Town of Ayer

The meeting addressed committee updates and provided detailed information regarding the FY2027 budget process. Department heads were instructed to submit initial budgets based on three scenarios: level service, level funded (showing potential shortfall due to fixed costs), and a level funded scenario with a 10% reduction, excluding new personnel, programs, or cost of living increases pending further analysis in February. Key discussions involved capital planning, rate review schedules for water, sewer, and storm sewer utilities, and the anticipated financial challenges of FY2027, including increases in insurance costs and the school assessment. The committee also reviewed resources for finance committee training.

The meeting commenced with the presentation and acceptance of a gift to the town: a watercolor painting of the Ayer Town Hall by artist Harding Mij Bush, gifted by former Town Administrator Anita Shipers in memory of her late husband, Paul Shipers. Key business included the execution of a contract for the Spectacle Pond GAC media replacement for $164,400, which is a recurring annual replacement with a contract term of 2025 to 2027. Furthermore, the board voted to execute two grant easements for National Grid related to electrical work: one for 99 Barnum Road concerning the Grove Pond water treatment plant upgrade, and another for One Main Street to facilitate electrical upgrades for 12 Newton Street. An administrative update covered warrants reviewed since the last meeting on November 18th, and provided an update on the FY27 budget planning process, which involves departments submitting three budget scenarios (current funding, FY26 level funding, and 10% reduction) due to expected increases in health insurance costs (estimated at 20-25%) and federal grant volatility. The board also scheduled the January 2026 meeting for January 20th at 5:00 p.m., moving it from the usual 6:00 p.m. start time.

Key discussions included the amendment to a Home Rule Petition regarding the governing structure of the Ayer Library Board of Trustees, which involved clarifying vacancy filling procedures between joint meetings and special elections. The board also initiated the nomination process for the annual town election scheduled for May 12th, detailing the various seats open for election. Furthermore, the Select Board authorized the Police Chief to assign police details for 2026 elections. Community and Economic Development presented updates to the Community Development Strategy based on public input, prioritizing the senior center project, and received support for pursuing a Community Development Block Grant (CDBG) application for the senior center construction, anticipating up to $850,000. Finally, the Fire Chief and a representative from the Regional Planning Commission presented updates on the hazard mitigation plan renewal process.

The meeting began with procedural confirmations regarding remote participation due to temporary relief from standard open meeting law requirements. Key agenda items included the approval of the meeting agenda and the election of officers, resulting in a new chair being selected. The board reviewed and subsequently approved a draft funding request application template, which is based on the existing CPC application but includes specific requirements for deed restrictions and affordability terms. Following this, the board reviewed the trust's budget status, confirming that funds are on track to be spent according to the 2025 allocations, despite outstanding discussions regarding the necessary reserves for future rental assistance funding requests to CPC. Finally, the board proceeded to discuss and vote on moving the funding request from the Devon Crest Tenants Association to a public input session scheduled for September, allowing time for due diligence and further documentation.

The meeting included the ratification of Jonathan Maxwell as the new Information Technology Manager, with his official start date set for January 12, 2026. The board also addressed the approval of 2026 license renewals, covering vehicle dealer, food, liquor, and amusement licenses, pending receipt of payment and documentation, including annual fire inspections for establishments with alcohol licenses. The minutes from the November 18th meeting were approved. The session concluded with a motion to enter executive session to ratify the IT manager's personal services contract, with no plan to return to open session.