FINANCE COMMITTEE - Agendas & Minutes

FINANCE COMMITTEE MEETING MINUTES / December 5, 2019 at 6:45pm

Community Room, Town Hall

posted 6:15pm 1/11/2020

Minutes of the December 5 , 2019 Finance Committee

Members                                                                                   Other                                                                                                                                           
Shaun Galliner                                                                            Viv Mason, Select Board Chair                                                                       
Bonnie Conner                                                                            Bob Graves, Town Administrator  
Chris Pike                                        
Russ Parks                                                                                           
Mary Rice                          
Dick Scialabba
Jim Chivers
Heather Brown
Nancy Smith

The meeting was opened at 6:45 pm.
A motion was made and seconded to accept the minutes of the November 7, 2019 as written.  The motion passed unanimously.
Chairman Galliher went over the Expense account and noted nothing outstanding. Committee members agreed.
Bob reported that the trees are now all removed at the Transfer Station and the Industrial Washer installation at the Fire House has been completed (this was a FY19 project).  Bob reported that we are still waiting to hear if we were successful in our application for Grant funding to repair Old Dalton Road.  He expects the Governor to announce the results on January 23, 2020.  He also found out that the engineering study will meet the qualification for “shovel ready”, and that we can apply every year.  He also reported that he received notice that we are on the TIP(Transportation Improvment Program) for Rt. 143, which he did not know anything about.  Apparently our previous Highway Superintendent had submitted an application, but the Select Board was unaware also.  However, there is some confusion as we were not on the latest list.  He will be checking into this and report back at our next meeting.
Bob reported that he has looked into outsourcing the Assesssors Assistant Position in a effort to reduce costs.  He will have Chairman Galliher email to the Committee members a three year proposal from a company that does this for many local towns, as well as across the State.  Bob and Vivian attended a demonstration in the Town of Otis and were extremely impressed with the knowledge and expertise of the staff.  It is expected that our currently elected Assessors will still be needed to staff the local office, as most of the communication is done by computers and face time with the staff at their main office. 

Bob presented a brief overview of how this service works and it is quite impressive.  He would like the Committee to review the proposal and possibly attend a demonstration at one of the local Towns that contract with this company.  This would need to go out to bid and funding requested at the ATM in May of 2020.  This was discussed at the Select Board Meeting on December 4, 2020 with our current Assessors in attendence.  The savings will be in the full time Assessor Assistant position that includes benefits. 
He was also told by this company that they are watching carefully to see how the State is going to proceed with charges for Utility Companies that operate within a Town, and how to properly assess their property.  This has been a concern of the Select Board and Finance since former Assessor Assistant Karen Tonelli reported  to us that most Utilities have been severly under assessed in Towns in which they own property and operate.  Where she is working now has taken steps to address that issue and she wanted us to be aware as we have an Eversource facility in the North end of the Town.
Jim Chivers reported that he has not yet been officially approved as a member of the School Building Committee, as they have not had a meeting.  That Committee is moving forward and have completed several preliminary requirements such as; 60% of the drawings are complete, they are getting bids, utility relocation had been completed, and several other steps have been completed to date.
Chairman Galliher reported that he emailed a spreadsheet for budget planning to all Committee members.  He also asked that Bob require quotes from department heads for any projects they are requesting funding for.  That will allow the Committee more acurate estimates used in the budget process.
A motion was made and seconded to adjourn at 7:31 pm.  The motion passed unanimously.  The next regular meeting of this Committee is Thursday, January 9, 2020 at 6:30 pm. 
Respectfully submitted,

Mary A. Rice, Secretary

 

FINANCE COMMITTEE MEETING AGENDA / January 9, 2020 at 6:30pm

Community Room, Downstairs, Town Hall, 39 South Street

posted 5pm on 1/6/2020

 

Town Hall Call to Order

Review minutes from previous meeting

Review Accountant's Report

Town Administrator Comments/Status – Mr. Graves

Assessing Services Proposal
Status of school building project – Mr. Chivers

FY21 Initial Budget Planning

Water/Sewer Department Reorganization

Public Comment

Adjourn

FINANCE COMMITTEE MEETING MINUTES / November 7, 2019 at 6:30pm

Community Room, Town Hall

posted 3pm on 12/7/2019

 

Members                                         Absent                                 Other                                                                                                                                         Shaun Galliner                                Nancy Smith                       Viv Mason, Select Board Chair                                                                        

Bonnie Conner                                                                             Bob Graves, Town Administrator   

Chris Pike                                         

Russ Parks                                                                                            

Mary Rice                           

Dick Scialabba

Jim Chivers

Heather Brown

 

The meeting was opened at 6:30 pm. 

A motion was made and seconded to accept the minutes of the October 3, 2019 as written. The motion passed unanimously.

Chairman Galliher went over the Expense account an noted nothing outstanding.

Bob reported that the cutting of trees at the transfer station has been completed. All permits are in place and the DEP has given their approval for this project of covering the old landfill.  Bob also reported that his is in the middle of applying for another grant for hazardous mitigation for approximately 440K.  He is also waiting to hear on a grant for the copier. The survey for the Plunkett Lake beach property is complete.  Bob also said that the donation of land from Don Leab, 1.6 acres, must be approved by the Town. Currently, there is no scheduled Special Town Meeting, so it is unclear how soon this can happen.

The Committee discussed the McNamara Law that limits Fire personnel from working for the Town, once they reach the age of 70. Bob said the Town Liability Insurance will not cover them and Legal has advised not to allow it. Everyone agreed that they have been a huge asset to the Town, but our hands are tied. The liability would be on the Town if there were any death while working a fire, or any other incident, upwards of 850K or more, without insurance coverage. Bob offered to contact the Attorney General to see if she would come to Hinsdale and talk with all parties involved. If the state would consider changing the law, we could keep these people who have dedicated many years to serving the Town. The Select Board and Bob will sit down with all parties to discuss this further.

The WRHS School Building bond has been secured at $32,492,927.00 which is lower than expected. The interest rate is also lower. Finance member Jim Chivers has been appointed to the school building committee.  

A motion was made and seconded to adjourn at 7:16 pm. The motion passed unanimously. The next regular meeting of this Committee is Thursday, December 5, 2019 at 6:30 pm.  

Respectfully submitted, Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA / December 5, 2019 at 6:30pm

Community Room, Downstairs, Town Hall, 39 South Street

posted 12:40pm on 12/2/2019

Call to Order

Review minutes from previous meeting

Review Accountant's Report

Town Administrator Comments/Status – Mr. Graves

Assessing Services Proposal

Status of school building project – Mr. Chivers

FY21 Initial Budget Planning

Public Comment

Adjourn

FINANCE COMMITTEE MEETING MINUTES / October 3, 2019 at 6:30pm

Community Room, Town Hall

posted 11am on 11/17/2019

 

Members                        Absent           Other                                                                                                                                       Shaun Galliner                    Shaun Galliher                                      Viv Mason, Select Board Chair                                                                        

Bonnie Conner                                                                               

Chris Pike                                         

Russ Parks                                                                                            

Nancy Smith

Mary Rice                           

Dick Scialabba

Jim Chivers

Heather Brown

 

The meeting was opened at 6:30 pm. 

A motion was made and seconded to accept the minutes of the September 5, 2019 as written with one abstaining.

Chairman Galliher went over the Expense account and noted nothing outstanding.

Viv Mason, Select Board Chair, said at the tax classification hearing she was told the tax rate should be $.02 increase over last year's rate. She also reported that Bob Graves, Town Administrator, has reviewed the I&I report (inflow and infiltration) and noted no significant issues. She also reported that the problem at the Water Filtration Plant regarding manganese levels, has been corrected. A pump was replaced and the levels went down lower than they have ever been.

A motion was made and seconded to adjourn at 6:50 pm. The motion passed unanimously. The next regular meeting of this Committee is Thursday, November 7, 2019 at 6:30 pm.  

Respectfully submitted, Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA / November 7, 2019 at 6:30pm

Community Room, Downstairs, Town Hall, 39 South Street

posted 1:40pm on 11/4/2019

Call to Order

Review minutes from previous meeting

Review Accountant's Report

Town Administrator Comments/Status – Mr. Graves

Proposed agreement with Firemen’s Association for McNamara Law

Status of school bond

Public Comment

Adjourn

FINANCE COMMITTEE MEETING MINUTES / September 5, 2019 at 6:30pm

Community Room, Town Hall

posted 4pm on 10/6/2019

Members                                         Absent                                  Other                                                                                                                                         Shaun Galliner                                                                               Viv Mason, Select Board Chair                                                                        

Bonnie Conner                                                                               Bill Pike

Chris Pike                                         

Russ Parks                                                                                            

Nancy Smith

Mary Rice                           

Dick Scialabba

Jim Chivers

Heather Brown

The meeting was opened at 6:30 pm. 

A motion was made and seconded to accept the minutes of the August 1, 2019 meeting as written.  The motion passed with two abstaining.

Chairman Galliher reported that Free Cash has been certified at $391,397.17.  This is a bit less than last years amount of approximately $414K.

Chairman Galliher reported on some of the things Bob Graves, Town Administrator, was working on as he is on vacation this week.   Bob submitted the Grant application for Old Windsor Road that will be awarded in October.  He worked very hard on this and we are all hopefull for a positive outcome. Bob also received approval to use the road material from the hill on Bullards Crossing Road, to cap the landfill.  This material meets the code required and will save the town a lot of money.

Chairman Galliher reported that there is a vacancy on the School Committee. Viv reported that our other representative, Rich Peters, is attending the Select Board meetings and providing updates on the school building project.  Viv also reported a very positive review of the Attorney at Mead, Talerman & Costa that she consulted with regarding the school issue.  The bill for that service was $280.00, a rediculously low amount.  The Board will consider using that firm as special council if and when needed.  KP is slow to respond to inquiries from the Board, and is very expensive to deal with.  As we do not have a contract with KP, it is acceptable practice to use a special council.

Mary Rice presented a timeline of the Water Sewer Committee from inception in August of 2015, to being disbanded by the Select Board on August 14, 2019. Laurel Scialabba formed this Committee to work on and respond to DEP about the water quality and wastwarter control in the Town of Hinsdale.  In 2017 DPC Dave Prickett Consultants LLC was hired by the Town to assist in this project. This project effects as many as 730 households between Water, Sewer 1, Sewer 2, and Sewer 3. This is the only other department, other than Real Estate and Excise taxes, that bill residents. Viv assured this committee that the Water Sewer Commissioners  would become more involved and hold monthy meetings to keep up to speed with the progress.

A motion was made and seconded to adjourn at 7:33 pm.  The motion passed unanimously.  The next regular meeting of this Committee is Thursday, October 3, 2019 at 6:30 pm.  

Respectfully submitted,

Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING MINUTES / August 1, 2019 at 6:30pm

Community Room, Town Hall

posted 4pm on 10/6/2019

Members                                   Absent                                       Other                                                                                                                                         Shaun Galliner                           Heather Brown                         Bob Graves, Town Administrator                                                                                             Bonnie Conner                           Dick Scialabba                          Viv Mason, Select Board Chair                           

Chris Pike                                     Jim Chivers                                Bill Pike

Russ Parks                                                                                        Jack Adams

Nancy Smith

Mary Rice                           

 

The meeting was opened at 6:35 pm. 

A motion was made and seconded to accept the minutes of the July 8, 2019 meeting as written.  The motion passed unanimously.

Chairman Galliher asked if anyone had any questions on the Accountant's reports, there were none.

Bob Graves reported that the installation for the industrial washer for the Fire Department should be completed soon.  Also near completion are the  Town Hall repairs and the installation of the new generator.

A motion was made and seconded to approve the payment of $135.00 for dues in the Association of Town Finance Committees.  Chairman Galliher reminded everyone that our membership also provides a digital copy of the Finance Committee Handbook if anyone has not gotten a copy.

Bob Graves reported that Jim Fox, who was the interim Highway Superintendent, will stay on as a full time employee and there is enough money in the budget for this position. The Committee expressed their gratitude to Jim for his outstanding input during this transition period.

Viv Mason, reported her proposal to the School Committee she presented recently at a Committee meeting.  She hopes they follow through with reduction of the building costs, as they promised, and mentioned several areas where they have already started to do that.

Bob Graves reported that the Town now owns the Plunkett Lake Beach property and is looking for more people to be on the Beach Committee. He also reported that the Assessors “Vision” Software is now up and running.

A motion was made and seconded to adjourn at 7:07 pm. The motion passed unanimously.  The next regular meeting of this Committee is Thursday, September 5, 2019 at 6:30 pm.  The Committee agreed to change the start time to 6:30pm from 7:00pm.

Respectfully submitted,

Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA / October 3, 2019 at 6:30pm

Community Room, Downstairs, Town Hall, 39 South Street

posted 12:10pm on 10/1/2019

 

Call to Order

Review minutes from previous meeting

Review Accountant's Report

Town Administrator Comments/Status – Mr. Graves

CBRSD Audit Report

Public Comment

Adjourn

FINANCE COMMITTEE MEETING AGENDA / September 5, 2019 at 6:30pm

Community Room, Downstairs, Town Hall, 39 South Street

posted 2:40pm on 8/30/2019

Call to Order

Review minutes from previous meeting

Review Accountant's Report

Free Cash Certification

Town Administrator Comments/Status – Mr. Graves

Sewer/Water Committee Status – Ms. Rice

Public Comment

Adjourn

FINANCE COMMITTEE MEETING MINUTES / July 8, 2019 at 6:30pm

Community Room, Town Hall

posted 9pm on 8/2/2019

Members                                      Absent                                           Other 

Shaun Galliner                            Chris Pike                                       Bob Graves, Town Administrator                                                                                       Bonnie Conner                           Dick Scialabba                                                       

Heather Brown

Russ Parks

Nancy Smith

Mary Rice                           

 

The meeting was opened at 6:35 pm. 

A motion was made and seconded to accept the minutes of the June 6, and June 17, 2019 meeting as written.  The motion passed unanimously.

Chairman Galliher announced he had received a letter of interest from Jim Chivers, to be appointed to the vacancy on our committee, created by Ray Bolduc being elected to the Select Board in May.

A motion was made and seconded to approve the appointment of Jim Chivers to the vacancy on the committee.  The motion passsed unanimously. Chairman Galliher will notify the Select Board of our vote as they must vote as well.  

A motion was made and seconded to transfer from the Reserve Account, the sum of $ 1,500 to the Street Lights account.  The motion passed unanimously.

Bob Graves and Chairman Galliher went over all the line item transfers with the committee members. The committee discussed and agreed on the transfers.  Some of the requests for transfers were not approved due to the lack of an ongoing or committed contract project.  Those account balances will go into free cash.

A motion was made and seconded to adjourn at 7:33 pm. The motion passed unanimously.

Respectfully submitted,

Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA / August 1, 2019 at 6:30pm

Community Room, Downstairs, Town Hall, 39 South Street

posted12:20pm on 7/29/2019

Call to Order

Review minutes from previous meeting

Review Accountant's Report for FY20 and FY19 Year-End

Discuss membership in Assoc. of Town Finance Committees

Highway Dept. staffing and salary impacts

School Committee discussions re: new Wahconah

Public Comment

Adjourn

FINANCE COMMITTEE MEETING MINUTES / June 17, 2019 at 6:30pm

Community Room, Town Hall

posted 9am on 7/11/2019

 

Members                  Absent                                       Other                                                                                                                 

Dick Scialabba                                                             Viv Mason, Select Board                                 

Mary Rice                                                                     Bob Graves, Town Administrator                                                                                                                 Bonnie Conner                                                                                  

Heather Brown

Russ Parks

Chris Pike

Nancy Smith

                            

The meeting was opened at 6:33 pm. 

Vice Chairman Dick Scialabba presented a request from Diane Sturtevant, Town Collector/Treasurer, to transfer funds from the unemployment account, to the Medicare Account. The amount of $4,000. is requested and that should be more than enough to cover this account through the end of this fiscal year.

A motion was made and seconded to transfer $4,000. from the Unemployment Account, to the Medicare Account.  The motion passed unanimously.

The next regular scheduled meeting of this Committee is Monday, July 8, 2019 at 6:30  pm in the Town Hall Community Room.  

A motion was made and seconded to adjourn at 6:43 pm. The motion passed unanimously.

Respectfully submitted,

Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING MINUTES / June 6, 2019 at 7pm

Community Room, Town Hall

posted 9am on 7/11/2019

Members                                     Absent                    Other                                                                                                                 

Shaun Galliher                                                             Viv Mason, Select Board                                 

Mary Rice                                                                     Bob Graves, Town Administrator          

Dick Scialabba                                                              Sue Rathbun, Chief of Police                                                             

Bonnie Conner                                                             Jack Adams                     

Heather Brown

Russ Parks

Chris Pike

Nancy Smith

                            

The meeting was opened at 7:00 pm. 

A motion was made and seconded to accept the minutes of the May 2, 2019 meeting as written, the motion passed with one abstaining.

Chairman Galliher and the Committee welcomed our newest member Nancy Smith who was elected in the May 18, 2019 election.  

Reorganization of the Committee: Motions were made and seconded to nominate Shaun Galliher, Chairman; Dick Scialabba, Vice-Chair; and Mary Rice, Secretary. All motions passed unanimously. All the above accepted the nomination.

Chairman Galliher will notify the Select Board of the vacancy on this committee created when member Ray Bolduc was elected to a three year term on the Select Board at the May 18, 2109 election.  

Chairman Galliher reported that the Capital Plan is on the website. The Committee reviewed the Expense Report and Bob Graves had answers  to the questions.  Some of the Accounts discussed were;

   Legal, Town Hall heating, Town Accountant, Tax Title, Building security, Industrial washer, Town Hall 

   Renovations, Hazardous Mitigation, Culvert engineering, Town Waste, Belmont Dam Inspection, 

   Plunkett Lake gate valve, Community Center Repairs, Unemployment and Medicare.

Bob Graves presented some accounts that will need more money to get to the end of the fiscal year.

The Committee discussed how to fund this and agreed to use the Reserve Fund for most of them. That will keep the accounts transparent as far as how to fund them for next year. For one account, the Committee agreed to a line item transfer and a motion was made and seconded to transfer the  amount of $18,425. from the Health Insurance Account, to the Police Salary Account. The motion passed unanimously.  This was proposed by Sue Rathbun, Chief of Police.  

Two other accounts will be funded by the Reserve Fund and a motion was made and seconded to Transfer a total of $11,000 from the Reserve fund, $1,500. to the fuel account, and the balance to the Summer Roads Maintenance Account. The motion passed unanimously.

The next regular scheduled meeting of this Committee is Monday, July 8, 2019 at 6:30  pm in the Town Hall Community Room.  

A motion was made and seconded to adjourn at 8:08 pm. The motion passed unanimously.

Respectfully submitted,

Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA / July 8, 2019 at 6:30pm

Community Room, Downstairs, Town Hall, 39 South Street

posted 5:20pm on 7/2/2019

 

Call to Order

Review minutes from previous meeting

Committee Vacancy

Review Accountant's Report

Year-End Interdepartmental Transfers/Reserve Transfers

Public Comment

Adjourn

FINANCE COMMITTEE MEETING AGENDA / June 17, 2019 at 6:30pm

Town Hall-2nd Floor Conference Room upstairs

posted 11am on 6/12/2019

Open the Meeting/Attendance

 

New Business: 

-Reserve Fund Transfer—Medicare

 

Adjournment

FINANCE COMMITTEE MEETING MINUTES / May 2, 2019 at 7pm

Community Room, Town Hall

posted 8am on 6/11/2019

 

Members                                         Absent                                     Other                                                                                                                 

Shaun Galliher                              Earl Peck                                 Viv Mason, Select Board                                 

Mary Rice                                       Ray Bolduc                              Bob Graves, Town Administrator          

Dick Scialabba                                                                                                                           

Bonnie Conner                                                                                  

Heather Brown

Russ Parks

Chris Pike

                             

The meeting was opened at 7:00 pm. 

There are no minutes to be approved at this meeting.

The Committee will review, discuss and vote on the  FY20 Budget at this meeting.

Bob Graves reported that there are two Citizens Petitions that will be included on the ATM Warrant. One is a binding referendum to waive the dog license fee for residents 70 years old and older, which the Committee did not accept. The other one is non-binding resolution declaring Hinsdale a Pollinator-Friendly Community, the Committee had no objections to this. 

Based on the Committee review, a motion was made and seconded to accept the Raise and Appropriate amount of $4,779,705.00.  The motion passed with one abstaining.

A motion was made and seconded to accept the Free Cash amount of $321,625.00.  The motion passed with one abstaining.

A motion was made and seconded to accept the Sewer 1 total of $72,433.00.  The motion passed with one abstaining.

A motion was made and seconded to accept the Sewer 11 amount of $159,002.00.  The motion passed with one abstaining.  This includes the bill from Dalton, plus a 10% administrative fee.

A motion was made and seconded to accept the Sewer 111 Loan amount payment of $149,440.21. The motion passed with one abstaining.

A motion was made and seconded to accept the Water Wage account of $86,152.00, pending adjustment  The motion passed unanimously. A motion was made and seconded to accept the Water total of $292,866.00. The motion passed with one abstaining.

A motion was made and seconded to take 50K out of the Capital Stabilization for a new Police cruiser. The motion passed with one abstaining.

In other business, the Committee reviewed the Capital Plan. The Vocational tuition bill for this year will be adjusted to reflect one student's attendance for only half the year.

The Committee discussed the School Budget. There was a discussion NOT to recommend it to send a message to the School Committee that the new school building project is excessive and the Town did not support it. There was no agreement either way so the Committee decided to leave that recommendation blank on the Warrant, hoping to generate discussion at the Annual Town Meeting.  A motion was made and seconded to have no recommendation on the School Budget. The motion passed unanimously.

The next regular scheduled meeting of this Committee is June 6, 2019 at 7:00 pm in the Town Hall Community Room.

A motion was made and seconded to adjourn at 8:24 pm. The motion passed unanimously.

Respectfully submitted,

Mary A. Rice, Secretary

FINANCE COMMITTEE MEETING AGENDA / June 6, 2019 at 7pm

Town Hall-Community Room, downstairs,

posted 3pm on 5/30/2019

Call to Order

Review minutes from previous meeting

Committee Reorganization

Committee Vacancy

FY20 ATM Results

FY20 Capital Plan

Review Accountant's Report

Year End Interdepartmental Transfers

Public Comment

Adjourn

FINANCE COMMITTEE MEETING MINUTES / April 18, 2019 at 7pm

Community Room, Town Hall

posted 8:41am on 5/1/2019

MEMBERS

Shaun Galliher

Mary Rice

Dick Scialabba                                                                                                                           

Bonnie Conner                                                                                  

Heather Brown

Russ Parks

Ray Bolduc

Chris Pike

OTHER

Viv Mason, Select Board 

Bob Graves, Town Administrator

ABSENT

Earl Peck   

The meeting was opened at 6:30 pm. 

A motion was made and seconded to accept the minutes of April 11, 2019 meeting as written.  The motion passed with one abstaining.

The Committee continued the FY 2020 Budget review process.  Chairman Galliher suggested that we go through all the accounts as previously discussed.  If there are any changes or adjustments we would accept a motion and vote where appropriate.  Final vote on the budget will be at our meeting on April 30, 2019.  The budget will then be sent to Legal for their review and comments, and then be posted for the Annual Town Meeting on May 15, 2019.

During this process a motion was made and seconded to round up the Town Administrator salary to 70K, bringing the total for Administrative Salaries to $111,500.00  The motion passed unanimously.

The Committee discussed the School Budget and the fact the Town did not vote in favor of the new school building.  The concern centered around the process leading up to the vote.  The Towns lost control of their budgets because the vote was district wide and not individual Town votes as laid out in the original 7 Town Regional Agreement.  We discussed not approving the School budget to send a clear message of dissatisfaction with the process.  It was suggested that we all call our School Committee members and express that.  Their phone numbers were given to the Committee members.

The Committee will review, discuss and vote on the  FY20 Budget at our next meeting, Tuesday, April 30,  2019 at 6:30 pm in the Town Hall Community Room.  The next regular scheduled meeting of this Committee is May 9, 2019 at 7:00 pm in the Town Hall Community Room.

A motion was made and seconded to adjourn at 8:22 pm.  The motion passed unanimously.

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