The Community Preservation Committee of Fall River, Massachusetts, held a virtual meeting on Thursday, August 18th, 2022, at 6:00 PM. Key discussions included the approval of past meeting minutes, an update on a recent meeting with the Mayor, the renewal of the CPC Coalition membership, and the process for handling deed restrictions. The committee approved the minutes from June 13th, 2022, but noted that the June 23rd meeting was canceled due to a lack of quorum. They also voted to renew their annual membership with the CPC Coalition for $4,350. A significant portion of the meeting focused on streamlining administrative processes. The committee discussed the difficulty of processing deed restrictions with a single check and voted to rescind a previous $2,500 allocation, opting instead to pay individual $105 checks for 20 specific projects, totaling $2,100. There was extensive discussion on updating the FY24 application process, particularly regarding deed restrictions. Committee members agreed that deed restrictions should be filed at the time of contract signing to ensure compliance and improve efficiency, and that the application checklist should include a mandatory question about existing deed restrictions on properties. Project assignments were reviewed, and new assignments were made, including Alex Silvia taking on the "Preserving Water Department Documents" project and sharing the "Central Fire Station" project with Richard Colton. The committee also addressed the need for better communication with city departments regarding public project bids and specifications. The meeting concluded with a reminder that the application deadline for FY24 projects is September 1st, 2022, at noon.
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all right thank you uh welcome to tonight's uh city uh uh welcome tonight's community preservation committee meeting is a virtual through comcast cable or channel 18. uh fall over government tv facebook live stream in case of meeting conflict uh you can view it on channel nine uh it's thursday august 18th 2022 6 o'clock uh meeting is by zoom uh pursuant to the open meeting laws any person that make an audio or video
0:36recording of this public meeting or may transmit a meeting through any medium attendees are therefore advised that such recordings or transmissions are being made whether perceived or unperceived by those present and are deemed knowledge and permissible uh we'll start with roll call what i'll do is i'll uh call your name and then just say here uh victor ferris yeah alex silvia here carolyn auburn here richard colton
1:07here okay and we are missing tonight uh chris oliveira is out sick jason burns might be tuning in he's working and we're missing john ferreira and we have a seat open on the mayor appointee why we're on that if anybody knows anybody out there that would like to join the cpc uh have them send their email to me sandy we'll forward it to the mayor so we can fill that seat
1:38uh first on the agenda approval of the minutes june 13th uh 2022 meeting and uh june 23 can i have a motion to accept the meetings minutes i'll make a motion to accept the minutes from june 23rd and the last one we had a second a second okay so we had a motion uh by uh victor ferris and richard uh seconded uh rokovo uh vic yes john yes alex yes uh caroline yes richard yes
2:34okay i also forgot to say on roll call that i'm in attendance too so just in case uh next on agenda we had a meeting with the mayor uh early august went uh pretty well we went over all the projects that we uh finished all the projects are not completed uh told some that are uh kind of like hanging on we really haven't been uh aggressive on them one that he was excited about was uh the
3:04south park the overlook so they're starting to work on that uh we wanted to get that done asap because i did tell them the funds were there so uh they are gonna start moving on some projects uh we went over um the benefit of hiring a historic planner because of uh you know probably 50 60 percent of our projects are city projects so they'd save on the engineering costs on that which would be
3:32like 20 25 000. so that'd be additional money that would go back into the funds for the city projects uh then we did go over that there was an open seat uh that he appoints and uh the meeting went up pretty much uh pretty good uh he was happy with everything that we've been doing so any questions or comments or yes richard hi uh so the city is going to hire a historic planner
4:02i suggested that even at the city council meeting we i pointed out the benefit of cpc cannot pay for the historic planner but with the savings that they save on not hiring somebody to do the work it'd be in-house they'd have more money for the project so basically the historic planner will have um qualifications of an architect or an engineer right so uh i mean like uh new bedford has a
4:32historic planner and it it helps them save some money instead of going out outsourcing it you'd have more money in the end to spend on funds grants oh okay um and another follow-up question um so that's one of the questions i was going to ask tonight um and just kind of go going on the city website there's um a listing of all the projects and it seems a lot of projects going back
4:54fy 16 they're not closed um is there an updated list as to um what projects uh are closed currently um because i i'm gonna say that i think the list is just might be outdated i think it's helpful for the community to see will projects um you know have been completed by the cpc both projects have been completed i think uh sandy uh is that like an itt uh thing we should call them and have them
5:24once the project is finished yeah um i'm trying to wait to send them everything all at once because we have a lot of updates for the website the annual report should be pretty much up to date and it's going to get a copy of that post on our website so the annual report that we gave out at the annual meeting should be the most up-to-date um document that we have with completed projects also
5:50the cpc3 report that i will be working on will update all of that on the dor the state website as well um richard but i do we do have the list of all the projects that have been completed um and not completed but when we go over the project assignments tonight too um you can all tell me if a project has been completed or not and then once i hear from the committee
6:15members then i'll make the notation and i'll send the list to it to update but i'm just waiting for a couple of more things so that i can send everything to it all at once and that's one of them and then if there's anything else that you see on there or if you want something up there just let me know and i'll send it along to them right so the reason so this there's a
6:38couple reasons why i'm asking um so number one so i'll just i mean i can if you guys want to make a motion this is on a city website uh where it has you know projects that are open and closed from fy 16 um when we did our deliberations um you know we weren't aware that there was available money due to you know inaccurate information um as as a you know public servants you know
6:59we we have the due diligence to know exactly what's it what we have to um to approve and you know not oh well we have money i mean that that you know i think that doesn't look good in our on our part it doesn't show that we have control of our finances what what we're collecting um you know to to approve these projects so that's the reason why i was asking like what's what's open
7:20what's not so we can try to kind of clean that up and exactly know what funds we have available from projects to you know professional services to any other type of services that we pay for so when we you know so when the following year when we're going through this process again we know exactly what's going on um as far as like okay what projects are open you know what's
7:39still pending what do we owe is any deed restrictions um and things like that what bonds do we have i think it's very helpful um when we make these decisions um and not because for me personally uh you know i based my decisions originally was based on the you know all the money that was allocated in total um that we had to spend and then it was like well i
8:00had to kind of in a matter of you know short time try to figure out okay well what else can we improve and i don't think it was the right way to do it because you know you got to really put without process that's to you know which what really works for the community and what we approve which is something that the public view so i know last year was uh
8:19we had i capone who was uh and he kind of knows how to work around cpa because he's been doing it for a long time where some of the newer staff at city hall didn't know how to transfer like our money back into the account and we've always had a problem with that but he took care of everything last year and this year i don't think we'll have too much on the uh
8:41unfinished that has to come back if it is it's going to be very little and we won't even have to bring that before you know like another vote or do some other projects or whatever so i have a follow-up question that so i mean financially i i understand but if the cpc you so as an example like we have these projects that um that we're going to be just got to prove we're
9:02going to be rolling out some might take a some might take a week some might think a monster might take a year um whoever's in charge of that project and obviously you know turnovers and stuff like that how will we know it's a committee what when a project is physically closed like who's keeping track of that in in this committee because actually we'll be going over that probably when we do our committee uh
9:26assignments what it is is uh oh like right here let me get uh kind of jumping over uh but uh like alex is in charge of the historical society so when uh historical society is saying they're done alex will go out with the final sign off right and make sure everything was done to the specs uh secretary of standards and then he would sign off on the historical site that was completed to our specs
9:58and then uh the final payments would be made and then any excise would go back into the general account okay so what if i'll just use it what if alex has to powerball midway through and uh you know he jumped what like who how do we we would assign another uh board member to uh take over the project okay so like anytime we make a payment we'll go out uh like i have the marine museum i
10:26went down when they wanted to get paid for electrical work and stuff i went down checked it out to make sure it was all done installed and i signed out and then i passed the paperwork onto sandy and then the checks are cut so makes sense okay thank you and then and also richard every every so many meetings we put it on the agenda for project updates so that each committee member
10:50can update the entire committee on their list of projects and then i usually keep a spreadsheet an internal spreadsheet on what's been completed and what's still pending and if something's pending we would ask that the committee member asked that project to come before the committee again and ask for an extension and then an extension would be granted or not granted from the committee but um yeah we we try to do
11:20updates from the members on their projects so we know exactly where they are if they're happy through if there's a problem like the last couple of years there were a lot of problems because of cobit and supplies and just workers and things like that so we got a little behind on projects because of that but each committee member would kind of keep track of their projects and then let the committee
11:44know what's going on in the meeting yeah so you know so i i completely understand that sandy with like covered like that i think the goal as a committee i think we should um you know kind of clean up whatever you know projects are pending from you know five six seven years ago um and just just have an updated list um in regards to covet i mean i know you know
12:10kobe kind of slow things down but at the same time as uh you know more i speak more on the public side if if they go up to bid i mean this timeline says this time completion um they don't they don't drag it out a year or two years um and that's something that you know it's it's it's public information um so that that's the only reason why i'm asking because again
12:31some of those public you know public property they just shouldn't be open this should you know yeah and the truth of your proposal because it's small projects so yeah we can talk more about that when we get to the project assignments but if they go over two years of time allotment they have to come in and uh get approved from us to have an extension sounds good thank you yeah
12:54uh next on the agenda is the cpc coalition membership renewal dues uh this is every year we uh uh we've been joining uh the coalition gives us great support uh the annual membership dues is uh uh 4 350.
13:11uh any discussion on that okay i have a question um so is there any any other membership fees or any kind of professional fees um or professional services that the board um pays for right now that's the only uh membership we have okay so so the board is only paying four thousand three hundred and fifty dollars we're not paying for professional services for uh what do you mean professional services
13:45lyrical we're not we're not paying anything out of that well not out of the administration well that uh we pay a salary to administrative assistant and then when we um when we order new signs we have to bring that up in front of a vote here so uh the only thing we have budgeted now is uh this administrative assistant's salary and then we're voting on this to come out of that
14:13and then the legal notices for the annual meeting comes out of administration and any kind of marketing that you would want to do for the committee for the cpc would come out of administration too pretty much anything that runs the committee office supplies administrator the signs that we put on the locations the legal ads in the newspaper brochures anything like that would come out of administration okay um is there
14:48is there like um is that something that as a committee we can show transparency maybe you know uh put it on the website just saying hey we you know we we buy they've never included that on our expense but we're going to ask them from now on if they could put that at the bottom yeah uh because they're just playing with the projects yeah the only reason i say that
15:08so like in municipalities we we do this i work in municipal so you know transparency we show exactly even to department the level of exactly what we're spending to show to show the public um you know where the funds are going which i think is helpful so that you know they see where where their their tax dollars are going that's the only reason why i was asking okay sorry on the show transparency that we're a
15:32board that we're committed and we're we're making sure that their dollars are being spent correctly that's all and i've asked the auditor it's the one item they never put on our reports and i've asked them over and over if they could so i'm not sure why it doesn't appear but i did ask them if they could give me a breakdown of administrative um expenses that occurred in fy 22 in fy 23
15:58uh so as soon as i get that i'll be more than happy to share that with everybody so why don't we so i mean i'm sorry sir just last question so um i don't think we should wait on the auditors because i mean um they're you know uh if we were requesting we should know exactly what requests and during the fiscal year so maybe going forward um if we're requesting for any type of
16:21services signs i think we should just have an offline excel sheet um that that we should that we should have so that we know what we're spending to now rely on um you know city order to provide that information we're the ones were initially requested okay okay so this year it's pretty simple it's just what you pay me the annual meeting legal notice and the dues for the coalition that was last year but
16:52i could put that on a spreadsheet yeah thank you all right so can i have a motion uh to uh accept the dues uh allocated i'll make a motion to allocate the annual memberships fees for four thousand three hundred and fifty dollars uh second second okay so we had a motion by richard and a second by uh caroline uh roll call vote victor yes john yes alex yes caroline yes richard yes okay
17:27john can you just go back to the approval of the minutes and go and explain june 23rd there are no minutes because there was no quorum and that meeting had to get canceled okay all righty that's right uh june 23rd we don't have minutes because we canceled that so can i have uh a motion to we have to have to put it back on the board or we can just have a motion to remove that from
17:55i'll make a motion to remove that from the records from the records and uh stay with june 13th minutes okay a second oh second okay roll call vote uh vic yes john yes alex caroline and richard yes okay next we have uh bead restrictions this one uh we thought it would be easy by just getting a one check for 2 500 to pay all the deed restrictions but when you're dealing with city and then
18:42you're dealing with county uh they don't match or play together so we couldn't uh get one check from uh the the funds to pay for a deed and then uh registry of deeds wouldn't open account for us so we could work off of it so we're gonna uh get the 2500 back put it back into the cpc account and we're going to pay each one of the deeds on a separate check so
19:16it might be easier to if we want to i can read all the deed restrictions into the minute if we want to take it as one vote uh is there any discussion on that before we make a motion no so so john and again just i mean i'm going to the board um so we have to pay we have to pay individually they want to itemize they don't say like i mean if we
19:45can't do like a purchase order and just kind of those 2500 and work down no no it's it's we tried i i talked to bj we were trying to make the seamless gotcha yeah it's just we i thought it would be the easiest way but we thought giving a check to bristol county would be easy and they could just work off of it but they don't do that it's not set up in their system and uh
20:10so we'll put the 2500 back in to the funds and then we'll just pay these uh individual they're all uh 105 is the uh the uh fee for uh registering so uh if we want to take it all as one and vote on the entire uh list if that's acceptable we can
20:46discussion okay roll call vote uh vic yes john yes raymond john do you want to list off the projects that are going to require that deed restriction i was just making a motion to take them all together okay and i'm going to read them and then we'll uh make a motion on that okay so alex yes caroline yes richard yes okay the first one on the list is uh 77 freedom street fire police station arch
21:23design masonry work this was uh under historic preservation john that one there was done in fy 23.
21:32um they got the 105 okay that that that's the other one yeah the ones in green green okay okay all righty um let's see the academic elevator that's historic preservation 105.
21:49uh ben and nate uh building elevator um that's uh wait a second here cross side here um okay now that's 105.
22:14uh central fire station roof uh historic preservation that's a fy 23 project 105 children's museum historic preservation that's 105.
22:28uh cook pawn wall repair uh 105 creative class 64 durfee that's um 105.
22:40dr fisk house uh fy 23 project that was paid nope dr fisk is all set that's paid okay the eagle events center the arch review roof 105 uh the historical society exterior repairs and building and fence 105 uh the fall river school ad building roof handicap access entrance 105 uh veterans uh center roof 105 uh historical society east wing 105.
23:20we would only have to do this local site once right yes yes yes okay so we have and what we've done i thought that might have already been done right yeah they wouldn't need two deep restrictions no so we can cross that one out yeah already let's remove that uh lafayette durfee uh house reconstruction uh 105. the library roof 105 little theater 105 maritime museum electrical upgrade elevator 105 notre dame
24:04rectory 105 uh the oak grove north um north burial ground the house that they just did yeah okay north uh burial ground exterior repairs to the gate house 105 oak grove cemetery restore granite arch and entry gates 105.
24:26see uh bristol county courthouse uh boiler system 105 the abbey grill roof repair 105 kennedy park granite wall 105 the total comes with 2 205.
24:47and you can minus 105 because you took out the other historical society okay so we uh we're going to approve of 2100 for uh need restrictions for the following projects uh any discussion can i have a motion to accept i make a motion to accept that uh 2105 just be 20 21 even 21 even is there a second no second okay uh rocco vote uh vic yes john yes alex caroline yes richard okay uh
25:49next is the why fy24 i just have a question if someone already had that money in for the historical society twice didn't we still need to vote it back to us so that 105 isn't floating um voted defended to the registry of deeds we're going to get all that money back alex i'm going to go work with the order in the treasury department all that money that got approved in that that
26:17appropriation order it's all going to go back into the general account again and then 21. yeah what i'll do is um i'll have to do an appropriation order and list each one of these projects separately at 105 so what'll happen is they i'll do a bill schedule for as soon as they give me an invoice for each one of these and then each project will get their own check and they'll have to go
26:41and file the deed restriction okay should we have a motion to resend the 2500 that we paid so we can put that back in the requirement what do you think uh can i have a marketing motion yeah okay can i have a motion to resend the 2500 for uh deed restrictions i'll make a motion to rescind the 2500 for the deed restrictions okay yes second second now okay uh rokovo vic yes john yes alex yes
27:26caroline yeah richard yes okay so there's a square on that uh next would be the fi fy 24 application process the paperwork guidelines eligibility application and the funding application uh we did now i think uh look them over um i i think they everything looks pretty good here uh do we have any questions comments do we want to make changes because we have to make sure we get this up on the site
28:02uh as soon as possible i don't know if anybody i think everyone had a chance to look it over and put some comments in and made some changes is there anything else we have to change i know richard sent me his already so i made his corrections and i think alex had some tonight he wanted to talk about okay i just had a thought i didn't know if we wanted to
28:26add it um i was thinking about page two of the eligibility application where it kind of has that timeline under funding i was wondering if we wanted to kind of put a more structured schedule in for the deed restriction part it would essentially be maybe at the last bullet point on that page where it talks about um that the deep restrictions will be needed upon receipt of the signed grant
28:52agreement i don't know if we wanted to try and put a timeline to that to kind of help us with this process for the future and i thought that might be the place to do it if the committee agrees that's only i think it was page two of eligibility okay it's kind of like that bullet point list that goes through the whole process maybe we could just put the guidelines there for when we're expecting to get
29:20the deed restrictions wrapped up yeah that uh sounds fine to me and he helps everyone else i would say that would be worth adding to it alex and you alex are you on eligibility or funding because eligibility it's uh it's part of the eligibility application but it's listed under the header for funding i think it's just page two of eligibility is it under the note or project description um
30:01so it's the guideline it's the guide sorry it's the guidelines for project mission forum page two oh okay all right okay okay i see it okay it's on the guidelines all right okay i see that it says restrictions will be registered at the registry of deeds upon receipt of the signed grant agreement and what did you want to put in there for language for the board to hear well i don't know what time frame we
30:31want to give uh applicants um like if we wanted to just suggest within two months after signing or whatever you think is feasible um i know paul typically handled a lot of this so i don't know if there's kind of a sweet spot for the timing yeah i would say within two months after the project is uh finished we should have a deed restriction in place i mean that's no you're saying within two months of
31:02signing the contract right alex i mean but we could say like we could just give the time frame two months after project completion or whenever we are expecting the deed restrictions to start being filed typically i know it's after the project so if you want to say after the project we hope the applicants uh will handle that with us within the first two months just so there's more guidelines and guidance so people
31:28just know when to kind of come back to us rather than us having to search them out sort of thing um i have a suggestion to um so why can't we work and again i i don't know i don't know how the restrictions work um why can't we request it um once you know the individual party or um the city signs off on a contract so as an example in the municipal world um
31:57anytime that that you know before we sign a contract or contracts fully executed during that process all required forms are due you know we don't get forms after the fact we get the forms once once um the contracts run around for our circulation i think exactly i think you're right richard because i think the deed restrictions needs to be filed before the project is completed yeah so the reason i was saying that is
32:24because so in in in my experience like if once we approve this well in a rabbit hole and and that you know chasing someone down there you know what i mean and then what do you do do you stop the project if we have an architect that still got to get paid so i think you put on the time of you know your son over signing over you know contract agreement that's when it's due
32:49so that way we have it up the committee has it up front we don't have to worry about it later on it's one package done deal just some recommendation that's all so maybe we should just state that uh deed restriction has to be filed before final payment that's something we want to put yeah i don't think that's what richard's saying no at the beginning process john um oh beginning right so let's say like we awarded i
33:15don't know um a private project um what is it once we approve it doesn't the person have to sign some kind of agreement yes yes okay so at the time that so let's say it's almost like a closing round but in actuality it's not a closing we're just beginning phase we say these are the documents that are due in order for us to to find out to finalize this contract in a sense
33:41that we can commence the work oh okay now that now that makes sense yeah so when they're signing the the agreement to accept the funds they would also be signing deed restrictions that would be it would be correct so that way i think it will they'll streamline the process for the committee and you know sandy's not you know chasing people down um we're trying to figure out if we processed it or not i
34:06think logistically administratively i think it just makes sense but it's just a recommendation since you know alex brought up a good valid point so i was just piggybacking off of that i think that's the way it's supposed to be um richard i think it's supposed to be prior to its starting and not completion right yeah everyone feel on that uh yeah i think that's a perfect uh way to roll it out and uh just
34:35richard so if someone ever were to retroactively not agree to the deed restriction what that was supposed to happen is they would pay the city back the grant amount so that's kind of at least the the protection on our for the city on that end but i think this is exactly how we should kind of do it going forward i think at the end i mean the way i mean
34:58the way i kind of see things is um if you know i i think people get nervous like oh i still have a deadline do i need to sign i mean i think if when they come to the table they have all the documentation it's either we're moving forward or not you know and we're not chasing anyone later on to pay us back i think it's everything's up front and either we're going
35:20we're moving forward or we're gonna you know we'll just cut ties at that point that's just my just again just a recommendation so we don't have to do more leg work down the road that that's all right yeah we get it all up front all signed and then just worry about the project correct okay all right you want me to keep the language the way it is upon receipt of the signed grant agreement yes uh yes
35:50they'll just have to be enforced yes so no changes after all everybody all set with the eligibility application that's pretty simple basically i had another i was uh for the funding application it might help us to ask or just have a little spot on there to ask if there's any existing deed restrictions on the project properties just for our own knowledge kind of going through it and where we can find community value
36:31that's a good point alex let me know where you want me to insert that because i'll put that on project checklist maybe just put any other you know other more restrictions on the property
36:56i guess would be does the property having more than one deed restriction i guess is how we should word it something like that i would just say any pre-existing deed restrictions
37:21ready so you want me to add that to the checklist yeah that'd be a good spot we didn't want it part of the application i would say on a checklist would be fine okay
37:43okay i'll add that to the checklist
37:58and then i'll just change the dates all that 20 january 15 2021 to 23. i'll go through this again and update all the dates
38:18all right so uh no i guess no further more input on the right in regards to like um adding adding and i'm noticing you know some other checks other stuff that they can take up check off do we want to say like if something's mandatory like again like the d restrictions like do they have currently have one yes or no um in a documentation as well so that way it's not overlooked like and
38:47just say oh i forgot this is just that's mandatory it's either yes or no does that make sense uh wouldn't that be under if they had existing deed restrictions right that's what i'm saying the checkbox that we're trying to add right now saying that do we make that section mandatory that they have to think that so it doesn't get overlooked yeah i would say so just like under leans um richard put like
39:18put a yes and a no next to it on the channel right because i know sometimes when people you know fill out applications a lot of times they they overlook things but if we say this is a requirement your application you know they know they won't be processed if if they check off one of their boxes you know that's okay i mean i'll add a y and an end to that one as
39:38well just like it is on liens yeah and i'll put little boxes instead of arrows because i think people tend to check off an a box than an arrow okay uh if we're all done with that we'll move on to the project assignments should we vote on that changes uh i don't know if we voted on changes before in the past uh it doesn't hurt okay we can make a uh
40:12can i have a motion to uh accepted new changes to the uh uh application process paperwork the guidelines eligibility and the funding application can i have a motion yeah i'll make a motion to uh to add all the updated pages to the application process okay a second
40:50richard yes uh caroline yes okay all right now uh up next is the project assignments um um i don't know if uh there's only one that needs to be assigned um is the preserving water department documents um and then let me know if you're comfortable with the assignments that you have because we can make whatever changes you all feel more comfortable with as far as projects uh how does everyone feel with the projects
41:39they have uh it's in their work well sandy i'm just noticing sanborn maps is no longer on there or a sign to me is that no it's all done yeah tammy closed that out yeah see it jimmy close that one out okay perfect
42:28no that's okay all right uh maybe everybody else feels comfortable with their assignment um i'm i'm comfortable with my assignments um i guess the only question i would have i mean i know it's not for the board well it is but so some of these public projects how would the committee know when they example they go out to bid um what's the timeline what kind of lines of communication do we have directly with
42:56the city to kind of go through this process um or for them to kind of you know get back to us as as a as a body we've told them they they the departments know who's assigned to the project then after tonight they're going to get this updated list so for instance anyone um in the planning department they'll know who's assa i mean the water department they'll know who's assigned to it
43:22it's up to the committee member to kind of forge that relationship with them and make sure that they let you know when it's going out to bid when they're going to be doing the bid openings um like tammy has a lot of the city projects richard so i would absolutely and i'll be more than glad to meet with you with tammy um on all the city projects because we said to
43:45them han john time and time again really let the committee know we want to be there when you're opening the bids um so yeah it's all right so it sounds like i gotta i gotta chase yeah if you but if you need help chasing just let me know because i'm gonna give them i'm gonna hand this to them personally and let them know when you go out to bid please coordinate with your cpc representative so
44:17i don't want you feel like you got to do all this running i'll be more than happy to run for you and kind of stay on top of as much of this as i can because it hasn't um it hasn't been very smooth in the past and i think in in this committee feels and it's important that the cpc committee members are there when they open the bids and when they go out to
44:39bid and as you as you know working you know in a city that does that um private projects are a lot easier um the city projects not so much but like all your projects you and i can sit and meet and and i can personally i will go to these departments for you on your behalf and let them know please you've got to make sure that you know richard knows what's going on with these projects
45:06because he's got a report to the committee um so i just don't want anyone you know stressing out over this because i'll be glad to do a lot of this running around for you yeah no i would do is um you know i'll do an introductory uh email okay through all the different department heads that i'll be working with um in all these projects um i know you know being in a municipal employee myself i mean
45:33i would like to be part of the process i mean the goal is to you know i would like to see what the specifications are to make sure that um you know whatever funding the cpc's uh funding for that project that is being met and nothing else is is added in and that the uh you know that the the bid itself is you know has followed all the uh procurement laws so
45:57and what i'll do is i'm gonna give each one of you a copy of the agreement for those projects so that you know um what the mayor and corporation everybody signed off on so i'll make sure that i make copies of all the contracts so you all have them because a lot of times you know we have court things invoices that have come in that you know we've had to go back and
46:18say we can't pay for that because it's not part of the project it's not what was funded um so yeah right so that's what we're saying standing so the specifications of scope of work will determine what we pay exactly so when when the contract's fully executed and we just get the contract part a lot of times we get into specifications so if if the committee can get a copy of the initial bid
46:42um pursuant to one chapter 149 um we'll we it would make things a lot smoother so that we know exactly what's going on and i'll let i'll let each of those departments know that um that when the bits go and then i'll get a copy of those bids for you i'll have them send them to me and i'll have them um scan them in and cc both of us on that because you're right it's important that
47:04we get everything yeah i said i'll see you in an email i got a problem with that that way they know i mean it's the the documentation um it it should be online it shouldn't be a i mean it's all online documents um so it should be a simple process of yeah just sending it over because when they go out to bid no one's no one's walking in a city hall getting a copy anymore
47:26unless that's the case but primarily everyone's all electronic the bids the the bidding process is electronics where they can download the bids or any addendums to to that bid okay uh cindy the only one i have a question on is uh central fire station we have uh jason burns is that a conflict of interest i can take him um central fire station i can take him off of that richard you're on that one um you
47:56do you want to piggyback with um richard alex yeah i'd be happy too all right so i'm going to change that to alex and um richard and then the only one i need someone to um kind of watch over is the preserving water department documents i don't have anyone assigned to that one i could also do that i did sanborn so okay alex silva okay and then what i'll do is i will
48:29update all this and this list will also um be sent to it so that people know who's assigned to these projects uh because a lot of times people will ask and it's easy for me to say just you know go on our web page and you know you'll see especially like the departments that have projects uh if they've lost their their list or something it'll be online okay all right so everyone's happy with the projects um
48:57like i say tammy's uh pretty good to work with too uh richard i know i was talking to her about the central fire station there were looking to send out uh uh rfp on the uh garage doors because they have to have such speed so the exact the way it used to look might not be which i understand garage dress go up quick you know so uh but they're trying to match it as
49:22best possible to the uh the way the door used to look whether they have to paint it or not they're getting paintable doors so if they have to paint it to the color it was they can do that easy and the side doors are gonna uh do the same thing thank you okay um all right project is all done any uh new business i do want to say that the uh the governor okay 2023
49:58uh said zoom was still okay so we can still do zoom meetings if we have to uh but during like the air eligibility and stuff i would like to have face to face uh i think it works out better with them asking questions us asking questions uh and then we if we if it has to we can spread everything out too uh so when we start calling them in to uh sit down and explain their project
50:27so if any other comments any i can have a motion to adjourn i'll make a motion to adjourn a second nap okay roll call vote dick yes john yes alex yes caroline yes richard okay well thanks folks if you're tuning in remember september 1st is the deadline for applications if you're listening to us tonight thank you bye noon time bye noon time alrighty folks have a good night