the uh project management team completely and move basically those functions sounds like to the steering committee with the steering committee then taking on those functions so those are the three things I choices tonight we can either do nothing or in start the process of instituting changes in One Direction or another so I'm just going to throw that out is my thinking as we get into this public comment um because we've got to try to resolve what the heck we're doing here tonight so um so uh Yolanda who was the first do you want to recognize someone Roberta please okay go ahead thank you thank you very much I'll try to be brief and I want to thank Joe for bringing up the charter review um memories that I had long [Laughter] since um just a peon on the steering committee but I just want to say what it looks like from my view of the bridge as somebody who just goes to the monthly meetings and isn't a part of the project management team or setting any agenda or whatever um it's not feeling very good and I have to say that there are other people from the committee and members of the public who come up to me unsolicited and said that they're not feeling so great about it either right now um it feels like people are working across purposes it feels like groups are pushing their own special their own particular interest um it feels like the project management team was there one minute now it's all of a sudden not needed anymore so who is indeed making decisions in between the steering committee's monthly meetings and not involving the steering committee not involving project management it appears to be Town staff and and it appears that to be and I'm not trying to be insulting or start any kind of problem here but what it looks like is that it's the town staff particularly the town manager working with the two Representatives on the select board and that that it's morphed into being primarily a planning board purview project project to having moved into the corner office and being um a process and a project that's being driven in that way and steering committee members right now as as one who's who's waiting for something to do I'm feeling very Superfluous and a lot of people are sitting there at those meetings and when we walk out to the parking lot they're going what did we just spend two hours doing we're not getting anywhere we're not moving along we don't have a lot of time to do this so that's really frustrating and I think if communication is constantly a problem in projects that we do in town and I think it's one thing to keep saying we can do better but if we can do better why aren't we doing better let's just do better so we can stop apologizing for not doing better and I understand an occasional glitch everyone makes a mistake I get that but it seems like we're spending more time explaining habitual problems that keep occurring over and over and over again and just frustrate people and my final comment is I can say a couple of things that I've experienced directly that make me feel like the steering committee is at this point Superfluous um manager a discussion of the vision statement wound up being put on the being discussed at an agenda meeting and one of the steering committee members had to remind the person bringing it up that it was a violation of open meeting law because it was not on the agenda and and that person bringing it up wanted to have a vote on the vision statement and was pushing for a vote I drafted a mission statement that I circulated to people and the next thing I knew the next time we were discussing a mission statement mine wasn't even really there the way I had I had presented it it had been changed and not changed by the steering committee changed in between meetings by somebody and then presented as Roberta's mission statement the whole idea of having co-chairs we we agreed by consensus to have rotating co-chairs for the first couple of meetings until we all got to know each other and then all of a sudden at the next meeting it was okay we we're going to decide on co-chairs today like at our second meeting when we didn't even know each other or it might have even been our first meeting the survey is yet another example so it's not just the survey it's been repeatedly happening people are getting frustrated and are not um feeling productive and something's got to change so with having the project management group reactivated meeting in between the regular big meetings of the whole steering committee to help make these decisions and then make sure the steering committee all knows about them will prevent that from continuing to happen then I don't what the problem is with getting that group back back to a regular meeting schedule all right thanks Roberta who do you have next to um I'd like to ask Raja Shri one of the co-chairs and I just want to make one statement back to Roberta regarding the co-chairs and the rotating co-chairs so I missed the first meeting where it was decided and it was at least three or four meetings in where we kept asking other people if they wanted to be co-chairs and no one else stepped up and then finally at I think it was our August meeting or even our I think our August meeting was when we finally decided because no one else had stepped up to be a rotating co-chair and we knew the consultant was coming on a majority of the members of the steering committee supported making registry and Stacy their permanent co-chairs but absolutely right Yolanda no one else wanted to do it but it was several meetings before that that someone was trying to undo that I understand that but it didn't happen so even though it was brought up it did not happen we kept asking for new co-chairs and then finally no one wanted to do it and rry and Stacy were finally appointed at like meeting four or five so anyway rry so um for those of you who I'm meeting the first time I'm rajashri and I've lived in Ashland for about 17 years and I've been in the community for 10 years um so there's that history about me um and I walked into the comprehensive plan because you chose me so uh and also I was interested in doing something good for the town and I'm not the only one in in our team we have several people with extreme amounts of talent who want to do good about this town um and I sincerely disagree with what Roberta said about mission statement about the processes um people have been collaborative people have talked in different ways everybody needs to have a voice and not just two people on the project project management team Stacy and I have worked really really hard on this team so that everybody gets a voice some people are not able to speak up because two voices are louder than most and so not just twatting offensive comments but also to do the work that we came here to do and so we've kept the focus on the work when the consultant is asking for data I'm not the one who has the data we have to go back to the town I don't have data on traffic I don't have data on on uh say police force something I would have to ask the staff what kind of data do I have I can help coordinate and and that's the case with most people on the on the uh comprehensive steering committee that they can contribute in different ways to the better of the Town um we've participated in various group sessions that gosen has organized for us um which make us get to know each other more and more uh because many many of us have not been in the same circles in um in in in the in town but we're getting to know each other for instance Roberta was in my group and I got to know so much of her um when when we were in a group last time so our Focus has been how to take this plan forward um and so if if you're having a meeting we're ensuring between steering meetings that the agenda is set that the documents are sent out um that everybody knows what to do um and so working groups we've just developed the working group in the last uh meeting about um you know about the town forum and Kate is part of it and she she sent a wonderful report which is going to be discussed tomorrow so I don't understand why this can can't be sorted so that we can look forward um we really need to focus on this and keep these extraneous power politics outside of the planning process thank you all right thanks Roger you got somebody next y so Mark please keep it brief into the point mark thank you okay thank you Dr Sony am planning going to meeting tomorrow night as an observer and as a as a meeting veteran and being involved communication two-way street compromise understanding is all that needs to be getting going to make a committee and a group work the St the the plan board the select board the staff is that is that um two-way street to make Communications and understanding going for the rest of the group excuse me and if the communication breaks down there's going to be a clog a big p up in the two-way street and negotiation goes on for ever and ever and no understanding then this is how what happens people working together especially in a big group like this I I I'll come down to the very at the very beginnings of this and be very brief when you had the interviews and you voted for people to be there uh who's going to be in the who's who's going to represent East board for this I I was saying to myself you got two select boards two two plan boards and it's going to be 20 plus different mindsets that's going to be doing that's going to be in one big group and they're all going to be thinking differently because it's because they're not all doing ESP and not knowing what everybody else is thinking so that's part that's part of my two-way street part of the theory is all that understanding and the big Power when negotiation compromise and everything and this is for a town yes and I applaud um Joe there about the with the Childer example that it's it takes takes small than whatever the pointed years is going to be there for to be to be understanding and going with this is you got to understand people you got to work with people and you have to have people work with you so the discussion that was before the public was open for the back and forth and everything bury that to the into the background before it gets to one of these open public steering meetings and give the steering committee and everybody went as the meeting goes before gets gorized have them all equipped with everything they need for information and things that staff can give to all the members not just the chairman and all but every single one so they can follow and understand everything thank you thank you Mark Joel would it be possible to defer to Stacy because she's a a co-chair and I could if you would like to do that we would appreciate it thank you Joel I I would love that thank you thank you Joel um I'm Stacy Grant Lewis I'm a co-chair with Regester on the steering committee I've lived here for going on six years so I realize in comparison to many of you I'm still a newbie here um what the beauty of being a newbie here is that I don't have a lot of the history that many of you have with each other I'm hearing some of these situations for the very first time and I can only tell you from my perspective from day meeting one I'd say meeting two it became clear that there is an innate mistrust TR between certain members of our committee um and those people happen to be the most vocal on our committee uh I think that there is an assumption or many assumptions being made that are negative that we are somehow working behind the towns back um that we are not uh transparent or participatory or just very negative assumptions that honestly have taken tell her she M you hit mute you got to unmute yourself Stacy we lost Sor about that I I'm sorry about that but I was just saying that personally and I know I can speak forestery that we're very taken aback by the assumptions that we're uh doing anything on to for against the against the town against the the steering committee when that's not true our only goal has been forward progress much of our work is clerical um it's making sure that everybody has all the information that they need and as most of you stated it was 29 people and so many documents floating around there are going to be hiccups um we're just getting into the meat and potatoes of the the the work with JM Goldson so they're going to be um issues that we can work through however I don't think that we have to reinvent the wheel each time something happens that's um unpleasant or um not pleasing to certain members of the committee I do think that there are ways to be flexible and more collaborative because we really have a fixed number of meetings we really do and we're trying to make this happen in less than five years right so um that's that's all I want to say I I I I do disagree with this idea that uh we are not transparent that we are doing things behind people's back or any of that kind of Imaging is not true it's not true and I think that it's a simp Le if if if more communication is needed willing to do that willing to do what's best for Ashland and when I can tell you that we talk to each other as steering committee members and small groups everybody wants to be there there are people there with small infants there are people there with sick uh spouses we are there because we want to work and help Ashlin and be collaborative um we also have people there who are very quiet because they feel drowned out they don't have a voice and they don't agree with some of the things happening and they come up to R and I and say we are being basically B uh bulldozed because you know we're just hemmed up in this process and it's ridiculous that we can't move forward and we need help from the select board just to organize so I I I just I that's all I have to say thank you for your time thank you Stacy Joel and then Michael well let's let's comment on a few things that have been said uh I just heard Stacy use the word that some members feel bulldozed and then she also said that they're trying to be as transparent as they can be well people who feel bulos don't feel that the process is working the way they would like to see it and they have concerns that's what they're expressing uh we need to do better uh we also have uh situations that uh it's not I I just want to be very clear about this this is not mistrust and accusatory and somebody has a bad agenda that's going to harm the residents of ashlet let's get rid of that kind of nonsense I don't think anybody is saying that what we're saying is what some what I've heard is that there are concerns that the process whether people have an agenda or they don't have an agenda whether they're dedicated it to benefiting the town or they're not the problem is that the that what we're discussing Rob laid out the the alternatives for this discussion are we going to be more inclusive or less inclusive what we're hearing is and I don't have the data I'm not sitting in any of these meetings but uh someone made the statement that that uh Mike Herbert and staff and Brandy to some degree and it's not a question of saying that they're doing anything that's har ful to Ashland but that that may some are raising the issue that the process has not been as inclusive as it might be and I just want to emphasize something we voted for the planning board we being a I I'm not on the steering committee or on the comprehensive plan committee at all many feel that's a good thing uh so we voted for planning board members it was a democratic process we voted for the select board members as a resident I didn't vote for anybody as a steering committee member or as a comprehensive plan Committee Member it was not a public vote so now uh we we had as I thought it was originally defined uh some definition that our representative board members from the planning board from the select board would play a key role not the ultimate deciding the steering committee uh would have the ultimate Authority but that elected boards would play a very key role in ensuring the greatest possible inclusiveness and transparency and I worry and I'll be very specific about this uh uh this is the point that I think Anna and perhaps Kate were making you start choosing data collection experts I worked for 30 years in systems analysis and data that's what I did for work and if you get certain people with certain certain views not views that are necessarily bad views or harmful views but they have their own biases and you limit your data collection process to those people you are going to get skewed data you're not going to get a democratic representation of the information you collect and toward that end I guess this I'll make this my last Quick comment I really don't like I I I would like to know very explicitly who picked all of these so-called experts you know I I understand they were interviews who did the interviews where were the interviews qu questions generated from who in the community was aware that these interviews were taking place could I have applied to be interviewed could could I have recommended somebody to be interviewed or what did somebody make that decision and who made the decision and so I would really appreciate it if we could get rid of the term expert which connotes or denotes to the public that these people have more knowledge and skill than the general public and maybe just call them a data collection facilitator they're not experts they're not better than any Community member they're just helping the data collection process and that's a nice thing bottom line to this I don't understand why uh if as Anna and Kate have stated repeatedly they had they should have had more input to the process not to make a final decision but rather simply to be able to share their thoughts I don't understand why there is so much contention here and an an effort to silence their voices as an El as elected board members in the process thank you very much thank you Joel Michael sure um thank you um Roberta first of all thank you for your candid feedback and I appreciate um I of course I did disagree with a lot of it but I appreciate uh appreciate what you said but I'm curious like what decisions do you think are being made behind the scenes because I think rry and even Stacy will tell you even like in agenda settings I try to be pretty hands off because I'm worried about this perception that I that myself or Pete or together were like running this whole thing but I'm interested to know what kind of question or what kind of decisions you think are happening in the background I think he's looking for an answer Roberta so just well I G I gave some examples of things that didn't seem quite part participatory to Me Kate and Anna gave other examples I don't know if you want to take everyone's time to go through all of it now I could tell you like I really had very little to do with the vision statement and the mission statement um I Michael there's so many like small examples like the one I'll give you is how we're going to set the agenda so I think the steering committee early on there was consensus I recall either the first or second meeting that it would be the steering committee itself that would directly set the agenda there was some discussion that maybe it should be Town staff or yourself there was disagreement about that issue and then it just kind of disappeared and it it appears today we're learning for the first time at least I am because I actually did not know until about 4:30 this afternoon that the I knew from one of the chairs of the steering committee that they were involved in some administrative tasks yeah but I did not know until 4:30 that they may have been involved in some of those survey type of decisions so that is example number two so those are two direct examples where the steering committee did not decide that you would be setting the agenda behind the scenes or or that anyone would be setting the agenda that was never discussed at the steering committee um or that um or the second example I shared I I I don't either to the microphone do we have who else has left to speak can I can I make a suggestion hold on hold on I I appreciate everyone's input I appreciate the discussion um Rob made a point he's right there there's three possible courses of action I don't know that as a group we're going to get to one of those points at this time at a reasonable hour so my current recommendation is we put the I don't know go ahead talk I just wanted so you know I I agree with Rob that there's three kind of taxs to take with this um and I think that we at least need to I think if we if we punt this completely off we're going to have this exact same discussion again next time and I'm like the circular arguments are exhausting okay so like and I get everybody's perspective and I appreciate everybody's comments um I do think we need to see if we can come to a Consensus These two boards created the project management team these two boards can make the decision to change the role of the project management team or to um or to to dissolve it and so I am going to go out on a limb and whether I have support or not Rob and then okay Rob what did you want to add well I just wanted to so um let's hold so Brandy it sounds like you're preparing to make a motion is that true yes okay so hold on a second so um you know I just I just I do want to say that you know I I uh know and respect every every single person in here and there's a lot of good intentions here and a lot of hard work and I I have uh appreciated some of the Frank discussions and I think you know there's a you know we can all learn from this um and hopefully you know move on with this kind of Consciousness I think some legitimate issues were raised and has been recognized on different aspects of this so before we go into the decision Mak yeah I do want to just review that we one of our options is to do nothing and to agree that folks would agree to pay a little more attention to the source docum and being more sensitive to the issues that have raised to me that's a kind of a straightforward way to go um Anna's and Kate's uh proposal is also I think has Merit but is you know something we as as Yolanda said would take some time to review and I think bry's going to ask for a pretty strong change here so we just have to keep that in mind so I will um uh in terms of is there any more further discussion before before we go on to trying to resolve what we're doing here amongst the board members questions or thoughts all right I'm I'm not seeing any um so uh among the the board members here I guess we'll all vote together if that's appropriate Trisha any issues with that issues I need I guess Yolanda to count the votes but so I would suggest if there's a motion uh does anyone have a motion to resolve this amongst I think those three Alternatives or thoughts on I think Brandy was about to make a motion before I go ahead so so my motion is going to be that at this juncture given the work that the steering committee is doing and um with the with the understanding that the steering committee will work to resolve the issues between meetings and um come up with a solution to be able to have these working groups to be able to handle the the interim issues that possibly come up with the help of the consultant who is a expert in doing comprehensive plans um I think that the work that the project management team has done has been great I think we did what we were charged to do and I think that um to be as Equitable and as transparent to the steering committee as possible which I think is our um our goal I'm going to make a motion to dissolve the project management team um and I'm going to start with that hey is the motion's been made is there a second second okay so Claudia seconded so I guess um we're gonna have to raise hands or Yolanda will you do the counting for both is there isn't there usually opportunity for discuss now that we had a motion in a second we should allow discussion okay sure go ahead any discussion or in or thoughts BR my sorry sorry you sure make sure you're speak in a microphone my only this one is before we think about dissolving I think it's really critical to understand the consultant's Viewpoint to understand how the different teams are going to help them get to the final goal post right it's one thing is what the town wants but I think it's really critical because they are kind of shaping this whole process for us to really understand what support they need it feels like we should have that informal conversation with the Consultants to really check does it make sense to dissolve it or is it just improving communication that we could give it one more try before dissolve it but that's my okay other thoughts marel and then Anna oh Trisha then Marcel then Anna um I think that's an interesting thought that that Deepa had because um as I as I stated before I I also think that the the project Management's role is basically complete except as Guided by the steering committee to take other actions or to take on other test that's what the approved document said that said as I said earlier I'm just I do not have confidence that the current project management team can act effectively in any tasks or or problems they are given to work out I don't think there's a history of that so that's my dilemma so I also like what uh DEA just just said but the I I think what what what I'm hearing kind of reinforces the my thought that the the the original document I think it's still a good guide and I think the consultant definitely should opine on on on the process moving forward but if at every juncture let's say next month or the month after we're going to have to start voting for modifying documents to because a new situation arises this is a circle that is is never going to close I think it's easier to these document has a steuding committee that can make a decision for for all the big big items and has a a a part of its working groups the project management team what is wrong with that if if there is a role for the project management team that the studing committee has then assign that task just like this says is is is it completed a task but now it becomes just another of its arms of its tools the the the the the idea that that start changing documents or or or or and and I I personally don't don't second the idea of just simply say oh let's dissolve it the idea that is there as as a tool for the sharing committee is not harmful if the sharing committee decides that there's some use for it so dis solving up just just because doesn't seem to make sense to me I I I think we we are going in a circular circular argument that that is just going to create another storm in a glass of water I I I just don't see the the the use for it so Marcel to your point my question is that is I I I think if the steering committee is in charge and they're saying okay I I need a working group or I need to go to the ask we need to go to ask the project management team to work on this that's fine it's but to me it seems as though it's been the project management team that's been then making a decision and then it's coming down the other way so um you know and and to Trisha's point you know I'm concerned too about how it moves forward um and and functions without ultimately having a very negative impact because I'm in the community and I hear things from people who were on the steering committee as well and it has not been a process that um right now that they're wanting to be a part of Anna so um you know I've been thinking a lot about this listening to everyone and what I'll say is you know as someone who went to all the project management team meetings I will say that we had many disagreements um but I disagree with the notion that we were not productive or that somehow we cannot do the work in fact I think our disagreements led to really good decisions and we got probably one of the best consultants in the state as a result of that hard work so I strongly disagree with that idea that this particular project management team failed in some way I think we are actually Sur perbly strong team and our disagreements make us that strong that's how we got this incredible consultant that's number one number two is we have an associate member who attended many of those meetings and had a lot of positive things to say about them at our last planning board meet planning board meeting and so I think Amanda our new associate member should be part of this conversation at some point because she is a an objective I think witness who was there and who spoke very highly of our work um and the last thing I'll say is it's not uh typical for this town to have such an active planning board and I understand that that makes certain people uncomfortable because Kate and myself absolutely have very very strong views of planning and we do have certain expertise to bring to the table so for example the notion of who is an expert in our community on land use absolutely planning board has very strong views about that because we deal with with those kinds of issues every single planning board meeting um so we have a very very vital role to play the last comment I'll make is that the more vigorous the process the more we disagree the better our decisions are and if we can work through this we will be very proud of at the end of an excellent comprehensive plan thank you uh Yolanda can I is there anybody left can I say something I was just about to ask any other comment or discussion Joe no go ahead Rob um yeah just to you know before we go to this vote you know I I do want to support the kind of idea of working with what we've done I we did identify there was a project management team it would have certain role that role has been a little vague I think we've had a lot of good discussion tonight about people's concerns I heard a lot about um the steering committee but that's not really what we came here to discuss although I guess it's related but the question before is the role of the project management team and how that would should change or not change and I would just suggest that we've gone through a lot with that and I think people have recognized uh like I said various aspects of things that could have been done better and I'd hope that people could continue in good faith which I think everybody here has good faith to kind of make it work and just be a bit more sensitive to some of the issues that have been raised if there's now continuing issues with what's going on at the steering committee I think that's a different issue that the steering committee should deal with um and get back to us if if necessary if the project management team isn't a good vehicle so that would be my thoughts on that and having said that yolan there's anybody else that's uh wants to speak that you could tell uh yeah I haven't said anything yet oh I'm sorry go ahead that's okay I like to wait until the end sure um I thought that was me geeez so go ahead I don't hear anywhere where people say that the project management team failed that was not s said what was said was that the current project management team has a difficulty working together and to your point Anna yes we have gotten to some good points but it has been very difficult I mean our meeting today I think was a good example of that um the fact that you know we met for an hour and we got our meetings pass our meeting minutes passed and that's only because I had to push it because I made sure we did it before we ended at 5:00 talk I I am torn about dissolving the project management team I think there are certain things that it would be good to have it as in case we need something or you know as Trisha said or even Claudia is like if there's things that the steering committee needs assistance with I also agree that there needs to be a better discussion as to how the chairs are working with the Consultants how Town management is working with the Consultants I think it's not realistic for the project project management team to be involved in every single decision or discussion with the consultants and I said this at a public meeting at the steering committee that's partly why we have chairs right the chairs are the leaders of the steering committee they're not the final decision makers but they lead it and that's my philosophy in a select board or a planning board or any committee it's not the chair's decision or it shouldn't be what the chair wants they help facilitate what happens in the meeting and I think our co-chairs that were you know again as I said you know in my in my response to Roberta we talked about having a new Co set of co-chairs every meeting and anyone who sit who has been sitting here in those in our steering committee meetings no one else stepped up right the first meeting was in may they stepped up for June at the end of the June meeting it was asked if anyone else wanted to do it no one did they stepped up for July same thing happened in July they stepped up for August and finally it was said no one else is showing interest and if there are other steering committee members who recall that differently then maybe we weren't sitting in the same meeting but does anyone else recall that that no one else stepped up to be the co-chairs now let me take back to the project management and our decision and our vote here again I think there are benefits to keeping the project management team in my in my feeling that original document again I feel like the project management team has done most of what they need to do they are going to be there in support of the steering committee and if there is stuff that the steering committee feels like they need some additional Guidance the idea that people think that I have been involved in the expertise thing I was not Brandy wasn't either Brandy stepped up to help with the marketing newslet with the newsletter right so she helped up with the newsletter group I think I think Kate and I as part of the working group for the Forum that worked well it might have been pulling teeth at times and certainly a lot of questions had to be asked but I feel we have a good product and we're now going to present that back to the steering committee um so again I think there is a benefit but if the majority of people think we should dissolve the project management team I'd be fine with that um but I do need I do think further discussion needs to be had with the co-chairs potentially with the consultant see what they think you know what what have they seen in the past is there this extra team on the side or is it the steering committee and I think Town staff plays a very large role Town staff helps get the data and we've already said okay this issue with who who the experts were that could have been handled differently and better and now we learn from that and we move forward learning from that all right thanks Yanda and just be clear um well I'm not sure what is it you're proposing I'm just I'm just commenting that's the propos we still have a motion that brandy made to dissolve the project project management team and Claudia has seconded that Joe you wanted to as part of that motion was also described how the process would work I believe I I hope somebody wrote that down think so no think um I think it's the assumption that we are going to work with the steering committee to be able to to resolve the issues that potentially not having a project management team and I need to stick this in there this is for the select board motion to go past 10 o' oh God those in favor going past 10 o' yeah it's it's 102 yeah should have noticed select board I I I so 10 that's okay all right so I think Joe has one more comment and then I go ahead I just have a question and I'm not trying to put a wrench in the works here with respect to this but with the motion that's been seconded would it be feasible to I know there was some suggestions about meeting with your um sure I'm having a senior moment consultant thank you um and here what she has to say before we before we make that vote is that something that we could do at our next meeting to take that vote is that something that need that's perative that has to be done right now because if you have a consultant that you haven't you haven't spoken to or asked this questions to I mean how do you I mean that's like putting the cop before the horse I'm sorry in my mind anyway um but if it's something that's imperative that needs to get done right now then then I'll just withdraw my suggestion but I I just I think if cooler heads prevail and and we do this I I just want to make sure that the consultant is not you know blindsided by this action steering committee for that we have a steering committee meeting tomorrow okay um I would also say just as a as a second aside we had talked in our project management team meeting today I had told the group that I was going to propose two things one was to either dissolve the the project management team or or second was to make some um changes to the U language that was in the document and Kate had said absolutely not like that was like off the table so I'm going with what I think is the cleaner solution because I respect what Kate had said about she felt that that was the important part of that document and I think you know to marcelo's point like you know either the you know if if the document can stand the document can stand my perspective is just I think it's I think it's a much cleaner more inclusive way to include the the steering committee in everything we do and that the that there's no message that the steering committee is not driving this process because that's the message whether it's whether it is actual or whether it's perceived it's it's still the message that gets translated to to the steering committee so and that's all I'm going to say all right anyone else want say there's still there's still ongoing things so that is the issue right of who those people are how those decisions are made and how they're working with the steing commit that really is the issue right who's in the room who's making decisions how are they communicated the interim thing so so that that's the elephant in the room we haven't solved we can we can table it we can make this thing I mean I like Joe's thing and I think that makes the most sense but I I yet but I mean the elephant in the room hasn't been solved with what you're saying okay just to clarify a vote for an I vote will mean that we would dissolve the uh well the the other the other you know I can either call the vote and we can see what happens or I'll I'll call a vot Yolanda okay well hold on or does the motion want to be removed I stand behind you stand behind your motion I'm okay with that okay yeah so just to clarify before we vote you know this would be affirmative vote so people who have issues who maybe want to wait and get um feedback from the consultant that wouldn't happen we would just end the project management team with this vote so uh the motion's been made in seconded does anyone need to have the motion confirmed or reviewed it's uh I think we're fairly clear on my moot the what I wrote was the motion was to dissolve the project management team okay all right so I will uh all those in and yoland if you could uh please count the votes I think we'll do this by raised hand uh all those in favor of dissolving the project management team uh raise your hand and say I I I I all right uh yolan do you have that count three I do all those in uh all those opposed to uh ending the to the motion raise their hand and say I I those are do you have a count Yolanda seven three seven what seven NOS to the motion okay okay so and how many not pass and three yes okay so thank you the project management team is not dissolved okay so can I thank you all for that so we're left with the status quo um I don't know if anyone else has any other wanted say something well I go ahead Marcel well maybe you were concluding uh what I was going to say uh Rob the but the um should unless that's not the case I would make a motion to maintain the document as or as originally drafted and um which in my view as I said seems clear enough that these differences can be resolved you know between amicable parties yeah and and and basically spend all this energy into working on that for the benefit of the town uh so if a motion is needed to retain the document then I'll make a motion to retain the document as originally I don't think such a motion is needed do does I would suggest we should vote because I actually could not find any record of the select board ever voting for that specific document so I'll make a motion officially to retain the document that we all have in our hands as the as the driving guiding document to resp solve any current and future a passes I'll second that motion has been made is there a second I'll second it okay so Yolanda again if you could be so kind as to any discussion brief brief discussion I would just like to say that note that this that the original document does not mention meeting between steering committee meetings it not says that the project management team is Guided by the steering committee and it gives no policymaking authority to the project management team we're only voting on what is in the document yep so to add to that there's a key sentence that Kate refused to get rid of which remains which is the project management team will work with Town department heads and staff to collect data and other required information necessary for the work of the steering committee when a consultant says we need to have surveys that is covered by that sentence Y and so it's in the so that sentence has not disappeared the planning board should have been part of that discussion I think that's already been recognized I don't think that has ever actually been said it was been recognized during this meeting the only thing that was recognized is that the information should have been passed on to the steering committee no one has actually recognized that the planning board should have been part of that survey that has not yet been said uh according to that sentence it was said that it was recognized that the that the process that they used should have included going to the steering committee and by the way two planning board members are on the steering committee that's a different thing from what I'm saying that that's very different from what I'm saying so again semantics an interpretation of that sentence and so we're back to square one which is we just reconfirm this document and that sentence and there's still continued disagreement over it that's important to say because essentially we're reconfirming circularly that we're back to square one well I I I I would not completely agree with that and I I I agree with that sentence and I think it's important that's why we put it there the the the fact that it it says that the group will work with the steing committee is not specific it is it is declarative that there will be a a working relationship but the the there is a sentences on responsibility saying that the streaming committee will drive the process that is more declarative to me and you guys all speak English much better than I do than the other so I I I would say those two phrases combin I don't see where the issue is I think yeah adults can figure it out all right so are we ready to call a question here folks again so the motion is to maintain the document as originally written made by Marcella and seconded by Anna okay any other discussion okay all right all those in favor hi hi I one two seven and opposed abstaining okay and one exstension so look like the motion passed Madame Vice chair I don't know why my hand is up anyway so the motion passed right yes very good okay so I think that concludes our business with the planning board um thank you all for your this has been a long discussion but I think also hopefully I think it's been a useful discussion and I just want to again thank and extend my appreciation to all the folks involved here I think you're involved in a in a a very important project and I actually think it's going very well I mean there's some bumps we see here but and I I hope and I have confidence that people will continue and put aside their differences and continue the great progress you've made so hopefully that's that'll what'll that's what'll happen so thank you all I'm making a motion making a motion for the planning board to adjourn at 10:15 is there a second a second roll call vote Anna I Catherine dur a guide and Trisha Kendall ey thank you thank you and before you I want to thank Yanda for you know helping run this meeting I'm not sure I'd do do this again this way it's but Yolanda you've made it all possible so thank you with that I think I'm going to turn the chair chairing of this meeting what's left of it over to Yanda with my thanks go ahead Madam Vice chair if that's all right with you did you guys hear me okay okay not sure y did you hear what I said before I'm sorry Rob what was that did you hear what I said I did not I'm so I thank you for your efforts in this meeting and I'm I'd like to turn the chairing of this particular meeting over to you okay that's okay so thank you for that yep unfortunately my iPad died so I don't have some of the backup okay um thank you all um it was a difficult discussion and there's more discussions that'll need to be had moving on to old new business review the special town meeting warrant with the finance committee Direct recommendations Jen please and thank you to the public that was here to participate we appreciate your input and obviously more discussion will need to be had um so we met last week um with the with the finance committee to go over all of the um articles and the Motions to get their recommendations really they're pretty straightforward I don't know if it's given the time if we want to go through them all again but the only one that they have a little bit of a um sort of I would say condition is article 7 which was the CPC funding to authorize the funding for the dog park um so they had a few questions about sort of the maintenance plan um and how you know what kind of cost would that be going forward and so um they conditionally recommended um that article with the sort of that condition of having uh an agreed upon maintenance plan that's um accepted by the town just to make sure that we can um manage that moving for so my understand so I met with the members other members of the dog park committee they said that they have submitted a maintenance plan to you and they're waiting for a discussion with DPW about that maintenance plan yeah so i y I had spoke to um Cara Terrell so she gave me sort of a concept plan it's really sort of high level would be um a future friends of of the dog like of the dog Park and maybe that's some members of this committee but maybe it's others would do some fundraising they'd be able to fundraise to maybe purchase mulch that would have to be changed over that the changing over of The Mulch on the inside would be a DPW function they're thinking that plowing um at least the parking lot um not necessarily the walking path would be a DPW function um and then trash removal so obviously they would you know volunteers would help make sure that the inside of the park was clean but like obviously trash receptacles there an issue with that or well it's certainly a it's a we're just sort of making sure we can do the things that need to be done particularly around the mulch so it would happen probably every year You' have to probably take out the mulch and then put new so it is a it's a bigger lift than I think when at least my understanding when when they presented to us in terms of like what that friend group was going to do so I just want to make sure that if we're going to do it that DPW can actually meet those expectations okay so so where is that discussion at so I just spoke to Cara on Monday and and Doug is on vacation I've had a couple of conversations with other members but Doug I needed to talk to Doug Small okay just seeing the plan and knowing what DPW has on its plate it's not it's not acceptable not conducive to No it's it's it's not it leans too much on DPW in its current state like the way it's configured now there's too much okay I mean I not saying like it needs to be a wholesale change I'm just saying it's um is there any other materials that can be used other than something that has to be replaced yeah so that's my other yes certainly I would assume so what the group when we when we were working with the designer they were trying to keep it as natural as possible and so mulch is what they would use we have yet to go to conservation and so conservation may say you can't actually use mulch because I don't know whatever reason um and so I'm still trying to get a designer to come on and get us from where we are in the concept with the feasibility study to then be able to help get the permits um for whatever reason for the five people I've reached you know I wonder about um you know that lots of uh playgrounds in that now use like a rubber mulch yeah that's not very popular that's not with dogs they chew on it and it's hard to clean pee and I would think it would would be easier to clean than mulch but I think you actually remove the mulch so every so you basically pull it out and then you put new mulch in I think Framingham is different every year oh yeah but I'm saying talking about in between that right yeah in between that it it has to be really pretty gross well in no in between people are picking up the poop after of their dogs that doesn't they're not picking up what it touched around it and but but we know the likelihood of people picking up after their dog is going to be yeah that's minimal too right I don't know I think most dog park should go in and people are you know people police it themselves and they say you you got to Pick Up After Your Dog so I guess my question is you know the the idea that finance committee is saying well it's dependent on the maintenance plan um in regards to their support um I mean we know this is still you know construction is potentially still a year out so can we be tweaking the maintenance plan as we work on the project I mean we we know we're going to need to look at DPW and their ability to do stuff right I mean we have a new Mendes we have a new public you know there other things we have potentially new parks so and I I mean the the the group has they've already done some fundraising they're looking to do more fundraising you know and and the the idea to if this doesn't happen now we potentially could not have a dog park because of the funding with because of the Stanton Grant right if we have to wait until the Springtown meeting and then we have to you know wait on construction and depending on timing it could be into 2025 the Stanton grants Sunset so I think we could go ahead and have the Warren article I just think no I think I mean I I mean it's on the article I just I'm concerned when things are like well we need a maintenance plan to to feel like we can approve this when there is been discussion about a maintenance plan that's the only thing for me so well no I'm saying you go ahead and have the get the funding involved and then we can work on that well that's what I'm saying as well right let's you know so for that comment to be on there from the finance committee that we need to have a maintenance plan before we'll approve this I mean I agree we need to have a maintenance plan but to say that we need that before we can approve this funding is is of the conversation was not necess I mean they're putting it as a condition of their recommendation but I don't think it was necessarily have all these answers by the 29th I think it was don't spend the money unless you have these things in place so we could be moving forward still work toward that okay that was my understanding was that yours Michael that it's it was not necessarily by the 29th but they want the condition that they didn't they wouldn't be supportive if we didn't have it to spend the money okay um any other no comments or questions any other comments or questions on the town meeting warrant and are we presenting yeah one speakers is the board presenting articles y just one um so I I mean I can go ahead and do the free cash appropriation Joe you usually do property tax exemption I do the senior uh the senior the property tax exemption oh yeah property tax yes thank you okay and then um senior workof program does anybody want to take that on I can take that okay that's for volunteers for the dog park well um CPC and the dog park committee is planning on they've given they've shown you I couldn't get the size but I I let Adam know okay and I know they're going to run it by um CPC as well so I think Aon from CPC okay do you want me to do the donation of land um sure you know the property you know yeah you know that one okay um what about the easeman on High Street anybody I mean I'll do something I might have to sit with you before yeah sure and then I guess I can do that one if we we think's already stepped up oh okay and the last one's authorize a home rule petition to increase liquor licenses oh that's my favorite do you want to do do you want to do that one Rob or I can do that one and you can take I understand why it's I understand why it sounds so bad so that's good oh yes say Rob Rob taking that do you want me to take that or are you taking that Rob sure I'll take it if that's all right okay so Rob will take lior licenses yeah yeah and we're gonna we're going to actually have uh Susan's going to do the presentation on that one oh good okay so Rob will do the the expert yeah so you don't have to do a lot Rob just how much I want I think we need 16 liquor licenses because we need more good luck with that okay yeah if we get 125,000 for for license that would be great anything else on the town meeting warrant no okay it's actually better I'm not any review and vote on the subcommittee recommendations for the baa Grant and select board Community grants all right here we go there we go uh so Brandy and I met last Thursday to go over um the applicants for both the community grants and the baa Grant and just to kind of briefly talk a little bit about those so the B baa Grant is uh program is funded through uh our the entry Runners that we have in the community uh to the tune of 3,000 they raise x amount of dollars I think it's $6,000 $3,000 comes to the community um which is then used for this grants this year we've had they've increased the number of Runners we can run um from ashin it from 22 to 25 um so potentially 25 times $3,000 would be $75,000 in Grant monies those uh Grant monies are used are um you have to be a 501c to be eligible for um the baa grants all right then we have the um Community Grant which is funded through uh an agreement with well it's framing it's Warren Conference Center so Framingham State at this point um and those uh so those those uh that that's where that money comes from it varies a little bit from year to year would that be true um this year we also changed the um allowable um funds for each Grant so we changed it from uh so in dur over the course of two Grant so there's one in the fall and one in the spring um baa uh Grant proposals can be up to $4,000 um in two cycles and 2500 Max in in the in one of those two cycles and if they wanted the full four they'd have to go 1,500 in the second cycle but it can be split out in any way maxing it 2500 is the maximum for a single um we change that so it's not 2500 it's 4,000 for total for this cyle yes and then 6,000 I'm sorry right yeah yeah I'm sorry I'm I'm reading um from an old thing here all right and so then so it's $6,000 total $4,000 um it Max for each for one of the two um applications that you put forward so totaling six um and then 1,500 total for the community grants over over the over the two cycles and that would be with a Max of 1,000 that's the highest that can go in in the uh in one of them all right okay um and that that does not have to be a 501c that can be yeah so Commission the only thing I wanted to just kind of add to that is that um we changed the program one to to to basically better utilize the funds in our runner's account because we had quite a large balance in our runers account and so we wanted to increase the amount that we gave from the baa Runners account um and then like Claudia said we have the other the community Grant which is funded from the Warren Conference Center which is the part of the um select board gift account which is a much smaller um account balance and is also used for a bunch of other things that we do like our um Employee Appreciation lunch that's coming up um the nyanza um healing Garden um Restorations that we will probably talk about later on today um tonight maybe tomorrow morning at this rate um but so we had we had to you know we change we changed the amounts to to be to be a little bit more fiscally prudent on how we use those funds so um but you know do you want to go through sort of the sure um so for the baa grants we had um 10 applicants um and thank you to to Susan um Roby who really ran this uh in the background and uh compiled everything and helped people uh some people you know applied for one Grant but they really weren't eligible and so she directed them to the appropriate Grant um and so we had uh for for example ashin High School boys hockey um and that's to cost the to help with the cost of ice time uh and Captain practices um the the PTO K to2 uh looking for funding for a program at the Warren school uh the PTO the preschool PTO uh they are supporting programming that works on gross motor skills uh area Ashan residents for equity and action there's their funding was for promoting programming expenses Outreach and celebrations ashin youth basketball funding uh used to be to offset the cost of uh the the rising cost and to keep it affordable for uh students you know sometimes uh it actually 100% it pays for students to uh participate ashin Youth Soccer uh basically to offset costs of operational expenses and some equipment uh culture time times Community uh used to bring culture School onsite in the spring of 2024 it's a 2-hour Workshop featuring local Artisans the demons Youth Hockey Association uh funding used to cover some of the expenses for participants um and keeping it affordable for families friends of ashin Public Library uh uh they were looking for cost running the fundraiser called putts for pages and to to offset those costs for their fundraiser uh the TOS YMCA uh funding that will support living in Ashland people who living in Ashland who want to take advantage of of of the YMCA services and programs uh so those were the 10 uh applicants that we had and there the total uh requested amount was $25,500 and we did recommend U that that they all be fully funded um so that was the baa then do we do we need to vote separately on the different no we're good no we can once okay I just okay do I want to vote on this before I go on or do you want do it all one okay okay all right so then we had 16 Community grants um let me try to go through these quickly the Board of Health um why don't I just read them off and if there's somebody wants me to elaborate a little bit I'd be happy to do so the am fora Health Bu The Business Association Cub Scouts Ashlin cultural Council the as Day committee uh High School robotics Club Ashlin is United the public library the Ashland Senior Center special education parent advisory Council energize Ashland U Greenup a Ashland illuminate downtown Ashland uh New England Tong tongen Community Stone Park music festival and The Corner Spot and so these were not all um fully funded in some instances people actually requested more money than our policy allows um so in those cases we move them to the maximum of 1,000 in this grant cycle um we we did not fund um a program called the New England tongen Community while it certainly seems like a um you know a a a worthy cause um it does not really isn't located in ashin it doesn't necessarily benefit ashon residence so we felt that it didn't really meet that criteria um and so you know for now we did we did not fund that uh so the total for those funds uh came to $4,750 and uh just to go over to the account balances we started with a balance of in this the community grant money $ 48,4 554 leaving us with 33,6 5454 if we if we vote to affirm these um and then for the baa grants we started with um a a kitty of 121,000 4249 and we are left with 95,9 249 so you can see that the decision I think to um increase um those are you know the amounts that we would allocate it was a good decision based on the amounts of money that we we have so and there is a cap too or a percentage um I don't have it right here but uh in terms of to kind of protect that there will continue to be some money in those accounts to make sure we go going forward so we can't bleed them out completely we were talking at one point Sorry nice job by the way thank you for doing all of that thank you on being behalf of the uh the ad committee that was very nice of you guys um we were talking about raising the uh the fees for the baa bibs did we take a vote on that or is that we have not we haven't we're we're certainly not going to do it for this cycle okay I think we're going to leave it at the 3,000 but I think next spring we should have a discussion as to you know whether you know for for ours and also for the company that we give y um a number of our bibs to who they then you know fund raise so right okay no just but what was the amount for the baa Grant total that we Don ba Grant toal the baa Grant total um for recommended is $225,500 even okay I make a motion that we support the funding of from the baa grant for the 25,000 $225,500 as recommended and then for the gift account the 14 ,750 as recommended second um I discuss that Madam chair sure um so we talked about uh I'd like to uh handle the Ashen cultural Council application um separately if we can um and so I I go with your judgment Madam chair about the best way to handle this I I think I'd like to take this vote and then we can have a discussion about addition potential additional funds okay outside of our policy that we've just created okay I hate to you know we just created a new policy and then to just blow it out of the water so I get it I'd like to take I recommend taking this vote and then we can discuss cultural Council great thank you I did also want to just um because moa's here and moala was um had applied for the um the New England tongen um events mentioned that so I want to make sure like it I did want to talk talk about that right before we vote because I think I think it's um you know I hadn't seen a request come in from someone on behalf of an a regional Organization for an event that was outside of Ashland so um I I had a conversation with moala today because I wanted to just kind of talk to her and and she had said that at the time when she applied it was not a 501c3 it has since gone through that process and has been approved so I I said to moala I said you know I you know I want to bring it to the board to see what the board's thoughts are on it because I feel like these programs are really designed for Ashlin organizations for things to benefit our Ashlin Community but I also don't want to make that decision in a vacuum because I've never seen this type of request before so I did feel like we did not recommend to give the funding but I also wanted to just bring that to the board as well so again I my recommendation is we take a vote on what you guys have have recommended okay and then I think we can certainly have a discussion but i' recommend we yep take the vote and then continue do that make sense Rob yes okay all those in favor of the motion and second as presented say I I I I okay that passes 5 z um I I would I would say that you know I appreciate certainly I'm very much a supporter of regional um and I would say it's the kind of thing that if in the future we see that it's an event that will attract a large number of Ashlin residents that we could support it but right now my feeling is we need to see that we need to see that there's you know maybe Ashlin residents have gone to it and they can show you know but to your point I mean our goal is to support events organizations that are benefiting Ashlin residents so that's my I mean certainly anything Arts I love to support but I prefer stuff that actually impacts and happens in Ashland or a large number of Ashland residents can participate okay I didn't see uh Julie didn't put a an application in this time no no because your program is gone very well good I think she's able to get yeah I think I was just I was just kind of curious because y okay okay um then rob you wanted to bring up the cultural Council yes um so first of all thank you guys for doing this um uh it's great uh and you know it's really a lot of uh very great organ very good organizations but looking down that list of the community grants very impressive um so I did want to just ask the boards uh consideration of making an exception the case of the Ashen cultural Council Grant application for the uh Starbucks mural and um uh the reason I'm asking and I and I suggested to Stacy that she could come and maybe make a brief discuss uh address to you folks about why they should get a little more than $1,000 um the you know it's just I I feel this is a kind of a one-time or U project and that and we we have uh supported these kind of projects in the past as you mentioned the the the staff event and also the U uh the healing Garden you know things like that so I would put this this is a a one-time uh process and I think it'd be good to help the cultural Council in this um you know kind of a unique exciting Community project which they've taken on you know at rbest or or request and so I felt it was important to support them a bit more than than usual uh so with that I'd like with your Indulgence turn it over to Stacy to uh talk a little bit about their application and why they could use a bit more funds go ahead Stacy I think thank you rob thank you committee uh I also have moal here for moral support who also uh sits on the council with me um yes so first of all thank you for even considering to give us any money at all thank you for that uh we have had some great applications come in 12 to be exact um of very talented artists who are interested in participating in this very exciting project that we've been talking about for a few years now so uh what we are facing though is the budget so what we did in our marketing when we invited participation was to say you set the budget as the artist give us a range please keep in mind that you know we are a state funded organization we don't have unlimited funds and so they've definitely been kind enough to give us a low end and a highend and the highend is of course we're not even going to go there um that's you know a a five figure deal uh high five figures but we're finding that a lot of the more season applicants they're starting at around $110,000 um for a multi-month project that because it would include their equipment and any additional help that they would need to paint the mural we do have around $6,500 in our account for this project and so what we're asking is for additional funding to supplement that amount we've applied for another grant that we were declined for cuz we didn't fit the 501c3 um category for that Grant either it was a cultural uh basically a Metro West Grant for arts and culture um and of course we don't fit the baa Grant and so when this this gift fund came up we are very grateful to be included but as you can see there's going to be a gap um because we do want to be fair to the artists selected and and not lowall them and you know because it will take some time and some work so we think that we will need in excess of $1,000 to make up that Gap m is there anything you'd like to add no I think you pretty much covered it um yeah so I think that's where we're hoping our expectation is is to have about 8 to $10,000 to work with um as we try to determine which artists would be best for Ashley and that could paint something that is more representative of who we are um versus what we can afford um that obviously will be one of our criteria but uh we don't want that to be the only criteria that determines you know a certain amount of artist um I will say like as we think about the future in terms of Maintenance of the work um some of the applications that I've seen have said that some of the varnishes that maybe an an extra price will last about maybe uh six to 10 years depending H uh which ones that they use um we haven't we haven't discussed the cost of that yet but we do plan on trying to determine how to absorb that cost with our committee as we dis as we start working through this process with with the artist that is uh selected and chosen any questions comments now the the uh the depiction is going to be of the Boston Marathon is that correct uh of the what you mean what will the image be on the wall correct so we did uh a survey for the of the community and we've done it also at the farmers market where we invited people to to tell us what they'd like to see on the wall we wanted people to participate in that and so the artist will take those keywords and integrate you know basically ashlin's past present and future and that might include uh the uh the runners and the Boston Marathon some clocker imagery uh things like that okay then because at the last meeting that that the owner of um the building they were talking about putting a mural for representing the Boston Marathon as part of the part of the key thing because it was on the route itself so I guess that whole philosophy has changed because I this is the first I was made aware that it was going to be something totally different oh we didn't know that either I don't think Mo and I were prided that that that was a discussion well that was a discussion during the planning board matter of fact the planning board was the they brought that up so that's why I'm kind of curious as to why all of a sudden why is this all changed oh but Joe wasn't that kind of just some ideas being thrown around no it was not an idea that's it was so did did the planning planning board in all this have a funding mechanism for this or a caretaking mechanism they hold on they were talking about having the uh during the discussion and it had taken so long that the the owner of the building was willing to put $5,000 into it 500 oh 5 I'm sorry 500 into it they wanted 5,000 he said 500 uh um and they still accepted that well and required the and required the mural so the planning board required this and they they got the agreement to be $500 from the owner right and there's also no there's nothing going forward and who's how to care for it how to or any guidelines with what it has to the only thing it was was the topic of the uh the design itself and what it would uh what the picture would be of and was supposed to be of the Boston Marathon as Runners going by or depict some sort of uh portion of of of the marathon in and of itself that's in writing some place Joe I I remember seeing the the planning board phrase it maybe uh Stacy or MAA you have it but it was set forth I don't recall them specifying any particular image or I don't think it was I I don't know I'll ask one of the attorneys that was involv it was the planning board yeah it was like we turned it over to the ACC to decide how they could do it and this is what they're doing which I think is good so I have brandy or Claudia any questions or comments so um you know I I I keep thinking like there might be another funding mechanism other than the select board for this and I don't know I am not on CPC but I'm curious if there might be a way to have fund and I think it's worth a question certainly ask like I think it's I think I think it's worth reaching out to CPC and see if they have the the funding well they have the funding if if they have the mechanism to be able to fund this is the question so you know I keep thinking like this would be a great project for CPC because it's community-based it's like I I just think of it as a as a as a good project and they you know they would have maybe not I'm not they would be they might be willing they might be willing to to give $55,000 to a project yeah but only if Technic only if they can by law if they can by so I'm so I'm I'm not guaranteeing anything I'm definitely not on CPC but and anything that gets gets a you know there's a there's a whole process in place with CPC you have to go and you know talk to talk to CPC and then it you know any funds have to get approved by Town meetings so it wouldn't be until May meeting anyway so I'm like I said I'm just I'm throwing it out there that there might be another option so um and and and I and I kind of you know I I I I feel your pain guys because I I know that this is you know when you get these quotes in and it's just way way over and above what you expected to be able to um that you thought you would be able to fund it's it's it's it's a lot so I I and so but but you don't have a you don't have like a decision made so it's kind of hard for us to make a decision about an amount um I have I have two yeah questions SL comments did you guys apply for your own Mass cultural Council Grant to do this no not cultural Council what I agree with Stacy we didn't apply for the Ashlin cultural Council Grant um I guess it was more of um conflict of interest I think I was worried about for us because Stacy and I had both also applied personally to the Grant in which we had to step out for voting purposes so I couldn't imagine having to put that through our Ashlin Grant cycle and having our members vote due to implicit biases um but could you apply directly to the state could you apply the mass cultural Council for this either as Ash as Ashlin cultural council could you apply to the state for funding for this art we could actually I don't see any reason why the application's due in two days um to me it's a perfect it's a perfect thing is to reach out to mass cultural Council to support an artist working in Massachusetts you know so I know that there's a mechanism where we are allowed to take about 20% of our total Grant allotment to use towards specific programming by% 5% right but to moa's point we felt that it may have been a conflict of interest at the time especially the take away from anybody else who was getting funding or could have gotten funding did you have other did you have have other Grant did you have other applications that would have competed against this to use up your funds yes there's 39 applications this year which is our highest amount of applications that we've had over the years that Stacy and I have been board members 39 applications for art and culture yes it's the highest we've ever seen wow that's great congratulations on all that thank you thank you just a a thought um that I need to ask a question you you have 6,500 raised so far yes and what is that consist that's including the 500 from the landlord um and waa what's the rest amount yes so Michael the town had gifted the cultural Council and this is prior to the both of us starting as board members had gifted the cultural Council $5,000 for an art piece and so we had plan on using that money for a logo but um had never come around to it and so now that this project has come up we are putting that 5,000 from the town to the r piece 500 from Starbucks and then the remainder of the amount is coming from our cultural Council money that we've saved up from the um Mass cultural Council where Stacy had mentioned we are allowed to take 5% of the funding from the total amount granted each year to use for administrative SL operating cost so I'm I'm wondering I mean we'd have to get Starbucks to be the one to spearhead this in a way because uh they're the the owner but I'm wondering if we can use our sign and facade grant program to but they said they can apply to mass cultural Council okay let let's start there that I mean that's my recommendation right that I mean that that's a perfect going to the mass cultural Council two days and yeah I think it's like a couple of days is that she said I mean you you wrote a grant for us I would think I mean You' have to use their forms but the information that you supplied to us would go to them is that something you guys could do and then if that falls through then we can look at the facade and sign or we could look at going back to I'm I'm asking Stacy and Walla is that something we could look into that yoland okay great and then you know if that fall if you can't then we can look at the sign and facade and we can have Starbucks or the land owner of the building apply does that make sense you know what I'm saying yes that does make sense so we will look at M cultural Council and then also on the recommendation from Brandy earlier uh the CPC CPC great all right thank you guys how short are you than for hanging in there thank you for hanging in there with us I know you really after being here all night long you really deserve something more than we can give you a clarification how much more funding do you guys need to raise you said it but I think I missed it 10,000 is the total that we're aiming for we're at 6500 oh so you're okay plus so here here's a recommendation I I don't know if you can do this with mass cultural but if you can give them a range right because if you can get more then you can pay your artist more that you select right potentially and if I may who has the final decision as to the design that's going to go up on the they do they do yeah the cultural council is making that will we get a copy of that so we can take a look at it so we can see what it is yes and we've Enlisted the help of a couple experts who this is what they do um to help us review the portfolios we invited uh experts from Keith teac and from ashle in high school however they weren't able to participate so we've invited uh an art consultant from the Ashton public library and from the Hopkinson Art Center oh perfect just one just one other question I'm sorry I just I probably repeated myself a few times I apologize it's getting late and I'm old um the um Bill uh Goldberg who owns Main Street Wine and Spirits had very similar experience that the side of his building was uh it looked like an old photograph of of a Down of the downtown Ashland and it was done by an artist have you had an opportunity to talk to Bill gold uh Goldberg to see who that artist was because a lot of people love that design no no we haven't but we have had an applicant uh benini signs who's local as well um so uh we have I've never met Mr Goldman or Goldberg I'm sorry Goldberg Goldberg yes yeah because a lot it was right directly across the street from the town uh from the post office and it uh it was it was really really uh it was very fitting in into that area has kind of a Southwestern theme now yeah right Montana Montana yeah yeah Montana and downtown Ash I know you know it's really exciting that the town that what theyve uh the keyword that they've shared with us believe it or not yes clockers yes the marathon but they really dove deep into people and community and that's what they want to see like Ashlin of the past Ashlin currently and what we could be in the future so interestingly enough they they had some really great things to say say that I think the artists will will really find valuable oh good I hope they I hope they look around and talk to people about it because we have you know the memorial up off Memorial Drive that's something that could be part of that that program I mean so whoever you talk to somebody will always give you an idea what to to add to that design soath well I yeah you can watch me doing run the marathon I'll be just standing there but yeah that's all I'm going to be doing anyway and it's a multi-step process we won't be doing it in a vacuum um we aim to have the decision made by February but we want to do this in a multi-step process and invite the public to participate so thank you that's great thank you for your effort thank you for doing it I know one of it's one of those things it's like oh my gosh what are we doing here but thank you thank you guys take care um just one quick thing right before we get off of the whole like um Grant cycle stuff um just a shout out to Susan because Susan did so much with this it was such a confusing process with um the change in process and the change in in um the different types of Grants and all the stuff so I just wanted to to to say thank you to Susan for for um all your patience with us cuz I think the combination of like a new policy plus new people doing this um equals um a little chaos a little chaos so Susan great job yes thank you so thank you but um but I just I just wanted to get props to Susan and also just ask um a favor to Susan too is when you when you let folks know that they've um received these grants can you also um remind them that like part of our new policy is that we will need to kind of documentation from them going forward if they apply for new grants because I just don't want people to be blindsided by it and not know that they're yeah maybe in the next application there needs to be a line about that and then you know just on I wonder if we don't create a submitt form right just like we have the application please fill this out on how you use the funds that way it'll be consistent m by each person I thought there was a it's more of a like an attachment like just attach you know but maybe but if it's a form then when Susan sends them out they're here you go thank you very much ow and by the way please complete this form when you finished and submit it to us okay it's a good idea yeah that's a good idea okay all right okay I also want to second third a thank you to Susan she is The Quiet Storm she makes a lot of stuff happen thank Susan a quiet storm thank you Stacy thanks okay moving on and we thought this was going to be a late night um Town manager reports yeah um if you don't mind I'm going to keep this really brief yes you okay with that so um thank you very much so yes so on Saturday um this coming Saturday at 11:00 a.m.

then let's see Ashland Lions will start selling their trees at the farmers market location the Friday after Thanksgiving on Thanksgiving it is a home football game here in Ashland I don't know the start time but 10:00 thank you 10: a.m. you can come watch the clockers I don't know what their how their season's going but always a fun Thanksgiving tradition and then last thing I have is Metro West Regional collaborative we'll be having our remote meeting on Thursday November 30th and then I would just like to wish everyone a wonderful happy thanks giving wherever you are spending it with friends family however enjoy hopefully people can get some time off um and those who do need to work thank you for working and with that motion to adjourn so moved second all those in favor I I thank you all good night thank you all we'll see you at town meeting

at the downtown library in in our multi-purpose room so if you're looking for a new winter coat come by and try on and pick up a new to you coat you do not need to bring anything in order to pick up a coat and the library will be accepting coats and jackets at all locations until November 17th so you've got about two more days if you would like to make a donation please make sure that items are in good condition and freshly laundered and we are not accepting items the day of that event only prior to we also have a mental fitness workout and workshop called unlocking your full potential this is also on Sunday November 19th um this will be be from 3: to 4:30 p.m. at the Westgate Branch um are you constantly experiencing stress burnout anxiety beating yourself up for mistakes fixated on what might happen if you fail more than likely your sabur or mental Stoppers are running the show and your mental Fitness is running weak mental fness is your way mental Fitness is your way of experiencing and creating your life in this Workshop we will unlock new self discoveries that will increase your inner power connection and inner peace you will leave with practical tips and tools to recover from stress overthinking feeling stuck and to strengthen your agility to create with each moment rather than letting the moment create you and the library intends to provide a live stream of this event we're just pending the presenter's permission so if you check back closer to the event on our website we are hoping to have a link up so that you can watch this um um not in person if that is more comfortable um and now I'll talk about some materials so as usual the was all library for the Blind and print disabled patrons can order digital cartridges and other materials by calling us at 734 327 4224 or you can email us at wlbp aadl.org you can sign up for the brain audio reading service bar to download your own books no waiting you can visit NLS bar.

DN mm.org so again for folks who are looking possibly for resources to help them pay for personal care assistance um you know this this is a great program they are uh finally after some time able to take some new um participants on board and we would love to see that program uh you know not only uh full but also looking for um you know looking for there to be more people who are on a waiting list so that we can continue to push and advocate for more funding for uh this and other programs that are paying for personal care assistant services and I think that is what I will share out with today as always though folks are welcome to give us a call for questions uh 734 0277 they can also visit our website and including our calendar at www.dnw.co.uk for sure really really appreciate everything that you're doing and um yeah I will make sure uh that we get Andrea added so that uh that she's informed and stuff too so thank you for that reminder um absolutely and thank you to disability Network Washton Monro Livingston for all the all the great things that you guys do for everyone watching if you guys are an artist um you know and want to be able to participate uh you know in that uh that art uh art show uh please feel free thank you uh next I want to move on to Pia um I know that uh do we know did the P partners and access committee did they meet last last we did not I I didn't I didn't hear from Rachel tell later but I I thought I saw something about something from you but I'm not really sure but I had a medical thing go on and nobody had um and nobody brought any concerns to my attention at that point okay okay so we will have it next month okay understood thank you um then we can move on to community engagement with Rachel Hawkins Hey Rachel hey Zach um so it's commissioner Hawkins here just um have an update from an arbor inclusive they said they are officially back so that is quite exciting um they H their last uh episode they had filmed was actually with our own Alex gosage um talking about the disability Network um and that's now currently on YouTube um for the past uh about past week um so they're also working on a partnership um to see if they can return to monthly recordings um in the beginning of January so they hope um if that works out that they'll be able to have go back to having um monthly monthly videos cool wonderful work and uh Alex I I have no doubt uh that you you held it down in the studio and uh I look forward to seeing that episode absolutely um thank you Rachel and thank you to uh everyone with Arbor inclusive Tom holand Linda Evans CTN van Arbor doing a great job with that show Absolutely so thank you all all right um next we have the transportation um Mission update with Larry Keeler okay usually the recruiting one first yeah yeah sorry I messed up it's uh it's recruitment first my apologies but I I can do them both okay so let's do the please thank you you for the recruiting we're doing good we have one spot and we have an interview coming up later this month to possibly send a another candidate to the Commission in December I'm I'm guessing if this interview goes right and uh I think that's it we I I think there's another guy that's still interested but he's apparently lost his application so don't know how that's going to work so so far working good and and looks like it's going it could possibly a full be a full commission next year possibly and that's it for that okay thank you Larry and then the Transportation Commission update please all right we met after the last meeting on the 18th of October and the Transportation Commission they they were basically working on getting uh the resolutions set up for the uh uh Lane reducer uh Lane reducing areas in an arbor and they were working on on and they were working on blonding it so it's the they were working on broadening the definition and broadening what they do and we were talk of course there was more on road diets and much discussion but the the resolution passed and there was a presentation from peac which I forget what it is but I I've got it it's it was from Detroit from the Detroit area and it was people were it was people gave a an interesting cognit uh they had cognitive disorders and they gave an interesting presentation on on transportation and how difficult called or easy it is to take Transportation how they're it didn't have a lot to do with an arbor but I found the I found the uh it interesting that they were getting people with cognitive disabilities to to be able to have a voice and Trans in and you know the transportation issues and then and a lot of the uh a lot of the other work was for the end of the Year resolutions that put back in the and to come back in the spring for you know a lot of the road construction and there was a uh it's try to make 23 safe past and what they want to do is try to decrease a couple uh two lanes coming through town in that pass you know coming where it comes through on the between ant Arbor and ifs Salan they wanted to cut it they want to cut it down to two lanes and and they were also there's also still more discussion going on on putting fences near the train tracks and then I finally brought up our our concerns about um you know our concerns about the bike lanes and the sidewalk issues that we had I brought up the I brought up uh those concerns and then um the other thing I have is the a ATA is going to set up going to introduce some of their green buses and show off and I I also want to thank Christie and Jada for their report I think I've heard their report before about curb um curb usage and I I believe I commented then but I will keep commenting if if they're presenting tonight I'll comment again about some of our concerns about the parking spaces and the uh you know about about finding more parking spaces with people with disabilities and um also I'm going to look at bike lanes and I'm going to look at um I'm going to talk I'll talk about where um where they're taking out curbs in some places the the other issue I have is they're taking out curves and it's more it it will become more difficult for visually impaired people especially to find out have we wandered into the street or we still on the sidewalk and that's seems to be a trend of taking out the uh curbs downtown especially among State Street so that's it for my report thank you Larry I do appreciate it absolutely and yeah if you find anything out from DDA please keep us informed okay I will oh I will I'll keep bugging them and I'll make sure that they they keep the adna and people with disabilities in mind when they're doing this ABS absolutely that's that's Paramount so we're here for man y all right next we have the UFM Council for disability concerns uh meeting update with commissioner Solomon Matthew the floor is yours so thank you uh um the uh Council met yesterday um and most of the presentation was taken up by a presentation from the uh Natural History Museum uh before I talk a little bit about that uh the new backer award was celebrated it went to Pam McGinty uh who's the chair of that um of that Council and has been a long time advocate for the community so celebrating that achievement um so the presenters were Brittany Burgess and Todd baren they talked about how the um Museum of Natural History has moved from the former site in the ruthin building to the biological sciences building uh the exhibits have changed although they assured us that the Mastadon skeleton uh remain uh the parts of the discussion that were most relevant to us concerned accessible parking at the Palmer parking structure accessible drop off um bus station locations or bus stop locations that are nearby the museum um they seem to have had a very keen eye on accessibility in this new site uh are wheelchairs available for checkout there are portable stools available for checkout um although some concerns were expressed about whether the the stools would in fact be usable by all members of the community uh that seemed like something I personally have not seen or was aware of previously um they highlighted their please touch exhibits uh which for them was at least partly a nod to other ways to experience an exhibit um they talked about a virtual exhib exhibition they have online uh about whale evolution which you can find uh online accessible end seating at the planetarium is now available and automatic door openers for all galleries so so that is the rundown from the Natural History Museum I myself am tempted to make a visit in the upcoming months based on we should we should all take a field trip there pardon me for the interruption I think the commission uh should take a field trip what do you think I would welcome that again they had a very they were very attentive to accessibility it was centered in their renovation and it kind of pointed out some things that uh we could all do better in terms of facilities and uh it was exciting to see a group that was totally dialed into the concerns of the community and had taken every one of them seriously so it was a pretty um compelling presentation on that on that basis outstanding no it sounds like uh solid excuse me I didn't mean to interrupt ja but my hand doesn't raise so good on this um two questions well one real question the other's just a kind of a comment question is where is the biological sciences building I'm not I'm not a u ofm guy every U ofm guy knows this thing you know I believe it's I'm not U ofm guy I could get to it I couldn't tell you what the address is um we can put that in the because I'm sure it'll be easy to look up um it's on central campus I want to say it's on University Avenue but I I would prefer to be precise in my I don't want to misguide you um one thing to be aware of one thing to be aware of there there's a call box at the entrance of the building so they really called out if you have any issues go to the call box someone will will be on staff to help so uh if you have any issues when you get to the building use that call box outside uh they assured us that it's staffed generally whenever the museum is open so as soon as we get that addressed um I'd suggest that those who want to make use of that call box I think they're there to try and serve I think I went there something like 20 or 25 years ago when I was taking a class and um I was taking a biology class at WCC I believe and we went up there and I was impressed then they actually let me look at an AR archa optics fossil they let me feel it and they let me see that they they had a big denus up there but they let me see his claw too and I was very impressed that I could get that close and I could look at the allosaur teeth on a skeleton so I was if they've improved on that I'll really like to go up there again so one thing they also mentioned um is that they have working scientists that are working in that facility so um there's actually a way where you can actually interact with the scientists yeah so it's again it seems like ahead of its time in terms of accessibility and interfacing with a broad segment of the public um what they did they did warn us that the museum was a little bit of an afterthought that kind of got shoehorned into an existing building so it's not the easiest to navigate um but they definitely are extending a welcoming hand to any resources that are needed to to our community in particular oh nice I'm I love react interacting with a scientist too I'm sort of a biological um guy so I'm excited to check out the new seats in the planetarium folks I don't know about you guys yeah well I could do without that but can't see it anym I used to love the planetarium when I could see it I used to go to aams up in at uh Michigan State I loved it up there nice nice well yeah Larry don't you know we we'll uh I believe there'll be something wonderful for everybody absolutely well thank you so much Matthew I appreciate it um and thank you and by the way I just wanted to mention you know congratulations to Pam by the way uh on the award and I did want to point out to the commission um you know I had reached out to Pam um a while back because guys we could have been on that Committee just so you know and um I did put an invitation out a while back for us to be on that committee because you know they really thought that you know one of us from the commission would really uh benefit from from being a part of that and going through that review process now the good good thing about this you guys is that there's a new year year coming up which means it'll be a new uh you know nominee this coming year and from what I had heard um you know they're still interested you know in us being a part of that so I hope that we as a commission can take advantage of that with um and and build that relationship and excuse me if any of us can find the time to be on the new Bacher um you know Awards committee uh I think that would be something very fruit fruitful for us um to to to to be a part of so um and if anyone is interested like let me know and see you know Loop in uh commissioner Solomon absolutely and uh you know and then I can you know help communicate that as well so that um you know the the the UFM Council for disability concerns um Can can know that we're interested thanks for mentioning that again I'll definitely keep it in mind um I mean the one thing I could say is it really feels like they got it right this year so um yeah but thanks for bringing that up reminding us that we do have a seat at that table if we would like to take advantage of it sure sure absolutely I mean I think the bridge between the UFM Council for disability concerns and Kodi you know should be strong and I appreciate you Matthew um as well as Kathleen for for your work in the past as well uh in keeping that bridge out going so hopefully that can be built in the future thank you Bill and just a reminder that those meetings are totally open to the public they're totally online it's one hour a month uh just in case uh of course you'll get these reports but in case you're interested very easy to access those meetings if if you should be interested awesome thank you all right um next I wanted to uh see if Laura orer uh was on for the organizational Equity report uh is our director of organizational equity on with us at this time hey is not so Tracy will be doing um the report and Tracy yeah Tracy take it away all right thank you Zach and um commission thank you for having me here this evening um just kind of wanted to give you a rundown I had my notes right here um you know I've now been at the city for a little over a month um so what I've been doing this some of the things I've been doing this last month is I started doing a tour of the facilities and Parks um as part of the transitional plan um just kind of seeing the the depth and the scope of the work that needs to be done um to get them compliant um or accessible you know you you you had you um it the nail on the head when you had stated I forget which commissioner I apologize had stated that we want more than just being compliant um we want to be inclusive for every single person in the community um so but I've also been reaching out to to many organizations um thank you um commissioner gosage and and your staff for meeting with me at disability Network and I've been um in contact and working with WID and and the DDA and neutral zone um as well as the wash now Association for Community advocacy and um I've I've been also attending I attended the Human Rights Commission and trying to familiarize myself with other commissions like also the the transportation um um commission uh I listened to their meeting that took place on the 18th and Larry and and other Commissioners it was Peak um Peak stands for program to educate all cyclists and they do actually have an office in ipsilanti um I'm very familiar with their program and have worked with uh Mr Waterman and um a lot of his students over the years um that he teaches people um with disabilities how to ride bicycles and um bicycle and pedestrian safety um and which I actually reached out to him just a couple of days ago as well um again wanting to have create a lot of meaningful not just networking but meaningful connections with people so all voices are brought to the table when things like parking place or parking spots um are developed or more bike Lanes so we can so we can bring it to to the commission so you guys have a seat at that table so that's all I have um from this side um so but thank you if you have any questions let me know thank you Tracy um definitely appreciate uh all your efforts and all of your work um very familiar with the Washington Association for Community advocacy the work Kathy Holman and all of the individuals there are doing is outstanding and so hopefully that was a positive experience for you and thank you also for the work that you did with the parks um you know the commission has done some Communications with parks and wreck uh in the past uh to ensure that the Architects that are to update these Parks uh do so in an effective uh Manner and again it is not they are not just compliant uh but they are indeed accessible and Equitable for all that use the public parks so I do appreciate that effort uh as well um I know uh we have a hand up uh commissioner Chambers you had a comment yeah just a quick question first of all thank you so much for that information and for being here um the organization that you mentioned for the with the specifically with teaching uh people with disabilities to ride bicycles I was just wondering for my own information is that children and adults um and is it um both like physical and cognitive disabilities yes to both questions um if you just Google Peak peac um or John Waterman um you can find their information I might actually have it up no I do not I took it off um but yeah if you just Google Peak um in Washton County they did start in Wayne County and I actually met John I think about 10 years ago whenever I was the mobility service coordinator at the ride actually that was one of my very first um one of my very very first Outreach is I actually rode the buses with he and his students um so he he teaches you know travel training as well so um on public transportation great thank you so much you're very welcome and and I want to go back to um Zach I know that or excuse me chair um that I um I know that you all were very instrumental in um the the planning with the the contractor the consultant for the parks I do not want your um as the commission I do not want it to end here I will be looking for toward you and um to you for guidance as we start this process um so I you know I I want us to continue to work together on this yes yes and may I emphasize the full commission on that as well you know I'd really like our the full commission to have input on this as well and um you know we're all intelligent minds and and we're all uh you know uh individuals who are impacted by this so absolutely and uh you know Commissioners um you know I welcome your input um you know once Tracy comes comes in that process and and hopefully we can all be in that together thank you so much Tracy I do appreciate it please give our best to Laura by the way I will thank you and I I will be attending um in in place of Laura um the commission meetings I'm sure that they will be attending some but um it will be it's on my agenda to to be at your monthly meetings Okay so to clarify you'll be attending regularly on Laura's behalf or she will also be attending on her behalf oh okay so I will be I will be the person from the Department of organizational Equity great that we be attending sure but I will make sure to still be in contact with her regularly to make sure uh that absolutely you know if there is anything uh that needs to be done uh we are informed thank you thank you yeah absolutely all right um next uh we have the City personnel Report with Kennedy hello everyone um just a quick um reporting kind of um a report still in progress um the city of an arbor is still searching for a police chief the city is finalizing the search um for Police Chief candidates so there will be more information and details and updates to come and um there are no additional City personnel reports or update at this time all right thank you and you know excited to uh yeah really hear about that process as well folks um you know in terms of who who is indeed selected by the way I believe uh there's also going to be a period for meet and greet with those potential candidates so if I am made aware of that when that is I will let all of you know and I hope um that if you have the time at some point uh to to uh come to that meet and greet uh as soon as I get that information and send it to all of you um that whoever is available uh can also attend on behalf of the commission uh to to speak with those candidates thank you Kennedy all right next we have the chair report uh so I guess uh that's that's where I say some things here uh I will be brief but I I wanted to mention um one of the things I wanted to to mention is that we did have a working session recently uh to talk about website accessibility and uh Tracy uh joined us thank you so much uh to Tracy bird for uh you know joining us and for your input um uh uh commissioner Chambers uh as well and commissioner Packard thank you uh also for joining and for your input and uh Kennedy thank you so much also for uh taking record um of what was uh talked about at that meeting in terms of suggestions I think there was a lot of good suggestions in terms of accessibility that still can be made not just to our section of the website uh but to the city web presence as a whole um so I encourage all of you you know if you did receive that information from Kennedy please look it over and then if there are additions um that you would like to make to that in terms of oh I really think this would be helpful in terms of organization or in terms of accessibility on our page please please let us know um one of the other things that I I hope can be uh kind of done you know in the coming year uh is a Codi newsletter um for those in the community so obviously we are on the Forefront we're working on these things and and were aware but believe it or not there have been community members I'm glad to say that that inquired about a Kodi newsletter in terms of the things that we're doing the things that we're working on and and how can how can they stay informed uh you know more often so I had suggested maybe a newsletter I know that other commissions do that uh I just you know uh think it might be a good idea but again if any of you have additional ideas on what we could do to keep the the public informed about the work of Codi please uh let us know and then also um I I had expressed some interest on the importance of of social media you know I know that um you know it's not necessarily like uh you know super super super prevalent in terms of um the the the you know cerebral work that we do um but I think having a social media presence you know as a commission can also help us in many ways it can help us with recrui recuitment um but again it all it can also help uh keep the community the community informed as we are more and more uh on our phones and laptops and things of that sort I think you know having a Kodi social media presence might be helpful um but I also wanted you know on that point I wanted to kind of uh mention that maybe it's it's beneficial uh at our next meeting if we talk about creating a a social media subcommittee that can you know Assist with you know creating those social media accounts and maybe helping to maintain them um I'm hoping to make contact you know with the city to see what kind of assistance we can get with that because I know that social media can be um you know taxing and definitely a chore but um but I'd love to hear any suggestions that you guys have on that and you know if you are in support of creating some social media accounts such as an Instagram a Facebook page you know a Twitter that sort of thing and then we can have those links uh on our page as well so that people can follow but um that's what I have thus far uh on the chair report commissioner Solomon you have a question I just wanted to just reiterate the question about whether there are or are not City resources to support such an Endeavor um is there some type of Pressa with on other committees um obviously it's a big thing for visibility but it's also a question of resource allocation so I think that would be a question uh I would love to hear the answer to absolutely uh that's a great question I can tell you I can tell you right now that uh that I'm not sure myself so I'm going to find out um what I'm actually going to do you guys is I'm going to reach out to the city Communications person Leisa wandr and I'm going to say hey um you know how is this done you know with other commissions can you assist with this or are we on our own for this and then once we can find out whether you know we get assistance or if we're on our own um then maybe we can we can uh you know go the next steps there so hopefully I know that doesn't answer your question right away Matthew but I promise you uh I'm going to inquire so as soon as I do all of you will be on that correspondence and uh and hopefully we can all have answers and maybe it's related to the role of Tracy and Laura orta I I'm just possibly right right yeah I mean that's a good point as well maybe I can bring that up to to to to to uh to Laura Tracy I know you're still on the line I mean you know maybe that's something that we can all work together on in terms of um you know promoting you know City AA resources and and accessibility and and and have it be something that is not taxing but rather informative and and uh something that's needed um so I can definitely talk more about that as well thank you Matthew all right um next we have the city council update but council member gazi Edwin is not on the line with us correct Kennedy that is correct okay um so then uh we can move on uh to we don't have any old business at this time no old business on the agenda okay thank you so new business 2024 you guys 2024 calendars are printed and here pretty crazy um our 2024 is is you know rapidly approaching um so I wanted to see if we were able to approve uh the 20124 calendars for the commission on disability issues as well as the 20 24 calendars for the partners and access uh subcommittee I didn't know if anyone had you know checked out those calendars looked at the dates had any issues on them at all um but please uh you know if there is a motion to approve these calendars and all of us uh have no issue um is there a motion to to approve point of order hold on sure point of order I did want to reference that for for the Kodi um meeting in June June 19th is when it would be but that is a Federal holiday the city of an arbor will be closed so the commission would then need to vote either to cancel that meeting or to reschedule it for a different day that month understood okay um are we other thing I'd like to mention before we go is for the Pia I'd like to change the dat from Wednesday to any other day Okay I I'd like to try to change that to either a Tuesday or maybe a Thursday would be good we could keep it at the same time if that needs to be but I'd like to just change the day because it it happens that my Wednesdays are very busy usually and if I want to be a part of this which I do got it sort of like to change the date or change the the the date to it okay so just go go ahead just for clarity if the commission votes to change the day of the partners and access committee meetings then the calendar that is on the agenda to today would be void and so we would not vote on the calendar for the partners and access committee today um that um calendar would need to be voted on and approved in December we could vote on the other calendar correct y you would you would be able to vote on the commission calendar but the subcommittee calendar would then be uh push for approval in December understood um well first of all how does everybody feel about uh the calendar and you know the June date do we feel that we should um uh you know cancel that entire June meeting or should we should we look at another date and and uh and uh you know see what it works Kathleen go ahead so for me um we are off July in August so I'm not comfortable cancelling the June meeting um I think that we would be better served to reschedule it but I'd also like to hear what others think but I think a three year a three-month hiatus might be too much I agree I agree and that's just my opinion any other feedback there commissioner Hawkins CH oh go ahead um yes uh so I was just gonna say that I agree that I think that would be a very long break um I did want to respond to Larry's question um I could do Thursday but not Tuesday so as if Alex can do Thursday then maybe we can regroup Kennedy on the dates okay that that would that would work and I if I I when it comes to it I have a motion point of order before we approve that motion for the June um meeting would you guys like to reschedule it for the week before the holiday or the week after the holiday that that's where my motion might come in I was thinking that since we have such a long time between meetings then that moving it the week after because then we could prepare for I think that's the 26th of June we could prepare for all that and and close out the uh before the Hiatus we have a week longer to to close out before the Hiatus and so my motion would be would be that we um move the meeting to the 26th of June I think that's it isn't it isn't it the 26th that's correct yep course if I open this if I move this then it would be open for discussion so correct may I make the motion or is there any other discussion before we do it go ahead I move that in that the June 19th meeting be moved be um reset to June 26th of June 26th what one week June 26 I had behind yeah one week off okay June 26 okay second the motion second okay so okay all in favor of moving the June 19th meeting to June 26th please unmute and say I hi hi hi hi hi okay great that and Kennedy will'll get revised um invitations based on that change is that correct Kennedy so what yep so what will happen is in the meeting minutes I will put once you guys vote on the calendar I will put noted that the June 19th meeting has been rescheduled to the June 26th meeting um so once you guys approve the calendar um that will be updated in the minutes and then the calendar will be sent out and updated so chair Damon you are I mean uh Vice shair keer yes I I have another question do we want to vote then on having the uh on changing the calendar for next month to register the third second Thursday of the month at 5: pm what was your question do we want to vote on changing the time or the day for the uh Pia meeting well Larry uh this is Zach um I'd like us to vote on the full commission calendar first and then move okay okay well that's I I didn't know if we were allow able to do that or not but we can do that okay thank you um so really quick guys uh so all in favor of approving uh the commission calendar um for 20124 you know obviously pending that that that update but uh are do all the other dates work for everyone is this calendar satisfactory uh with that addition of moving the 19th through the 26th and you know is there the motion to approve the commission full commission calendar for 2024 you may if I may clarify you May approve the calendar with changes which would be the change from the June 19th to the June 26th so you may have a motion to approve the calendar with changes right that's that's exactly right thank you so yeah do I have a motion to approve the calendar with changes uh Kathleen you have a question no actually I just was going to make the motion to approve the uh calendar for next year for Codi with the change of the June meeting uh to the following week great thank you is there a second I'll second I'll second then NOP two seconds okay um thank you um all in favor uh of uh the calendar with the change uh please unmute and say I I I I all right thank you uh now Larry uh go ahead you had a comment about the partners and access committee calendar well the the reason I brought that up too is because I was thinking about next month in particular and my um so I would I would move that we have the committee meeting second Thursday of the month here forth at um 5:00 p.m okay does that work for the other members of Partners and access at this time uh yes that should work that should work just fine for for me it's Rachel this is Alex yeah that should work for me as well okay um okay uh so with that uh Larry you're making a motion to to move the the date of that meeting yeah the second Thursday of the month instead of second Wednesday okay all right um I'll move to approve is there a second I'll second it okay all right all in favor of moving the partners and access committee uh meeting uh from its current date uh to Thursday now uh please unmute uh and say I hi hi all right thank you okay so I will put on the December meeting a new calendar for the partners and access subcommittee for 2024 um for approval thank you Kennedy hello all right next I'd like to move down to Communications uh do we have any Communications at this time okay no Communications well then with that um I would like to make a motion uh to adjourn at 5:36 pm I'll second all right Larry seconds all in favor of adjournment of today's uh November Commission on disability issues meeting please unmute and say I hi we are adjourned everyone thank you so much um for all of your efforts and feedback um as always I will do my best to be as open as possible with all of you please do not hesitate to reach out to me if you need anything and please keep up the great work thank you

we're going to be unveiling if you will the uh refreshed and restored Niza healing Garden um off of Memorial Drive and um a lot of people have been busy over the last few months um taking care of and fixing vandalism that you know not just happened over the summer but vandalism that happened years ago with the pl panels that were broken and things like that and so they've been beautifully restored um ke Tech DPW and Eric Peterson have I'm probably forgetting a couple people have done a lot of work with the land landscaping around there and making sure that um you know the walkway leading up is is nice and ADA Compliant um so anyway there'll be a number number of people there most importantly Mrs Kane um and uh time is that again 11 o' and obviously you're all you know invited and I think Rob's going to give some remarks hopefully you'll you'll feel well enough to do that Rob on behalf of the board um so that's uh that's that hope to see you there um FY 25 budget calendar and instructions so we did meet with fincom and go through that um just from a calendar perspective I will say we are going to look at doing what we did last year and have a um like a department head meeting invite the fincom and the select board to be a part of that and that'll be in January very productive yeah I thought it was very good department heads thought it was very good as well um I have just a few other things on here um so EP EPA and the de P speaking of Niza so they're in the midst of completing their 5-year report their annual maintenance report um so that should be coming out uh at some point soon um actually Helen Nicole was here earlier she'd let you know about the historical Mission commission and be sending out a letter to businesses just letting him know that they'll be talking about the um the historic district putting something together and uh so thank you for those who came to to the veterans lunch on Monday I thought it was really really well done um and uh you know police and fire thanks to them for for serving and and sponsoring it and thanks to candy and and all of her staff for making that thing go so that was really really nice um speaking of the community center uh we un we unfortunately uh had another issue uh last Thursday where we had a water main break or not a water main break but a main pipe in was uh unfortunately it uh literally blew a gasket and and so thanks to the quick work of of some of our staff um Marley Jeff Bell Doug Scott Jen got involved Beth was involved uh they were able to contain that pretty pretty well and uh keep uh keep too much damage from happening so it's all been isolated to the bottom it looks like some of the the walls might might have been damaged as well kind of soaked up in there but that being said the holiday program is still going so and still plans on running as normal and then uh finally um we made an offer to um an assistant Recreation director and he accepted um his name is Tyler strange and he's got a pretty interesting background but he seems to be a really really good fit strange background a little odd L um interviewed him oh my gosh I know if you don't think he has gone through this all I'm sure he has poor kid but um it would be great if he could start on the 29th so I would just need a waiver of the 15-day waiting Peri that's okay um okay wasn't part of the no but we look through the charter and it it's just a notification okay so so motion to um motion to wave the 15-day waiting period for the new assistant Rec person okay I all those in favor I I okay and that passes 5 Z all right and that's congratulations report good nicely done board reports um can I start I'm starting with Claudia oh sorry let's see I think two weeks ago almost we attended the Ashlin Indians uh event yeah that was uh that's that's right celebrating was that your first time I I've actually attended other ones that was my first time at the high school one um it was very nice and uh it it really was it was a tremendous number of people there I'd say five or 600 people and uh you know it was uh it was just a lot of I was surprised at how uh there were a lot of kids performing lots of differ performances by the kids so it was very nice um and then yes I went to the the Veterans Day celebration that was uh was very well done and um and then uh and Joe L us everybody in the Pledge of Allegiance I have to say I'm pretty good at the Pledge of Allegiance from saying it in school every day um and then uh you know just to Mike's Point about uh the holiday celebration so this Friday at the community center um I they are still looking for volunteers um any basically anytime between 8:30 in the morning and 12 or something last email we got so in the early part of the day maybe 8 to 10 it was kind of unloading um food and getting it ready for distribution and then distribution from 10 to 12 so anybody who um wants to help out with that that is a great opportunity and something you know you can walk away feeling pretty good about so uh that's it for me Brandy I'm I'm going to keep mine really short tomorrow we have our comprehensive plan steering committee meeting um virtually so if anyone wants to come and join more the marrier um and uh we're having our public forum um which is sort of like a pop in pop out kind of thing um as part of the Holiday Stroll or at the same time as the Holiday Stroll from 12:00 to 4: in the basement of town hall on Saturday uh December 2nd and thank you to Yolanda and uh Kate and Beth and Michael Michael um for working all the logistics out on that and I can't wait to hear all about it tomorrow um the Holiday Stroll is um the place to be on the second um Yolanda's like holding down town hall I'll be over at the bagel table and um we are we are Beth's favorite helpers favorite elves favorite elves um so come shop local on the second um I predict the weather will be gorgeous and um we will have a great day and so um followed by the tree lighting with Santa um so uh is Santa doing a driveby in the town or are we not doing Drive Sunday night it's going to start Santa good job okay um sorry I'm a little Punchy I'm a little tired so um and that's really all I got oh oh oh far Farmers Market this weekend too so Saturday is the pre- Thanksgiving Farmers take that off my list okay and that's all for me so come come uh there's lots of stuff going on this weekend so um come and support him Joe thank you madam Vice chair um Qui quickly uh we uh just talked about the uh Holiday Stroll which is great we hope to see everybody there uh the Ashan uh affordable housing Trust met uh this past week and uh we have uh three projects that we're looking to to get going and and and move on and I know that Steve was going to get a hold of uh Jen to go over an RFP process that we would like that so Steve uh Greenberg will be getting a hold of you about some of the things that we would like to do and it pertains to allive streets so uh and potentially uh a project that Habitat for Humanity will be working on uh Main Street on on a vacant lot that's that's uh they're in negotiations with right now so hopefully that'll be another yeah M yeah oh 387 main I think 487 Main Street uh directly across from carrier yeah oh okay which is uh which is nice so job on that J little house there I'm sorry nice job on moving ahead with that yeah thank you we're working on it and then lastly um we had a traffic study advisory committee meeting and uh you know I would love to be able to do what everybody would like to see done but uh again it goes to funding and it goes to having police presence you know 24 hours wherever they want to be and it's it's it's it would be great in the real world but uh in reality we uh they can't be there everywhere at at all at all times so anyway we're working on it I just hope people have uh an understanding and just be patient that we're working on everything and uh the East Union project is going to be a that's something we need to follow up on and get done so we're working on that as well and then uh I'll see you all well you won't see me on Saturday but uh you guys have a good time okay so that's it Rob yeah just uh briefly well first thank thank you Yolanda for um running the Mee and assisting me with running it so problem appreciate that and thanks for the everyone's Indulgence on that um the um oh just just a reminder we just have one meeting in December which I think everybody knows so when accordingly uh looks like we have we're already lining up some items uh we did get that email from uh the mother with a Boy Scout asking if anyone wanted to uh uh talk meet with him regarding pollution so I don't know if um anyone cares to volunteer now or we can I've I've been in touch with her so I I think we're just scheduling it but great thank you great thank you all right so that's it for me thanks okay couple real uh quick things first um let's see reminder that uh town meeting is Wednesday November 29th at the Ashland high school starting at 7 p.m.

l.gov to do that or you can call us and we can help you with the application got a couple new books that I'm highlighting that you can find on Bard one is called you don't have to carry it all ditch the mom guilt and find A Better Way Forward by Paula Ferris being being a working mom should work instead it is a thankless incredibly difficult job marked by impossible contradictions and unreachable expectations American moms are more burned out now than at any other time in history we believed we could have it all fulfilling work and a healthy and happy family we pick up responsibilities wherever we go on the job at home and in our communities we try to carry it all and we can because moms are superheroes with superpowers but at some point our shoulders grow tired from carrying around the expectations and the mental load tired from juggling the constant conflict between working and moming tired of how our work whether at the home or at office isn't valued equally and tired of workplaces 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with an amazing child and that that is all I have for you folks today does anybody have any comments or questions for me I don't have anything at this time anybody else okay well it's good to see all as usual and you have an excellent day see you later awesome thank you Katie and thank you to everyone at the N Arbor library for all the work that they do appreciate it all right uh next we have the dis Network wash on Monro and Livingston Report with Andrea uh this is Alex everybody hi um Andrea is not joining with us today but hopefully she'll be joining with us again next uh next month Kennedy if you could please double check that she's receiving um the meeting updates and things I I I would appreciate it I'm not sure that she is um and I just didn't want to Spring this on her today so I thought I would cover some of our updates for sure thank thank you Alex yeah no problem um couple things I did want to make sure I highlighted that we have coming up uh right now we're having we're doing a call for artists for a holiday popup Art Market uh the market would be Saturday December 9th from 12: to 5: at our office uh 3941 Research Park Drive in an arbor um basically it's as I said it's it's an artist's market so we're hoping to gather disabled artists from around the area who are looking uh to maybe sell some things that they've been working on prior to the holiday season as well as uh Gathering folks who are looking for such things if uh anybody is interested they can reach out to Claire for more information questions RSVPs Etc uh Claire's email address is C AI dnw l.org uh so again that's one of the main things we have coming up uh we are continuing with a lot of our our classes and other activities through the end of the calendar year here uh so um delici ability our cooking class is uh on Hiatus right now until January art programming is continuing after uh the Thanksgiving holiday so for the month of December uh there will be uh classes going on then art classes typically take place on Mondays from 1:30 to 3:30 at the an arbor office uh there's also time for Open studio on Wednesdays from 10: to 12 and there's online Open studio um on Thursdays from 1:30 to 3: so that is continuing um uh looks like we are uh one other place I did want to mention for um everybody that might be of interest to folks uh there is a program that uh various centers for Independent Living have helped to run over for the years it's called pass rep it's personal assistant Services reimbursement Employment Program uh it's a program that is available to eligible individuals with significant disabilities uh who are employed and um are receiving at least 24 hours of work a week these individuals if uh they are eligible could potentially receive up to $1,000 per month in reimbursement um after they have paid out their personal care assistance if individuals are interested in learning more about this program I'd be happy to send along information after the meeting today uh but they can go to uh disability Network mid Michigan's website which is www.

Saturday 7 p.m. and there is a matina on Sunday 100 p.m. the play is I hate Shakespeare um our students always do an outstanding job they work for months um you know preparing for this play tickets in advance on our website are um $12 for adults $10 for seniors um if you wait to buy them at the door you can only pay cash and it would be a $15 for adults and 12 for seniors but that would be cash only so please if you have a chance you don't have any plans this weekend come out and I promise you that you will be entertained I just learned um today some really positive news um curriculum related in our district we use a program called um imagine math and one of the things that besides the math which we'll all agree is critically important important one of the things I love about imagin math is students earn think points and with these points that they earn they can donate them to Charities and this year because Clifton has been so successful we've been the biggest um donor on the east coast of all the districts that use Clifton math we were able to pick a local charity and I'm very proud to say that just since September our students in grades three through up have earned 5 million think points which is the equivalent of $11,000 and that check is being sent to St peters's Haven Food Bank uh here in Clifton so we're teaching more than math right we're teaching uh life skills and we're teaching generosity and we're teaching to help others and I just think it's wonderful that we're able to do that in our own Community just a brief update for the community and the board on our referendum projects there's a lot of work going on all over the district uh I've said before that progress sometimes is ugly but um it's it's very very important but since our last board meeting uh my team and I have continued to meet with our construction management uh company and all of our service professionals um I'm proud to say that school 3's Auditorium is is complete it is amazing and we will have a ribbon cutting on December 5th um I believe you all might have gotten an invitation today if if not it's forthcoming um school one uh all of the bathrooms have been completed um the luxury restroom bathrooms are no longer there but we did have to move those over to or we're going to be moving those over to school 8 in an effort to um make the the bathroom projects there go a lot quicker um we're going to move the the the luxury restroom trailers over to school 8 and that'll also um help speed up work that needs to be done over the summer at school 13 the first floor boys and girls bathrooms have been completed and they've been turned over to the school for you so that's just some of the things that have been accomplished then there's a lot more going on uh I'd like to take a moment to congratulate the newly elected board Commissioners uh Mr Joe Kenova who was on the board of education that hired me uh Joe welcome back um and I'd also like to congratulate Mr Joe siano and Miss Tanya Suarez and tell you that I look forward to working with you to do what's best for the children and staff in Clifton and I know that um you have what's uh you have their best interest in your heart so I look forward to working with you um and with new Commissioners always comes some sadness because I lose people who I consider to be family in many ways we become a family when we spend so much time together but I'm not going to talk about Mr Smith or Mr abdrabo tonight I'll have more to say on December 7th but the Clifton Community has lost two advocates for um for children and staff and I personally um will miss you very very much I'll have more to say in December uh finally I I can't believe it's Thanksgiving already next week I wish our entire one Clifton Community a very happy and healthy Thanksgiving I hope that you get to spend time with your family and loved ones I hope you get to eat a lot I hope you get to take a nap afterwards and watch football or whatever it is you want to watch because that's what I plan on doing and if the weather permitting I'll be out on my motorcycle so have a Happy Thanksgiving and enjoy uh a little time off uh that concludes my report Mr President thank you committee uh committee reports we'll start with a policy Miss [Music] bassford come back uh Mr Paris would you mind doing facilities sure the facilities committee met on November 13th uh in attendance were uh myself Mr brunak uh Mr Smith president Smith and Mr aad from the administration Dr Robert toy Mr Jenaro Mr Uchi Mr shihada Mr Maldonado Mr doctor and Mr Marion uh we had guests uh Mr Costello Mr Watkins Mr VTO Ms uh bakas and Mr cre we started our meeting at 3:30 we ended at 5:01 p.m.

to 8:30 p.m. to talk about drug usage in school so I'm very excited for that he gave us materials to take back to our school to hang around on our campus and discourage drug use in our schools especially our bathrooms because we want those back so there are a bunch of nice pretty pink posters discouraging drug use in Valley Vista High School bathrooms we did a little campus pulse check Valley vista's very busy planning our Statewide convention coming up in January we're all excited about that the other schools are helping us with decorations right now food and just all other General things that we're planning and then diart has brought back their red Friday so they're doing Spirit Fridays just like Valley we're all excited for them to get into school spirit again so we just had a really positive meeting this last dslc meeting and we look forward to many more especially for my senior year so thank you guys for that opportunity and you guys have a great rest of your night thank you thank you we'll move to D2 Dr crto thank you madam president members of the board uh a few things for the superintendent update tonight uh each year our maintenance department in conjunction with a surprise PD put on a holiday luncheon at our support center uh so once again this year they're going to do that during this luncheon uh they collect new unwrapped toys for the kids of the community um and it's a good time to relax have some good food share and helping teens uh and children in our community so this event is on December 5th uh we invite all that want to to go it's at 11:00 in the morning at the support center so another good good time for uh our maintenance department um throughout the school year uh we have four scheduled dates for our data analysis meetings you might refer to data chats uh that we have with each School principal uh right now we are in the process of meeting um it's meeting number two we have one at the beginning of the year and we're on the second of those four meetings for analyzing all our data from our benchmarks uh Benchmark one so we we have discussions uh cabinet along with the principles on addressing proficiency and standards and all the assessments being taught and where they need to um go back and retest and how kids are learning so it's a great time um it additionally uh we are looking at evaluation data that we spoke about uh last week in our study session so that's been a great addition to this data chats um and just to update you that we're doing those and it's going going great um we have our start started our a school celebrations you're going to see a report pretty soon uh coming up tonight uh the first celebration was at diart High School uh we switched out to a lunch this year which was much better because you know the high schools start really early so that breakfast was like really really early last year um next celebration is at Sunset Hills at 7: a.m.

89% and we looked at it I was like wow that's three students from 95% or something like that so you know they they missed out on achievement recognition but um those are the standards and we want to review them and see what we can do to improve that next year they don't throw you a parade or anything but still it's nice like to be recognized um so CPS strategic priorities you know when we review these things these align really with uh my goals that have been shared with the board previously but uh chronic absenteeism you know beyond certainly has nothing to do really with um achievement or recognition in that sense but it has a lot to do with achievement uh social emotional skill needs and everything else the more you miss school uh the worse off you are period end of story so uh we've been working really diligently uh to support students who are missing more time and uh We've made some some good strides this year and we hope to further improve that uh and that would be evidenced in next year's report the SAT we still want to focus on improving there um and you know we've never been Believers in uh teaching kids testing um but really we know that improving instruction the high tide raises All Ships and so we have focused intently uh on instructional strategies uh specifically math English and science to reflect more complex thinking visible learning you saw the U the board Workshop um the showcase at the elementary school at Highland a couple of weeks ago uh it'll be interesting to see I know some people were challenged by the elementary wait till we do the high school uh con content inv visible learning it'll be fun seal um you know I know Marlene has reviewed the pass uh the pupil attitudes about self and school survey our students just completed taking those and so we're looking forward to being able to discuss that and uh Identify some areas where we could gauge growth uh We've focused oncl for eight years uh seven years and so uh it'll be good to to try and identify and and measure how are we doing and supporting those skills so that concludes the presentation uh certainly if there are any questions I'm happy to go ahead Tim right near at the beginning of the slides I just want to understand this yeah right there so I'm looking at it and I'm seeing the top row says 100 points earned for all students 100% of points earned yeah so the um and I apologize because there is a lot of data on here and it's relatively small so the first index rate gives us the percentage of students that met the goal so Ela performance for all students was 78.2 uh this is grades three through eight plus the SAT so 78.2 the target was 75 for the district so there were 50 possible points and we earned 50 points it's 100% of the points does that make sense okay I think so yeah um all right so thank you for that uh next question has to do with the high needs so the high needs if I recall correctly it basically falls into three buckets one of the groups of kids is foreign language it's one bucket comprised of three populations okay so one of the populations that's what I'm wondering about in particular so I know at uh Norton school there's a one of the students came last March from Ukraine sure the impression I get is that she probably doesn't speak English really at all it seems to me that there's like a lot more conflict in the world I'm wondering if you have an uptick in students from overseas who are not English speakers because you're we we've had you know refugees um arrive in Cheshire um but relative to say the prior year or two years prior like is it a bigger number and you might have even gotten caught off guard by it I I don't know I'm just wondering if there's anything to because your numbers I forget what the periods of time are here but the numbers went down yeah I can't I can't say that that's a refugees uh are a substantial driver of the growth they are part of the growth but I wouldn't say that um our growth is due to Refugee students I think that'd be totally yeah yeah I think that would be you know overshooting it but um you know certainly we've had as you indicate refugees arrive here yeah no it's what I see in the headlines is more where I'm coming from it's not as dram IC here is it is in some other communities um so thank you sure s so can you go back to I'm a little confused at norn in 21 they were 18 82.5 then 22 81.1 but yet they obtain the growth distinction how does that happen because the 82.5 is a compilation of those 12 indicators broken out a million different ways uh in the growth area there was a substantial jump and what I could um share too is that for anybody who's interested it is very easy to find this data you can go on Ed site Next Generation accountability and and this is my own preference but I like the old layout better than the new and you could select whatever School District um you know if I selected just any Community any school and it'll it'll po populate that information so you can see the full report for every school in Connecticut it's very transparent Tim and and Adam I know you both have questions you arm wrestle I'm just seeing it again I didn't jot it down the the six-year cohort is that basically the kids who start ninth grade together and then you're looking at it for anybody who didn't graduate four years yeah it's it's typically has to do with more um High needs populations that drive that uh so you know we do have special ed popul populations that extend but then we also have uh students that transition that go to transition uh populations so you could be here till 22 um Adam you had a question to um yeah the uh on the rankings page um some of the schools were or most of the schools were out of was it 14400 yeah and but there were some schools that had 13 yeah 1350 1300 so if you don't have enough students to qualify in specific areas that's not calculated in your count um so there are school districts with like so so new Canan this will give you the District overview they have 1350 points they don't have enough English language proficiency students to qualify which I'm sure you know is Tim was alluding to impacts other performance areas as well obviously sure again this is Ed site .

for resolution number 20234 f-05 and that's a roll call vote miss pery I miss Smith I miss Rand fjo I and I vote I uh resolution 10.5 resolution number 2023 24- e-10 day of the special educator so moved Motion in a second any discussion seeing none roll call vote Miss Percy hi Miss Smith hi Miss R tro I'd just like to say thank you to all of our special Educators out there um including our uh support staff and um psychologists and uh custodians out there that support all of our uh special needs students yes and they're special so I vote I uh that's 40 10.6 this is a ratification lease lease back agreement nef Construction Inc projects at Dale Junior High School catella and Kennedy High Schools RFP uh so move second motion a second any questions seeing none all in favor say I I I oppose that's 4 Zer uh ratification of lease lease back agreement con construct one one Corp orange view Junior High School site improvements RFP number 2023-24 so moved second motion a second discussion seeing none all in favor say I I I that's 40 10.8 agreements geotechnical soils inspections and material testing services so move second Motion in a second any discussion seeing none all in favor say i i i 4 z uh special education we already did 10.1 uh now we're on to uh 10.9 10.9 excuse me um we're now on 10.10 agreement Orange County Department of educ education ocde student behavioral health incentive program so moved second Motion in a second any discussion seeing none all in favor say I I I that's 4 Z Human Resources 10.11 memorandum of understanding mou with Asa Health and Welfare program changes for 2024 is it possible to take uh I was going to ask yes okay we can take 10.10 11 excuse me 10.11 10.12 uh 10.13 10.14 10.15 that's it so move uh second any discussion questions all in favor say I I I opposed that's 4 Z 10.16 memorandum of understanding mou with Cal State University East Bay so moved second motion a second discussion seeing none all in favor say I I I opposed that's 4 z uh superintendent's office 10.17 California School Board Association csba delegate assembly nominations so moved we have a motion and a second second okay now we have a second any discussion on this yes okay I understand that because we've dropped in enrollment in our District I mean I'm confused I mean we can't have uh two we can't have two we only have one okay we can only have one one person has to be it has to go through the voting right okay and who is that one person whoever wants to be who somebody for reele anywhere huh um I actually received a nomination from Anaheim elementary school district um so but I if my board would also like to nominate me to serve I would appreciate it so you're you have been and you would like to be re re reelected reinserted where I don't know what the read so moved okay so we have a motion in a second for M Randall tro sure we have a second second okay all in favor say I I opposed 4 Z congratulations Miss Randall tro for at least from the board we'll see what happens all right all right 10.

e [Music] yes holy is it hot in here sure that just some might go and adjust it you um did you get the uh RSV one vaccine no no but I did get my flu vaccine the other night he's excited his friends here oh my [Music] God that's problem I could Lo into [Music] M you're not going to be playing with Chewy all night for Thursday November 16th 2023 you please for a by I pledge to the flag of the United States of America and to the Republic for which it stands one nation under God indivisible liberty and justice for all thank you Mr AB mrad M bford here Mr BC Mr Mr Paris here Mr Santiago here vice president Danny here president Smith here we have a court the mission of the Clifton School District in an open and reciprocal Community Partnership is to provide all students with a quality education to develop the skills necessary to become literate lifelong lives for responsible and productive citizens contributing to a Democratic Society in an Ever Changing world uh the um open public open public Med the New Jersey Public Public Library ministration building senior citizen Nutrition Center on TV in the local PR on the district's website and mailed to presidents of PR teacher organizations this meeting will be taped in accordance with policy will 0168 uh is J here what you report first [Music] okay good evening Commissioners um so start with the CHS Club activities sports activities clubs and sports updates so this is um they're now retiring the 2023 robot and they're getting ready to build their new one this January so we have some new clubs at CHS including the science and media which is a lab and activity based clubs that um test signs from Tik Tok movies YouTube articles books and news reports and other social medias um investigations involve the co9 foot rule strawberry maggots a submarine implosion um sunblock SPF Effectiveness edible water bottles geysers um lava lamps and rat trap race cars um another new club is the forensic science club which is also an activity based um club that models crime scenes evidence formation collection and Analysis investigations include facial reconstruction imprint impression prints handwriting analysis soil analysis emology body language and autopsies and lastly a very special congratulations to the boys of rcd soccer team as they completed their season with a 15 to1 record running the Liberty division of the big North conference and setting a record setting 23rd Pate County Championship Additionally the team was ranked to number three in the top final 25 new jersey.com pole and 11 in the final top 20 New Jersey schools the New Jersey sport States poll um so that's what I have for updates for you guys today thank you very much okay we move on to uh public recognition this portion of the meeting is open to the residents and non-residents of the city of Clifton for the purpose of addressing any subject matter pertinent to Andor directly related to the operation of the Clifton Public School District residents and non-residents are requested to sign the register provided for this purpose and to State their names municipality in which they live and subject matter comments are limited to 5 minutes per person issues raised by members of the public may or may not be responded to by the board all comments will be considered and a response will be forthcoming if and when appropriate the board ask the members of the public be courteous and mindful of the rights of other individuals when they are speaking specifically comments regarding students and employees of the board are discouraged and will not be responded to by the board students and employees have specific legal rights afforded by the laws of the state of New Jersey the board Bears no responsibility nor will it be liable for any comments made by members of the public members of the public should consider their comments in light of the legal rights of those affected or identified in their comments and be aware that they are legally responsible and liable for their comments okay we'll start with the virtual do we have anyone in Virtual okay no one in Virtual motion to close by Mr Santiago second by Miss Bass okay we now go to in person if you like to address the board please come up to the microphone and do so Joe Canova 21 Hudson Street good evening everyone I want to take the time today to thank everyone who casted their vote for me in this board of V election your trust in me being the V voice for you and your children is humbling and means a lot to me I want to thank everyone that assisted me with my campaign putting up signs handing out items and spreading the word to friends and family to support me in getting to this point I also want to take time to thank the Clifton Merchant and T Clifton times Publications as well as the Clifton citizens concerns and Clifton news and Community Pages for allowing our messages to be spread and providing a platform for voters to be informed in their local elections I want to thank my family for their unwavered support if it wasn't for them none of this would be able to happen specifically I want to thank my my wife and daughters for putting up with the craziness of campaigning and understanding the upcoming dedication to complete this second term as a board of ed commissioner they've always been my ground and support group through the whole process to the Commissioners that are leaving us I appreciate the dedication time and hard work you put into to get things done I know firsthand it's not easy to juggle at all but we can agree it's rewarding in the end I wish you well on your next challenge and future endeavors for Clifton finally I look forward to working with my fellow board Commissioners in the administration on January 4th and excited to see we could do together the possibilities are Limitless when we're all working towards the same goals which is improving the lives of children and our community thank [Applause] you thank you good evening everyone my name is Tanya Suarez Clifton Hall Street and I'm one of the newly elected school board members I come up here today to express my sincere appreciation to Clifton for seeing my genuine passion for public education and for believing that I can rise up to the responsibilities of this public servitude I want to thank commissioner Santiago and commissioner bassford for vouching for my name as well as other elected officials that help influence my candidacy I not only want to thank each voter who marked my name on the ballot but I also would like to thank each person who spoke my name in kindness each person who promoted or even suggested I be elected I thank each person who was open to having a lawn sign in front of their house sharing something I posted on Facebook or who stood up to internet trolls on my behalf I also want to thank each person who rooted for me especially those who showed their support even though they were unable to vote for me for whatever reason I believe it's important to show appreciation for not only the big actions in this case voting but for the small actions as well because I believe that within the small actions kindness compassion Grace validation and support come to life Commissioners if you will permit me to do so please know that I will be bringing practices of appreciation when I sit on the DI with you Jo siano and Joe Canova congratulations to your win as well I genuinely look forward to working with you together as a team and of course that also goes for all the other Commissioners Clifton thank you I fully trust that you made the right decision in voting for us thanks [Applause] again good I guess we'll get all the thank yous out of the way so everybody else could speak Joseph sieno gifton I want to express my heart heartfelt gratitude to each and every one of you who supported my run for a seat on the Clifton Board of Education the overwhelming support I received was truly humbling I feel incredibly fortunate to have had so many dedicated individuals working alongside me to spread the word and help me secure this opportunity to serve the children parents and Community your unwavering support highlights the power of integrity and authenticity in running a campaign I made no empty promises but rather spoke from my heart about the causes that deeply resonate with me my commitment is to work diligently with the board to enhance our education system here in Clifton congratulations to Joe Kenova and Tanya Suarez for also earning seats on the board I very much look forward to working beside you to all those who came out to support and vote for me stood outside polling locations for me wear in that green shirt everywhere they went for months and telling people to vote number four because of the faith they have in me um Judy thank you I mean you were a phone call all away whenever I needed you I was really appreciated and you you know you were there from the beginning hey I think you'd be good and turns out other people thought that too so thank you that's very heartwarming to feel um please know everyone that oh wait Ricky if I don't think my wife I'm not going to go home so yeah she mentioned that Ricky Di Maria she had so many surgeries while I was running this campaign and I wasn't able to really be there the whole time with her and she was fine with it and we had so many friends helping us out at the house so that's above and beyond friendship to take care of my wife when I can't uh please know that I will use my voice and leverage whatever influence I have to make everyone proud I am sincerely eager to join the board and work work towards a better future together once again thank you [Applause] everyone okay Cameron Hebron George Russell way um more thank yous from the campaign I wanted to start off by saying congrats to Tanya Joe and also Joe um also a thank you to commissioner Santiago for first of all telling me about this race uh thank you to councilwoman Pino for consistently cultivating my political taste even prior to this election um thank you to George Silva for his kindness thank you to Bruce James for encouraging me to stay involved thank thank you to commissioner bassford for providing me opportunities to serve this community in a way that suits my skill sets thank you to Sam bassford for being real even when the honest thing is the hard thing to say um once again I also want to mention thank you to commissioner Mahia seeing another young man of color up on this board it's really meaningful and you you set a precedent for future generations to follow I hope you know that I also wanted to say say that commissioner alad drao was another inspiration for me running when I saw him running in the election last year I admired I frankly didn't know who he was up until then but I admired everything he did for the community and by standing by his community quite frankly Clifton is my home I know I could do better next year and in the meantime y'all should get familiar with who I am be and some of my side projects reach out because now the cat's out of the bag I have no choice but to continue advocating and just share your concerns if I don't get to you right away I'll get to you eventually my Instagram's doorway pathway you could find that on Tik Tok as well you could also find me on Facebook since I didn't do a good job at marketing myself this year Facebook Cameron Hebron and also just for the Commissioners up here the website UI is just a little bit complicated to navigate so try try making the schedule a little easier to find and the online meetings easier to find all right thank [Applause] you oh sorry uh good evening Commissioners Dr bzi Administration teachers residents everyone um Elias Rago president Clifton Student Union um just two things first is an update I was hoping I can get an update on the homework policy um a couple weeks ago the myself and Jada met with the policy committee to discuss kind of what the proposal was what it entailed what we hoped to accomplish um and last time remember we were supposed to go to the education committee um I haven't heard back since just hoping to get an update on um kind of where that went what's the status on it um and that's really it with that have a happy and safe Thanksgiving thank you all well good evening to everyone my name is Lor Lam and I'm the president of the cea I just want to take this opportunity to remind everyone that we're now in the season of gratitude today I stand before you to emphasize the profound significance of gratitude and education and the compelling reasons why we should foster a culture of thankfulness within our educational Community first and foremost gratitude serves as a powerful Catalyst for positive relationships among students teachers the board Central Administration and the staff in a learning environment where appreciation is expressed individuals feel valued and recognized for their efforts this sense of acknowledgement creates a positive atmosphere that enhances collaboration and promotes a more harmonious educational Community moreover cultivating gratitude and education instills a sense of humility and resilience in students when we encourage them to reflect on the opportunities and support they receive it Fosters an understanding of the collective effort that goes into their academic Journey this awareness not only instills a humble perspective but also equips students with the resilience to overcome challenges knowing that they are a part of a supportive Community expressing gratitude also plays a pivotal role in teacher student relationships teachers who feel appreciated are more motivated to go above and beyond in their teaching Endeavors likewise students who feel thankful for the guidance and knowledge imparted by their teachers are more are more likely to be engaged in enthusiastic Learners the reciprocal nature of gratitude creates a positive feedback loop enhancing the overall educational experience furthermore gratitude serves as a remedy for the often overwhelming stress and pressure that accompany academic Pursuits nowadays in a world where achievement is often emphasized taking a moment to express thanks encourages individuals to appreciate the learning process itself it shifts the focus from a Relentless pursuit of perfection to an appreciation of growth fostering a healthier and more balanced approach to to education in essence gratitude is not merely a nice nicity but a fundamental aspect of creating a thriving educational environment it strengthens bonds instills humility and resilience and alleviates the stress that can hinder the learning process as we navigate the intricate landscape of Education let us not Overlook the transformative power of gratitude to together by fostering a culture of thankfulness we can create an educational ecosystem that not only Arts knowledge but also nurtures the well-being and character of each individual how is my elevator doing at CCMS that goes to the facility Committee just checking so I wish everybody a wonderful Thanksgiving and the cea is um very humbled on everything that is going on to improve our community and to improve our buildings and the place where we work thank [Applause] you Donna Papo Clifton um my favorite Amendment to the US Constitution is the first amendment and it gives the public the right to attend public meetings but it's the open public meetings act also called the Sunshine Law which gives the public the right to speak at these meetings the Sunshine Law was approved on October 21st 1975 in response to Growing public cynicism about Poli politics and distress of the government due to the Vietnam War and Watergate and that cynicism still exists today the New Jersey school boards Association states that the sentence in the open public meetings act requiring public comment session states that they are intended for quote governmental or School District issues that a member of the public feels may be of concern to the residents of the mun municipality or a school district a reasonable reading suggests that private personal grievances of no conceivable relevance to the school Community like dissatisfaction with one's personal divorce or who is on the Jets quarterback depth chart would be disallowed though boards would be well advised to construe the open public meetings acts literally since relevance can be subjective according to the American civil liberties Union the public cannot the public body cannot censor your speech during a public comment portion because it does not agree with you or like what you saying the public body also cannot prohibit comments based on subject matter so long as the comments relate to any issue quote that a member of the public feels may be of concern to the residents of the municipality or School District once again this should be construed liberally as relevance is subjective it is unconstitutional for a governing body to restrict the members of the public from speaking because it disagrees with their specific Viewpoint see K versus Santa Monica ninth Circuit Court similarly it can be unconstitutional to limit a person's participation in public comment because of their membership in a certain group C Madison V Wisconsin 1976 US Supreme Court so I don't need to speak up here of only the unicorns and puppies of the Clifton School District to be honest you do an overwhelming job of sharing all the great things and the semi- great things and the things that you think are great that happened this board is the best cheerleaders for every pip Clift in public schools so you don't need me to stand up here and tell you everything is unicorns and roses and puppies because you've done that over and over what you need is to hear what needs to be changed and what is not working at the last meeting a member of the public was not allowed to speak this was in violation of the sunshine law you may not like what he had to say and for reference I have no idea who he was because I watch at home and the sound is terrible but that's okay because I really didn't like it when this board said we should only come up here and speak about unicorns and puppies of this Clifton School District but this is America where every person has the right to speak at this mic which is an important right to many people and the many people have also have the right to vote which they did on November 7th okay to the person who speech was denied you may file a lawsuit in the superior court of New Jersey Additionally you may file a complaint with the County prosecutor and the Attorneys General of the state of New Jersey I hope that we never have anyone's rights trampled on in this forum again because we are here to be the leaders and teach the the students and if we're just going to break the Constitution then why do we have a school [Applause] district see a none motion to close motion to close uh public by Miss bassford second by Mr Mahia okay um Miss Rosa um this Mr Rosa is our pbsis district coordinator um for a tremendous program that has built its way over the years um and now we are nationally known and recognized for this uh great program so congratulations on all the great work you're doing and continue the great job you're doing and your presentation thank you president Smith uh good evening everyone thank you Central Administration Commissioners to to Really I I really enjoyed uh Miss Lama's uh conversation earlier today around gratitude and this is what pbsis uh embodies every single time we move forward with recognizing a student staff or parents um for simply doing what we're supposed to be doing as kind human beings and um moving that needle towards that type of world that we want to live in tonight we are so fortunate to show showcase the Clifton High School H School Association this team has championed an outstanding um uh success they've been working tirelessly everyone on the board whether you have children or or small family members young family members that you take care of you know how difficult it is to work all day uh be the parent that you want for your child and then on top of that these the these uh lovely ladies at the HSA uh the Clifton High School HSA work tirelessly to bring forth uh additional Joy not only to our students but to our staff at Clifton High School the four recipients of our of our acclimates tonight have generously donated all of our staff incentives for our pbsis uh Initiative for the school year 232 24 now as you all know we provide recognition curriculum based incentives for our students but our pbsis teams are left to fund raise to continue to promote um incentives for staff most often staff want some dress down days but on occasion you know Dunkin' Donuts doesn't hurt nonetheless um the ladies that are here tonight I want to thank you so much for your work dedication and more importantly um for the staff at Clifton High School on behalf of the pbsis uh Team thank you so much for your donation for the school year 2023 24 so we have uh some certificates of recognition for our ladies tonight um and then principal uh hamda is here as well if Mr hamda if you could come on up and help us with the recognition as well as our president and our fearless leader alrighty first up Miss manram president of the CH s [Applause] HSA pardon I'm sorry oh I'm sorry I'm I'm not good at I'm not good at that part okay uh next up Vice President Kelly [Applause] troller the HSA recording secretary Miss Christine [Applause] Vella and Miss Selena sign the treasure is not able to join us today but nonetheless she deserves a round of [Applause] applause just a couple of technical difficulties that we'll figure out there we go three two one and there we go justra three two one thank [Applause] you it all right so next we're going to have our students of the month uh of November if we could start um with our freshman and just go along I don't know what order it is Molina heenez Molina's favorite subject is English because it allows her to be creative and imaginative Molina's most influential teacher is her seventh grade math teacher Miss morato she would always treat her students like her children and her had advice on how to fix and deal with problems for inspiration Bina relies on her mother because she has been through so much and still manages to put a smile on her face every day congratulations Molina onom thank you all right this is Mom's camera First Mom's camera first all right three two one thank you and then this one three two one thank you congratulations sophomore Steven Pina Stephen's favorite teacher is M monello because she is always helpful and pushes him Beyond his limits one person that inspires him is the late great Kobe Bryant and his Mamba mentality which is about finding a way to accomplish goals no matter what the circumstances are Stephen has been successful in dedicating time to study while also balancing his time as a member of the basketball team and baseball team at CHS congratulations to [Applause] Stephen I'll take pictures with your cameras if you want just leave them here leave them open thank you all right uh Dr Danny stand on your tippy toes there you go three two one all right now Mom's camera three two one and the last rest your toes for a sec I have to focus three two one thank you congratulations me just go me all right next is Junior Seth por s or pelli Seth's favorite subject is history because he likes learning about how things that have happened in the past influence the present day Seth is inspired by his mom because she pushes Seth to be the best self to be his best self as a person athlete student friend Etc Seth's mom is always there for him and has taught him that no matter what happens take a deep breath and keep moving forward one step at a time good advice Seth is a member of our baseball team and has learned the importance of time management so that he can maintain his high academic grades during the Spring Sports season congratulations [Applause] Seth he Dr Danny move that way there you go there you go Mr Smith just there you go you're good three two one okay one more one more I'll make it fast 3 two one thank you congratulations senior Sonia lazerus son's favorite classes at CHS are all of s sence classes as well as her classes in the visual art Department Sony's most influential teachers have been miss babc miss such missim and my and my cast teachers Mr mccy and Miss huster Sony feels her teachers have been nothing but supportive of her and have taught her lessons that she will carry with her with her throughout her life which is something she is incredibly thankful for so is inspired by her most because of her mom as an extremely driven passionate caring loving person who puts everyone before herself Sonia has been part of the Cs Orchestra for all four years of high school covid impacted Sonia's freshman year but she learned to hold on to hope and learn resilience congratulations [Applause] Sonia thank right you're good three two one okay two one thank you congratulations conratulations [Applause] Sonia just uh informed us she'll be studying cardiovascular sonography next year sounds pretty [Applause] serious all right so while we're doing a recognitions we're going to uh be doing our uh distinguished employees of the month um Miss B would you like to read one um Mr brunak the next um vice president Danny Julio and glaces computer support specialist District level julon glaces is an is an outstanding computer support specialist of 20 years in the Clifton District Julio has consistently gone above and beyond the Call of Duty during the his years of service he has demonstrated unwavering dedication and commitment to students staff and the department regardless of the nature of the issue at hand Julio consistently goes the extra mile by actively seeking out information and taking Swift action to resolve problems Julio's flexibility and quick responses to challenges have become his Hallmark making him an an invaluable asset to our team Julio has always supported our staff and by providing the opportunity to fix things but also a teachable moment to show a staff member how to resolve the issue sometimes it might be fixing a Smartboard or showing them how to use the tools and sometimes it's just saying next time try this he's constantly looking for solutions by researching and testing what what's best for the the fixed issue Julio is dedicated dependable and passionate for technology so the I'm come for you um this the the plaque says clipton Public Schools district distinguished employee of the month for November 2022 is presented to Julio glaces for outstanding service dedication and commitment to the Clifton public Learning Community thank you [Applause] [Music] [Applause] sir three two one congratulations [Applause] congrats and and because I can't help myself Julio eaus is now going to sing us a little song Julio please take the microphone I'm sorry I couldn't I couldn't I couldn't let it go I've gotten that since I first stepped into kindergarten yeah unfortunately uh I was not named properly I can't SN to save my life um I'd like to thank the board of AD members Dr Rober toi and the administration uh the faculty and staff of the Clifton Public School System uh Jennifer Ray for recommending this program uh my supervisor Eric mountain and all of the members of tech technology department for their support throughout my nearly 24 years here additionally I'd like to express my appreciation for my faith and family my lovely wife my mother sister and my father who recently passed away uh they helped me to develop and maintain a humble Spirit of respect kindness and helpfulness toward everyone which has helped me throughout all these years here uh when I first started working here in January of 2000 uh Clifton public schools had began uh project 2000 uh it was a referendum in order to get computers and related technology into the classroom overall uh this was a welcome change but uh y 2K was fresh in people's minds uh some teachers nearing retirement were afraid of changing their teaching styles over to this new technology and some were concerned that the internet would be a distraction for the kids uh so it was met with some opposition uh they wanted some teachers wanted absolutely nothing to do with it a handful even yelled at me that they didn't want a computer when I came to install one uh so they had uh been at least of so had there been at least liked employee of the month I might have been nominated back then however I did my best to recognize that uh they didn't dislike me as a person uh they uh were deeply concerned about uh how to adapt to these changing uh times I completely understood that while technology can be quite helpful when you're not accustomed to it or when a problem Springs up it could be quite frustrating so back then and to this day I do my best to never respond harshly when somebody is uh venting their frustrations I treat everyone the way I want to be treated and I tried my best to be as helpful as I can to alleviate their stress I found that such an approach helped substantially while I don't have a teaching position here I often I'm often in the classroom environment uh while repairing these uh items uh therefore I do my best to assure that my words and actions maintain a positive spirit for the faculty staff and students it didn't take long before things changed dramatically and as the faculty became accustomed to the technology and got to know me uh they were happy to see me when I responded to their repair requests but those are just my mod accomplishments has certainly been a team effort uh with a district this size our department members are often called upon to uh handle heavy workloads uh and many responsibilities outside of their job description so I just like to publicly thank the rest of the technology department again individually uh in the order in which they appear on the support website so I'm not playing any P favorites Eric Mountain coordinating supervisor of Technology Katy zinsmeister technology trainer facilitator Laura deola technology secretary Jesus gonz ales Network systems engineer haspa Mareno Network support specialist Doug Morse Network support specialist Matt Leonard uh computer sport specialist yir neon Morales computer sports specialist Danielle leby technology trainer facilitator 68 uh Jeff Horn Network coordinator web services youed on last week Auntie Hong uh Cisco Network specialist and Samantha D Rose District Communications there are also those who have retired throughout the years Frank pra Helen B it's Chris hoey Marilyn tley Ted Lui Glinda cafords and Thomas Anderson hopefully I didn't forget anyone additionally there are also several teachers that are technologically Adept which help their fellow teachers in the district I also like to thank them so I humbly appreciate this award not so much as a personal Accolade as I'm sure there are many others worthy of it but as further confirmation that being courteous and helpful are qualities worth having thank you very much very nice very nice Mr BR here thank you Mr President terce Patrician assistant school principal assistant principal School 14 Elementary level terce Patrician is an extraordinary assistant principal in school 14 his exceptional dedication commitment and contributions to the school Community set him apart he continually goes above and beyond his role as assistant principal providing unwavering support for teachers and staff fostering a positive School culture and actively engaging with students and parents his strong Report with both students and staff creates a welcoming and collaborative atmosphere within the school and his visible Presence at the school events reinforces the sense of community and pride most importantly his constant availability to students in need ensures that they have a caring Advocate who genuinely cares about their well-being ter terris's overall impact on the school Community is undeniably positive terce puts in hours that not everyone knows about he meets with teachers daily he helps with a wide array of diverse students and he does it with a positive attitude no matter what is thrown his way he handles it his commitment to professional development Innovative programs conflict resolution and administrative Excellence further cement his status as an exemplary assistant principal contributing significantly to the school's educational environment Clifton Public Schools elementary school dis distinguished Employee of the Month November 2023 presented to terce Patricia congrats Mr Patricia [Music] got a fan club W look at that well [Applause] deserved oh we all a little off center there we we good three two one beautiful congratulations just like to remind um the community um it's several years ago now that uh Mr Peterson was appointed as an assistant principal but his first job in this school district was as a custodian and you can give it to your people and hece worked as a custodian full-time while he was going to school at night um became a teacher and worked his way up into Administration and uh and I foresee in the in the future he will be a a principal and and further uh be a leader in this District so congratulations I didn't prepare a speech but I'm very thankful to uh School 14 family our principal Mr habitan and to all of you who recognize this um I want to also congratulate my former student Sonia over there it's very nice coincidence say louder real boss that's right my wife I hope she knows I'm always thankful to that but in reality I do wear love every day I'm happy to come to a place where I'm loved and doesn't matter how much time I put into it it doesn't matter because I love what what I do um and thank you for taking time from your families and coming supporting me thank [Applause] you next up from CCMS falline colani is a sixth grade math teacher fine is an exceptional sixth grade educator at Christopher Columbus Middle School fen's thorough preparation and willingness to work D Dilli with evident from the outset she creates Report with students positivity falline has high standards and expectations for all her students she has a great positive energy in the classroom and works to make sure her students enjoy and have fun in her class she is teaching at a new grade level while also an active member of the pbsis team she works hard on a regular basis to be the best teacher she can be for all students F's executive um a great deal of planning organizing for Community School events for students and parents folling takes pride in her school and plays an active role in her students academic success congratulations you don't want okay you go perfect congratulations [Applause] I it's okay I don't want to be the only one that doesn't um all right so I'm not a fan of public speaking so I'm GNA make this quick but um thank you to Dr Robert toy and to the board um the central Administration especially my CCMS um Administration Vanessa Rob and Nicole they support me and anything I want to do um they're amazing and my colleagues who have become my family Happy Thanksgiving [Applause] everyone okay our final one uh final award for this evening representing Clifton High School Mr Stan lri [Applause] Stan is our a history teacher at our high school Stan is a notable history educator in the high school and has been a stellar role model not only for the students he interacts with but also his peers he exudes the pbsis pillars respect responsibility acceptance and success on a daily basis in the classroom as a coach on the soccer field as well as in life he gives it all each and every day Stanley does an amazing job of engaging his students in the classroom in addition to his tremendous nature inside the classroom Mr Lamberg has transformed the boys varsity soccer team to a true dedicated and hardworking team Stanley lri has been beyond supportive of his professional peers always goes the extra mile for his his Scholars he is super involved invested in his students education and the Clifton soccer Community without Stan Clifton would not be even on the map with soccer and right now when you talk soccer in in high school soccer Clifton is at the top and that's because of Stan and his dedication so thank you and congratulations Steve where's his wife Danny his wife School school3 J to the Clifton Public Schools Learning Community congratulations stand [Applause] thank you uh I am uh truly humbled uh truly thankful um entering my 30th year of teaching and coaching um I know nothing but Clifton I'm an 87 graduate um I the the community means everything to me I married my high school sweetheart um so I have just I'm very grateful for everything did not want to be in the picture we did not want to be in the picture at all and uh everyone I work with in in the school is just amazing the kids have been great uh and I want to be uh especially thankful for my family for putting up with many long nights uh away from them but I appreciate everything thank you very [Applause] much [Applause] Mr Smith if I make a if I may take a superintendent point of order please uh last month was the first month that we began our distinguished employee of the month program and one of the recipients uh was unable to make it because he was being inducted into his college Hall of Fame we weren't the only people who've recognized um what an outstanding person he is and it just so happens that he's here tonight working security so if I may um the October Middle School distinguished employee of the month is John Brooks School security specialist John Brooks has been an amazing addition to woodro Wilson Middle School Mr Brooks welcomes our students every morning with a smile a fist bump and his wonderful playlist of music to pump everyone up and Infuse our day with positivity he is a positive force to be reckoned with often with some brief words of of wisdom or encouragement both students and staff all equally recognize the beauty of what Mr Brooks does for our school every day District security Specialists look to him as a mentor and leader staff members feel safer with him there students feel protected and looked after Mr Brooks always goes out of his way to get to know students make them feel seen appreciated valued and safe congratulations Mr Brooks [Applause] w three two one perfect thank you congratulations I I did not have a speech prepared but as as a preacher son I'm always ready to say something I'd like to thank the board and uh everyone you know October was a crazy month for me you know I got this award I got inducted into my college Hall of Fame so it it's been great I'd like to thank the great teachers in the district but specifically woodro Wilson teachers those are the teachers woodro the esteemed woodro Wilson teachers some of them are here raise your hand please I would like to thank them and everyone have a blessed Thanksgiving [Applause] thank so I didn't have to tell that group they could leave um thank you and congratulations just skip the rest all right adoption of the minutes of uh October 19 motion by Mr abrao second by vice president Dany discussion roll call please Mr abrao Miss bass yes Mr Brun yes Mr Mahia yes Mr Paris yes Mr Santiago yes vice president Danny yes president Smith yes motion's car motion carries okay um he's a little under the weather tonight so maybe it'll be u a quick one but our superintendent would like to give his a report thank you uh Mr President I am a little under the weather but got to put my best face on did my hair extra special tonight try to make me feel feel good about myself good evening everyone I I'll tell you that's just recognizing students and then recognizing staff and recognizing parents tonight it doesn't get much better than that let's all go home all right no okay um I'd like to uh reiterate what Jada mentioned earlier about the Clifton High School play if you don't have plans this weekend ladies and gentlemen um Friday night 7 p.m.

and the following items were discussed an update on the referendum our epic rep gave us an overview of what's taking place so far in the referendum and the plans for the next few months um discussed with school one bathrooms that have been completed uh the need to move our luxury toilets to school 8 to stay on track and minimize work over the summer to not disrupt the opening of schools and the committee agreed that was a a good a good plan um all bathroom Renovations are remain on schedule our weight room flooring has been delivered and the contractor is being coordinated with to lay the floor and a discussion ensued about a dedication plaque for the woodro Wilson field and uh and Stadium weight room concerning building and grounds updates Administration gave an update of projects taking place throughout the district including a discussion on Nets at Christopher Columbus and woodro Wilson Fields uh flame proof curtains installed in our school 3 Auditorium uh School two they were ordered for uh brick repairs at Christopher Columbus school 3 and 15 to seal in Wood intrusion that we're experiencing there uh looking at sidewalk repair at school 13 uh that was like caused by a third-party Street work and school 6 parking lot pavement uh touchup facilities usage for the public was discussed we discussed the possibility of opening the stadium on a trial basis for the public on weekends uh this will be sent to the full board for discussion uh we discussed a movie screening request at CHS um we discussed uh Pope Paul um we we uh our Administration invited attorney uh was at the committee's request and we discussed Pope Paul and some several questions that were had by the committee uh we discussed a film a filming request as a facility request film's name is riffraff um we agreed that uh we would agree to a facility use as long as it was on a non-school day or a weekend uh so that it would not interfere with uh School operation we set dates for ribbon cuting tentative date of November 28th was discussed and agreed upon um school three Auditorium ribbon cutting date of December 5th at 1:30 uh was set so that we can also have students present we discussed a mural donation at school 13 a group called Jersey care uh will volunteers to paint five to six murals in the hallways throughout throughout the school the board agreed and the superintendent will review the concept before implementation um we also discuss use of some excess Esra money that we had um we identified a need to revamp School 17 air conditioning units they're rather old and they've been rather Troublesome ever since they were installed over 20 years ago and the committee agreed that that would be a wise suggestion uh and we'll forward it to the archit and that is all from the facilities committee any questions I have a question are we going to Executive session yeah okay I would like an update if you could share with the rest of the board about Paul six about about Paul six in executive session okay thank you very well all right uh policy uh policy committee met on November 13th uh the committee began at 505 attendees were commissioner fim abrao Richie Mahia president from Administration was Dr Danny robotzi Lou Ross board attorney um Margaret Miller was president and also a special guest Erin saba and myself the committee discussed the student representative po proposal regarding the homework policy and establishing periods when homework is not given such as during winter break and before a religious holiday and when schools are closed the survey a survey will be sent to the teaching staff regarding this proposal prior to the final recommendation from the policy committee after tabling proposed policies 3324 and 4324 rights of privacies for commissioner suggestions the committee proposes adopting the policies with additional optional additional language as suggested by Strauss Esme the committee then discussed the application form for policy 7510 use of school facilities and will add a section to indicate that the application fee was paid prior to the approval of any application as per a recommendation from the committee the administration will also look into uh placing the application form on the district website with hyperlinks to corresponding policies and regulations the policy committee uh ended at 5:30 and Mr Ross submitted and wrote the um the minutes any questions yes Mr me is it possible to send um Elias Ragsdale a memo about this to you to the um your request to the superintendent he'll commit um I'll send we'll converse with email get the words out tonight we're just really waiting on um we want to survey the teachers okay thank you anyone else okay Mr brunak Finance uh one question to superintendent what's the timeline on the uh the survey for the teachers I expect the survey to go out before Thanksgiving um so we'll have the results relatively quickly before our next board meeting all right and just to confirm I know in the last meeting that we had last week about policy meeting prior to that I believe Mr Jero said that uh they were taken to some sort of committee that was happening um and was that given out a survey to them already or it did not happen yet so it wasn't uh technically a survey we have our our district collaborative team yeah uh of which Mr Lama is a part of and the initial feedback to the policy was overwhelmingly yes but that committee also stressed to survey the entire faculty just to to get more data is there a percentage we're looking for from The Faculty as a personnel as a whole or is there you know if they do they do if they don't they don't now for for for me I don't I I wouldn't want to put a number on it but I would definitely I would like a consensus cuz you know we're going to have some some teachers for their own personal reasons that say well I need to give work over breaks because of the uh the intensity of the course that they teach I teach an AP course and my students need to stay on top of things so you you're going to have some teachers who W won't go for this policy I think they I think we'll have you know but it can't just be a majority you know 51% I don't think is good so I'd like to get a consensus that this is something the the staff would would like and of course the the board will need to weigh in and then the last thing is if we're surveying the teachers are we doing something similar with the students as a whole I mean it's only fair that if we survey the teachers to get their feedback some students may say you know what I don't want my homework or classwork to get boggled up to after break maybe I do want to during break um it's just a thought yeah we didn't we didn't discuss that uh because because the proposal came from the Student Union I guess it was just assumed that it it came from students but it's not uh not a big deal if we need to survey students we can send them almost the same survey teachers get maybe maybe a little modified but it's very easy to do if the board wishes that you know or the policy committee we could do that do you need that in a motion nope nope give me some Direction Why Don't We just pull the board I think I'll just do it how about that I'll just do it good can't hurt of who you're going to do that s survey the students yeah of what students how you going to figure that just the Student Union no I think we would I think we would send it to um I have to I have to think about it but I think we would send it to all secondary students well I mean you could do a a a sample group um doesn't every class from freshman senior have a student council have representation on every every grade level and just work through them they are our leaders within that group level is that a real representation though yeah you know what it's it's just as easy to send it out to everybody if it's electronically okay you know somebody's going to turn around and say I wasn't included and then get agravated do do we agree though not to include Elementary we survey middle school high school I think y all right uh Finance Mr brunak thank you Mr President occurred on November 13th 2013 myself was present Mr Paris was pres uh commissioner Paris was was present president Smith was present Dr Robert toy was present Mr Jenaro Mr Uchi Mr shahada Mr doctor and Miss bolus was with us as well start time was 5:02 end time was 5:33 items of discussion number one audit tentative start date the audit is set to take place on November 27th to end the year to the end of the year the state has delayed the deadline again number two therapy dog initiative Administration discussed the desire of adding more Therapy Dogs the individual would cover the cost the district would cover the training does anybody have any questions okay thank you um Mr Paris education special education the education and special education committee met on November 1st at 6:30 p.m participating uh were myself uh vice president Dany president Smith and uh commissioner bassford from Administration Dr Robert toy miss kusevic Mr Jenaro and Miss Rolo um we discussed Miss kusal levich discussed Staffing and Par professionals she noted there's a nationwide teacher shortage and it's only beginning to really hit Clifton but will continue to increase Nationwide there are nearly 50% fewer students enrolled in college education programs than there are vacancies in Clifton we currently have several vacancies and unfilled leaves of absence we leverage all available resources to fill these positions including offering our staff extra teaching periods as described in the contract using daily substitutes providing internal or per DM substitute coverage condensing or combining classes wherever possible and on a limited basis using using distance learning options such as proximity learning in order to combat this issue we participate in many University Partnerships we have an aspiring teachers Academy with dual enrollment and are building a grow your own program to help power professionals become teachers we work with multiple staffing agencies and constantly recruit our own student teachers we currently have over 200 special education par professionals approximately a quarter of whom are full-time thanks to recent increases we are still short par professionals but are filling most of these vacancies with agency Paras for now we continue to actively interview to replace the agency Paris with our own hires and multiple pars are being appointed at the next meeting which is this meeting I believe um the action on on all those issues was informational concerning proximity and distance learning models Miss cus levich discussed the teacher shortage a need for specialized certificated staff members especially for high school classes she discussed the integration of distance learning classes taught through a program called proximity proximity is very similar to the classes we used to teach in our formerly uh state-of-the-art distance learning classroom in the eastwing media lab which is next to the cast studio with new technology we can do this anywhere we have a anywhere we have a Smartboard and Chromebooks with proximity a live New Jersey certified teacher is beamed into a class covered with a per DM sub and teaches the class on a large Smartboard interacting with the students following our curriculum teaching small groups on Chromebooks and using uh uses our attendance curriculum and grading system since this is new we've had some Growing Pains which are being addressed as we refine how the system works support is being provided and we continue to actively recruit for replacement teachers currently we are using distance learning for eight classes at CHS eight periods at CHS proximity Is used only for short-term Replacements due to the growing teacher shortage by allowing for certificated staff to be broadcast into the classroom we keep students students current with curriculum and the program is discontinued as soon as we find a full-time person to hire so if anybody knows some is it algebra 3 certified teachers that are looking let us know we've got a spot for uh action is informational uh homework proposal Miss cus levich uh reported that the policy committee reviewed the homework policy and received collaborative input from students student requests at the high school level include exploring minimizing homework during holidays and our weekends at this time homework guidance refers to Extended due dates for long-term projects that may include a holiday break any changes to such policy require input from multiple stakeholders and teachers and must have a voice in any such recommendation so you heard tonight we'll be doing some surveying on this very topic um special education update was provided by Miss Rolo she shared the following updates recent attendance at the Clifton disabilities fair and Arc transition Fair were both successful opportunities for community outreach we're looking forward to collaborating with the ca to host a nurtured heart training and dinner for parents on December 7th of this year the award-winning impact transition program at Clifton High School will receive recognition at the New Jersey School Board Association dinner on November 30th we anticipate a ribbon cutting ceremony for this program on November 28th at CHS due to an increase in the number of participants in Project UniFi at woodro Wilson Middle School will be adding an additional coach to help students participate successfully in the program and our last item was a discussion with Mr Jenaro concerning the therapy dog initiative he updated the committee on the adventures of chewy and recent visits to students and classrooms that created positive support in the schools classrooms and for individual students since September 5th chewy and his Handler Mr Jenaro have made over 150 visits across the district comprising small groups class visits group and individual therapeutic sessions and assembles amongst other visits he is part of the pbsis incentive program and behavioral modification plans chewy participated in District sporting events diversity dinners trunk Retreats veterans assemblies and the list goes on the growing need for this important and groundbreaking program was clearly established and a cost effective Ive plan for expansion has been detailed in policy the district is moving forward with opportunities to increase the therapy dog program in the district our meeting ended at 800m any questions okay uh our booster club committee Mr Mia so the bler club committee met on Monday October 30th 2023 at 606 P.M PN president from an Administration was Mr jeno assistant superintendent of schools president from the Board of Education would be myself serving in the capacity of committee chair commissioner bassford and commissioner Santiago also intendance for this committee meeting were representatives from the plethora of Clifton High School um booster clubs executive board members as well as several coaches representing their respective Sports um some agenda items when the meeting began with meetings and introductions followed by respective booster club sharing fundraising ideas inclusive of not limited to tricky trays beef staks tagging events Spirit Weare celles monetary donations Super Bowl boxes outside apps such as snap Rays car washes and breakfast SL dinner type events in addition each booster club was asked to share how they would spend the funds that are raised um Mr jenero and commissioner bassford sharing ideas had the booster club committee model the structure of the HSA PTA BTO committee that affords executive team members of each respective committee the opport of platform to network and share additional fundraising opportunity ideas as well as have an open Outlook of discussion for additional items administrative interns uh Miss Vega and Miss F Patrick will be invited to the next booer Club committee which would be in early 202024 so that they can share and hopefully replicate the success that they had on that committee with this new one that we have um the committee also discussed the possibility of returning to previous manner of operating the concession stand at the HS football games where booster clubs would even would earn more monies based upon booster club participation as opposed to the current vendor that they have um as the former approach was more lucrative for each booster club um this item will be brought to the attention of Dr roboy superintendent schools and Mr mle athletic directors to be discussed in the future meeting U commissioner bassard also requested that the booster club executive board share an itemized list of cost Revenue to Mr jenero so that the district has better understanding as how monies are raised um and how they're utilized today Mr is in recipient is in reip of two adiz list from the bo booster clip the next time we will meet again will be in the start of the 2024 calendar year and the meeting concluded at 7:10 p.m.

time I'd like to call the meeting to order please stand for the Pledge of Allegiance I pledge alance to the flag of the United States of America and to the Republic for which it stands one nation under God indivisible and justice for all thank you let the record reflect that all board members are present we will move on to item A2 Dr croo thank you madam president uh tonight we have a presentation about our uh boundary committee that has taken place for Asante uh this committee has been run by Dr Sai and Dr polling and Dr asai will take us through a quick presentation and then open the floor for any comments uh from the public so Dr asai good evening Madame President and members of the board uh it's my pleasure to present to you on the Assante boundary committee um and our process and recommendation uh first I would like to thank the members of the committee uh they came well after hours to engage in this work I'd also like to thank Kevin Shipman who did so much work for us in studying the numbers and in addition um the principles who were present for the meetings um first kind of why we've come here aant prep enrollment is currently a 1,074 students the architectural design capacity is 1100 as you can see we are quickly nearing capacity uh to operate in a safe and efficient manner the clicker does not like me tonight um these are numbers that Kevin pulled he will say himself he is never exactly right however he's pretty darn good at estimating uh what this will look like as you can see uh this year if we start in column 2324 the insant enrollment is at 1075 next year he's projected for low medium low medium medium high high and very high growth and most of these scenarios except the bottom two we would be at capacity very quickly and feel it would be irresponsible to open a Sante and its current K8 configuration thank you um we did H we had planned for this in the next slide you can see the district does have land in the northern um the northern part of our district uh we do have sites that have been donated by De developers and we have engaged in that long-term planning however while the developers are very nice at giving us land they do not also give us the $35 million to build the school uh we did go out for a bond in 2019 that lost by about 300 votes with 50.9% saying no that would have included a school in this area so I wanted to start by sharing the process for you with you we started off by calling for committee members with a press release parent and staff messaging in a website we had a good amount of parents in the 30s uh 30s to 40s that um applied for the committee we took everyone um anyone who applied we said come be on the committee please we hosted two meetings here we also set up where the public could observe they couldn't be on the committee and engage in discussion and we did have observers at both of the meetings uh we posted the public meeting notice for the governing board via press release Community mailer parent message social media website and newspaper and then we went outside our normal process because Asante is so far north we wanted to provide an open house for the parents there and Kevin Dr poine and I Renee went up and presented what the the work the committee had done to a group of about 20 22 24 parents and some staff um we have the public hearing tonight we will be taking the formal recommendation for the board to vote on on 12:14 and then we will follow up accordingly the committee after examining some options uh thought that this option was best we are recommending that sixth through eighth graders who are current Asante uh children are bused to simmeron Springs Middle School and fifth graders will remain at Western Peaks who are currently there uh when we looked We examined things like Portables closing open enrollment but none of that those gave us the capacity that we needed one of the big things the Comm committee felt was it would be very hard to just draw a line on Grand or draw a line somewhere and say we were going to bust first second graders 30 minutes it is a long bus ride we felt it was much better for sixth through eighth graders to be bused that amount of time and the Western Peaks parents who heard their kids might stay at Western Peaks a year longer uh we're little happy to say the least uh we do believe this allows for absorption in the northern growth um area of our district and we have capacity at the other sides that Kevin's projected in the next slide as you can see if we do this it gets is pretty clear to 2728 um and then at that time we hope to have a new school uh that would be lovely if we have one if not we would have to come uh back to the drawing board however this option provides us the longest um lifespan for the longest amount of time because at some point we would want Assante residents to be able to go to school in the Assante area next slide please and I will stand for any questions thank you so much Dr asai and thank you to our committee members for coming out for our community for participating in that and I really appreciate you having this openhouse meeting at Asante so parents could come and get input and get information I really appreciate that and at this time do we have a comment on the hearing Miss denmore yes we do all right this is the time for the public to comment members of the board may not discuss items that are not specifically identified on this agenda pursuant to ARS 38 comment will be limited to directing staff to study the matter responding to any criticism or scheduling this matter for further consideration and decision at a later date in order to facilitate accomplishing the business of the district in a timely manner a time limit of three minutes will be imposed for each individual or group addressing the board when you approach the podium please state your name for the record and first we have Amanda Amanda shendel thank you so much for your time and my name is Amanda shendel I am a Western Peaks parent um I was a part of the uh committee process here which was in my opinion fantastically done there was a lot of parent involvement and open communication we realized this is a stop Gap measure we realize only a new school is going to solve the issue permanently um and as a Western peak's parent I think I can safely speak on behalf of Western peak's parents we're not mad about staying for fifth um and at this point with the busing considerations for the littles out in Asante and the fact that these are all feeder schools we felt like this might be the very best compromise so thank you guys for hearing us out thank you do we have any other comments that was our only comment okay all right well if we don't have any do we have any other questions I just have look two questions one is I know that developers donating land is not always Prime land or good land is that land big enough for a middle school or a high school or what is the size of it four I believe I I'll defer to Kevin but I do believe that all four properties are the size for a K8 school that's huh K8 my understanding is it takes 50 to 60 Acres for a high school and none of those properties are that size okay and then my other question is I know that we're talking about busing to Western Peaks into simmeron was there any discussion about sending the older kids to Freedom if they wanted to so choose do that uh the committee did not consider that uh Freedom Is An Open Enrollment school so I mean if they wanted to and it's something I think we could further discuss that wasn't an option that was brought to the table that could be something that the board discusses when they discuss it well I understand it's an open enrollment school but parents out in Asante may not realize that because if I live out there my assumption is going to be my kid's going to go to a Sante it's something that definitely I think Dr CTO I don't know the process for that I'll defer to you madam president member Grant um that is as Dr Sai said that is something that wasn't discussed in the committee uh that will be a discussion um for cabinet as a POS Poss Al a possible alternative uh for those out in Sante um and we have not landed on decision with that but that's something we're definitely looking into um as another choice to help help the situation out in thean I do think anytime member that you have a great Point anytime we can give parents more Choice it's a good thing okay do we have any other discussion okay thank you so much Dr I thank you with that we will recess until 6 o'clock when we will resume our regular board meeting thank you at this time I'd like to reconvene your regular meeting we will move on to item C1 audience with individuals Miss denmore that's okay thank you miss traff this is the time for the public to comment members of the board may not discuss items that are not specifically identified on this agenda pursuant to ARS 38-43 1.01 action taken as a result of public comment will be limited to directing staff to study the matter responding to any criticism or scheduling the matter for further consideration and decision at a later date in order to facilitate accomplishing the business of the district in a timely manner a time limit of 3 minutes will be imposed for each individual or group addressing the board when you approach the podium please please state your name for the record and first up we have Miss Haley Crawford hi Haley Crawford hello for those of you who don't know me my name is Haley Crawford and I'm a senior at Valley Vista I'm also a sister an AP student and an active member of multiple clubs on campus with that being said I believe it's not only my job but my civic duty to point out harmful things in my community starting in my school we as a congre ation understand that our children shouldn't be using drugs so we put restrictions on them we understand that drugs can kill people so we take action before the problem can even occur so as a student assister and a leader I urge you to put a restriction on even bigger epidemic that is cell phone usage in schools it's one thing to tell a student to put a phone away but it's another to not allow them at all cell phones and social media are the number one cause of teen suicide in America and potentially the world if we don't allow drugs which have the same consequences in our school then why should we allow cell phones I understand that a lot of my peers would disagree but I also understand that they would Thrive academically in a classroom where they don't have access to their phones I see this every day on my campus multiple teachers taking action in implementing procedures to ensure that undivided attention from their students and although my school is taking action by allowing me to propose the idea to our staff this is something that should change the way the dice Art District educates the Next Generation I bring this up not only for their academic growth but for their behavioral growth another reason I feel it's vital to address the board this evening is because a teacher only has as much power as a they receive in a situation where a teacher doesn't allow phones in the classroom the teacher ultimately gets all the lashback making the district-wide support even more important the University of Harvard goes to say psychology research on multitasking finds negative effects on learning and task completion now I understand we can't ban cell phones entirely however we can Implement procedures requiring students to place them on whiteboards or holders when they walk into each class designated sections visible to them while the teachers are instructing in response to parental concerns our office staff who are paid to to do so would be more than happy to connect you with your student in case of an emergency in closing I promise you the learning environment as well as mental and physical health of the future generation will be better if we take action and make our schools a phone free zone or at least while they're learning thank you thank you uh next we have Autumn and if you could just State your first and last name when you come to the podium Autumn turnis hello my name is Autumn turnis I a sixth grader at Marley Park Elementary School earlier this week Miss Heidi our social worker told us that she might not be here next year some of the girls in our group started to tear up Miss Heidi has a weekly lunch group that my friends and I attend she helps us work through our problems and teaches us how to manage our emotions I think this is really important especially with the bullying and drama the that the kids my age deal with please do whatever you can to keep social workers in our school I ask this for me my friends and my little sister who will all also likely benefit this from the future thank you next we have Elizabeth tii hi my name's Elizabeth TG I want to start by saying my name is Elizabeth I have two children in this district and three more coming into this District I wanted to speak out regarding the possible position cut of our social workers I'm one of many parents who are concerned about this position being removed Dart had already not renewed the contract for Southwest Behavioral Services because of the Monopoly the unfair Monopoly that they had per Kevin from Stu student services and the parents should be seeking treatment outside of school hours by doing this this would affect the attendance that the district is pushing so hard to maintain by removing these therapists off campus it hurts our student as he has PTSD and Trauma from an assault that happened on the district's campus now there is talk from other parents that social worker positions are possibly even being removed we spoke back with Kevin from student services a few months ago and he said that this was not true I spoke with the principal and vice principal of my son school and they also said this wasn't true so in reality who is lying is it ad lying to parents or is it the district officials lying to their staff regardless this impacts our children's mental health the board and the district are paying for these Sr to promote physical safety on our campuses but they want to remove mental health by doing this you're creating a mindset of a hostile campus because these students can no longer have the mental health support during school hours I would love to see the number of incidents that occur on District campuses to see if SRO are truly necessary and compare them to the number of times a qualified social worker who has worked with these students and families to deescalate situations as they are happening and or provided meaningful resources that SRO are not capable of doing because they're not Administration as per Dr doc uh the superintendent Dr John Cotto stated we as parents expect that our children are physically and mentally safe during school hours removing therapists and now social workers only prove our mental well-being of our children is currently being attacked it's unfortunate that parents are leaving this district and I hope that one day they add to the grading process that parents for parents that have left this District in our case it's written in our child's IEP to have this counselor and or social worker as a safe person removing the safe people would be a violation of his IEP as it's currently written our social worker Miss Ari Temple has recently gone above and beyond and created a healthy mindset when it comes to our students mental health and helps with our student when it comes to his um breakdowns in his thought process her Services allow teachers to focus on the rest the classroom When the Children is having a mental break removing social workers would only cause harm to our students and adding additional stress to staff as staffing issues sound to be a problem already why make it harder for a teacher I just lastly want to say we did not see this matter on the agenda and if it does become factual we'll speak in the future meetings and bring others with us thank you for your time and I really hope you all think of the consequences of removing the support from your your District thank you thank you next we have Mr Shan nordon good evening I'm Sean Nord I'm a Health Services Center Riverview School also have two high schoolers at Valley Vista I come to the board today to speak about the removal positions of these social workers as well along with the other supplemental positions that were just recently decided to be cut we all agree that the way forward is to make sure that our students are safe secure and actually moving to a place where we can have those things that we can brag about such like on our district website the Open Enrollment try to bring all the students in the problem I see with this is the fact that we've gotten to a point that we can brag about our achievements but now we're taking away the supports that were in place when we made those achievements it makes me wonder if those supports will actually being lost degrade our way forward and possibly impact us later on in the future I have seen good social workers I've seen bad social workers I've seen no social workers I can tell you there's a very distinctive line between the amount of work they do and how much it affects the other people in positions of the support structure I know for a fact without a social worker a lot of the students will end up with some sort of physical characteristics and they'll end up in offices like mine throughout the school campuses we can only do so much and typically call parents and they don't know what to do either we do have sites that do help but sometimes they can only go so as far as they are allowed social workers do feel a very vital need in our schools whether or not that position is filled at a campus or not even if it's not there there's still a vacuum for that position and those Duties are actually liquid data to other Personnel on the campus we already know that everybody is working hard to make sure our students are safe and secure and feel that way but we all know that meeting the basic needs of a student allows them to focus more on the schoolwork which actually in turn gives them more effort which gives them better grades which helps us promote our schools and score those better scores when it comes to the state testing and other testing that we do later on school year I implore the board to not only reconsider but also look at avenues and possibilities of savaging some of the positions if not all of them for the social worker itself within our district I have heard from many other people that this decision will impact them in a negative manner as much as I do love this district and I keep bringing my kids here I do want others to see the light that we have in this district and losing social workers dims it just a little more than I would prefer thank you so much for your time and that was our last speaker all right thank you next we will move on to item D1 Dr Dr croto do we have a student update thank you madam president yes we do tonight we have Haley Crawford from Valley Vista here to give us the student update Haley all yours good evening Madame President members of the board surprise Community hi Haley Crawford again um so this time I am talking about dslc which is our diart student Leadership Council I've been blessed to be a part of this for three years all three years I've been in high school we just had our last meeting where we had a guest speaker come in and talk to us about drug prevention and Leadership opportunities within his organization one of which I will be taking I'm going to be able to volunteer from 9:30 a.m.

so a little early but that's on Tuesday November 28th so again if you can join us each School gets a a banner uh to display and a brag about their accomplishments and we have a nice breakfast or lunch if it's a high school for the staff so please join us if possible for those and last but not least uh give you a report on our school safety officer program uh it's been implemented at our 11 campuses that do not have an SRO um just to remind the board our Sr and the SSO program is not funded by this District it is uh funded through grants from ad um and it's had REM amazing feedback we did a visit at Freedom the other day um and it was amazing feedback from parents uh from our students from The Faculty uh that the ssos are making a difference and um mixing with kids so we want to thank the cities of surprise and El Mirage uh for putting this uh school safety officer program together and helping us out for the schools that um do not have the SRO so um and that is it for my update thank you we will move to item D3 Miss Grant oh mine's very short um I attended a freedom Traditional School CIP visit and it was pretty interesting and those kids are amazing and uh also attended the celebration at dies out high for achieving their a rating so congratulations to them and um great job um I attended the Fall Festival at Freedom traditional just want to give kudos to the PTA and the National Junior Honor Society for putting it on um and all the great decorations for Trunk or Treat um I also attended the school visit with u Miss Grant at Freedom um it was a a wonderful uh warm welcome from the school and the the students were amazing um I also attended the monsoon Madness last Thursday um it was their first one they ever put on it was great watching all the the talent on the court and I'm looking forward to a great season taking notes because I forgot everything I went to um all right so I also attended the Fall Festival at Freedom which was always a lot of fun um last week I also attended the school visit to Freedom traditional just really enjoyed hearing from all of our uh parents students and staff about all the great things that are happening on that campus I also attended the uh dice Art band Jamber also known as the band jam and this has always held a very special place in my heart as a band mom um just the months of hard work passion and a lot of sweat that goes into that and just very grateful for all of the um the family the friends that that just put so much effort into each um performance each competition uh that just kind of this is like a culmination of of of the year-end celebration for all of our bands um I also attended the monsoon Madness over at Valley and that was a lot of fun and I can't wait to see how much that can expand and grow um really a lot of fun and and look forward to next year uh this week I attended the bond and override committee and I'm looking uh forward to just hearing their update to the board tonight um Sorry it's long tonight earlier this week um I was asked to take part in a United States Senate youth program and this was really cool because it involved a civic's exam and interview uh and basically it was uh there was a phase of the assess for 10 candidates across Arizona high schools and I was asked to judge the candidates in a debate style event on their Poise knowledge of current events and their ability to provide a comprehensive response to a very challenging question um this is a really nice program um it involves a $10,000 scholarship for two students from each state and they'll give be given an opportunity to spend a whole week in Washington DC to experience policy changes from all branches of government um and this is all brought by the William Randolph Hurst foundation and is open to all high school juniors or seniors I was kind of hoping that um Miss Crawford was still here because she'd be excellent with that uh and that is my update thank you right last Thursday I was invited to speak at the Veterans Day assembly at Thompson Ranch Elementary and it was wonderful to be a part of honoring our veterans and I'd like to thank principal Scott Kerr and staff for allowing me to be a part of it it was very special um and then I too attended uh the March Madness at valy Vista High School last week I'd like to express my sincere appreciation to coach Ben asai for coord coordinating the event for our students he always makes um his students and all students of Val Vista his top priority definitely put a lot of thought and work into the event um even having a DJ there that kind of Pumped things up a notch which was great um so again thank you to coach asai for a successful event and all that he does for our students that's all I have thank you and I also attended the band Jam last week which was super fun um I was honored to be able to conduct the national anthem for the trumpet Ensemble that was that was a wonderful experience I really enjoyed that so thank you Miss Marinelli and our band directors and it's also great to see all of our bands perform it just it takes so much work on the band directors to organize the schedules to organize the shows you got to figure out the shows you got to figure out the prop then you got um your color guard so it was so nice to see all of that and just to see the level that we're taking our band programs to and our music programs just to see the level of our high school bands it was it was so fun it was just a wonderful evening so thank you thank you and I also attended the bond and override committee meeting this week so I am also looking forward to hearing about the update it was a very nice overview of you know past history our bond this is where we are financially and I feel like it was very informational and we have a nice variety of individuals on our committee and I'm so grateful for them so thank you very much and with that we will move on to item e consent agenda I will move to approve consent agenda items as presented with the exception of item F1 that that be moved for discussion at a later date second motion made by Crystal chapen seconded by Don denmore motion carries thank you we will move to item G1 Dr CTO thank you Madame President um as you mentioned earlier uh we just had a bond override committee update or sorry we had a bond committee meeting on Tuesday and tonight we'll have an update uh just to remind our board that we have four spokespersons uh Mr Patrick Campbell Mr Johnny Melton Miss Megan Perez Miss Shannon Frasier um and tonight to share the update is Mr Patrick Campbell Mr Campbell Madam uh president distinguished members of the board Dr CAU um thank you for the opportunity for this update again my name is Patrick Campbell I'm one of the chairs for the bond committee override um we're off and running uh but before I get into the uh the details of it I want to give a huge thank you and I mean no disrespect because I'm not 100% of their titles but big thank you to Craig maridell and Jenna for their um overwhelming support and ability to help us and provide information and slideshow and presentations and everything that we could hope for and it's been um an incredibly great working relationship so um that said meeting was called to order Tuesday November 14th um in here um uh there was just to a reminder there's 31 committee members uh we did a very deep dive into the intros because you know meeting one we just basically introduced hi I'm Patrick and it was nothing more than that but it was very fascinating to learn more of the history and how they're connected to Dart throughout um the initial introductions and as spoken um by Miss schaen there absolutely was a very broad uh perspective of what we've got which I appreciate so um we got into the actual Deep dive into the finance and budgets um the maintenance and operation funds fiscal year 23 um it was interesting to see numbers on paper black and white if you will um the average person you know may or may not know these things I know they're probably I'm going to be told you know they're available on dart.org or what have you but it was nice to see some of that stuff up front um we moved into the capital funds fiscal year 23 again Deep dive discussion and there was a lot of lively discussion throughout the entire process of the bond committee override meeting uh we moved on to the fiscal year 23 estimated classroom spending um the breakdown as presented to us was 72.7 for classroom spending and then non-classroom was 27.8 um we moved moved into a a lot more deeper understanding if you will of exactly how a bond affects Dart um what it means if it's here if it's not here if it disappears and all the above because there's definitely um not sure what the word I would choose but there's there's there's effects if you will so that was something that was very important to us as committee members to know um to to move forward with that um and how it actively affects everything uh we moved on to Capital funding history um The District's additional and this is just personally this was something that was incredibly interesting to me the district additional Assistance or daa um versus funded daa what's actually received and I'm I'm I'm sure I'm not telling you anything you don't already know um and then the state reduction and the numbers given to us between 2014 and 2024 um it was amazing that we went from 134 what I would call promised to an actual 74 and then actual leaving a 60 million reduction C and then there was some Lively discussion on okay so you promise this you get this and then this is what you are left to deal with um and again Kudos it seems like der's done well to get back on their feet um with with dealing with those things so again that was information that to a person I SP speaking with my peers afterwards most of us were not aware of so it was nice to learn and be educated on that um we started moving into more important stuff as far as identifying potential items and areas of need now this was presented um to us as things that the district I'm assuming have already identified is these are things we need to uh work on understand um look at things like that Transportation was a big one um 134 um I'll call them yellow buses for lack of a better term I did ask the question if white buses were included they said no so the main buses the sped buses and the regular buses 134 in inventory um 74 of those purchased prior to 2008 and that BAS basically leaves the desire is to have no more than 15 years on the age of those buses and currently 74 of our buses in Fleet are over that so again that that was a very striking number to see on paper um to be brought to us so that that again pushed a lot of uh intelligent conversation in the right direction um in no particular order after that facility Renovations Safety and Security and I'll elaborate more on that just here in a few minutes um High School land growth in the northwest part very specifically of this District was brought up k38 elementary schools facility Capital needs um asphalt hak there was some uh really nice jokes about living in Arizona and HVAC systems that came up you can imagine um Roofing and and the whatnot um then we moved into a very fascinating um section where we took the 31 committee members we basically gave them huge whiteboards and markers and said we we want to find out um basically just group discussion what's your concerns just speaking we're going to start small we're going to start in this room and put down and they just they gave us an you know a limited amount of time to go through and then we just had intelligent discussion sit down what what do you think and I'm just going to ask the board any guesses on what the overwhelming number one concerned was from the 31 committee members is that appropriate outside okay I'll tell you um safety Safety and Security of our of our schools students um staff etc etc and I I was a little bit surprised that it was that high on the list but every single board had touched it there were five total I took pictures if you guys want to see them but I didn't have time to like make copies for you or anything but anyways but yeah um it came up so based on that the discussion came back we each of us that from our table had a representative get up and discuss it and say okay now that we've done this and again we're looking at bonds um what type of things do we want to learn or do we want to know more about since security came up as one of them uh as a committee we did request um a meeting with um and again I'm I don't want to butcher titles so Jason jger and Kevin serter um who are um I guess director of safety if would that be appropriate and we requested meetings with them so at sometime very near future we're going to have that so we can get even more of a deep dive the committee would like to know what concerns they have what have you already done where are you going what how can we help what do we need to know that kind of stuff so good discussion on that um there was um a thought brought up about ongoing commitment to Quality um I'm kind of leaving security now in other words they they don't want to see and I'll use a phrase that was used at our table they don't want to see AB bandaid on Hemorrhage um speaking about things like HVAC and things like that in other words if there's a 10-cent fix we'd rather just see equipment that's going to be under warranty last longer and that seemed to be the consensus of the committee was that was something that we'd like to see a commitment to in the future um there was a request for transportation cost per mile evaluation um that was raised up because um the the information that we had received was that it might be a little high um based on that we did request a second um um and again I don't know title think he's the director of Transportation but Doug Curry and car Cara Valente we'd like to have them come in and speak with us again age of the buses things like this so we want to get more detailed information from the column subject matter experts if you will people that run those departments and then again in no particular order um safe preschool playgrounds was brought up um ages and updates um were brought up um shade structures including some front of some of the schools um apparently there was um some information brought to us that we were I was not aware of that um you know especially in our August and late in the school year and stuff there are some areas where they're brought up and there is not enough appropriate shade so it was something to be looked looked into if you will um obviously Continue to update Andor replace as Necessary Technology that's a that's a evergoing battle if you will because I mean the second you buy it it's outdated um the HVAC someone brought up the idea of misters don't know that I've ever seen misters anywhere on U campuses they might exist somewhere but it was brought up is that a possibility so again we're throwing options and solutions not just here's a problem so um there was lockers for Shadow Ridge and it was very specifically to Shadow Ridge brought up um we didn't have a lot of discussion on it but it was something I wanted to report to you because it was brought up um new Auditorium for Dart High School obviously a new high school very specifically in the northwest region was something that most thought would be at least appropriate to pursue um theater upgrades U more peras and sped staff members was something that was uh brought up as a need and then a very fascinating somebody um there was some addition additional crosswalk requests and it was explained to us that daart can't just go put a crosswalk wherever they feel like it there's a partnership with the city and I'm sure there has to be studies and traffic and all that kind of stuff brought up but um I would like if that could somehow be looked into I don't know how or when that's appropriate to ask but it is something that I think should be necessary especially since I work security over at Shadow and there's some things that I've witnessed myself that would be let's at least look into that um for the safety of our staff and our students um we did table uh the Deep dive into the override which was supposed to be discussed at that agenda but because of our Lively discussion that went more than two hours uh we basically said hey table this and we'll move that forward um before we did that there was a um a thought and a request of bringing in a possible outside survey to get this same type of feedback we got from the committee towards the rest of the community to say what's important to you what should we see but we want to do that smartly um lastly before we adjourn there was a a conversation about um pulse on the political climate if you will based on recent elections um things that had happened if we're going to move forward into um recommending a bond and override both or neither we'd like to know what's what's the receptiveness if you will of each of those items so that we're giving you um ultimately a very intelligent very thought out decision on exactly which direction we're heading and with that we adjourned and I'll take questions if you have any thank you so much I appreciate the updates I appreciate the thorough discussion from the committee and soliciting input from everybody I just I really appreciate you staying focused and objective and logical to what are the priorities and the needs of our community and is this fit so I just thank you you're welcome ma'am good I'll jump in sorry um I I just appreciate the the thoroughness that you do with each of these updates um and I appreciate you talking about doing maybe an outside survey um whether that's to uh you know the community members or maybe like maybe using a political consultant things like that um and I I just want to make sure that I that I M um share my appreciation for your group but also our district for making these uh committee meetings transparent and uh with the second meeting being live streamed and I think that our community deserves transparency uh with these uh with these bond an override committee meeting so I just want to share my appreciation for that thank you any other thoughts or questions all right thank you so much I appreciate it thank you next we'll move on to item G2 Dr croo thank you madam president uh tonight we start our board uh policy monitoring monitoring cycle uh we start with chapter one tonight uh these are our new policies that were adopted uh in January and by board policy we go through a cycle each year of looking at each chapter of these policies and and having a discussion or making changes if there are any changes tonight we can discuss that if there are changes they will be brought back uh on a future on the next agenda um as an action and discussion for the board to formally vote that so with that I present to you chapter one and if there is any changes we can discuss that I have some changes so are we going through the policies one by one or can I just give you my updates okay just just your updates would be great okay I think Jenna can capture those great so for policy 1-102 board authority responsibilities and immunities for the section um the header is each board member has important responsibilities including but not limited to so I'd like um some additions to some of these bullets um for instance um the existing text reads focusing on actions that are best for the district and it students I would like to add and the community the bullet that reads advocating for the needs of the district I would like to also add to that as well as the community the bullet that reads communicating the board members complaints I would like to remove the word complaints and replace it with concerns or staff complaints replace that with concerns Community complaints replace that with concerns and that is it for that policy let me know when you're ready okay um policy 1-10 three governing board organization uh just a minor edit in the third paragraph um where it reads in the absence of an elected officer at board meeting in include the word a board meeting that's it for that policy uh for the next policy 1-1 104 legal advice and representation um and I'm sorry on that one I've actually spoken with Dr CTO I I I'm good on that one um for policy 1-21 and also 1-22 I would like to pose a question um the students political affiliations are protected under policy 1-21 however under policy 1-22 for employees the staff members political affiliations are not protected I would like legal clarification on this one Madame President member denmore I will work on that and send that out to the board members get clarification on why it's in one and not the other perfect thank you you okay um policy 1-31 Rules of Order again just a minor edit on that for item e a motion to refer to committee I would like to include the word the prior to committee the last sentence uh notwithstanding the above it looks like the wordthe was omitted prior to the word board the board also I'm sorry that same policy on item six an abstention does not count as a vote for purposes of determining whether and motion passes should be changed from and to a a motion passes bear with me just a moment okay those are my only edits thank you I had a suggestion too um on item what is it I think it's D D1 the agenda um board meeting agendas on that last sentence it says any board member Desiring to place an item on the agenda will notify the superintendent or board president in writing um I feel like we've had we have an understanding that it could be verbal or in writing we could verbally request it at a meeting it doesn't have to be in writing so could we just add ver verbal verbally or in writing I'm good I just I just have one um in 1-103 under board presidency it says that uh the board in its direction may vote to elect a new board president before the next schedule's organizational meeting ief prefer that it we continue doing what we have been doing to where a board president board clerk is elected at the first organizational meeting of the year I just feel like that could as written this could be problematic depending and just we could just willy-nilly be voting out and voting in a new board president um so I would I would recommend that be taken out Madam president member Pritchard which paragraph were you referring to uh it's 103 correct under board presidency so it's the second in there okay and you're suggesting to scratch that okay is that for the first sentence for the organizational meeting no the second one about I'm one- 103 oh sorry okay let me keep going that said I'm wondering if there I want to say in our old policies there might have been some reference to what we do if the board president there might have been something in there about them dying or something I mean when if they're no if they move or something happens they're not there and it's in between meetings I thought there was some sort of process dictated in there so I don't know if we still need to possibly address that is is what we would do in like extenda circumstances my purpose was just so it wouldn't just be a willy-nilly let's just vote in and vote out whoever randomly okay we will check on that pull that we check on and just to confirm this is just a first read correct correct okay we will make all the changes bring back the policies that are have suggested changes those that are not touched you won't see again um the ones that have suggested edits will come to you in action discussion for the bo board to vote changes in that will be at the next meeting do we have anything else okay we will move on to item G3 Dr croo thank you madam president uh tonight we have a a presentation on our school accountability F through a through F letter grades and Dr asai will present this item it is my pleasure tonight to introduce somebody who can talk about school letter grades much better than I can our director of research and achievement uh who just got back from next door Miss Amy Harin good evening Madame President members of the board Dr croo and cabinet I am happy to present with you um or present to you the letter grades for um this last year's um Academic School year so um in front of you is some historical data to show you um the few years before they put a halt on letter grades and the few years after you can see we have um significantly increased the letter of a or number of a letter grade schools and um have decreased the B's because we've moved to Ace the cut scores have stayed the same throughout this entire time period so um the cut scores that are listed there are um the same ones that we have had during that time and in the previous board meeting um we shared what those categories are that build the K8 label um that is 50% growth 30% proficiency on the um state test both aasa and the um alternative um msaa eel um growth both growth and proficiency on the aella test and then acceleration and Readiness which is all of those um various indicators K3 reading um attendance um 8th grade increase and decrease in test scores for our high schools um starting in 2017 we had zero a schools we are happy to say we now have four a high schools in our district um their cut scores have changed they kept last year's the same as this year's because we had that change from a merit to the act so the high school test scores or um cut scores changed between 19 and 21 one um but they did stay the same from last year um the high schools are set up a little bit different they are based on um 30% proficiency 20% growth 20% College and Career Readiness indicator 20% graduation and then 10% of aella um effic proficiency and growth here are the individual School labels for um last year and this year for all of our um k8s middle schools and k4s you can see um we had lots of schools move up we only had one school drop a letter grade um so we had a good increase in those number of A's in our district which is a very great celebration and almost to that goal of all schools will be an a for our high schools um dard High School moved up so we have all four high schools in our district our a schools and then this year was The Return of District labels so um they ran the cut scores for that you can see on the right hand side um they use each School in our district is weighted equally and they run it like we would do a GPA for a student so um each a school we have is a four um three for a b two for a c one for a d and then they divide by our number of schools that receive labels um daart schools earned an a label um so we're very excited to say we are in a district and then and more exciting is how we did compared to surrounding school districts um we are one of the only a districts in our area you can see um that the only other A's were Lichfield Elementary and Buckeye High School the rest of the districts in our area are B's or C's so we are very happy with um our results from this last year and with that I'll H I'll stand for questions thank you so much I appreciate this I just I I do appreciate all of our hard work all of our teachers all of our students administrators our District staff I appreciate the high expectations and I look forward to keep continuing to move forward thank you do we have any other questions all right thank you so much next we will move on to item H1 Dr croo thank you madam president uh Madam president members of the board cabinet guests uh tonight um we are here to appoint or recommend to you to appoint a new assistant superintendent for human relations as you know at the end of this school year Dr polling is retiring so we ran a pretty comprehensive process uh which included a rather large uh panel committee interview in basket activities a cabinet interview um and we have finally come up with our candidate to recommend to you tonight so we are recommending to you tonight that U Mr Steven madingley be recommended um for the assignment in 2425 is the assistant superintendent of human relations um Mr mattingley has a master's degree from uh Northern in na Northern Arizona University uh he has 18 years of experience in the human relations Administration in public school districts in fact uh seven of those years he was the director of HR right here in diart so um Steve is going to come home back to diart and and we are happy to um recommend him tonight so with that I will stand for any questions thank you do we have any questions all right I move to approve the appointment of Steven mattingley as assistant superintendent of human relations second motion made by Crystal Chaffin seconded by everyone motion carries congratulations and Mr mattingley has joined us he's sitting in the front Steve if you can stand up he's also joined by his wife sh um who is a principal at Rancho in our district so congratulations Steve welcome welcome back thank you next we will move on to H3 Dr croo thank you madam president uh continuing on with our recommendations for positions tonight uh we bring to you a recommendation for the director of Community Education um and we are recommending to you that Mr Dustin Hammond uh be recommended for the assignment um beginning actually almost immediately so we'll have a transition plan Mr Hammond received an his masters from ASU uh he has extensive educational experience nine years of administr administrative experience um and both Poria and dart as he is currently um the principal at soran Heights so we will work on a transition plan with that um and we are happy to um recommend Mr Hammond for the position of director of Community Education and I believe he's here in the back with us tonight I'll stand for any questions thank you do we have any questions all right I will move to approve the appointment of Dustin Hammond as director of Community Education motion made by Crystal Chaffin seconded by Jennifer Drake motion carries congratulations thank you Mr Hammond Please Stand thank you very much congratulations we will move on to item H3 Dr croo thank you madam president uh tonight we bring to you another recommendation uh for a change in our ESS phase coordinator position and uh Dr asai will present this item Madame President members of the board tonight we bring forward the recommendation to change the position of phase psychologist to phase coordinator um after really examining the program and having the current phase psychologists leave we believe that Coordinator would be a more accurate description uh the person that's leaving had both abilities uh this person would be able to not only do intakes like the psychologist uh or they wouldn't do the intakes of psychologist is I'm sorry that would fall on the school psychologist but there really aren't that many they would be able to oversee the program better train teachers see articulation of the curriculum it is the goal that pH students uh progress to entering back into the General ad classroom and we're finding we need some more supports with that so it is our hope with the transition from the phase psychologist to coordinator that this would be a reality it's also a cost savings uh to the district thank you do we have any questions okay I will move to approve the Staffing modifications for the exceptional student services department as presented motion made by Crystal Chaffin seconded by Joe Grant motion carries thank you we will move on to item H4 Dr Coto thank you Madame President uh tonight we bring to you a presentation and approval a long weighted item that I believe member Grant requested um a while ago um but we are here to present to you uh a tutoring program that is being funded Again by the Arizona Department Department of Education and we finally have all the terms so we're here to present that to you and and present it for your approval so with that Dr asai will introduce this item and Dr asai will be follow uh filling in for Dr Longoria who has lost her voice uh she will be at the podium to answer questions uh should I need her so bear with me if it is uh not as smooth as Dr Loria would normally do so uh the Arizona Department of Education has authorized a tutoring program and the goal is to improve Proficiency in Reading Writing and math for students in grade four 4 through eight and to prepare students in grades 1 through three to test proficient in Reading Writing and math when they take the double ASA exam during their third grade year you can see the eligibility requirements outlined basically all students in grades 1 through three and students who tested below proficient in grades fourth through 8th and any one of those three subjects the tutoring sessions um the state has granted us a lot of leeway with them you can go up to 60 minutes a day it could be a 30 minute session or 45 minute session depending on what the students need up to four days a week so the teacher could choose to tutor two days a week three days a week four days a week um we have up to three students maximum uh when I've run this by teachers they really like it the idea that they are tutoring three students um for the time period that they really need that they think that that'll help them better be able to group students and students mainly attend one subject at a time these are in six week increments uh the first increment we have some latitude to do it a little shorter um if we do it prior to January the tutors and locations the T teacher must be a teacher of Records so they have to teach uh be teaching a class uh as opposed to just being a certified teacher because some of our teachers um our teachers and residents who are working on certification at the it has to be at the school site has to be on person so you can't do Zoom tutoring sessions and get paid for it it must be on site there's also a diagnostic assessment associated with this so students in the tutoring program will formally be assessed using a prepost that the state has produced uh the goal is to ensure that they are making making gains in the areas needed the assessment goal is to guide the instruction for the student based on their Baseline achievement obviously if they did well in something we wouldn't tutor on it um the go the ones they do poorly and we would and to achieve at least a half grade um equivalency which is a lofty goal we hope it makes one of the best things about this program is the state is paying teachers $40 an hour uh we love that rate we love to get money to teachers whenever possible uh so we were very happy that that is going to be the going rate uh we receive an allocation of funds based on the number of students being tutored and then there's a $200 stipend for each half grade gain in grade level equivalency during that six weeks so if you can get that gain in 6 weeks uh there's a large pay sum associated with it uh we haven't seen the test yet so I can't tell you how easy or difficult that would be that's a lot of gain we would love to see that and um I will answer any questions you have and if I turn to Ashley she will do her best to squeak out and answer thank you I just had a quick question um this funds for grades uh 1 through 3 and 4 through 8 if we had a bunch of students at a site who really needed tutors and maybe the teachers were just already maxed out could we possibly ask middle school or High School teachers to come drive to the elementary school and tutor them there yes because they are a teacher it doesn't have to be the child's teacher of record it just has to be a teacher who's qualified awesome thank you so the teacher would receive the stien the teacher receives the $40 an hour and we're also receiving money to because we have to pay benefits on that and the state is going to give the test or provide the test that makes that student qualify for tutoring so the state has already provided that um for the third or fourth through eth graders it's based on double ASA how they did on our state test last year um we do have a large amount of as students I mean we did well in our letter grades but we still have a lot that didn't meet proficiency so we will have plenty of students to tutor well yeah but I mean because we've heard from numerous principles that we have students that are struggling yeah um somehow I was told or I was under the under under the impression that I don't see it here anywhere that if I'm a title school I don't qualify for this is that true there were mixed messages at first however when it all came out I can do it if I'm a title school and I can get uh and I can go if I'm an ESS student originally we were told that wasn't going to because they were afraid it was supplanting uh but then it came as a ruling that it was not supplanting okay so we were really excited about that because those are some of our students who need it the most I'm very excited about that because that's where we were hearing well not all title schools but we heard from several that they had students suffering and I thought they're not going to be the ones to be able to benefit from this no we really see it as a win-win for students and teachers absolutely and families Madam president and member Grant um little clarification on that so they are eligible they cannot be currently in a federally funded tutting tutoring program that is supplanting so if they are not receiving tutoring being paid for out of federal funds then they qualify for this tutoring program so explain to me that teacher salary may be Federal funded no it has to do with it we are we funding a program already for tutoring out of Title One funds um and so if they're receiving that we can't replace or supplant those funds okay but we should be able to offer tutoring for a large majority of our kids thank you for looking into this I was really concerned when I heard Mr horn making the announcement I thought okay okay let's see what that's all about so it's exciting so thank you is past one school year or is it do we know how long it's for Madam president member Grant right now it is for the remainder of the school year to see how much money is there um and how much money is left and how much the tutoring is is going so um like that is it ALS Al is Grant funds through eser I believe the state is using which um are coming to an end too so um there's a few factors in that but definitely through this school year Esser funding is funding this not ours no I know through ad I believe it's those funds are coming from there I will double double check double double check but I believe some of that funding that the state department received they are using to fund this program okay thank you do we have an idea of how many of our students will be attending we have no idea yet we have to see how many teachers are interested uh we can't tutor more than the capacity we have with teachers uh so pending this tonight we'll share the information with principles to share with their staffs and Ashley already has a great system set up so hopefully we can swing right into action because we know we have students that need help now good okay I think this is great because as a teacher who has taught full-time and worked a second job if I'm getting paid $40 an hour for One $40 an hour for one student if I to to that student three times a week that means I don't have to work my second job I don't have to go spend another four or five hours after school I'm already at school I've got my materials I know the student we've so I am just thrilled about this thank you and the stien is really nice I mean that's a great incentive it's a great incentive and honestly it's just about helping our kids absolutely and especially if you get the 200 per kid for passing the test at the end on top of the 40 an hour that'll be a nice Christmas and end of year bonus thank you do we have any other questions all right then I will move to approve the intergovernmental agreement between Arizona Board of Education in daart Unified School District for student tutoring services and authorize the superintendent to sign the inter governmental agreement and any Affiliated documents motion made by Crystal Chaffin seconded by Christine Pritchard motion carries next we'll move on to item H5 Dr CTO thank you madam president uh tonight we bring to you some recommendations on Title One revisions uh that we have and Dr asai again will present this item and Ashley will stand by thank you Madame President members of the board Ashley and I are happy to present this item for you on our 2324 title Presentation um and Ashley did make all of these are much better a much better presentation than I would have done so the purpose of title one is to provide financial assistance to local education agencies leas like daer and schools with a high number or high percentage of children from low-income families to help ensure that all children meet the challenging State academic standards so it's in addition to uh not in place of is something really important Title One funding flows from the federal government to the state to the school district to the title one sites you can see our allocations here um our allocations have gone down that's because our number of free and reduced lunch students have gone down at our title schools and we do believe this could be due we lost some during covid because everyone was getting free and reduced lunch uh so we are really working to have families identify if they need free and reduced lunch because there's funding attached to that that helps their students directly before you see a list of how schools traditionally spend their Title One budget so we have programs like Avid and leader and me uh there is a portion they have to spend on family engagement um after school tutoring summer school summer planning and PD and also human capital the people we use in those classrooms and at those sites here Ashley list the goals of 2324 uh that we really want to see our title $1 dolls impact academic achievement and we'll come to slide in a minute where we see that our title schools are not necessarily achieving at the same rate as our non-title schools so we want to do that by accelerating academic growth and reducing the amount of students who are less than proficient on state exams uh we want to supplement and impact the core instruction to make sure every kid is getting instruction at a high level and at the same time ensure fiscal responsibility we want to make sure we're maximizing the use of our dollars to produce great res results for students because we need to get them ready for high school for college and for work and that's what it's all about here's a slide that I referred to um and this is specifically uh for math proficiency based on last year's data um although we have the expectations that all students achieve at high levels our current reality is that our title students are showing 30% proficiency while our non-title are showing a 52% proficiency so in our current system with our current title supports there's still about a 22% discrepancy in that achievement so how do we get how do we get there how do we get better we believe uh supporting students at the core instruction level instead of waiting till after they need uh their need of intervention is a good move currently we find a lot of interventionists and our interventionists are honestly the best of the best we have great interventionists the problem is kids take a test I teach a unit they take a test and at lots of our title schools I still have 60% failing which means the interventionist is supposed to intervene with 60% of the kids with a 100 if I have 100 in a grade level that's a lot for an interventionist to do times multiple grade levels so we want to shift to a model where we'll be more proactive to help teachers really understand especially in math how to get it how to get it across to students that first time and how to get students to achieve it high levels especially in those maths in grades six seven and eight our recommendation to do this is to add two positions one is a title one math content specialist currently we have a Content specialist Cammy Bernard and we hear a lot from principles and from teachers I need more time with Cammy I need Cammy to come and help me plan a unit out I need Cammy to come and model what the curriculum looks like I need Cammy to do a lot of things cammy's really good at what she does um we would H what we would like to do is we can't really do a K8 and a 912 because we can't use title in that way however we can use title to make a parallel position for our title schools to give them more attention we are also recommending that we add nine math coaches at our title sites this would put a math coach at each site with the exception of Ashton Ranch and dier metal who would share one and that's because they're departmentalized in grades 5 six S8 so they really only have four Math teachers on campus so that person would be split between those two campuses versus a ka8 school um to do this we need money unfortunately uh tile does not just keep raining forth money um so it it is a give and take and in order to do that we are recommending at that the base level of Staffing at each site be reset uh right now we have some title schools that have five interventionists everyone would go to a base of two interventionists and it would yes a reading interventionist and a math interventionist and then they would also have the math coach and we'll get more into detail on that on the next slide um here you see the math coach and titled content specialist Edition what their purpose is uh we've kind of already gone over the need the recommendation uh we did find it important to add in how would we measure the effectiveness how are we going to know that what we're doing is working because if we're investing money it's important we always look at what's the uh what's the return on our investment so we'd be looking at Benchmark data at those sites common formative assessments cfas and overall uh double ASA overall proficiency increase on the slide in front of you uh you can see how this change would take place so we requesting to add the nine math coaches and the one District math coach and to reduce the base at each site uh there's some other things here that we haven't talked about that are funded by title we have some preschool staff there would be no changing in preschool staff with the number of interventionist that would be reduced from 43 to 23 we will have room in our classrooms those people are not losing their jobs they are going from perhaps being a Kinder interventionist to being a kindergarten teacher they can also interview for the math Coach position if there's someone who really loves math that would be like Ashley not me uh the number of instructional assistants would not change uh the Family Outreach Specialists currently there's four of them would not change it would be an addition of 10 math coaches uh so there would be 60 positions versus 70 in this current year our next steps from there would be to continue with an in-depth analysis of our title programs we've really been delving into all of our programs to see how we're spending our money and its impact on student achievement uh to increase really the intentional collaboration and targeted support with curriculum and instruction research Department um and cni for our Title One schools and Ashley will stand for questions and I will answer them thank you so much I appreciate this I did have a couple of questions um I just want to Echo what you said we're not firing our interventionists they're not they're job title might be going away but we've got a place for them we have a place for them and it would not impact money okay and if they wanted to apply to be a math coach they they they could apply to be a math coach I did get a question this week it was a great question um our math coaches like our other coaches would receive a 301 equivalency um our teachers this year everyone receives 11,500 uh next year our teachers will be going up to 13,000 uh because the M equivalent is funded out of M last year in IBA they decided to freeze that so those people would not be going up to 13 with their peers for 301 it would instead stay at 115 okay thank but their pay would be no less than this year and it would go with the typical teacher and what would if I decided to apply for this job at as a math coach what would my typical day look like that's a really great question um that's actually one of the questions that we were thinking about putting on the application so I'll go really quick um it it would really consist of you would need to get there in there first and I'll kind of talk about the pre-work done because each campus might look a little different uh but really studying the data on your campus uh knowing where each teacher is um I think we have a couple different things going on in sixth seventh and eighth grade um the content has been pushed down uh from when I took my math test um so we're teaching to eighth graders today what I used to teach to 10th graders so we have some content knowledge areas so depending on if your need was content area um the problems are more inquiry based now you know so might be um helping someone with pedagogy these people would be in classrooms with the same rule we have for our TLS now since we revamp that program 80% of the time in contact with teachers and that could look like planning backwards planning with the units is sitting down with a group of teachers and saying let's look at the unit test now let's go back and let's past the lessons out you know let's really look at the lessons because the curriculum we have with the lessons we have it's not just I can come in and teach 2.2 off the top of my head I need to really look at those lessons and annotate and figure out how they go how one concept feeds into another I would say it's more complex than it used to be um so it could be co-planning it could be co- teing there's a lot of research coming in right now that says one of the most effective methods of coaching is with co- teing so it could be hey Ashley we're going to PL do this lesson together first period and then I'm going to watch you second period um it could be modeling if the teacher is really unsure if something comes up um like permutations or I'm not combinations uh that I'm not really you know that I have trouble teaching in the past or my scores showed wasn't that good um Ashley might watch me do it the first time period then we might do it together um it could be reflecting on data and looking at um looking at uh unit data it could also be a really good use would be creating more common formative assessments and dissecting that data and I take it as a ticket out the door today and let me help you plan how that's going to go into your bell work tomorrow we need to get a lot better with um using our feedback frequently because we know timely and specific spefic feedback it expedites student learning absolutely and are they going to be held to the same rubric um evaluations cycle as R TLS H they would be I we are going to tweak the rubric a little to fit more to a math coach because obviously content area knowledge um really fits in there a lot so it would be for the most part it would be the same number of domains but we look at someplace to really add that content knowledge and supported okay thank you so we're not going to have a bunch of math coaches just sitting out in an office for eight hours a day somewhere going I'm planning no there would be no I'm planning it's it's a very doing position um Jessica Felix has one of my favorite phrases is she'll say uh that might be a couch a couch issue um you know so as coaches still I know when I was a coach I had lots of couch issues that I took home uh just like when I was an English teacher I would grade at home sometime so the expectation while on campus is that 80% of that time is with teachers in one of those capacities thank you will this after school tutoring go away now that we have this new tutoring program um the mouth coach wouldn't necessarily do they wouldn't be responsible so much no not math coach I'm talking about right here it says after school tutoring oh how the schools spend their site fund money I'm so sorry uh no that wouldn't go away that would still schools will still have money to pay for tutoring but we got this new program so wouldn't they shift it to that not all the money is shifted to that there our sites still get receive site funds so title schools receive site funds at their site as well but what I get wouldn't a student be benefit by doing the little oneon-one or is the other one to help somebody do their homework like in a group setting after school is that what we're talking about from what I understand they're both the same thing they just just have different funding sources so student a couldn't go to Title One tutoring and the ad tutoring at the same time but they still both have both opport some of them might have both opportunities on campus that's correct and they just wouldn't be able to attend the same student wouldn't be able to attend both okay I understand that but wouldn't they be encouraged to go with the teacher the oneon-one or three onone with the teacher with this new program and use is after school money for other things is what I'm asking they certainly could do that for the remainder of the Year based on the numbers of students that choose to do the other route for the rest of the school year and then those students that do the we're just going to call the Mr horn tutoring program will they still qualify for after school funding for transportation or is that going to be a conflict I would think we already have a bus running that any student can ride that bus so that won't be a conflict if they do the other one no it would just be whose tutoring they're sitting in because the tutoring would be the supplanting so um you mentioned that an intervention as a current interventionist could apply to be um to become a coach a math coach or just go back into teaching you know which they're highly qualified for already obviously they're some of our best of our best teachers yes right um and I think that you mentioned that there might be a slight discrepancy in the the 301 versus the 301 equivalent pay correct so next year there there will be there will be a $1,500 difference um I think the other the other point of confusion that I've heard is it would be money taken out of a check right the 301 is not paid in our regular pay cycle uh for example we get paid well we got paid a lot this week uh we got PA we get paid normally on Tuesdays so we got our normal pay last Tuesday uh we did get our retention stiped this Tuesday but also uh tomorrow I think the 301 hits uh so it wouldn't be money I'm losing out of my paycheck it would just be a difference Ashley might get Ashley will get 3,000 and I'll get, 1500 that is distributed over five pays though depending on what part of the 301 cycle we're paying out on okay but the 301 equivalent is paid the same way that the 301 is paid correct it's paid the same way in fact if it was the same amount you would never notice uh people who were 301 and equival didn't necessarily realize they were 301 equivalent uh until a couple years ago until we realized how much it was eating out of M uh and because M there's only so much of it um you know it's what we pay our base out of and everything like that they decided it was a good move to freeze that okay so someone experiencing a slight decrease if maybe they're um a little bit more observant than someone else they would if they were to go to one of like these math coaching um positions they would probably participate in like a per DM training over the summer exactly they would yeah our tls's and um our so our tlss do receive additional days where we pay them per DM and we would definitely want to train our coaches so that in itself would probably offset if not put them ahead perfect thank you with the math proficiencies and the um and we're we're noticing that we're having a lot of issues with it what what are going to be the main focuses for the coaches the main focuses for the coaches uh one of the first focal points is making sure we're teaching at the grade level standard um I would like to say that done everywhere all the time uh sometimes we don't hit the standard completely um and I'm going to take it back to reading because I was an Ela girl so it's easier for me to explain uh it might say explain uh describe the characters and how they interact to move the plot along lots of times um I would teach in my classroom only describe the characters so when they got to their test they couldn't do the full thing because they didn't describe how the characters move the plot along uh math is the same way it's just not graph a linear equation it's how does the equation tell the story of what's happening so the first thing would be to make sure the standards are taught at the right time and at the right level um and to the right depth of knowledge uh that would be the primary purpose and then from there how are we doing with the delivery of the lesson uh did students receive enough feedback in that lesson math is one of the subjects that really lends itself to Quick frequent feedback as we're going through I always parallel it to dance teacher like if you have kids that hold up whiteboards and you're like yes no check your addition is that supposed to be multiplication or is it supposed to be addition uh we don't always see that format of feedback coming quickly in classes so it would be to coach on that helping kids have academic discussions about math we know the person doing the talking is the person doing learning um so sometimes me just sitting up there and talking and kids taking notes doesn't work as well um as it used to I don't know if it ever really worked for everybody um but to make sure there's good pedagogy going on and then just analyzing that data and figuring out how to differentiate in groups because not all kids get things in the same amount of time thank you and so the purpose of just restructuring this is we're still not seeing the gains we want to so we're just trying something new we're trying something new and we're basing it on the premise that an ounce of prevention is worth a pound of cure and that if we believe we are more proactive in strengthening that instru initial instruction that we won't have as many kids sliding over to tier two and then hopefully uh well right now we don't have enough interventionist to fill everybody that's sliding to tier two but eventually they'll only need those two interventionists because our tier one will be so strong and we'll see higher proficiency rates I mean at this time next year our Dream would be to come back to the board and say our title average is 62 and our non-title average is 62 thank you do we have any other questions I would like to just thank you all for a renewed focus on academics and and helping all of our students but especially our title um just kind of um get back on track so thank you okay I will move to approve Title One revisions as presented motion made by Crystal Chaffin seconded by Christine Pritchard motion carries thank you next we will move on to H6 Dr CTO thank you madam president uh tonight moving forward we are uh bringing to you recommendations um in our Esser funding and our restructure of positions in that Esser funds um and tonight um maryell spidel will be presenting this item thank you good evening Madame President members of the board Dr Coto cabinet and Community um tonight we'll be presenting information as stated on the history of user funding in our district um and really kind of going back through and revisiting how we've utilized it over these last few years um and also some changes that we'll now need to be making moving forward due to the lack of funding um with this funding source so as you recall in 2020 and 2021 Congress passed these three stimulus bills um that ultimately provided additional funding to address the needs that the pandemic uh created so here we see the different allocations that daer received um among the three sources that were Sr one Sr 2 and Sr 3 and so we'll go over the usage of those various allocations in the next few slides so Sesser one was enacted through the car's act in March of 2020 it was the original covid relief package and really the focus on those uses of funds was really to address um the response to covid-19 and really to prepare and um provide for the full and for the safe uh reopening of schools and so those funds uh we were received an allocation of 3.9 million and there you see the usage that we that we implemented for the areas it was a big focus on providing um sanitation um focus on cleaning we met a lot of our custodial needs for that year through the use of these funds at that time there was also a focus on supporting a remote learning environment as you recall there that was uh the need for a while there and so we purchased technology as noted there hotspots online licenses web cameras and then that was also the year that we were able to introduce permanent guest teachers at all of our sites and so ultimately at the end of fiscal year 21 we fully utilized sr1 allocation then starting in fiscal year 21 um we actually then learned of um Sr 2 uh it was enacted in December of 2020 and it provided an additional allocation of 16.1 million so it was a much larger allocation and so that one provided um the same flexibility it was still highly flexible as title as S1 was and it was intended to help continue to address those efforts of covid-19 but now it also had an expanded focus of addressing any learning loss um it allowed for us to be able to provide funding for school facility repairs and improvements and also uh any projects to improve the indoor air quality at our sites so if you recall that's actually what we what we did we purchased um air scrubbers for all of our sites we um continue to provide uh increased technology Focus so we purchased additional student and staff devices um and then also we then continued to expand the human resources and supports that were available this actually also included the first time we paid that retention stipend um utilizing sr2 funds and we addressed the learning loss requirement by providing now that summer school it was provided in two different sessions in June and July of 201 1 and just like Sesser 1 that fund was fully utilized through fiscal year 22 so then Sesser 3 was created in um December oh I'm sorry in March of 21 and that was through the American Rescue plan act if you recall this funding source as you see it was $3 36.5 million so it was a much larger allocation than the previous uh two aser allocations so the guidance on these funds it was very similar again you can use them as Sr one and sr2 but now it also had a requirement of 20% of those funds had to be utilized in the areas of addressing learning loss and providing additional supports for students and so we went through what positions um met that requirement and that's ultimately the positions that were funded through that through that Grant so given the amount of that funding available we again we were able to meet our technology needs we expanded that um we ensured that every student had a device staff up devices were updated we put interactive flat panels in our sites um and then in addition we expanded now to security cameras as well as the related server space needed to um support all of the technology and also the installation of those cameras is currently U being funded through sr3 we were also able to supplement our curriculum adoption the savis curriculum adoption that was just approved we were able to supplement um some of that through the Esser funding source and also we provided summer school for the last two fiscal years in June of 22 and June of 23 we also continue to provide a staff retention stipend and that's actually going to be paid in this fiscal year year um as Dr asai mentioned the first uh portion of that was paid this week and the second stipended will be paid in May of 24 and also as mentioned on the very bottom slide we were able to with that large portion of allocation we were able to now start funding uh temporary positions that were ultimately funded through sr3 and so those our plan as a district is to fully utilize these funds um by the end of this fiscal year 24 so we know that at the end of this fiscal year those cessor three funds will no longer be available so we'll go over those uh positions here next so these are the positions that are um funded right now through sr3 um currently there are four technology Specialists and one network technician that are funded through there as I stated a large number of Technology was purchased to support our school sites and so we um have these positions implemented in order to help support the sites and ensure the the technology was being used appropriately we have 24 social worker positions that are funed funded through Sesser 3 for $1.9 million um they're in there as they met that 20% learning loss requirement through that Grant we also have 20 student support technicians at all of our Ka Elementary sites um to help provide additional instructional supports as well we have a behavior analyst and then we also have our permanent guest teachers there are uh 28 permanent guest teachers we have one per K8 and two per high school and then as mentioned it covers the retention stipend that is being paid in this fiscal year and so um at the end of this fiscal year we will no longer have access to these supports and so that in total that we've covered through Esser is 11.2 million just in this fiscal year that we'll be paying um through this funding source and so we um are having to make uh restructurer recommendations which we'll go over here in the next slide so in looking at the what funding sources we reviewed what funding sources are as you know as school districts we have certain funding or you can you can use that are allowable um and not just allowable but what's also sustainable and so we reviewed the various positions and these are the recommendations that are being made is that the technology Specialists and the network technician continue to be paid through mips um at this point for sustainability social workers there is no funding source identified student support technicians they do meet the requirement of providing those classroom site supports and so that would not break the supplanting requirement so we can pay them out of classroom site fund the behavior analyst can be funded out of the idea Grant and the final two also resources uh there's no funding sources identified at this time and so at this time we're recommending those noted restructures be implemented and those funded positions U be funded from those funding sources for fiscal year 25 and eliminating the positions that have no funding source identified so with that I will answer any questions thank you m Miss Fel do we have any questions I have a lot I have a lot of questions and I'm sorry but I can't read my writing all the time so bear with me because I kept taking notes um but as you were talking I want to understand I want to make sure I understand you correctly so on when you said the erer money was used for the following positions the four technology Specialists who are still there but this is from Esser 3 is that correct that is correct okay so this 1,920 is the assumption that we have 24 social workers we don't have 24 social workers so what happened to the rest of that money because we only have 15 so what happened to the other money for the nine social workers so that's what's been budgeted in Sesser 3 ultimately we are able to continue sustain um we're going to relook after our retention stiens paid and see if we have to do some final reallocations um for the rest of this fiscal year but um moving forward we would know that we would have to budget $1.9 million out of a non-ester funding source moving forward so you moov the difference into the stien fund into the stien OR to to support additional items that that come up um there might be pricing differences as we do some installation of items there might be additional technology needs that come up and so there's a certain allowability what you can pay out of it and so we just meet those needs as needed well the point I'm making is this is an inflated number this number reflects if we were fully funded for if we fully fill the position we're not fully funded so this is an inflated number I just want to make that CLE that we're not paying 1.9 1,900 for social workers currently that is currently we are not playing that is the budgeted amount for 24 social worker positions that is correct okay so how are social workers paid prior to this where did that money come from so prior to this social workers were paid through the mips funding source um prior to the sr3 funds and why aren't we paying social workers through the myips fund in again so when we look at what's sustainable again almost a $2 million amount and it's not two million we only have 15 but go ahead I'm sorry no that's okay so and again if we plan for having a full 24 budgeted positions yes that that we'd have to account for for 24 positions correct so why can't they go through the myips funding again is what I'm asking Madam president um member Grant um they certainly could but the myips is not guaranteed funding um and therefore uh when that fund is depleted it's not guaranteed year after year that is billable services and therefore the more we put in myips the more we draw down it is not a sustainable fund for those positions and therefore we would be right back in this next year or the following year it's not as one of the criteria we use is it a sustainable funding source that we can keep these people and not having to go through this restructure year after year but it's sustainable for these other positions they are a lot less in amount yes okay um Can can social workers some of their services be build to Medicaid to qualify for myips funding so some of those Services actually are already buil in there and and receive funding for that workers contribute to the mips funding correct correct therefore reducing the myips funding um if they're eliminated so that funding will even get smaller no no they're they're making money they're contributing to the pot the myips pot correct how are the social workers how are the social workers contributing to the myips pot so if they provide allowable services that can be submitted for reimbursement um we submit for that reimbursement are able to to now it doesn't fully fund the potential $1.9 million but it does contribute to some of the reimbursement that we do receive not fully but a portion of it but they do there some of their services are billable that is correct okay can I can I ask just since we're on that billable piece just to clarify having experience in Billing Medicare typically a billable service is only at the LCSW level for like independent for um therapeutic type services Medicare typically only acknowledges that level of lure for billing so are all of our social workers lcsws and second part of that question it's my understanding in a social worker role in a school setting you are not to be providing therapeutic services that is correct uh Dr polling can probably research I don't know how many fit the requirement but you are correct in both statements so then they wouldn't be generating Revenue potentially I think if they don't meet the certain criteria they're excluded from that then yes they wouldn't be but I think to break down we can certainly look into who or how many are we able to submit and what we're getting for that that can be a you know something we can review can they not use Title One money for these social workers or idea grants or other federal grants was that looked at uh Madam president member Grant we did look at that um and did not have the capacity for that funding Okay so who's going to support these students um they've got to be able to come to school and be able to learn but if they're in a crisis mode because of grief or loneliness or bullying as we heard earlier neglect abuse who's going to support these students and the perfect example is what just happened at Thompson Ranch now who if this were to happen next year who's going to go and help support these students get through this kind of a situ situation and understand uh what just happened um I just don't understand why we're cutting all of them when we we need them to who who's going to help these kids that's what I need to know um ma Madam president um member Grant uh currently we have nine F nine vacancies as you mentioned before uh those schools do not have a social worker um and they do have other resources ail ailable to aiding kids that would include Thompson Ranch um and there Sykes we have counselors we have admin we have interventionists we have teachers so we do provide services to to the students that need it we are not turning away Services we would just need to use other avenues in order to get them an interventionist is doing Behavior some of the students are not helping somebody who's dealing with grief or dealing with abuse or neglect correct and we have we have Avenues to include the parents um and give them references and resources in order to get those needed things who is going to do that um the groups that I just mentioned and the principal is that what you said and the the could interventionist is going to do that that could be a choice yes can I ask Miss Grant what is it exactly that you're asking that who is going to do what like what exactly do you think our social workers do in a school setting they help kids deal with grief they help kids deal with uh um anger issues um bullying um we have kids that are hungry we have kids that are homeless getting them resources for all of this stuff um who's going to help them with that I mean we've heard about kids that get upset because they didn't get a they got a B on a test and the social worker works with them on you you don't have to be perfect it's okay to get a be it's okay that's I'm just asking the question um who's going to help these kids we have kids we have families living in cars and we all live in our bubble we all live in our nice neighborhoods or whatever neighborhood but we don't know that and who's going to help them with resources and I don't believe a behavior analyst is qualified to do that to get them resources because the social worker at least knows the Partnerships of the organizations that they can go to for assistance well and I just I want to clarify I I definitely see value in social workers um 100% but I um I also see that we have nearly $2 million worth of salary and benefits Associated to those positions that it sounds like we just don't have the money for so I guess where I'm standing I don't think think that it's not a valued service it's just where this money is running out we're not going to be able to sustain them um I I really again I I've said every time this comes up I hear different stories of you know how of our social workers being used they should not be therapists they should not be the person that is when you say who's going to be there for these kids it's not like they should be getting 50 minute sessions I never said that but what but what I mean is I know we have capable psychologists counselors assistant principles that help I mean I don't think and I'm not hearing that without these social workers these kids are going to be left without I mean because then someone's not doing their job we can't just let these kids I mean it takes a minute to get a list of Community Resources and I'm sure the social workers already have them and make sure families are connected so it's I it's a shame that we can't have more than um what it sounds like we're going to be having next year um because again there's definite value in their work but I don't know where we would get the money I would my my part of it would be is there a way where we could have maybe one social worker per high school that then also Services the feeders I know back when I used to work for the district there was there was we would have like six now it was social worker Behavior type role but um we would have to go to all the schools it wasn't ideal but not every single student in every single school is going to need Social Work services so at a bare minimum what would it look like as an option if we had one social worker at the high schools that then knew that you know there's something going on at one of the elementaries or middles and that person disperses out to that school or even being a resource that the principal can call and say hey can you send me over some resources for this family that's going through XYZ hooking them up with community services and then kind of working that way because it doesn't sound like it's a nobody sees their value it sounds like it's a matter of we just don't have $1.9 million and where I fully support making sure our families are hooked up with services and and get the supports they need um and I I'm also one that agrees that kids have to come to school ready to learn and if they're coming from a disruptive home life they're not going to be in the best position or condition to to absorb all the academics that we're wanting to present to them but I also know that sadly as a school district we have to service children for I me academically I mean that's our job in a school system is academics so if we have $1.9 million tied up in in 24 social workers but we and we also have a teacher shortage I mean we need to use the money to to make sure that our kids are learning and again Catch 22 because they can't learn to their Highest Potential if they're struggling at home but we are in the business of of educating children and again with how many teachers could we be hiring with that money or um it's just a shame but we it sounds like we just don't have the money unless I unless Dr Coto you have any other ideas of how we might be able to come up with at least four [Music] positions Madam president member Pritchard uh we did explore that um four positions are roughly $320 to $350,000 um and in the discussions about that um and you're correct I will say this is not an easy decision this is not a decision it was a very lengthy process that we had these discussions we tried our hardest to save every position but as you know $1.2 million is not easy to pull out of a school budget um you know the decisions were made in the past to put people in there in hindsight um I don't know if that was a great idea to put um employees in there um we could look at four that is a possibility but again what what are we going to do with the 320 to $350,000 um we felt that that was not a viable option again for sustainability um and all that with that funds so represent just so I'm clear four isn't sustainable we did not feel that it was sustainable thank you Mrs priter for for your comments I really appreciate that in fact you were you went and said exactly what I was about to say and that is well for one thing we need to stop saying 1.9 million because we do not have 24 social workers we only have 15 so whatever that cost is and it's not 1.9 so we really do need to stop saying 1.9 because that's for 24 but we don't have 24 you've already used you've already said the money from the 15 to the 24 you've already spent on the uh retention stiping right Madam president so we we I believe if the amount is already budgeted you can't speak otherwise yeah but they've already spent it on something else they spin it on the retention I don't think that's correct did I misunderstand Madam president member Grant no the the funds have the funds are still there in eser 3 if for example if we had the nine vacancies that were filled they if they were Sly hired they are earmarked in Sr 3 for the remainder of this fiscal year so we have money for eight more social workers sitting over here in Sesser 3 funds that are currently budgeted and held for that possible vacancy being filled and what happens to that money when erer goes away and we still have this money for eight social workers so that's when we look at what's finally at the very end of it and we reconcile out see if there's any final needs that we can meet as a district see if we have to just redistribute some cost cost because really at the end of this fiscal year we have to utilize all of sr3 and so if that means at the end we never fill those social workers and there was additional capacity available we may do a journal entry or something from a different funding source to fully utilize those funds never send it back no I do not want to send that back no but 300,000 isn't that sustainable through myips funding I mean obviously social workers contribute to the myips funding so isn't that a sustainable amount to at least retain some of them and and I know I know what's going to happen we're talking about Rifts and all of that but can you just say okay all social workers are eliminated we're re-evaluating the whole process and after we've looked at it the district is only going to have I don't know we'll pick the number four and then post those jobs Madame President um member Grant uh you cannot do the Personnel that way you cannot eliminate them then bring them right back uh that could be something we addressed um in the future um but you would have to wait um possibly a year out or so uh you can't eliminate that would be discrimination and employment law to eliminate all the employees and then decide who we are bringing back you could change the position but again I I think there is some um room there for some discrimination complaints as far as uh you have if you're going to bring some back you have to go through a riff process um and eliminate them accordingly and we did check with our attorneys on that and that is correct we cannot just pick and choose who are coming back or or or decide to eliminate them all and then bring four back you cannot do that in employment law I'm just using that as an example even though there's no money for 15 but there's only money for four okay let me look at my list never mind I think that's enough Miss spidel can you um remind us when the social workers were originally hired I was it 2018 or 2019 I can certainly look around that better thank you I believe it was the 1920 school year we started with a pilot with four and roll out to all schol that okay I believe under that pilot um if I if my memory serves me correctly we were advised uh as a board that these would be Grant funded initially I believe that that was the intent which didn't necessarily happen my recollection is that they were started in nips but that's also it's never been a sustainable source and I the goal is to change funding at some point so that my recollection okay so the fact is that we did change the funding I mean with Unfortunate Events of Esser um but I I believe that there was maybe another grant that we were trying for um and unfortunately we don't have our our former Finance uh person here but I I believe that that was the intent behind it was it was for it to uh become a sustainable Source um by being Grant funded and that didn't happen for one reason or another which was why it moved over to myips um and as Dr Coto has said multiple times tonight um that it's not sustainable um going forward and I just you know I want to Echo what Miss Pritchard said it's not that I don't find Value in in social workers um and to piggy back off of what Miss Grant said you know that we had while we we have children we have children that are in crisis we have families that are experiencing grief um and to share my experience when my children lost their father one of our first um stops was to our school in diart to ask if there was a social worker and from my perspective I was not needing a social worker to to talk to to talk through it but looking for resources we did not have a social worker in any of our schools at that time I didn't realize that um probably wasn't thinking clearly either but I can tell you from my experience with just one school many years ago every single person in that office stopped what they were doing they gave me a list of resources so much love they helped my students through the process once they were back at school they gave me resources for grief counseling for I I can't even tell you everything that they gave me and and my family at that time so I think that we are discounting our staff I also want to say that we are discounting our officers our community Liaisons our ssos our sro's these people know what they're doing they know exactly how to deal with families and GR grieve I've experienced that as a grieving uh uh person as well and I think that we're discounting all of the connections that they provide to our families as well uh and we're not paying for that those are you know through the grants through the cities through the state it's a sustainable resource it's building connections with our families and our schools and our community and I can't speak highly enough of those connections um and those resources that they provide to our families again I'm not dis I'm not saying that social workers don't matter but looking at this logically and emotionally we it's just not a sustainable position within our district has it any other questions or comments I will move to approve the approve the SR funding restructure as presented second motion made by Crystal Chaffin seconded by Don denmore motion carries we will move on to a a request for future agenda items okay at this time I I will move to established executive session second motion made by Crystal chapen seconded by Don denmore for