2026-10-28 - Community Center Committee

I haven't gotten there. I was pulling up

the

>> Do you want to start? You want me to do?

>> I can start and then you can take over.

>> Sure.

>> What time?

So, um, Tubson Community Center

committee called the meeting to order at

5:17.

We have, uh, [name] is absent. I

believe [name] is coming

in late to the meeting.

And just an FYI, [name] has mentioned

she needs to leave a little early

tonight.

>> Of course.

Invitation to guest present to introduce

anyone online work.

>> So the link is there on the calendar.

>> Yeah. Okay. I'm doing it now.

>> Uh no one is online.

>> No one's online. And in the audience we

have uh select board member [name]

with us tonight.

Would you like to make any comments or

anything before we get started or Okay.

Right. I have

>> questions for you.

>> Okay. Sure.

>> Uh any changes to this agenda tonight?

>> Okay.

On that

any individual committee roles to update

or roll updates to share?

I don't believe anybody has anything. At

least I don't. Anyone else? Nope. All

right. We're zooming right along here.

[name] town updates.

Um,

I don't know if this is the last

meeting's minutes or if this is I guess

it's the last meeting minutes, but

actually it's probably what I was going

to update. Um, is I unfortunately my

time's more limit than I thought it was

going to be because of a couple

different things going on, but um I've

decided it's more important right now

for me to get the tiff changes to the

right people in the legislature so that

[clears throat] as soon as the

election's done, it's in their hands.

So, I've been focusing more on that than

on the looking at the RFP. So, my goal

is to get the tip stuff.

Um, compare things to [name] next

week and then so that I can give it to

these types. Those will have it right

after the election,

>> right? Because that's more stringent

timelines

>> because they have to get all their

legislation, right?

>> Right. Okay.

>> So, then after that, I will turn my

attention to the RFP.

>> Okay.

>> I think that's all I got.

>> Okay. Anyone

any questions for [name]

on that very brief presentation?

All right. Great.

Um, so number six, Haramman updates.

Unless [name] gave you any info, I think

we'll just uh,

>> um, she did send the only Haramman

update I think we were going to have was

whether or not [name] sent back the sample

RFP.

>> Yeah,

>> he did send one.

>> And he did send one.

>> Okay. Yeah.

>> So, I think that that's all we needed

from that piece because now it's in your

hands, right?

>> Yeah.

>> Yeah.

>> Okay.

>> So, that was the only reason it was

still on there. So, I think we can now

officially take it off because we have

the report.

>> We got the consensus to use the pictures

>> and

it's not showing me up there no matter

which way I try to go. And it keeps

telling me, oh, waiting for host

to start the webinar.

It's definitely started because we're in

it. Let's see.

Put the wrong one.

>> So, as soon as it says 1021 Community

Center Committee,

>> so as soon as um [name] and [name] can

figure that out, we'll go right to what

we've put together so far for the

presentation. Before we do that, do we

want to have a quick chat about the

updated fact sheet or do we want to do

that when we get to that part of the

doesn't matter to me?

higher road. How long that will take you

to

Has everyone had a chance to review the

updated fact sheet?

So the only thing we or the only thing I

did was to

consolidate some of the earlier bullets

into one. So like under part two it had

four bullets. I consolidated it down to

two to save some space and

um added some more dates so that we

could expand a little bit more on part

four.

Um, and I tried to stage it from each

time we had a um

a task from

>> from our charge

>> from our charge from the select board.

>> I thought it sounded great when I didn't

have any

>> I read it through. It looks great.

>> Yeah, I like the format.

[laughter]

>> I don't know if it's the same link or

different link, but the sign with a

meeting. So,

>> so so so minor under part one. I just

noticed that we're missing a parenthesy.

>> Okay.

>> Started 2019.

>> Yep. [clears throat]

>> Nice catch.

>> [name], I count on you for these.

[laughter]

It's really nice to see it because I

didn't print it. Nice to see it this

way. I'm noticing the bolded parts of

the mission.

>> Yeah.

>> I just wanted to see

I just I don't remember those being

bolded.

Do we want them to be bolded? I mean,

desires, affordable, and

multigenerational are the things we've

chosen to highlight by bolding them.

>> Yeah.

>> But there's [clears throat] other

things, too, that are equally important,

I think. I don't know. I don't know that

it needs to be. It just keeps dropping

me in this.

>> I wonder if I opened the wrong meeting.

>> I just went to the link you sent me.

>> Right. But maybe I open my energy

committee meeting link instead of my

community.

>> I just noticed one more thing on the

>> Can you send me your slide without my

screen

>> for documentation or website? I think it

makes sense to be

>> I think some people might argue that

accessible is just as important as

affordable.

>> Yeah. And so, do we really want to bring

that argument,

you know, up?

>> Need more icons there.

>> Um, just a quick note on part two where

it says started in 2022, there needs to

be a space between started and 2022.

>> I'm just

teamwork, [name]. [laughter]

>> [clears throat]

>> Um, so back to what they were saying

with the uh the mission of the community

center.

>> Yeah.

>> They're questioning particular words

being bolded or not.

>> Oh, this is multitasking.

>> We can give you a [clears throat]

minute.

>> Is it going to let you open it or do I

have to download the whole thing and

then send it to you? It's going to be a

link.

Just wait for the There we go. Now it's

up here.

>> Scroll down.

>> Open.

>> Yep.

>> Hallelujah. Thank you.

>> Now go back to Zoom and share screens.

>> We are smarter than technology.

What do you think about bolded?

>> Um, I probably did that a while ago when

we were trying to do it, but we can we

can take the bold off. It's fine.

>> I was going to say bold all of it.

Personally, [laughter]

>> I think either all needs to be bolded or

none of it needs.

>> Yeah.

>> So, none of it bolded.

>> I did not get all the notes on

everything you guys just said. There are

two other super small formatting like

there's a space needed after or before

2022 in part two

>> and then start and then yeah parentheses

after 2019.

>> Yep.

>> And then that was it so far.

>> Okay.

I gave some thought to whether or not

the months were needed, but I think it's

great. I don't didn't land on they're

not needed, but I gave some thought to

that.

>> Yeah, I think I think we did that to

help show um because our charges don't

go calendar year, right?

>> You know, so it kind of gives us a a

time frame.

>> Y

>> as to when things occurred. So

>> I think there's reasons for it for sure.

So if so we just have those three

corrections then to not have any bold

wording in the mission statement um the

parentheses and then the space and once

those corrections are made then send it

to [name]

>> and then I will send it to [name] to put an

updated copy on the website.

>> Excellent.

>> Great.

>> Thank you.

>> All right. Wonderful.

>> Okay. So

[name] and I got together

at some point

>> recently. I don't remember.

>> I don't know.

>> It was a Saturday.

>> Um and so basically what we did is we

took the deck of what we used for phase

two.

um and added in uh in a couple of places

we added in the pictures from the

herabin report and we took the actual

charge that was given to us and then we

started to build out this deck. There

are a couple of slides that are missing

some information and I think how we want

to word that and what we want to say

when we present it. I think both [name]

and I felt like it needed the whole

committee's input on it before we made

those decisions. Yeah.

>> Um but let's go ahead and walk through

what we have so far. So [name], if you

want to go to the next slide.

>> Um this is exactly the same. This is our

mission. We always like to have it at

the beginning, but I did change out the

picture to the draft picture from the

Haramman report because I think it just

looks cool. So um it's the same mission.

I didn't change anything else, but I did

add image from Haramman building

conceptual design report dated 10 to

2025. So, we're giving them credit for

the report. Should there be a period at

the end of citizens?

>> Oh, yes.

Got it.

Or you've got it.

>> Yep.

>> Or you've got it. I don't know. One of

you's got it. I was hoping to edit in

it, but

>> Will make the change if I put the

period.

Yeah, if you

let

I see a blue box blue box at the top

right something about edit to edit.

>> Oh,

>> permission to edit

access.

>> Oh, all right. Well, we'll do it. That's

it. Okay.

>> You don't want to trust me with that.

[laughter]

>> All right. So, next one.

Um this is just giving once again just

to align for um presenting to the select

board and we are at this point going to

be potentially presenting to some newer

select board members. Um it would be

great to just give a quick overview of a

really a bridged version of what we have

here that we you know is this phase two

was this and then phase three um is what

we're working on right now. So we'll go

over that.

The next one is the charge itself

um in a different order than how the

uh how it was given to us because and

it's not showing I think there's some

might be some design elements in there.

Um but

we wanted to put it in the order that we

want to talk about it. So we started

with the town to coordinate efforts to

finalize agreement on fairgrounds for

access. Check. Um manage fundraising

associated activities,

retain and work with a capital manager,

develop and release RFP and TCC to

continue to engage with community

members. Um and that's kind of where we

realized we hadn't updated this in a

while. So that's kind of where that

stemmed from.

So this one focus number one fairgrounds

access point. The charge is the town

will coordinate efforts to finalize an

access agreement with the fairgrounds.

The topsome town manager met with the

fairgrounds board to negotiate and

finalize an agreement ensuring access

through the fairgrounds if the town

develops the site. Both parties have

completed and signed the legal

documents. You might want to see who the

parties are town meeting as well as the

um board of directors of the second

agriculture horicultural sorry

do you want to or I can I don't know you

so tell me how you want

>> saying both parties

>> y

>> say the town meeting and the board of

directors

Baytown meeting.

>> So at the May at the annual meeting in

May, they we voted on it.

>> Yep.

>> And

>> or actually it gave this the town

meeting gave the select board the

approval to finalize the details, but I

think it's important that say who was

involved. So

>> So the May town the Maytown meeting

authorized.

>> Yeah. The select board. the select board

>> to enter into an agreement.

>> I used to know short hand when I was in

high school.

>> I change it every other word.

>> I'm such a silly or or just to enter

>> into an agreement with the

Sangok

Agricultural

and Horicultural Society. Right. Did I

get that right, [name]?

>> You did correct?

Sagot [snorts]

>> agricultural

>> agricultural and horicultural

>> society

society.

>> Okay. [snorts]

>> So that means we're changing that.

Should we send should we then say

something afterwards that the

documents were [snorts]

>> the documents have finalized or

something?

>> The documents have been final signed and

finalized.

>> Oh, look at that. Live. [clears throat]

I didn't realize I I was should say at

the May 2026 town meeting.

>> Oh,

see

because the town meeting is a body.

>> You read my

>> say the May town meeting.

>> He's saying no to that.

>> Look at what I wrote. [laughter]

>> May town meeting or do we want to say

May 2026? Town meeting 2026. Town

meeting authorize the select board

to enter

an agreement

>> into enter into an agreement

with the Saga Hawk

agricultural.

We have a saga.

>> I do the same thing.

[laughter]

>> Agricultural

and horicultural society. Period.

>> May I have one tiny piece?

>> Yeah. I never saw the legal paper that

both sides signed. So I don't know what

words they use, but nobody calls it the

fairgrounds board.

>> Nobody.

>> So what are they called?

>> Topsome fair board.

>> Okay.

>> Oh, okay.

>> It's never ever fairs.

>> Okay.

>> That that means the the

grass.

>> Okay.

>> Top some referred to as fair ground.

>> Yeah. I'm sorry.

>> The board association.

>> It's a board.

>> And [name] is saying not to have at the

May town meeting. Just have the mate

[snorts] 2026

without at

>> because the group that are assembled

there were a body. [clears throat]

>> Okay.

>> The May 2026 town meeting authorized the

select board. Should I always ask this

should select board be capitalized?

>> Yes.

>> Yeah. because you're referring to a

specific one.

>> Yeah.

>> So when you go back up to the charge, it

says some fair too. Yeah.

>> Not with the fair grounds.

>> Okay.

>> Yeah.

>> And also in your major focus one.

>> Okay.

>> This town meeting.

>> Yes.

the other ones.

>> So after society period

>> and then say the documents have been

signed and formalized

>> signed executed and recorded

>> and recorded for that

don't know if it's

appropriate but

Okay.

Change that to some higher board. And

then

>> so [name], you're saying under the

charge.

>> Yeah.

>> Change it to change take out fair

grounds.

>> Well, on you know on this slide

specifically under the word charge and

then under the focus.

>> The focus I think would say fair

grounds. That's

>> town to coordinate efforts to finalize

agreements with

>> the top fair

>> heard it being referred to in so many

>> various

nobody ever calls it fairgrounds.

>> That's funny. I didn't know that.

>> So the fairgrounds is the space but when

you're talking about anything else

>> because he's got to he would have to

change it.

>> I have to change it.

>> Oh because I'm editing this. See how

it's all red? I'm editing the slide

above it.

>> So, should I go?

>> Yeah, go up one.

>> Town to coordinate efforts to finalize

agreement with Thompson Fair

>> for access

>> for access. I don't know if I like the

way that sounds. with the tops of

should we say should we say tops of fair

board there

[name]

>> uh

>> no

>> I don't know I I didn't see the legal

word

>> the legal document actually says psychic

agriculture society

>> I think just the tops of sufficient.

>> Okay.

>> Is that the only two places you hear

that so far?

>> There was one more on this page under

the charge.

>> Oh,

thank you.

>> And then are we still going to care

access point? the ground.

>> Do we still want to call

>> That's the actual land. So, is that

okay?

>> I I missed your question.

>> Under where it says focus one

fairgrounds access point. Is that still

okay to call it fairgrounds there, do

you think?

>> Yeah, it's the actual land, right? The

ground. Okay. All right.

>> Wow.

>> Going once, going twice.

>> Interesting.

>> Is fairgrounds one word or two? I always

get that one mixed up.

>> I don't know.

I've seen it both ways.

>> That'd be really

>> I would lean towards one as well.

>> Yes.

>> Great.

>> Okay,

>> moving on. Next slide.

>> All right,

>> so sure everybody's going to have

thoughts on this one. Focus number two,

fundraising activities. We tried to keep

it general because while the charge

talked more about actually hiring, we

wanted to instead list out the

activities that we did. Um, so we did a

lot of searching in our calendars to

make this happen because I don't know if

you guys remember [clears throat] all

the dates that we did everything. So we

met with [name] in November. So we

bet [name] of Canning

Consulting presented a capital campaign

proposal to the committee in November of

last year. Committee members also met

with [name] events. Uh committee

members attended project evidence AI

presentation at Bowden College to

explore its use in capital campaign

planning. The committee met with project

evidence via Zoom to discuss the group's

uh current fundraising focus. That

sentence isn't right to discuss groups.

>> The groups.

>> Are you trying to do this

chronologically? Because CC is before

nine is before 11.

>> No. No. We just listed it all out and

then went back and put the dates in

>> and then we said, "Oh, right. We did

that." Oh. Oh, yeah. And we did that.

[laughter]

I did not in I did not intentionally try

to do them in chronological order.

>> So if the committee went with project

evident via Zoom to discuss

>> the groups

>> the groups

that would be wouldn't it be apostrophe?

Yes.

the group's current fundraising focus.

You're

>> right.

>> The current discuss the current

fundraising

>> the committee.

>> Oh, that would be another option.

>> Oh yeah. Yeah. Just take [clears throat]

the whole word.

I think under committee members the

second one does not need also.

There's a little bit of discounting the

other maybe.

Okay.

The committee invited community members

interested in fundraising to a special

meeting to discuss forming a fundraising

group. I don't know if group is the

right word there.

>> Oh, that

we call it.

>> As you can see, that one was actually

happened before our charge, but it was

still part of what we did as far as

fundraising activities. Um, the

committee has begun identifying

potential grant writers and future

submission opportunities

and the committee has begun creating a

comprehensive list of topome businesses

for future engagement.

>> Okay. Did we forget anything

>> on the second one? just needs a period

after events because all the other ones

have a period before the date.

>> If you don't like the word group, what

if we put team?

>> Something adjunct, you know, like

>> we've talked about how it would be us

overseeing another group or

>> subcommittee to Yeah.

>> Yeah.

>> I think we'll just leave it as group for

now. Um,

but is there anything we forgot or do we

think this captures the activities we've

done over the last year or so in regards

to fundraising?

>> I'm looking here, sorry, at the capital

campaign leadership structure that we

came up with this one.

>> And here we have it as finance team

maybe. So just heads up. It doesn't

matter for maybe for this thing, right?

>> But that you just said finance team,

this is fundraising.

>> Oh yeah, that's true. So this is the

cabinet. If this all happened,

>> all of this would be included in this

fundraising,

>> right?

>> Cabinet. Okay. Yeah, got it. You're

right.

>> I think cabinet and subcommittee is all

too formal if we haven't even gotten

into that yet. [clears throat]

>> So, fundraising activities

continued. After project evidence

presentation, the committee recognized

an opportunity to use existing data,

feedback, and AI to develop pre-ampaign

materials. The pre- campaign planning

document helps to establish a structured

framework, define objectives, and assess

organizational readiness before

fundraising and marketing initiatives

begin. During the committee's July,

August, and September meetings, the team

created a 2026 pre-ampa planning

document. This document includes case

for support, campaign leadership

structure, gift range chart, and donor

naming opportunities.

edits changes.

>> Nice rock.

>> Next.

>> Um I think my only comment on that one

is the picture.

>> I know.

>> Okay. [laughter]

>> It's tried so many times. But my thought

was is if we're including this in the

documents we're sending, then at least

they'll know what we're talking about.

>> Okay. [clears throat]

And I'm also happy to try to help if you

want me to if you want to give me access

to the file.

>> You already do. It's in the

>> Is it in there?

>> Yeah. Yeah. Okay.

>> Just I'm the only one that love it.

[laughter]

>> Um Okay. So, going back focus, I think

one thing I have struggled with is

I don't know that we can say that we've

necessarily met the second charge, but

we are able to present what we have done

towards the second charge. So there's no

finalization on it.

>> So then we move into the capital

campaign manager. The charge was for TCC

to retain and work with a capital

campaign manager. Period. Period. Based

Well, this one all needs to be changed.

Based on the pre-planning document,

potential next steps include conducting

a feasibility study, engaging with a

campaign manager, or both.

TCC is presenting this information back

to the board for review alongside

current town initiatives to determine

the appropriate next steps. Do we feel

that that captures what we're trying to

say in regards to our fundraising

efforts?

>> Are you presenting this to the board

select

>> to the board? A board.

>> Okay. [clears throat]

>> If the public's reading it, what board

you talking about?

>> Great. Good point. My thought I think it

is I think it does a good job at a high

level. Um

I just wonder how much detail how much

detail do we want to get into at all and

then how much detail needs to go on the

slide versus just being presented

verbally.

Great questions.

>> Great thoughts

>> because I think we feel like we're at a

point and maybe you have thoughts on

this where we have these pre- campaign

planning documents, but does it really

make sense to spend money on a capital

campaign manager if we don't know that

any of the aspects are going to move

forward? or do are we just holding on to

the documents and waiting till it is the

right time?

I think it's worthwhile and maybe it's

been a slide but orally to point out

because I think you guys were actually

quite price conscious and you actually

did a lot of work that you you got some

prices that you I wouldn't have driven

in particular people but say you were

looking at about $100,000

um would be gone quickly just planning

for the campaign and that as you learned

more information about the steps and

what it involved you thought that you as

a group could pursue a lot of this or at

least the initial stuff yourself and you

spent your summer developing material.

>> Okay.

>> So, I think it's good to show that

you're um being

approval, you know, and fiscally minded

there. Um, as far as chicken and the

egg, I personally I don't think it's

time to hire a campaign manager until

the decisions made on the next design

>> because you're not going to be able to

get people to contribute if this the

design isn't proceeding,

>> right? Um, so I think

you could certainly say this that you're

holding off on working further on the

fundraising part until my decisions made

on the

>> That's what I was trying to say with the

last sentence to say we're taking this

information back to the select board for

review alongside town initiatives and

and for

>> I almost leave about town initiatives

because that's vague and I think no one

probably know what you're talking about.

Well, what was our way of saying like

>> taking it all into consideration tools

and everything?

>> I'd say refer you along with a

determination of whether an RFP is going

to be released for the next design

rather than just say county initiatives.

Get specific about what it is.

So, how would you say presenting this

information back to the select board for

review alongside

>> the determination

of whether to release an RFP for the

next stage of this All right.

And I do think that that's good call

out, but I think that we would want to

note that on our page before as a

talking point. Well, I was looking back

and if we have phase three in the brief

overview, which is focused on

identifying fiscally responsible options

and plans,

>> but I do think it's a call out

>> on the one that talks about what we did

with our summer.

>> Um, we could make a statement there that

says after doing all of these

initiatives, we found it would cost

upwards of $100,000 to hire a capital

campaign manager. And so we explored

other options and we that is why we

spent the summer.

>> Can you do like you did last time? So

when we're doing the presentation to

have it in notes and so it's not

>> Yeah.

>> Because one of the quotes was 10,000 a

month. So quickly I don't

>> Yeah.

>> Might be more than 100,000.

>> Yeah.

>> Okay.

>> Okay.

>> Anything else anybody wants to say about

fundraising?

Because that's pretty much all we have.

I mean, I'll make this page pretty, of

course, but this was kind of like a I

don't know what to say about this yet.

>> I think you did a great job.

>> Great. Thank you.

>> All right. There's a lot of red

questions for [name] in here. Develop and

release an RFP to further the building

design. And so, we know that the sample

RFP has been received from Herman. And I

believe, are we including that sample

RFP in what we send to the select board?

>> No.

>> Okay.

>> Um because two reasons.

>> Um one is it was nice for [name] to give

us a sample, but I don't think I want to

we're certainly going to make it our own

>> and I don't want other contractors to

have the impression that we let one of

the potential biders write the RFP.

>> So take that take this out all together.

>> Yeah.

>> Okay.

Um and then because we have to have that

the agenda done by like next Wednesday

that for the this meeting that will not

be ready.

>> Okay.

>> So what do we want to say

to the board about the RFP?

I

>> think you'll say we'll be bringing in a

future meeting.

>> Okay.

>> So

>> um

just be will be presented in a future.

>> Yeah. We'd like this to be included in

our exchange. I guess just

>> no because they're not giving we're just

>> we haven't completed this charge. So

we're just going to give them an update

>> and then make decisions from there. So

it's

>> so not

>> but we have we have to bring that RFP

for approval

>> to the select board before it can be

sent out. So that's what we need to to

do. We need to come back to the select

board with the RFP to be authorized

>> and it could be as soon as

the second meeting in November that it

would be ready to go for them and their

big decision isn't necessarily I think

going to be on whether to release the

RFP. It's going to be once the numbers

correct.

So

>> I know the select board knows what RFP

means like request for proposal but are

we trying to explain this to the late

person? So on focus 4 you could say what

RFP stands for and then abbreviate it

later.

[name], do you think people know what that

means?

>> I think you have a good point. I think

it's Yeah. I actually made more notes on

our

total blanking on what we're calling

this fact sheet. Um the same I said the

same thing here because if this is

something that we're giving out to the

general public they might not know the

RFP.

>> Look at all those crossover

busy over there.

>> So

>> I would change in the blue font at the

blue top.

>> [snorts]

>> The first time it shows up in a

document, you want to spell it out with

the abbreviation in parenthesis.

>> Great. What is this?

>> Rest

for proposal.

>> Was that a sneeze or a laugh?

>> Both. [laughter]

>> Bless you.

>> Thank you. [laughter]

>> So, and I think I I'm don't like that

second sentence. The RFB RFP will be

reviewed at a future date.

>> Presented at a future date.

>> Presented would you say, [name]? Presented

to the select board at a future.

>> Right. Yeah.

>> Yeah.

>> Thank you. Um,

if you think

that it could be ready as early as the

second meeting in November, should we be

presenting this at the second meeting in

November

>> versus the

>> Here's why I think I wouldn't do that.

[clears throat] It's because we already

have um the engineering firm has just

done a review of the transfer station

and the things that should be done to

upgrade or adjust that. They're the

engineering firm's coming on the

[snorts]

second of November. So, I think it would

be too much to have two big

presentations in one night. Um

>> because I wonder after we present this

then we're going to be

we're going to be at a little bit of a

standstill until the RFP.

>> My goal will be to have the RFP ready

for this because the the second meeting

in November, I don't think it's that

much to put on the agenda. Shall we

release the RFP or not?

>> Okay.

>> Because you have already done your

presentation at the first meeting.

>> Okay. Um, and I'm going to be in

Virginia the first meeting in December.

So, I don't really want this to have to

wait till the second meeting in

December. So, my goal is to have it

ready for the second meeting in

November.

>> Okay.

Makes us later.

>> Okay. So, we

>> like I said, I don't think the hard

decision is going to be released.

>> Okay. So, we'll leave it like that for

now. I'll make it pretty and we'll say

more to come.

>> So the charge say the RFP

develop and release the RFP.

>> See this is why we're doing this. Okay.

Period.

[clears throat and laughter]

>> Sorry.

[laughter]

>> Okay. So and then the last one was

engage with community members that we

were to continue to engage with

community members for feedback regarding

the potential project. We continue to

engage with community members regarding

the status of planning.

Uh we said that we were present at the

annual meeting in May. We've updated the

fact sheet. What other things can we

think of that we have done to continue

to engage with the community? I was

trying to remember this year we did not

have a table at the the the meeting we

did it last year

>> meeting

>> if you've got annual capitalized meeting

>> actually we don't want to call that the

annual meeting there couple things

>> this is just notes so I'm going to this

is just notes to get us to think about

so this is not edited yet like what do

we want to say here is kind of my thing

do we like

>> go ahead [name],

>> just if you decide to refer to the May

meeting, you want to either call it the

May town meeting or the May special town

meeting. Our official annual town

meeting is actually November election.

>> I think May Town meet

special versus

>> capital T.

>> No, for what?

>> It's a was a particular meeting, so I

think you probably would

Um, I think we need to change present

because people might read that present.

We should say attended,

don't you think?

>> Sure.

>> Yeah.

>> I didn't have an informationational

table or was that last? No, that was

prior.

>> Town of Toppsum meeting.

>> [name], this is really nit nitpicking.

Sorry. I don't like the way the rest of

that sounds. Town of May town meeting.

>> I don't either.

>> What if we said like the May town of

Toppsum meeting or town of Toppsum May

meeting?

>> I think you leave out Topsum. I mean,

what other

Yeah.

And I think this is one of the things we

talked about, you know, we talked a lot

about this like how do how do we engage

with community members? So, um I think

that the first one that says continues

to engage with community regarding

status of planning were available to the

community,

but I'm not sure actively.

>> You had your meetings recorded online?

>> Yes. So,

>> public agendas. Part of the reason we

left that in there was the way I look at

it is we're always available. Exactly.

And if I have the opportunity to talk to

someone, I'm talking to someone. So

that's still engaging. It may not be a

formal meeting, right? But it's still

talking about it and informing people.

So that's kind of like a constant even

though it's more of an individual basis,

it's still part of what we should be

doing as community

um members, committee members. So that's

why we left it there.

>> I I get I understand that's fine with

me.

>> Okay.

>> Yeah, I I'm hold the thought. Yeah, hold

the thought.

>> Go, go, go.

>> No, hold on. I'm coming back.

Oh, that's not

[clears throat]

>> I didn't have to pop out. Is there

anything anyone needs for me before I

go?

>> I think we're good, [name]. Um,

>> we'll just update you afterwards.

>> Thank you. I appreciate that.

>> Thank you.

>> Yeah.

>> And I'll try to finish taking any notes.

>> Appreciate it.

>> All right.

So, I asked u my good friend AI to take

the three bullets and put it into one

statement. TCCCC continues to engage

with the community on the status of

planning, including attending the May

town meeting and keeping the Thompson

Community Center committee timeline fact

sheet updated and available for

visibility.

What else? Do you not like that? Do you

want me to go back to the three bullets?

Um,

status of planning. That's what's

catching.

>> And you could be nitpicking now.

[name], I'm looking at you. I know. Let me

read it. Okay. They don't

>> I would take out on the status of

planning and just say engage with the

community including attending the Mtown

meeting keeping the community center

committee timeline fact sheet updated

and available online for visibility and

maybe say something like you said [name]

about the recording of meetings but that

might be obvious and not need to be

stupid

>> probably it just feels like a really

long sentence

through

attending the May town meeting community

through attending.

What if we said committee members

continue to engage with the community

and

uh

>> well I think the problem is you have

that in the charge and then you're

saying exactly the same thing with the

first several words.

>> Okay.

>> So I think we need to condense that even

more.

um like engagement

continues in the form of attending the

Maytown meeting. Um

>> do we think it looks better

>> like this as the three bullets?

>> Not necessarily. I just I just think

that it needs to be edited.

>> No, I Yeah, that first bullet needs to

go away, right?

>> Yeah.

I don't think it says what we want it to

say. Yeah. What if we said instead of

having TCC every time here we say

>> committee continues to update

>> the committee members

>> no

>> and maintenance of the fact the timeline

fact

>> the hungry

>> a

>> and do we need for visibility at the end

could we just end it at online

>> thank you

>> I'm going back I'm getting back

>> okay [laughter]

>> um Wait a whole pizza.

>> Didn't know they were sex, did they?

[laughter]

[clears throat]

>> Why the TCC continuing update TCC's

committee? You're already doing it.

>> And why you put Senator Committee got

TCC? It should be TCC,

>> right? Well, that's what we actually

call the document. It's called the

Topppsum Community Center Committee

timeline fact sheet. That's what we have

it called. That's what it is on the

SharePoint. That's why or on the

website.

>> How How about if you take out TCC

continues and then just put

continuation? What if we say maintain

the Thompson Community Center committee

timeline fact sheet

>> updates? Doesn't make sense.

>> Updates to the community.

>> Yeah. So just do updates.

You don't need a period after meeting.

>> So we have action action words at the

start

>> two

attended the May.

[laughter]

anything else that you can think of

specifically that we did that we would

want to call out here that we've

>> I think what [name] is saying is valid

that ongoing you know conversations in

the community

>> how do you want to say it

>> just that

ongoing communicate conversations in the

community

>> yeah okay Perfect.

>> I think maybe not that a lot of people

read the paper anymore, but maybe I and

oh uh the website

maybe what what the way we get our

information out is

through the website, updates to the

website and recordings or something like

that. Or my initial thought was what

about the newspaper? Something to think

about moving forward.

What newspaper?

>> The crier.

>> Exactly. Yeah, the crier is probably

gut.

>> Yeah, exactly.

>> Yeah. I think we have to just focus

right now though on exactly what we have

done.

>> Yes. [snorts]

>> Because that's what we're trying to

update and tell them what we have done

so far. So, I think those three things

sum it up for now.

>> Perfect.

>> Why is the bullet on the last one

smaller?

>> Because it's how I copied and pasted it

before.

It'll all be prettied up. [laughter]

>> So,

how about going back one more second?

Three bullets. First one says

attended the main town meeting. The

second one says,

uh, updates to the online Toppson

Community Center committee timeline fact

sheet. You like that better?

>> Yes.

>> Colon available online. Why are we

saying that?

>> Oh, we took that out.

>> Oh.

>> Oh, we're on the wrong slide, maybe.

>> Uh, I'm going to go put it there if we

like the sounds of it. I'm reading you

what it says when I put it through. So,

attended the town meeting, updated the

online Thompson Community Center.

>> Okay, you just said updated, but that

says updates. Attended is prior. Do we

want to match it and say updated?

>> It's on my computer, not on the screen.

>> Okay.

>> So, I'm just reading it out. If we like

it, then I'll put it up there.

>> Yeah.

>> I think I think in this case, you don't

need to say Thompson Community Center

committee. Again, you could use TCC

there because you've already already

used it in the charge.

But that's what the document's called.

>> Okay.

>> That's why that's why I'm doing that. So

the second one would be

>> could we italicize it so that that's

more

>> sure

>> obvious that it's the title rather than

right you know what I mean

>> updates

>> underline or italicize

>> to

the online.

So moving online before

Thompson Community Center committee

timeline faction.

>> Perfection. Sure.

>> Third bullet,

continued community engagement

>> or continued community conversations.

>> I think I like conversations.

>> I like ongoing [clears throat] instead

of continued

personally, but

>> ongoing.

So you like it the way that it is? It's

casual. I like it, too. Okay. I may

suggest that we change the title of our

document here because it's got a line

and it's got parentheses and all of

that.

Just saying.

We don't have fact sheet on here.

What it's called on the website.

>> That's the um and this one I have not

uploaded just to be clear because I felt

like you guys had to accept it here

tonight.

>> We do have some changes. So yeah.

>> Okay.

>> But thank you. Yep.

>> Yep. So we have some changes and then

>> then probably some more. So

>> got it.

>> All right. Are we good with this one?

>> Yes.

>> Great. Next one.

>> So if we're not asking for

recommendations, [name], I'm back to you.

Is this just a This is where we're at.

Questions [clears throat] and answers.

>> Yes. I think it's just where I posted

the answers.

>> This is what we came up with when we

were trying to brainstorm ideas when we

were talking,

>> but we can scrap this whole slide and

just do it Q&A.

>> Well, it's sort of pending items,

I guess, would be a way to

identify this

slide

just to say what what is ending.

and then reward it.

RFP to be released

visibility.

I guess that would maybe bullet the next

one would bullet in

if it's accepted, right?

I don't

>> I don't know. I don't I don't want this

whole slide personally. All right, we

could do

>> I think Yeah, I think I leave it out.

I would leave it out too

>> because [clears throat] so much is in

the air up in the air. So if we do Q&A

>> and you don't want all those decisions

made at once anyway. So the most

important decision is the next one

whether the RFP gets released.

>> Right. We gave this last time but it

does tie in to

what we did as far as number one. Oh

[name], can you go down?

So this is in there. We gave it to the

board last time we met with them. It

does tie in for what we did for our

pre-planning which is highlighted on

option number one there. Do we want to

include it again or because we've

already talked about it, you think take

it up.

>> Did that come from [name]?

>> Yes, we can't use that.

>> No, we showed him once.

>> We used it. We used a different one in

the document we created. You want me to

email that to you?

>> No, that's okay. We'll just delete it.

Well, I think it's an okay. The

information is helpful, I think. But I

think it should be the not [name].

>> Okay.

Anything we forgot? Anything anybody

wants to add?

I think we need to do these changes and

then send it out to everybody and review

it like ASAP so they can see it fixed.

And

>> okay,

>> changes.

So, ideally, we would have written

materials, meaning this or whatever you

want to um by like next Wednesday so we

can go and work.

>> Well, uh I fly to Seattle on Saturday.

I have one more day of work and so I

will work on it on Friday morning. Try

to get it off to everybody and then if

there are more changes after that, I

would leave it to you guys to make any

final edits and then submit it.

>> [name], can you do these changes?

Everybody is on board for the fifth.

>> Yes.

[clears throat]

>> And if for some reason, you know, let's

say you give this and you decide you

want to add a slide to it on next

Friday, we can always supplement it. But

>> okay,

>> I don't think we're going to want to add

a slide. I think

>> definitely not.

>> I think good to know.

>> Yeah, I'll be

>> I guess my point is be locked in stone,

right? But basically,

>> I think that I can fix pretty quickly

even

>> with all the circles and edits and

stuff. Um,

>> do we want to talk them through or is it

pretty?

>> That's pretty straightforward. [snorts]

>> So, if you can send out say Friday

morning or Friday afternoon or what time

Friday do you want to do or do you not

want to do or do you just want to say

Friday?

>> I'm gonna say Friday.

>> Okay. So [name] to send out Friday

>> the updated deck and the updated fact

sheet for everybody to do a final

review.

>> And then

>> if everybody's okay with the fact sheet

just a thumbs up or something and then

[name], can you just forward it to [name]

and she can update it on the site once

we know everybody's in agreement on

this?

>> I mean [laughter]

who's on first?

>> Um just back up for a second. So if you

send that out on Friday, I want to give

the committee a very specific like

review this ASAP

for any other by Wednesday.

>> It needs to be in by Wednesday by Sunday

morning.

>> So by

>> is it PowerPoint?

>> Yeah,

>> I can if there's changes that need to

happen, I can do them for the group if

you need.

>> It's on a shared site, so I'll make sure

you have access to it.

>> Yeah,

>> I'm not allowed.

I said we're editing. He just can't seem

to edit it while he's presenting.

>> So, committee

>> committee review by

um

>> Sunday

>> by Sunday

>> 900 p.m.

[laughter]

>> Sunday night.

>> That way Monday any changes boom boom

boom and it'll be definitely be ready by

Wednesday.

And it would be good actually if we gave

the timeline sheet too.

>> Right. So

>> do you want to

>> happy to make those changes too?

>> That's fine. If you

>> I will I will put it in the I will put

it in the shared space that we're using

and I will forward a link to you so you

can edit it so you have access.

>> Okay. Everybody but [name] can have

access. [laughter]

>> He's done.

building itself.

>> Yes.

>> Uh I don't think cuz [name] and I

started a separate space for all of our

meetings, minutes, and agendas when I

was starting to

Yeah.

>> And we didn't want to bog that down with

edits and stuff like that. So, we put it

in a different space, but I can share it

with everybody.

He called it a 15%

basically figure out site work.

>> You're the one that's going to get the

official

and they could give a better estimate.

>> Okay.

>> The other one.

>> Okay. I'm just writing stuff down so I

can [clears throat] make sure [name]

has it for those minutes.

>> You want to build the building it? Okay.

>> So, I think um

>> so I had that you're going to update it

and then [name] will update the fact sheet

>> and then I'll

okay to [name].

>> I know what that means.

Okay. Are we good with all of that then?

>> Thank you. Um, so I think the only other

thing to do is review.

>> Um, yeah, I just need to back up um to

make a notation that [name] did not make

the meeting.

>> I did talk to him this afternoon.

>> Yeah.

>> He had a concern that he wouldn't get

here because it was the last game of the

season.

>> Yeah. Yeah. I figured it was something

like that. So, um, yeah,

>> but I threatened him if he doesn't show

up tomorrow night for the intro.

Okay. So, yes, I would say that we're

good to review the minutes from

September 28th.

Any changes, comments?

>> None being.

>> None.

>> Any motions to accept the minutes from

the September 28th meeting?

>> Motion to accept.

>> Second.

>> Seconded. All right. Meetings minutes

from September 28th accepted.

Followup action steps. I have [name] to

update um the proposal or or the the

slideshow for the um

slideboard meeting. Uh [name] to update the

fact sheet. And then once all of that is

done, I will do the final okay for [name]

to post and to get it to [name] for or or

to you for the

>> it goes to [name]

>> to [name].

>> She'll be looking.

>> She'll be waiting. So we'll try to get

it to her ASAP.

>> Still trying to find everything else

that she's waiting for.

>> So for the town of Thompson Drive that

we have been dumping this stuff into,

>> you have access.

>> I believe so.

>> Okay. Yeah. I'm gonna send it again. You

want access,

>> please.

>> You want I'm sending that. [laughter]

>> Uh, I sent it I'm gonna send it to you.

>> Thank you,

>> [name]. Do you want access to this

folder?

>> Probably not. [laughter]

>> But thank you.

>> Okay. So, [name], I already sent you a

separate email that's the direct link to

the fact sheet.

>> Okay.

>> I will leave that for you.

>> Okay.

>> And

um Yeah.

and I will work on the presentation.

>> Okay.

>> All right. And I think we had already uh

so I think that's it for action sets

and I think we had already set the date

for our next meeting. Correct.

>> No.

>> No.

>> Because we were going to wait to see on

the select board.

>> Oh, okay.

>> So, it was going to be after the select

board meeting.

>> So, we're not going to set that date

then.

>> We can

We wait for any RFP action. [snorts]

>> What's that? I'm sorry. I don't really

any RFP action

>> because I really don't

know exactly what we would be discussing

besides recapping

thoughts.

>> I I think Mike's point, why don't you

schedule a meeting and then if after the

5th you decide you don't need it, you

can always cancel the video.

>> Yeah. That way we'd have the space on

the books and have it on our schedules

and surprise we don't need it. No, I

don't know.

>> So, what does November look for pe like

for people? [clears throat]

Uh,

wait. We have

>> Yeah.

11.

>> And is that when the town office will be

close?

>> Yeah.

>> Okay.

>> So, do we do we want to do it like

>> that that first week, the beginning of

the first week after the 5th?

>> The 9th.

>> The 9th. Back to our Monday.

>> I don't even know what a regular day.

>> Monday was the regular day, but which

one in the month? I don't remember.

>> Here's the advantage. If you met on the

9th or the 10th.

>> Yep. um is I will commit that you will

have the RFP by then so you could look

at it

>> so you could look at it okay in advance

of it getting in the select board's

agenda

>> okay

>> I like that

so um

>> I can do the ninth

>> I can do the ninth I can do either

>> [name] good [name]

>> all right

>> I I am not I'm out of town I'm actually

not going to be here on the 5th either

I'll be out of town that night Okay. Do

you know what [name]'s schedule is?

>> Um

the only thing on the 9th is the bike

head committee and that's over at the

other building.

[clears throat]

[laughter]

>> So this room should be available. I can

book it tomorrow morning.

>> Okay. So November 9th, 5:15.

>> Do we think [name] might be available?

[name] will probably be doing tryyouts at

the middle school that night just

because I have a sense of his schedule

once November kicks in.

>> I escaped from that two meetings. Would

a Tuesday be any better for him?

>> No, those two they do the girls one part

and they do the boys the other part and

I don't know the schedule has been set

specifically yet.

Mon Monday, November 9th at 5:15

upstairs.

>> Actually, I hate to say this, but now

that I think about it,

bike pedestrian committee has come up

with a plan that they want to bring to

the select board and staff's reviewing

it next week and then I have to go back

to them probably with suggested changes.

So, I might have to go to the bike

pedestrian committee meeting that week.

>> So, should we shoot the 10th?

>> So, the 10th would be better for me. The

tent

>> building's empty on the tent.

>> Great. We'll take downstairs.

>> Are you going to have enough time with

the election and everything to get the

RFP done?

>> You like a dead

>> I need a dead blood.

>> You need a dead mark.

[laughter]

>> My blood.

>> I just texted [name] just give her a

heads up.

>> All right. So,

>> 10 to 5 downstairs. downstairs.

>> Okay.

>> All right.

[name], did you have any questions,

comments, or anything before?

>> No, you're going the right pace. I just

worried

this should have happened 10 years ago,

but it's wor.

>> Well, the school is going to be with

that big budget and all.

>> It's going to be a fun time.

>> I've always said when they built the

library, we should have done it. Yes,

>> tomorrow night is the school's they just

informed this a couple days ago. They

got a big presentation on the results of

their facility study tomorrow night.

>> The last one last year was $150 million

this time.

>> Did Did M do complete the traffic study

over by Woodside?

>> Do you know?

>> I don't know.

>> Don't know. I'm just curious.

>> We'll do that tomorrow.

>> Yeah.

>> Okay. If there is nothing else, is there

any motion to adjurnn? Motion to

adjurnn.

>> Second.

>> Second.

>> I don't but meeting adjourned. 6:22.

>> I'm texting [name].

>> Okay. I texted [name]. I don't know

what she had going