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Opening and Pledge of Allegiance (Link: 00:04:00 – 00:04:00)
A speaker opened the October 22, 2025 select board meeting, noting that the session was being recorded. The speaker led the Pledge of Allegiance, with attendees reciting the pledge together. Following the pledge, the speaker announced that the meeting would begin with the town administrator’s report.
Town Administrator Report (Link: 00:04:00 – 00:08:00)
The Interim Town Administrator provided an update on his activities over the past couple of weeks. He reported that he has nearly completed meetings with all department heads as part of his orientation process, learning about ongoing issues and hot topics throughout the town. He has also begun meeting with elected and appointed committee and commission chairs on an ad hoc basis related to specific issues, noting that while Dianne had helped organize the department head meetings, the committee chair meetings have been less structured.
The administrator reported attending a town hall meeting at Lynn Auditorium that afternoon regarding the UV project, where Grishman was also present. The program focused on a technical report from Apex and Kleinfelder discussing their findings and lessons learned. He explained that he communicated to attendees that Swampscott’s next step would be to have Kleinfelder and Gino present a detailed report to the select board with a deeper dive into results specifically focused on Swampscott, which would help determine next steps and available options.
The administrator acknowledged that Jared, the town clerk, had completed his service to the town this week and was moving on to a position in Dracut. He noted that a small gathering was held to thank Jared for his service, and that Mike Bryson was on the evening’s agenda as a potential appointment for the interim clerk position.
Regarding human resources and open positions, the administrator reported that an offer had been extended for a customer service position and they were conducting background checks and references. He also noted that three firefighters were in the same stage of the hiring process, having met with each of them and finding them particularly interested in serving in Swampscott, which he viewed as a positive indicator of their potential long-term commitment.
Phelan thanked the administrator for his comments about the UV pilot program and expressed interest in seeing what would be presented. The administrator offered to collect any specific questions from board members in advance to ensure the presentation from Kleinfelder and Gino would address their priorities, and indicated he would work with them to schedule the presentation on one of the next two agendas.
A board member asked for an update on the rehabilitation of the baseball diamond at Forest Avenue beyond what was mentioned in written materials. The administrator acknowledged he did not have additional information but offered to track down more details. Phelan also expressed interest in hearing about that project. Thompson arrived late to the meeting and indicated he would need to watch the recording later to catch up.
Public Comment (Link: 00:08:00 – 00:16:00)
Charlie Path of 130 Atlantic Avenue identified himself as the governor’s appointee and chair of the Housing Authority, an assessor on the Water Sewer Advisory Committee, and a town meeting member. He explained that these positions give him different perspectives on town issues. Path noted that he had previously requested to speak as Housing Authority chair and it took several meetings to get before the board, expressing surprise that Max Casper had preceded him at that time.
Path reported that the Housing Authority, at the recommendation of Ed Augustus, created a Swampscott Housing Development Corporation to increase accessibility to both public and affordable housing, noting they are trying to be competitive with projects like the Veterans Housing Project on Pine Street. He expressed disappointment regarding the Clark School situation, stating he had heard that $40,000 was budgeted to run the Clark School but now children’s recreational fees would be used instead, which he believed would take money away from kids’ spring and summer activities to pay electric bills.
Path criticized that the RFP mentioned was never advertised and there was no discussion with the Recreation Department until the previous meeting. He announced his intention to run for select board, stating he believes there are opportunities to work together and create funding for housing for seniors, whom he described as the most neglected group in town despite being the backbone who have paid their dues and taxes. He argued that the Housing Authority’s request for consideration regarding the Clark School had been ignored, with the only concern being taking money from recreation to run the school. Phelan informed him his three minutes were up, and when Path asked if someone else could give him additional time, Phelan stated that was not an option.
Maria Lyle of 15 Outlook Road spoke about the recent Master Plan meeting, reporting it went very well with robust turnout. She praised the decision to hold both the Master Plan and Glover meetings in the same building at the new school, noting it brought many people who wanted to see the new building and checked many boxes.
Lyle addressed the Hadley project and the importance of community space that was voted on at town meeting, requesting assurance that it would actually happen beyond being told by Dixon Mallory that there would be community space like a pub and bathroom, which she said was not the spirit or intention of what was voted on. She emphasized that the developer is looking to make money and described the relationship as different from a marriage or partnership, noting the project is adjacent to the town’s forever land that will always stay available for car shows and other events.
Lyle mentioned a recent planning board meeting that was supposed to provide information to the select board but wasn’t well publicized and didn’t offer people an opportunity to see the plans again. She reported that at the master plan committee meeting, many people identified poor communication as the primary issue the town needs to work on, along with beaches and the rail trail as high priorities. She concluded by emphasizing that a community space in a building that had been a school for 113 years should be a minimal expectation, noting that even Stop and Shop stores have community spaces.
After no other public commenters came forward, Phelan moved the meeting to old and new business, beginning with discussion and possible vote on the appointment of interim town clerk Michael Bryson, who was present at the meeting.
Interim Town Clerk Appointment (Link: 00:16:00 – 00:18:00)
The Interim Town Administrator spoke in support of Michael Bryson’s appointment as interim town clerk, noting that Bryson had been working as assistant clerk with Jared and had indicated interest in serving in the interim role while the town determines next steps and conducts a search for a permanent clerk. The administrator praised Bryson’s work, describing his progression from a senior work-study position to a more permanent role that has been important in helping keep town hall running smoothly.
A board member asked Bryson whether he felt he had the knowledge and support necessary to fulfill all the functions of the town clerk role. Bryson responded that while he could not claim to know everything a clerk would do, he had support systems available to help him. He explained that he is a member of the state Clerk’s association, which allows him to send questions via email to all members for assistance when needed. Bryson noted that Jared had provided good training and that while there were a couple of functions Jared normally handled that Bryson had not done, he knew where the relevant documents were located in the system and how to find and research them.
A board member moved to appoint Michael Bryson as interim town clerk, the motion was seconded, and it passed unanimously. Board members thanked Bryson for volunteering to help the town in this capacity.
Financial Update and Budget Review (Link: 00:19:00 – 01:15:00)
The Interim Town Administrator introduced Patrick Skater to provide updates on staffing, potential financial management review, and transition updates. Phelan asked to see who was on the call to determine if roll call voting would be needed if Fletcher joined, but confirmed Fletcher was not yet on the call.
Skater presented revenue and expenditure reports for fiscal year 2025, describing the general fund results as balanced with revenues modestly exceeding estimates and expenditures and encumbrances modestly within budget. Local receipts exceeded estimates by $250,000, which he noted indicated reasonable, not overly aggressive estimates. Budget pressures included legal counsel costs, healthcare costs, property liability insurance premiums, and public safety personnel running over estimates. Budget savings were primarily from vacant positions in various departments, which he categorized as non-recurring savings since those positions have been or will be filled in fiscal year 2026.
Skater reported that free cash was certified as of October 14th within range for financial policies but lower than the last certification. SUWA retained earnings were certified substantially higher than last year, showing meaningful progress toward compliance with policies. Solid waste retained earnings were certified in a modest deficit due to actual revenue shortage compared to estimates.
General fund revenues exceeded estimates by $81,000 overall. Property tax revenue showed a negative 2% variance to initial estimates, largely due to use of one-time funds to reduce the actual tax levy compared to estimates. State aid showed modest reduction due to charter school reimbursement adjustments based on enrollment and tuition rate data. Local receipts exceeded estimates by 21%, including non-recurring revenue, but recurring revenues for motor vehicle excise tax and local option excise taxes showed real growth.
Thompson asked about the $1 million energy incentive, noting that without it the town would have been well out of balance. Skater confirmed this was a one-time receipt and that there are always some unanticipated revenues, but acknowledged Thompson’s point that without this receipt there would have been a revenue shortfall.
On expenditures, actual expenditures and encumbrances came in $176,000 under budget. Human resources showed $60,000 savings related to the unfilled DEI coordinator position. Community development had savings from a full-year vacancy for a new position and partial-year vacancy, both now filled. Building department had partial-year vacancy for inspector position that has been filled. Public safety salaries ran over on overtime expense with some offsets from salaries and other savings but not sufficient to cover the overrun. Snow and ice came in $35,000 under appropriation. Property and casualty insurance premiums were up 19% compared to budget, with final figures coming in after town meeting. The town marketed their entire insurance portfolio and switched carriers. Legal counsel expenses were nearly $90,000 over appropriation, and employee benefits ran over significantly.
Regarding property insurance increases, Skater explained the property policy was up $99,000 overall, inclusive of the new school and Hawthorne building, which was included in the blanket policy for fiscal year 2025. He noted the carrier agreed to include Hawthorne temporarily but may require separate coverage mid-year or by January 1st, with previous separate coverage costing around $60,000.
Thompson asked about the $1 million energy incentive and whether there were dedicated uses for those funds. Skater explained it was unbudgeted revenue that would fall to free cash to offset costs of the UU settlement payment, which was approximately $600,000 and was paid from free cash via town meeting appropriation. Phelan recalled the conversation about pre-funding the settlement to avoid additional interest, with the understanding that money would be returned to free cash once National Grid money came in. Skater clarified there were restricted and unrestricted pools of funds, with this being unrestricted funds that could fall to free cash, while restricted funds would be used for solar projects.
Skater presented school department budget information, noting their general fund appropriation was spent at 99.7% with approximately $99,000 closed out as unexpended. A $200,000 free cash allocation for utilities at the elementary school was reported as fully expended except for about $4,000. The school also reported on their non-tuition revolving fund showing revenue and expenses, which is kept separate from the general fund and used to offset costs of students attending the district.
Skater compared free cash balance as certified by DOR with stabilization and capital stabilization fund balances against financial policies. All funds were within or exceeded policy ranges, with approximately $1.25 million available above policy minimums for potential needs or investment opportunities.
For enterprise funds, the sewer fund showed positive results with revenues exceeding estimates by design, given previous fund balance concerns. Expenditures had significant savings with the Lynn water sewer assessment coming in very low based on usage. Water fund showed modest results with revenue falling short 1% and expenditures coming in under budget due to conservative budgeting for MWRA assessment and other costs. Grishman asked about outstanding water and sewer bills, and Skater confirmed there were no large unpaid bills currently.
Cable access TV fund came in slightly under budget for both revenues and expenses. Solid waste fund, which is subsidized by the general fund with $1.39 million raised in the tax levy, saw user charges come in under expectation, particularly retail sales of overflow bags to businesses like Whole Foods, CVS, and Richdale.
Skater presented certified retained earnings for enterprise funds, noting sewer fund at 17% of budget compared to 20% policy minimum, showing progress from having no retained earnings last year. Water fund maintained its position and was expected to balance with recent rate increases. PEG fund used retained earnings to fund operations and was at 10% of budget. Solid waste fund was certified in a $23,000 deficit due to revenue shortfall, requiring funding on the tax rate recap.
Regarding revolving funds, Skater noted each fund except the library fund spent more than they received by modest amounts. The recreation revolving fund came within $6,000 of its limit, and the field maintenance account exceeded its limit, which he was investigating to understand the cause.
Skater reported on year-end state filing requirements, noting the combined balance sheet was submitted October 10th, certified free cash and retained earnings were received October 14th with quick turnaround, and Schedule A would be prepared by the interim town accountant by the November 30th deadline.
Thompson summarized that the town was in better position than expected across most areas except solid waste, staying within financial policy ratios. Skater agreed they were within range on most policies and making progress where not in range. Phelan thanked Skater for his ongoing work and noted his ability to anticipate board questions, such as including revolving fund information without being asked.
Skater then presented information on health insurance expenses, explaining that a reconciliation identified that health insurance expense was under-reported throughout the year by approximately $445,000. This created an appropriation deficit of approximately $370,000 for the employee benefits line item, which exceeded the $13.9 million town meeting appropriation and reached $14.3 million actual. This deficit requires funding on the tax rate recap and results in DOR docking free cash certification by the same amount for one year. The free cash numbers previously presented already incorporated this adjustment.
Phelan asked about using one-time funds to offset the deficit versus using free cash to offset the tax rate. Skater explained that while a town meeting article cannot directly appropriate funds to clear the deficit, an article could be made to reduce the tax rate using that amount, achieving the same effect.
Skater outlined the process that led to the error, identifying deficiencies in internal control at multiple steps in receiving, reconciling, updating ledgers, and paying health insurance bills. He reported implementing additional layers of control for fiscal year 2026 to prevent recurrence. Phelan explained that when the interim town administrator reported this issue, she requested confirmation that this was the only error and that fail-safes were in place before bringing it to the board, which explained the delay between discovery and reporting.
The Interim Town Administrator then presented information on finance department staffing structure, having researched peer communities’ organization and costs. He found that almost every peer community except Hull has either a finance director and town accountant or assistant, or a finance director/town accountant with an assistant. He recommended establishing a finance director and assistant town accountant structure, noting the finance director would be a senior partner to elected and appointed officials, working directly with the finance committee, while the assistant town accountant would be more junior with opportunities for training and advancement.
The administrator noted current job postings showed Harwich seeking a finance director at $170,000, Andover seeking a town accountant at $125,000-$150,000, Concord seeking a CFO at $138,000-$165,000, North Reading seeking an assistant finance director at $85,000-$95,000, and Dover seeking an assistant town accountant at $96,000-$108,000. He requested approval to develop job descriptions and salary ranges for a finance director and assistant town accountant structure.
Leonard asked about the difference between town accountant and finance director roles beyond semantics. The administrator explained a finance director would be a senior partner with expertise in DLS and DOR interactions, attracting candidates with town accountant experience looking to advance, while a town accountant position would attract those moving from assistant roles. He noted Amy’s previous title was finance director, though she had started as town accountant when Ron Mendez was treasurer collector.
Leonard expressed concern about the gap between a very high-level finance director and very junior assistant town accountant without middle ground, requesting job descriptions to understand scope of duties. She also worried about hiring someone at a high salary level without knowing their capabilities, preferring to start someone at assistant finance director or senior town accountant level and promote based on performance.
The administrator explained the hiring process would include posting on MMA and statewide sites, phone screening, and two rounds of panel interviews with department heads, town staff, and potentially school department and finance committee representatives. Leonard emphasized the importance of having people with relevant expertise involved in hiring for this specialized position.
Thompson supported the recommendation without needing further discussion, emphasizing the importance of attracting quality candidates and adjusting salary if needed rather than penny-pinching. Leonard agreed with returning to their previous successful model but wanted rapid response if postings don’t attract viable candidates within six to eight weeks. The administrator committed to not waiting that long given the position’s importance.
The administrator then presented information on requesting a financial management review from the Division of Local Services, which is free to communities. He noted Swampscott’s last general review was in 2001, with a 2014 review of the town-school finance merger. The review would examine structure, fiscal planning, ongoing financial procedures, and best practices, potentially recommending charter review since it’s typically done every eight to ten years.
The board voted unanimously to support requesting the financial management review, with Leonard noting it was a great idea despite uncertainty about whether previous recommendations were implemented, and mentioning potential IT collaborative opportunities.
Finally, the administrator provided an update on the transition audit, explaining the scope had been shared with vendors and three firms replied, two of which the town currently has relationships with. He planned to speak with the third firm first to maintain some independence, and would return with more information following the scope discussed at town meeting. Phelan requested a timeline once a vendor is chosen.
Clark School MoU Discussion and Recreation Programming (Link: 01:16:00 – 01:44:00)
The Interim Town Administrator introduced a presentation responding to feedback from the previous meeting to provide a broader understanding of how to move forward with the Clark School proposal. Charlotte presented a comprehensive overview of the recreation department’s vision for using Clark School as a community space.
Charlotte explained that the proposal centers on investing in existing town space for the community rather than seeking outside tenants. She outlined four main goals: preserving the town asset for Swampscott residents, expanding affordable year-round programs for all ages and abilities, creating local revenue and job opportunities, and building community connection and belonging. She emphasized inclusive programming, noting meetings with Northeast ARC about adaptive programming and mentioning unified sports as examples of important community programs.
Charlotte explained why Clark School was ideal for this purpose, noting it was empty and offered both indoor and outdoor space. She reported that other recreation directors in the region identified space as their biggest challenge, with successful programs correlating to available space. The building would enable year-round programming to increase winter activities and provide revenue to offset the estimated $48,000 in utilities while maintaining the department’s self-sustaining model.
The presentation outlined potential programming including youth enrichment activities like sports, STEM, art, nature programs, Dungeons and Dragons, and chess. Adult wellness programs would include fitness and cooking classes. Intergenerational programs like Mahjong, painting, and knitting were proposed, along with inclusive programs such as adaptive sports, sensory art, and community volunteering opportunities.
Charlotte detailed the revenue strategy to offset the $48,000 utility cost, noting that average program profits range from $200 to $400, with some like Ski Bradford generating higher profits while workshop programs with outside vendors generate less. She emphasized that recreation programming isn’t solely about profit, as some programs break even or require investment because they serve important community purposes. The goal was to run three to four classes per week on average.
Specific revenue examples were presented, including a nature art workshop that could generate net profit with 15 children in a three-hour session, and a popular slime-making class that consistently sells out and generates approximately $500 profit per session. Charlotte noted that running slime classes two to three times monthly could generate $1,000 to $1,500 in profit.
Charlotte highlighted pickleball as a significant revenue opportunity, noting that $10 drop-in sessions with 20 people weekly could generate at least $10,000 annually. She also mentioned meeting with a knitting instructor with ties to Marblehead who could provide profitable programming.
Beyond regular programming, Charlotte proposed flexible space uses including indoor craft fairs that could triple the vendor capacity compared to current Yacht Club events, with vendors paying $40 each. Other ideas included gym rentals for sports teams when fields are closed, room rentals for nonprofit meetings, work-from-home flex spaces at $25 per day, birthday party rentals with potential add-on services, and overflow space for senior center programs that don’t fit well in their dining room.
Charlotte discussed sponsorship opportunities, suggesting quarterly sponsorships with decals on doors rather than individual room sponsorships, potentially generating $5,000 annually. She compared this to existing sponsorships for little league and other community activities.
Phelan praised the presentation for addressing every segment of the community from children to seniors, including inclusive programming, and noted alignment with the Life Center concept and partnership with the senior center. She appreciated how the proposal addressed space challenges faced by both recreation and senior services.
Grishman asked about capital expenditures needed to ready the building. The Interim Town Administrator confirmed no significant capital investments were required, noting the building had needs but nothing preventing immediate occupancy for these purposes. Charlotte confirmed the space mainly needed thorough cleaning and furniture arrangement, with most classrooms empty and ready to use.
Thompson raised questions about staffing capacity and whether the $48,000 utility estimate was realistic, noting it was based on school usage patterns. He also asked about additional costs like cleaning, maintenance, and monitoring. Charlotte explained they were interviewing for an assistant recreation coordinator position specifically to help with programming, and she was prepared for the challenge of increased programming.
Charlotte clarified that the $48,000 estimate was based on full school operation 180 days per year, but recreation would likely use the space two to three days per week, concentrating programming on specific days to optimize utility usage. She discussed plans to utilize senior work program participants for front desk reception, noting this would increase hours for the 130+ participants in that program, similar to Marblehead’s approach.
Regarding building operations, Charlotte mentioned implementing a new recreation platform with barcode scanning for easier check-in and reduced paperwork. The Interim Town Administrator confirmed they wouldn’t need to use school custodians and could work with cleaning contractors, similar to the mixed approach used at schools.
Thompson asked about insurance coverage, and the Interim Town Administrator explained that town and school share one policy, so they would need to update the insurance company about the building’s use but wouldn’t need to change carriers or policies. He noted that occupied buildings are typically less expensive to insure than unoccupied ones.
Phelan asked about liability protection for third-party space rentals, and the Interim Town Administrator confirmed they would need to create use and occupancy agreements, potentially working with KP Law. For birthday parties and similar events, Phelan suggested deposit systems and proper accounting procedures, though the administrator noted such programs were further down the road from the initial concept.
The discussion included practical details about utility responsibility, with the administrator confirming that recreation wouldn’t be responsible for utilities until the agreement started November 1st, and that the school committee would also need to approve the MOU.
Skater noted that given the high utilization of the recreation revolving account, they should consider increasing its limit to accommodate the additional programming. Thompson had already noted this need following Skater’s earlier presentation about the account being within $6,000 of its limit.
Phelan made a motion to approve the MOU, which was seconded and passed unanimously. The board then briefly discussed the recreation revolving account, with Skater confirming that fiscal year 2025 results showed expenditures slightly exceeding revenues, and that increasing the limit would be prudent and probably necessary given the new programs. Phelan noted the high utilization showed money was being actively used rather than hoarded, making the increase reasonable.
Climate Action Committee Presentation (Link: 01:44:00 – 01:51:00)
Martha Schmidt, Chair of the Climate Action Resilience Committee, introduced the committee’s presentation and restated their mission to maintain the Climate Action Plan and promote implementation of actions in the plan. She explained that the committee advocates for projects that reduce emissions and mitigate climate change impacts, supports municipal leads in town and other committees, and conducts outreach to deliver information and guidance to community members.
Schmidt outlined that the Climate Action Plan is organized into five major focus areas and presented data showing that over 50% of the town’s emissions come from buildings and over 30% come from transportation or vehicles. She then began reviewing the committee’s recent activities.
Schmidt reported that a major accomplishment largely driven by the committee was Swampscott’s designation as a climate leader community. This designation resulted from the town meeting five required criteria, with the final requirement being submission of a municipal decarbonization plan, which was completed in December 2024. This designation makes the town eligible for significant grant opportunities, including a $150,000 technical assistance grant and up to $1 million accelerator grant that would target municipal buildings specifically. She noted they are currently working with the Interim Town Administrator to identify the best projects for submittal.
The committee continues to support the Community First program to encourage free home energy audits, weatherization, and HVAC conversions through community outreach. They recently established a Resilience Swampscott website to promote community engagement with activities that community members can participate in to reduce emissions. The committee is participating in the Municipal Vulnerability Preparedness Program 2.0 and contributing to the town’s update to the hazard mitigation plan and the town’s 2035 master plan.
Schmidt reported that the committee recently began working on sustainability guidelines with input from the planning board. She also mentioned that last year they worked on a climate futures project intended to help educate the community about climate change impacts, and introduced Professor Tom Starr, professor of Graphic and Information Design at Northeastern, who would provide an overview of the project.
While setting up for the next presentation, Phelan praised the committee for being very engaged and present at community events, noting that they have maintained and likely gained momentum since being established and have been energized by significant wins. She expressed appreciation for all the work the committee is doing for the town.
Neil Duffy took advantage of a pause to mention that regarding the Clark School utilities discussion, the Clark School is one of the best sites for solar installation. He noted that electrifying the building and installing solar would probably easily pay for the electric use, though it would require an investment.
Clark School Solar and Decarbonization Discussion (Link: 01:51:00 – 01:53:00)
Thompson suggested that Clark School might be a candidate for a decarbonization accelerator grant. Duffy responded that while there are plenty of other candidates and many needs across multiple buildings, he didn’t want to jump the queue. He agreed that for Clark School long-term, solar installation would be a good idea and something they had been considering, noting that the building also needs a new roof, which would need to be addressed first.
The Interim Town Administrator cautioned that as heard during public comment, the long-term use of the Clark School building is not a done deal, raising questions about making such investments without certainty about the building’s future. Schmidt confirmed that Clark School is included as part of their decarbonization plan.
Phelan expressed interest in understanding more about how change of building use, renovations, and other factors affect long-term investments when pursuing grant funding for utilities. She questioned whether it would be worthwhile to pursue grant funding for Clark School improvements if long-term usage for the building hasn’t been established yet, wondering if that would be putting the cart before the horse.
Professor Tom Starr then began his presentation, explaining that the climate futures project is regional in scope with Swampscott serving as a collaborator along with many other North Shore towns. He noted that although he works in Boston, he lives on the North Shore, which is one reason he is conducting the project in the area. The project is funded by the Essex County Community Foundation at no cost to participating communities.
Starr explained that the funding was granted in 2021 and he has been working with communities on a rotating basis, including quite a few communities as well as organizations like the Trustees of Reservations. He reported that there are already 116 site-specific installations, with probably about 70 or 75 located in Essex County. He showed an example from Salem, explaining that the installations are only 8 inches in diameter, more like medallions, and are designed to be placed at pedestrian eye level rather than being visible from cars.
Regional Climate Change Art Installation Project Presentation (Link: 01:53:00 – 02:13:00)
Due to technical difficulties with sharing the presentation materials, Professor Tom Starr proceeded to present using physical copies. He explained that the climate futures project is a regional initiative funded by the Essex County Community Foundation at no cost to participating communities. The funding was granted in 2021, and Starr has been working with communities on a rotating basis, including organizations like the Trustees of Reservations.
Starr reported that there are already 116 site-specific installations, with approximately 70 to 75 located in Essex County. He showed an example from Salem, explaining that the installations are only 8 inches in diameter, designed as medallions to be placed at pedestrian eye level rather than being visible from cars. The project aims to engage people in thinking about climate change where they live rather than as a global phenomenon, and in terms of time rather than something that will happen many years from now.
The installations are modeled after historic markers but address future climate impacts. They are written in past tense as if placed at the end of the 21st century, with dates throughout the 21st century. The installations fall into several categories: climate events, species impacts, adaptation efforts by communities, and mitigation efforts that actually change the situation. Each installation includes a QR code that links to an interactive chronology with background science and active links to original documents.
Suzanne Hale from the Climate Action Committee explained the process for developing Swampscott’s installations. The committee considered positive actions the town has already taken to mitigate climate impacts as well as potential future scenarios, aiming to wake people up to coming challenges and how the town might address them.
The first proposed installation celebrates the elementary school as an example of what the town can accomplish in terms of climate action. The second installation, Hale’s favorite, commemorates the microforest project from May 2022, noting it was the first in Essex County and highlighting its benefits for biodiversity, air cooling and filtering, and carbon storage.
The third installation recognizes the conversion of all town streetlights to LED in 2017, which reduced the annual carbon footprint by 280 metric tons. The fourth installation looks forward to 2031, celebrating the 10th anniversary of the first EV charging station with expansion to accommodate 50 vehicles at 10 sites.
The fifth installation commemorates the town vote that preserved five acres of green space on Archer Street, providing climate cooling and boosting biodiversity. The sixth installation addresses a future scenario in 2042 where the fish house is relocated to preserve its historic value in response to escalating flood threats.
Thompson asked about the rationale for selecting specific dates like 2042. Hale explained that the timing for the fish house and final installation was guided by new FEMA maps and analysis of how frequently hundred-year floods were actually occurring. Duffy added that they consulted the Massachusetts Coastal Flood Risk Model, which forecasts for 2030, 2050, and 2070 planning horizons, with 2070 showing 100% probability of annual flooding in those areas with depths of 4 to 10 feet for 100-year storms.
The seventh and final installation depicts the last Thanksgiving Day game at Phillips Park in 2064 as the field yields to seawater inundation. Hale explained this was based on flood models showing that Phillips Park, being essentially a wetland, would not be playable by that point.
Phelan praised the project for putting a local touch on climate impacts and making them a constant point of conversation. She noted the effectiveness of localizing what can be an abstract global issue that people often avoid thinking about.
Starr explained that the interactive component includes links to engage people in participation, potentially directing them to climate committee meetings or town sustainability offices. Each town’s name in the text serves as a hyperlink to whatever page the community prefers.
Thompson raised concerns about the broader infrastructure implications, noting that if the predictions are accurate, the roads, water, and sewage systems that already have trouble at high tide will face catastrophic challenges, making the fish house relocation seem like a minor issue compared to the extensive work needed.
Phelan acknowledged that flooding conversations have occurred at the select board level, particularly during discussions about pickleball courts, and noted that such considerations are now part of various planning discussions including emergency preparedness planning with Chief Archer.
Duffy emphasized the project’s value in helping to socialize climate issues with the general public, noting that most communities don’t regularly discuss these topics despite needing to make important planning choices in the next decade. Phelan agreed, noting the direct correlation between socialization and financial planning, explaining that when funding requests arise, having ongoing public awareness makes it easier to demonstrate established needs and pursue grant opportunities.
Hadley School Schematic Design Review and Planning Board Comments (Link: 02:13:00 – 02:49:00)
Thompson proposed a motion to accept the report from the Climate Action and Resilience Committee and support the installation of the seven signs, working in concert between the town administrator and the committee since it involves town property. The motion was seconded and passed unanimously. Phelan noted the only consideration should be ensuring accessibility to the sign locations for all town members.
The board then moved to discussion of the Hadley School project at 24 Reddington Street for possible vote to approve schematic designs. Marzi joined the call along with Ted D from the planning board. Marzi suggested having Ted walk through the planning board’s update since she was not present at their meeting.
Ted D provided a comprehensive overview of the planning board’s feedback from their Monday meeting with Clearview. Key recommendations included using more human-scale lighting in the parking lot rather than high shopping mall-style lights to prevent off-site lighting impacts. The board encouraged bicycle parking, which the developer said they regularly include at hotels though it wasn’t shown on the plans.
The planning board identified minor architectural misalignments in stair locations between floors that appeared to be drafting errors. A significant discussion focused on roof massing, where three new towers were proposed: a staircase tower, elevator tower, and separate bathroom tower. The planning board recommended consolidating the bathroom massing into one of the other two towers to reduce overall roof massing, particularly important since the building has three prominent viewing sides from Reddington, Humphrey Street, and Monument Avenue.
Ted reported concerns about the material palette, specifically that the new elevator construction showed dark brick that contrasted starkly with the existing red brick and cream accent colors. The board recommended more complementary colors to make new construction appear as an intentional feature of the original design. They also suggested adding weather protection awning over the ADA accessible entrance.
The planning board recommended sawtooth parking for the compact spaces along Reddington Street, which would add small green spaces at the front of each space while maintaining the existing tree line. For mechanical systems, they emphasized the importance of significant screening around rooftop heat pump compressors to prevent them from detracting from the historic building’s appearance.
Marzi added information from the September 29 neighborhood public meeting, where residents raised concerns about lighting, pest control, playground equipment placement at Lynscott Park, and architectural features. A former Hadley Reuse committee member commented that materials connecting the two buildings appeared heavy and suggested reviewing architectural features.
Ted clarified that the planning board was pleased to have the developer present and was excited about the project overall. He noted that screening for parking lot headlights would be addressed during the site plan review process as required by zoning bylaws, even if not addressed in the current schematic design phase.
Marzi explained that per the land disposition agreement, the select board has until November 5th to submit comments to the developer regarding the schematic plans. She recommended including planning board comments, neighbor feedback, and any other board comments in a letter to the development team.
Discussion arose about the approval process and timing. The board clarified they would need to vote to conditionally approve the schematic designs subject to their comments, with town staff drafting a letter outlining all feedback. Phelan noted that November 5th was also their next meeting date, creating timing concerns for getting comments compiled in advance.
The conversation turned to community space requirements from the town meeting vote. Thompson questioned what exactly constituted community space in the current plans, noting the developer’s interpretation seemed to focus on restaurant and spa areas as public spaces. Grishman read the relevant town meeting language requiring that “interior community space shall be included in any establishment created.”
The board discussed whether the restaurant could serve as community space if available for meetings when not operating, but agreed this interpretation seemed insufficient. Thompson suggested researching Chapter 91 public accommodation requirements as a model for defining community space options. The board agreed to request the developer’s interpretation of the community space requirement and provide feedback.
Thompson asked about the approval process, confirming this would not be the last select board review, as construction drawings would return for approval before building permits. Marzi clarified the sequence includes schematic design approval, two community meetings, construction document review, and then planning board site plan review.
The board discussed scheduling the second community meeting before November 5th to incorporate all feedback into their final approval. Phelan made a motion to authorize town staff to compile comments and submit them to the developer, which was seconded and passed unanimously. The board confirmed they would meet with the developer the following day to discuss these issues and schedule the second community meeting.
Capital Improvement Projects Update and Planning Process (Link: 02:49:00 – 03:03:00)
Skater provided an update on the capital planning process for the 2027-2031 plan that will be submitted to town meeting in May. He reported that the Capital Improvement Committee has met three times this fiscal year, reviewing procedures and meeting with department heads about past projects to inform the process going forward. He submitted a general timeline showing the anticipated steps to update the plan.
Skater explained he is meeting with the town administrator and DPW director to review past procedures and plan next steps, ultimately developing recommendations for updates based on initial requests received from various departments for new projects or updates to existing plan items. He noted the timeline allows completion of all steps before operating budget season, which the finance committee has requested to avoid overlapping the two processes.
Phelan asked about the bleachers at the field house, and the Interim Town Administrator explained the plan is to add another bank of bleachers in the high school gym to increase capacity. The driver is that they cannot currently host certain tournaments due to capacity limitations, and adding bleachers would enable hosting those events by getting over the thousand-seat threshold required.
Phelan inquired about the track’s status on the capital plan. Skater confirmed it was added last year and scheduled for fiscal year 2028 on the plan published in May. Phelan noted that both middle school and high school have been unable to host track and field events due to the poor condition of the track, calling it both a safety concern and equity issue for sports programs. She mentioned the town has record-setting runners who cannot have home meets.
Ryan Hale from the Capital Improvement Committee emphasized the importance of reviewing previous years’ appropriations before discussing new projects. He noted that Skater had compiled a spreadsheet showing millions of dollars in past appropriations with unknown current project status, and it would be helpful to know the status of existing appropriated projects before discussing new borrowing.
Phelan announced that a joint meeting between Capital, Finance Committee, Select Board, and School Committee is scheduled for November 6th to discuss capital and the capital plan. The meeting will include approximately thirty people and may be held at the senior center or in the current meeting room. She explained this would allow capital committee to provide information about their process and for alignment with recently presented goals from various boards.
Phelan outlined the approach of thinking about capital needs in timeframes: one to two years, three years, and four to five years, noting that longer-term projections become less precise. She emphasized the importance of understanding what has been spent versus what hasn’t been spent from already borrowed funds to avoid incurring additional costs unnecessarily.
Skater clarified that generally, funds for approved but unacted-upon projects have not been borrowed yet, so the town is not paying interest on unutilized dollars. Hale responded that this was a good time with fully staffed administration to discuss the town’s future priorities openly, noting that life involves trade-offs and hoping everyone could be satisfied with the transparent process even if not everyone gets their top priority.
Thompson asked for clarification about whether they would have the complete list of requests by November 6th, noting they currently only had new requests and changes. Skater confirmed they would have updates by November 6th, though he set a tentative target of November 13th for a town administrator recommended capital plan, pending meetings with the town administrator and DPW director. The Interim Town Administrator noted they have almost all requests except from DPW and their goal is to have all information available for the November 6th meeting.
Fall Town Meeting Warrant Discussion and Article Review (Link: 03:04:00 – 03:22:00)
The Interim Town Administrator presented the fall town meeting warrant timeline, explaining he had worked with Jared and others to establish a schedule. He recommended opening the warrant that evening and closing it ideally on November 5th, with the possibility of extending to November 12th if needed. This would allow a week for legal review and preparation before printing and mailing, avoiding last-minute deadlines.
Thompson asked about communication with the moderator regarding timing, and Phelan confirmed that Marchese had been in communication with the moderator about the schedule. Thompson moved to open the fall town meeting warrant for December 1, 2025, which was seconded and passed unanimously.
The administrator then reviewed the draft warrant articles. Article 1 addresses prior year’s bills, which occurs annually. Article 2 involves amendments to the fiscal year 2026 operating budget. Skater explained this includes two budgetary transfers: moving money from salary to expense appropriation to cover interim town accountant consulting costs, and addressing increased property casualty insurance costs that came in above budget estimates after town meeting, offset by workers compensation costs that came in under budget.
Article 3 was identified as a placeholder for collective bargaining agreements. The administrator reported making initial contact with three bargaining units and participating in one bargaining session, but noted no movement requiring action currently, making this article likely to be removed.
Articles 4 and 5 relate to school matters. Article 4 addresses annual transport cost transfers, while Article 5 covers special education reserve fund transfers per the agreement related to prior fiscal year turnbacks. Article 6 addresses potential tax rate adjustments, which the administrator noted is an annual community decision and one potential solution for the health insurance reconciliation issue discussed earlier.
Article 7 relates to Conservation Commission funding for money collected in past years that they would prefer appropriated for their use rather than remaining in the general fund. The administrator noted both he and Skater have opinions on this matter that they would share during more detailed discussions. Thompson asked about precedents for such requests, which the administrator said would be addressed in future detailed discussions.
Article 8 concerns library improvements, specifically work on a potential side entrance that would provide second egress and building improvements. The administrator noted the library director has applied for a grant that would significantly offset costs, making it essentially a matching fund situation. He was awaiting response about timeline and grant status to determine whether to keep the article or move it to spring.
Thompson asked whether this had been vetted through the Capital Improvement Committee, and Skater confirmed it had not yet but noted both this and the next project were not new concepts that had been discussed previously.
Article 9 addresses Abbott Playground improvements, originally from Community Planning, which would serve as a match for park grants to improve ground surfaces and equipment. Phelan clarified this refers to Clark Park and represents the third phase of improvements, following the inclusive playground and basketball court replacements, focusing on replacing deteriorated rubber matting under the large play structure.
The administrator noted that exact numbers would be finalized for all articles to inform board debate, with the goal of reviewing individual articles with full detail at the next meeting and potentially closing the warrant that evening to maintain the timeline.
The final articles concerned Historical Commission matters. The administrator explained one involves extending the demolition delay bylaw with significant language changes. After consultation with the Historical Commission, this work with KP Law would likely not be ready for the current warrant due to attorney availability and the complexity of revisions, with the commission agreeing to continue work for a spring article.
Discussion arose about a separate Historical Commission donation account, which Skater clarified would not require town meeting approval but could be established by select board approval. Phelan requested this be added to the next agenda.
Phelan raised concerns about KP Law costs for bylaw work, asking where such expenses are charged. The administrator explained that non-adversarial work is typically included in the retainer, though extensive back-and-forth could impact future retainer recommendations. He noted he had requested detailed billing information from KP Law to better understand and control costs.
Phelan suggested establishing better oversight of legal costs, including requiring departments to coordinate with the town administrator before contacting KP Law, creating a library of previous legal opinions to avoid duplicate requests, and ensuring legal work aligns with town goals. The administrator confirmed he had already begun requiring departments to discuss issues with him before reaching out to counsel.
The final potential article concerned a rodenticide bylaw, which the administrator noted would likely be a citizen petition moved to spring rather than included in the current warrant.
Consent Agenda Approval and Community Preservation Committee Appointments (Link: 03:22:00 – 03:25:00)
Phelan announced they would skip the discussion and possible vote on closing the warrant since that would not happen that evening, and moved to the consent agenda. The consent agenda included appointments for Tom Dolly to the Community Preservation Committee and Debbie Freelander to the Board of Registrars, confirmation of Michael Bryson as interim town clerk, and minutes from September 17, 2025, September 8, 2025, and October 15, 2025.
A board member moved to approve the consent agenda and it was seconded. Phelan made a friendly amendment to remove the September 17th minutes, noting they had been pulled from the last meeting due to a comment from Fletcher. Marchese provided clarity that this was correct.
Thompson requested to speak before the vote, emphasizing the significance of the Community Preservation Committee appointment. He explained that the committee consists of 16 people total – eight full members and eight alternates – and they were appointing the select board’s nominee, Tom Dolly. Thompson noted they were very fortunate that Dolly had previously served as administrator for another town’s Community Preservation Committee in Wenham, which should be a huge benefit to the committee.
Thompson expressed excitement about the people involved and noted that Marchese would need to help organize the committee initially. He explained that Community Preservation Act revenues are already being collected and the committee must go through an assessment process of community needs, establish a process for people to submit requests, make decisions on those requests, and potentially have items ready for the May town meeting, noting there was significant work ahead.
Phelan agreed it was exciting to have someone on the committee with experience and understanding of what needs to be accomplished, which would help the committee since they were starting from scratch. The consent agenda was then approved unanimously, with Phelan noting for the record that all members voted in favor.
Select Board Time and Meeting Adjournment (Link: 03:25:00 – 03:29:00)
Path approached the microphone to inform the board that Anthony Athanas had agreed to pay for 50 seniors from the Housing Authority to dine at his restaurant on November 5th. Path explained that he had initially asked Athanas for a special menu for seniors who could never afford to eat at the restaurant, but Athanas responded that he would pay for the entire meal instead. Path requested that the select board authorize the town administrator to create a proclamation or recognition and attend the event on November 5th to represent the town and recognize Athanas for his generosity toward the seniors.
Phelan thanked Path for notifying them and confirmed the event would be on November 5th during the day, before their next meeting. She noted they could not take a vote since it was not on the agenda but would take it under advisement and have a conversation about it.
During select board time, Grishman made a public service announcement about mental health, emphasizing its importance and noting that many people in the community are struggling. He encouraged anyone still watching at 9:58 PM to check on their people, neighbors, family, and friends, noting that people may look fine outwardly but not be doing well inwardly.
Thompson recognized the Interim Town Administrator for being well-prepared despite only being two days into the position at the last meeting. He noted the administrator already knew many names and details around town and thanked the town hall staff for helping him get up to speed.
Phelan mentioned that tomorrow, October 23rd, there would be a flu clinic at the senior center from 8 AM to 6 PM. She noted that registration is required but insurance is not needed, and the clinic is for ages 18 and up. She clarified it would be the regular flu vaccine, not the high-dose version for seniors, and offered to help arrange transportation for anyone needing a ride to the clinic.
A motion to adjourn was made and seconded, and the meeting was adjourned unanimously.
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