# devens-regional-oversight-committee — 26 documents, concatenated for reading and search
#
# This is a CONVENIENCE BUNDLE, not a source. Every document below is
# published separately and byte-identically; cite the individual file,
# whose path is given in each header, rather than this bundle.
# Index of all boards: https://lunenburgbudgetproject.org/minutes/INDEX.txt
# The town's own scanned original is linked per document.

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DOCUMENT : 2011-07-12-agenda-2005.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2011-07-12
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2011-07-12-agenda-2005.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07122011-2005
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DOCUMENT : 2011-07-12-minutes-2005.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2011-07-12
KIND     : minutes
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2011-07-12-minutes-2005.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07122011-2005
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===OCR macOS Vision===
===PAGE 1===
Operations:
• Dona updated attendees that contract with Clean Harbors had been signed and that paperwork for the site's
insurance had been completed and submitted.
• Topic of insurance coverage for Tessa was raised and tabled for more details and sufficient quorum.
• Tessa provided an update on the development of the outreach brochure and devenshhw.com website and
encouraged towns to link to the website as soon as possible.
Site Update:
• Construction progress was reviewed and Dona informed team that dumpster and hazardous waste
storage permits were obtained from the fire department and that the vendors were coming in the
following week to install and connect the fire suppression system and new fire alarm panel.
• Dona informed team of two budget updates: an additional invoice from the crane company - to be
covered by cabinet vendor - and $1,800 to have "as built" survey plans created per DEC requirements.
Opening Strategy:
• Dona committed to getting a press release out that week and reviewed plans and RSVPs for the Ribbon
Cutting Ceremony.
• Tessa reminded attendees to promote the pre-opening collection events on July 20 + 23
Oversight Committee Meeting Minutes -- July 14, 2011
Attendees:
• Dave Blazon (Devens), Jim Clyde (Littleton), Tessa David (MassToss), Tom Delaney (Groton), Don Lowe
(Bolton), Dona Neely (Project Manger), Rich Nota (Harvard), Robert Pontbriand (Ayer), Andy Sheehan
(Townsend), Kerry Speidel (Lunenburg)
• Member town not represented: Lancaster
Welcome:
• Dave facilitated the meeting as the Chairperson.
Operations:
• Concern was raised regarding the possibility for Tessa's general liability insurance coverage to be voided by
the existence of a signed contract that detailed responsibilities as the program manager. Tessa shared
conversations that she had with Lee Smith (MassDev Legal) and Kristen Drobnis (MassDev Risk
Management) and the insurance carrier. Additional clarifications from the carrier were still required.
===PAGE 2===
Benson, Devens EVP George Ramirez, Bolton Town Administrator Don Lowe
• Lancaster cable TV staff scheduled to film the event
Oversight Committee Meeting Minutes -- July 18, 2011
Attendees:
• Dave Blazon (Devens), Jim Clyde (Littleton), Tessa David (MassToss), Tom Delaney (Groton), Chief Klein
(lownsend), Dona Neely (Project Manger), Rich Nota (Harvard), Orlando Pacheco (Lancaster ), Robert
Pontbriand (Ayer)
• Member town not represented: Bolton, Lunenburg
Welcome:
• Dave facilitated the meeting as the Chairperson.
Operations:
• Group was updated that the proposed option to have Clean Harbors contract Tessa was not doable.
• Kristen Drobnis joined via conference call to help attendees get the necessary clarification regarding the
appropriate level of insurance for Tessa, given her responsibilities and clarified that the majority of the
potential risks were associated with the activities to be managed by Clean Harbors staff.
• Orlando made the motion for the Collaborative to cover the cost of the proposed general liability insurance
coverage for Tessa for this fiscal year and to reevaluate the need before the renewal period. Rich seconded
this and the motion passed unanimously.
• Tessa reminded towns to connect to the devenshhw.com website.
• Orlando requested that a summary of the Collection Center's activity be provided to each member town in
January so the service benefits could be included in town annual reports. All agreed this should be done.

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DOCUMENT : 2011-07-18-agenda-2006.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2011-07-18
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2011-07-18-agenda-2006.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07182011-2006
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DOCUMENT : 2011-08-11-agenda-2007.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2011-08-11
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2011-08-11-agenda-2007.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08112011-2007
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===PAGE 1===
Devens Regional Household Hazardous Products Collection Center  
Oversight Committee Meeting Agenda Topics 
August 11, 2011, 8:30 AM, Devens DPW 
 
Oversight Committee 
•  Results of first four collection events   
•  Outreach activities, strategies to promote service   
•  Final operational procedures and volunteer roles/responsibiities   
•  Final approvals of staff contracts and insurance coverage   
•  Capital and operational budget updates   
•  New membership requests

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DOCUMENT : 2011-08-23-agenda-2008.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2011-08-23
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2011-08-23-agenda-2008.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_08232011-2008
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===PAGE 1===
Devens Regional Household Hazardous Products Collection Center 
Oversight Committee Meeting Agenda Topics 
August 23, 2011, 8:30-9:30 AM, Devens DPW 
99 Buena Vista Street, Devens MA 01434 
 
 
Oversight Committee 
 Sign-in, ensure quorum 
 Accept minutes from August 11 meeting 
 
 
Operations 
 New procedures / education 
 In response to two recent events with explosive materials 
 Staff updates 
 Tessa’s contract 
 Susan’s (load estimator) contract 
 Outreach brochure, website, activities 
 Updates in response to collection events, Fire Dept. review 
 Extra marketing activities by Ayer, Bolton, Devens for 9/7 + 10 collections 
 Other 6 towns – 2/month Oct-Dec. 
 DVD of Ribbon Cutting Ceremony 
 
 
Next Steps  
 New member requests update 
 
 
Other business 
 
 
Public comment  
 
 
Proposed Next Meeting Date 
 October 13, 8:30a

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DOCUMENT : 2011-08-23-minutes-2008.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2011-08-23
KIND     : minutes
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2011-08-23-minutes-2008.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_08232011-2008
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===PAGE 1===
Devens Regional Household Hazardous Products Collection Center 
Oversight Committee August 23, 2011, Meeting Minutes 
 
Attendees: 
 Dave Blazon (Devens), Jim Clyde (Littleton), Tessa David (Program Manager), Don Klein 
(Townsend), Don Lowe (Bolton), Dona Neely (Project Manger), Orlando Pacheco (Lancaster), 
Andy Sheehan (Townsend/V), Laura Williams (Lunenburg) 
 Member towns not represented: Ayer, Groton, Harvard 
 
Welcome: 
 Dave facilitated the meeting as the Chairperson. 
o MOTION:  Andy made a motion to accept the minutes from the August 11 meeting, 
Laura seconded and the motion passed unanimously. 
 
Operations: 
 Dona told attendees that a customer unknowingly brought a potentially explosive material to 
the last collection that needed to be detonated. After Tessa reviewed with the Fire Chief and 
Clean Harbors rep, the brochure and website were updated to emphasize that a DevensHHW 
representative should be contacted prior to bringing a material that is not listed as accepted. 
Additionally, operational procedures were strengthened to emphasize that a customer should be 
instructed not to depart the site until all products have been examined and deemed acceptable. 
 Updated versions of Tessa’s and Susan’s contracts were reviewed. Tessa requested that the 
reference to insurance coverage not being required of her be removed in Section 9 Insurance. 
Orlando reminded attendees in previous discussions OC members agreed that the additional 
cost of the insurances were not justifiable given the minimal related risks.  
 MOTION:  Andy made a motion to approve Tessa’s contract with the striking of 
references to Workers Comp and Errors and Omissions insurance coverage; Don 
seconded and the motion passed unanimously.  Dona suggested that the responsibility of 
issuing annual invoices to member towns be added under the Scope of Services. 
 MOTION:  Orlando made a motion to approve the revised version of Susan’s (load 
estimator) contract; Andy seconded and the motion passed unanimously.  
 Dona asked Tessa about her pursuit of being bonded; she had not yet done this. Orlando 
suggested that she investigate the opportunity to do this as a “public official;” Laura agreed and 
suggested that Chuck (Lunenburg town employee) might be of assistance.  
 ACTION ITEM: Tessa agreed to make an effort to get bonded before next collection.  
 Tessa updated attendees on website enhancements and her distribution of the outreach brochure 
to town department heads. 
 Dona distributed copies of the DVD of the Ribbon Cutting Ceremony. 
 ACTION ITEM: Members should encourage local cable stations to air the video 
frequently to increase awareness of the new service. 
 Dona reminded attendees of the plan for towns to actively promoting the Collection Center and 
service dates. She suggested that the nine towns take turns over the following four months to 
more evenly disperse the number of HHW customers. Attendees agreed and shared ideas to use 
their town’s flashing sign, town center announcement board, email updates, and other mediums. 
 ACTION ITEM: Ayer, Bolton, Devens to execute extra marketing activities prior to 
September 7/10 collections. Groton and Harvard will promote prior to October 5/8, 
===PAGE 2===
Lancaster and Littleton will highlight the Center before November 2/5, and Lunenburg 
and Townsend before December 7/10 events. 
 
Next Steps:  
 Dona informed members that she and Tessa followed up with the towns that investment and 
membership fee estimates had been provided and that Ashby, Berlin and Pepperell expressed 
concern around being able to secure sufficient funds this fiscal year. Jim suggested that an 
option to pay the capital investment over two years be offered. Orlando suggested that these 
towns and others would likely become more interested in joining to help meet EPA’s MS4 
stormwater regulations. 
 MOTION: Orlando made the motion that potential new members be offered the option 
to pay their capital obligation over the course of two years; Don seconded and the 
motion passed unanimously.   
 ACTION ITEM: Dona will contact Berlin and Pepperell and Tessa will contact Ashby 
to discuss this opportunity. 
 Dave stated that he hoped to have the time to invest in the pursuit of a roof after planned 9/11 
memorial activities. 
 Dona revisited the strategy to not update the operational budget to include newly identified 
expenses and adjustments.  Attendees agreed to leave the budget as previously approved.   
 
Next meeting date: confirmed for October 13, 8:30a.

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DOCUMENT : 2011-10-13-agenda-2009.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2011-10-13
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2011-10-13-agenda-2009.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10132011-2009
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===PAGE 1===

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DOCUMENT : 2011-10-13-minutes-2009.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2011-10-13
KIND     : minutes
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2011-10-13-minutes-2009.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10132011-2009
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===OCR macOS Vision===
===PAGE 1===
• Dave facilitated the meeting as the Chairperson.
• Minutes from the previous meeting could not be accepted because a quorum was not present.
Operations:
• Tessa reported activity statistics from the collections to date (town participation and load trends); an average
of 29 people use the service each month - slightly higher than predicted. Trends showed increased
participation by residents in towns that conducted extra outreach activities.
• Dona expressed concern that the user fees collected may not be sufficient to cover disposal costs based on
trends to date and proposed that a price increase be considered. All agreed to set a minimum fee of $10,
compared to the current charge of $4, and to keep the half and full car rates consistent for the first year.
• Dave expressed concern that the service's association with GoDaddy, which has provocative advertising,
could reflect poorly on the Collaborative. After confirming that it is not obvious to the website user that
GoDaddy is the Internet host, attendees agreed there was no urgent need to find a different provider.
Dona confirmed that operational efficiencies eliminated the need for a load estimator (who also had
contractual concerns) and second volunteer. At this time Tessa is able to manage the activity, but there may
be need to reevaluate if she is unable to get time for on the job training for lead chemist responsibilities.
• Dona alerted attendees to the fact that Tessa's actual hours worked are higher than the number budgeted,
due to extra start-up activities that could not be delegated; both agree that the budgeted hours should be
sufficient in subsequent months. Dona also informed the OC that she continues to dedicate an average of 25
hours per month to the project and expressed constraints to continue to do so without funding. A request
was made that the OC consider allocating additional funds for both if the budget would support it.
• The OC was polled for interest in reusing paint collected; no attendees had the need. To date the amount of
used oil collected has not warranted promoting reuse.
• Dona shared an updated version of the budget/actual expenses to date with a forecast of the remaining year
for preliminary discussion. Additional details are being incorporated in the spreadsheet and will be sent for
additional review and input prior to the next meeting.
Next Steps:
• Dona and Tessa will reach out to all new member prospects during the month of November to see if the
towns are interested in joining at the start of the next fiscal year and to provide confirmation of expenses to
include in their municipal budget planning process.
Dave is pursuing a cost estimate for a metal 30 x 50 metal roof.
The operating budget for FY13 will be discussed and voted on at November meeting. Dona will create and
distribute a draft in advance for review.
Next Meeting Date is November 9. The focus will be on finalizing and voting on the annual operating
budget for next year. Please plan to attend to ensure a quorum.

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DOCUMENT : 2011-11-09-agenda-2010.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2011-11-09
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2011-11-09-agenda-2010.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11092011-2010
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===PAGE 1===
Devens Regional Household Hazardous Products Collection Center  
Oversight Committee Meeting Agenda Topics 
November 9, 2011, 8:30-9:30, Devens DPW 
 
 
Attendees: 
•  Sign-in, ensure quorum 
•  Accept minutes from August 23 and October 13 meetings 
 
 
Operations: 
•  Stats from November collections 
•  Extra marketing efforts for December collection before closing 
•  Review of FY12 actual and forecasted budgets  
 
 
Next Steps:  
•  Roof estimate, plans 
•  Finalize operating budget for FY13  
 
 
Public Comment:  
 
 
Next Meeting Date: 
•  January ??, 8:30a

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DOCUMENT : 2011-11-18-agenda-2011.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2011-11-18
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2011-11-18-agenda-2011.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11182011-2011
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DOCUMENT : 2011-11-18-minutes-2011.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2011-11-18
KIND     : minutes
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2011-11-18-minutes-2011.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11182011-2011
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===OCR macOS Vision===
===PAGE 1===
Welcome:
• George facilitated the meeting as the Chairperson.
• Robert made the motion to accept the minutes from the August 23 and October 13 meetings, Tom seconded
the motion and it passed unanimously.
Operations:
• Dona encouraged extra marketing efforts for December collection before closing for January and February.
• Dona reported that Berlin was interested in learning more about the center. A presentation will be given
December 6' at 7:30pm.
Budget:
• Board reviewed Budget Highlights, Capital, FY12 Operating, FY12 Operating Based on Ql Actuals and
Proposed FY13 Operating budgets presented by Dona.
Action taken:
• Rich made a motion to increase the Capital Budget roof line item to $40,000 based on the Actuals 9/30/11
presented. Don Lowe seconded and the motion passed unanimously.
• Rich made a motion that the Annual Membership fee be established by December 31 of each year. Tom
Delaney seconded and the motion passed unanimously.
• Dona distributed a "Current HHW Project Manager Responsibilities" (see attached) and proposed for FY13
list and alerted attendees that she continues to dedicate time to the project and requested that the Committee
consider allocating some funds to help cover the cost of her time, since she works for a non-profit entity.
Dona and Tessa were asked to leave so this request could be discussed.
Next Steps:
• Special meeting conducted in 1 to 2 weeks
• Review FY 12 approved budget
• Determine amount and line item to fund additional funds for Dona through 12/31/11
• Determine administrative line item amount going forward
• Sign addendum to contract for Dona through 12/31/11
• Approve FY13 budget
Meeting adjourned.
Next Meeting December 1, 8:30 am.
===PAGE 2===
Business community engagement
• Prospective member engagement
• Procedural documentation for OC transition
Budget (9 hours per month)
• Capital budget management
• Invoice approval, coding, processing (vendors, MassDev staff)
• Revenue trending, monitoring
• Operational budget development, oversight
• Financial reporting (from MassDev for OC)
• DEP grant fund management, reporting
Hours to date: July - 124, August - 106, September - 92, October - 40
Avg. 25 hours per month estimated for November - June
25 hrs * $25/ * 10 mos. = $6,250
Proposed HHW Project Manager Responsibilities for FY13
Administration (6 hours per month)
: Maspares, men in Wendia, me, legali dininistration
Operations (5 hours per month)
• Tracking action items
• Procedural development, documentation - OC for rotating Chair
• Marketing activities
• Business community engagement
• Prospective member engagement
• Evaluation of service offerings, expansion
Budget (5 hours per month)
• Operational budget development, management, reporting
• Invoice processing
• Invoice approval, coding, processing (vendors, MassDev staff)
16 hours per month - estimated for November - June
16 hrs * $25 * 10 mos = $4,000

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DOCUMENT : 2011-12-01-agenda-2012.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2011-12-01
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2011-12-01-agenda-2012.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12012011-2012
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DOCUMENT : 2011-12-13-agenda-2013.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2011-12-13
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2011-12-13-agenda-2013.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12132011-2013
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DOCUMENT : 2012-01-24-agenda-2014.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2012-01-24
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2012-01-24-agenda-2014.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01242012-2014
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DOCUMENT : 2012-01-24-minutes-2014.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2012-01-24
KIND     : minutes
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2012-01-24-minutes-2014.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01242012-2014
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===OCR macOS Vision===
===PAGE 1===
Devens Regional Household Hazardous Products Collection Center Approued 3/1512
Oversight Committee Meeting
January 24, 2012, 8:30-10, Devens DPW
Meeting Minutes
Attendees:
• David Blazon (Devens), Laura Caron-Gustus (Lunenburg), Jim Clyde (Littleton), Tessa David (Program
Manager), Tom Delaney (Groton), Rich Nota (Harvard), Donald Lowe (Bolton), and Andy Sheehan
(Townsend).
• Public present: Dona Neely
• Member town not represented: Ayer and Lancaster
Welcome:
• David Blazon, Chaired the Meeting.
• MOTION: Rich made the motion to accept the minutes from the December 1, 2011 meeting, David
seconded the motion and it passed unanimously.
Operations:
• Collection and Participation Results:
• Tessa recommended that Key Performance Indicators be identified and tracked. She proposed Total
Costs/Load, Revenue/Load, Average Wait Time, Attendees, Loads received and Labor cost. Members
felt this would be useful information and would be beneficial for tend analysis and presenting to
communities and residents. Tessa presented a 6 Month Waste Summary spreadsheet which detailed
categories of waste collected and highlighted six types of waste which represent 87% of the waste by
volume and 85% by cost. Two represented 53% of the waste collected, oil based paint 32% and
pesticides 21%. She also presented Load and Attendance Statistics which list participation by
community. Before closing for the winter in December participation was about 60% more than the
average to date at 72 attendees for the month.
• Tessa reported that the containers received an uneventful inspection by Fire Department and a
suppression system semi-annual test.
• Management Of Administrative Duties
• David proposed the formation of two committees, an Operation and a Finance subcommittee so the
group may better manage functions, establish group memory and back up knowledge. Rich, Laura and
Tom volunteered to be on the Operation subcommittee and Don and Andy volunteered to be on the
Finance subcommittee. Tessa will follow up with Ayer and Lancaster to see which committee they want
to participate. Don suggested that each subcommittee be chaired by the current chair and vice chair.
• The duties list included in the December 1st meeting minutes were reviewed. Dona stated that most of
the functions listed on the front page were complete and confirmed that her contract ended December
31. However, she expressed interest in volunteering and continuing involvement with the project
transition. The committee decided that the project and contracts will be managed by the Program
Manager and noted that contracts are awarded by the committee. The group next focused on the draft
on-going duties listed on the second page. David said he will assume MassDevelopement liaison duties.
The committee requested that Tessa assume the Administration, Operations and Budget duties with the
support of the subcommittees. The committee said her contract should be updated and requested that
Tessa determine duties necessary to assume these responsibilities and present time required at the next
meeting.
Motion
Andy Sheehan (Townsend): made a motion to form an Operation subcommittee and a Finance
subcommittee. Seconded by: Donald Lowe. Unanimously approved.
===PAGE 2===
Financials:
• Updated Budget Tessa recommended and presented a one page draft profit and loss spreadsheet based on
MassDevelopment Finance Department report dated 12/31/11. Members felt this would be a basic document
helpful to communicate financial position. Dona reported that not all receipts were included in the
MassDevelopment report. Dona distributed updated budget and forecasts documents and acknowledged that
documents were just completed and not yet reviewed by her and Tessa. Members requested that
collaboration be conducted to confirm complete information.
Facility:
• Roof update Dave informed the Committee that the updated cost estimate for the roof is $48,000. The
excavation and foundation work is estimated to be $3,000 to $5,000 and miscellaneous material expenses is
estimated to be $1,500. The current estimate to install a roof structure which meets new building code
requirements is $41,500. However, David also noted that a more favorable price for the structure may be
obtained through the bidding process.
• New Member Update Tessa reported that
• Ashby, John Pankosky Solid Waste Superintendent is exploring adding a warrant item for spring town
meeting or putting a line item in his budget to join the collaborative.
• Shirley, Butch Farrar BOH member is negotiating the town's trash contract in June and exploring
requesting HHW funds in the contract. He also plans to work with other department budgets such as the
Water Dept. and the Fire Dept. to identify funds for membership. He feels that spreading the cost over
two fiscal years will help.
• Pepperell Steve Themelis BOS member expressed interest & plans to continue to discuss the HHW
collaborative opportunity with the BOH chair who dismissed the program because it is not conducted in
Pepperell.
• Berlin Paul Mikelk BOH chair - PowerPoint presentation was updated by Tessa and Dona and presented
to the BOH committee on December 6" by Dona.
• Promotion
• Tessa presented at a GrotonLocal meeting 1/15/12 and at a Pepperell Rotary meeting 1/12/12
• Several news articles have promoted Devens HHW including 1/22/12 Lowell Sun article "Groton Local
"Talks Trash" (esp. Hazardous Waste) on 1/26/12 at NRWA". Tessa will be co-presenting.
MOTION: Tom made a motion to adjourn, Jim seconded the motion and it passed unanimously.
Next Meeting Dates:
• Operations subcommittee February 16, 8:30am
• Finance/budget subcommittee February 17, 8:30am
• Oversight Committee March 15, 8:30am
Submitted by Tessa David

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DOCUMENT : 2012-03-14-agenda-2015.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2012-03-14
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2012-03-14-agenda-2015.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03142012-2015
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DOCUMENT : 2012-03-15-agenda-2016.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2012-03-15
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2012-03-15-agenda-2016.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03152012-2016
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DOCUMENT : 2012-03-15-minutes-2016.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2012-03-15
KIND     : minutes
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2012-03-15-minutes-2016.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03152012-2016
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===OCR macOS Vision===
===PAGE 1===
Approved 5/a4112
Devens Regional Household Hazardous Products Collection Center
Oversight Committee Meeting
March 15, 2012, 8:30-10, Devens DPW
Meeting Minutes
Attendees:
• David Blazon (Devens), Laura Caron-Gustus (Lunenburg), Jim Clyde (Littleton), Tessa David (Program
Manager), Tom Delaney (Groton), Rich Nota (Harvard), Don Lowe (Bolton), and Donald Klein
(Townsend).
Public present: Dona Neely
Member town not represented: Ayer and Lancaster
Welcome:
• David Blazon, Chaired the Meeting.
• MOTION: Don Lowe made the motion to accept the minutes from the January. 24, 2012 meeting,
Donald Klein seconded the motion and it passed unanimously.
Operations sub-committee report
The committee learned about a couple taped presentations Tessa co-conducted at NRWA on HHW as well as an
opportunity to post free ads sponsored by Covanta Energy in Nashoba Publishing local papers. Additionally,
banners and yard signs may be sponsored for communities to use. Communities are encouraged to renew
promotional efforts through current local channels.
Administrative duties were reviewed and it was determined 10 hours per month for 12 months is reasonable:
• MOTION: Don Lowe made a motion to accept Program Manager's agreement amendment to include 10
hours per month for administrative time, Rich seconded the motion and it passed unanimously.
The committee agreed that the reinstatement of the Load Estimator position will allow the Program Manager to
identify and institute more cost savings practices. Offer will be made to candidate that has regularly
volunteered at collections, Lee Davy. Agreement will be the same as program manager but without insurance
requirement per prior Oversight Committee meeting. Legal to be asked if a hold harmless waiver is needed.
, MOTION: Rich made a motion to accept Load Estimator position, Laura seconded the motion and it
passed unanimously.
Operations:
• Cost containment strategies were discussed for operation procedures.
• Analyze Waste segregation categories for most efficient handling
Isolate waste oil from other flammables because it can contain PCBs which increase costs
$650-900 per drum. Additional segregation drums & oil/gas mix separate from other
flammables.
• Members interested in Waste Oil, Harvard, Groton, and Lancaster.
• Separate oil & latex paint in flex bins
• Calculate Clean Harbors labor versus Program Manager processing-incentive difference noted
• Allow non-local towns to attend under separate cost structure
• Ask attendees if commercial
===PAGE 2===
Capital:
• It was determined that the roof should be delayed until funding can be assured.
• DEP will be requested to extend the expenditure deadline for fund balance of $7877 which was
earmarked for the roof.
Plan promotion:
• Covanta will pay for Ad, signs & banners as long as Mercury products are on the list and include
www.keepmercuryfromrising.org. Banner sizes need to be determined
• .
Press release, article updated
Presentations NRWA (taped) & Rotary
•
Potential new member Shirley, 2/13 Tessa gave another presentation
• Requests that population that are not users (prison) be removed from calculation
• Currently asking departments & donors to contribute
• Also exploring instituting additional resident fee
Potential new member Boxboro. LELWD not currently supporting funding
Administrative
• Tier 2 Reporting submitted 3/1
Finance sub-committee report
The committee reviewed financial modeling and determined:
• Roof should not be pursued until operating costs are balanced
• Roof fund reserves should be used to buffer operating costs
• An extension of DEP grant which has an end date of June 30 should be requested to maintain fund
balance of $7877.
• Lower price points ($10 for up to 2.5 gallons/pound and $20 for up to 5 gallons/pounds) should be
promoted to encourage participation.
• MOTION: Rich made a motion to promote a minimum load of $20 for up to 5 gallons/pounds, Don
Lowe seconded the motion and it passed unanimously.
• Participation and revenue should be reviewed after first quarter of second year to determine if fees
should be incréased and if roof is feasible. If roof is not deemed feasible an alternative expenditures for
the DEP grant fund balance should be identified.
The committee also discussed that the goal is to meet quarterly and have subcommittees meeting in between.
Next Meeting Date:
Oversight Committee May 10, 8:30am?
Submitted by Tessa David

========================================================================================
DOCUMENT : 2012-05-09-agenda-2017.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2012-05-09
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2012-05-09-agenda-2017.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05092012-2017
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========================================================================================
DOCUMENT : 2012-05-17-agenda-2018.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2012-05-17
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2012-05-17-agenda-2018.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05172012-2018
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========================================================================================
DOCUMENT : 2012-05-24-agenda-2019.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2012-05-24
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2012-05-24-agenda-2019.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05242012-2019
========================================================================================

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========================================================================================
DOCUMENT : 2012-07-12-agenda-2020.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2012-07-12
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2012-07-12-agenda-2020.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07122012-2020
========================================================================================

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========================================================================================
DOCUMENT : 2012-07-12-agenda-2021.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2012-07-12
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2012-07-12-agenda-2021.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07122012-2021
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========================================================================================
DOCUMENT : 2012-10-25-agenda-2022.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2012-10-25
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2012-10-25-agenda-2022.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10252012-2022
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========================================================================================
DOCUMENT : 2013-01-31-agenda-2024.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2013-01-31
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2013-01-31-agenda-2024.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01312013-2024
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========================================================================================
DOCUMENT : 2013-07-17-agenda-2023.txt
BOARD    : devens-regional-oversight-committee
DATE     : 2013-07-17
KIND     : agenda
OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/devens-regional-oversight-committee/2013-07-17-agenda-2023.txt
TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07172013-2023
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