001Allegiance. I pledge allegiance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. Um okay. We um as a board um heard all the questions related to the proposed operating budget for the school year 2627 and we um kind of each commented at the end of that meeting last week. So we are uh I think prepared to vote on that. Um, tomorrow night, uh, we can vote on the operating budget and this morning we'll focus on the capital budget and see how far we get. Uh, but both budgets need to be approved or not or anyway decided upon uh, by Thursday night at the latest. So, we have two more meetings after this. We have Tuesday night,
002which we I think are comfortable voting on the operating budget, maybe the capital budget, and if we need it, we have Thursday night to wrap up. Uh, but the budgets, both of them need to be submitted to the town next week. Um, and I think the date, uh, Phil or Erica can correct me, but I February 3rd sounds right. Okay. All right. So, knowing that that's our goal, uh let's start focusing on the capital budget and I turn it over to Superintendent 40 and uh Phil Cross. >> Thank you, Debbie. Um Phil has prepared for you um a summary of the capital budget um and uh some work that him and Mike have done on rep prioritizing some of those. So, I'm going to turn it over to Phil, who's going to provide you with
003a little bit of a summary and an update. >> Before we we do all of that, um, are there any questions about the capital budget as presented? I know we had some discussions earlier on, so I'm just finding out if the board members have any additional questions. I think we might fill as we go through these, but you know, let's I think we're more interested in this point, you know, in terms of your long-term view, what the priorities are for next year, um any surprises that have happened, etc. >> All right, I'm going to let Mike, do you are you okay starting? >> You're muted, Mike. >> Yeah. What do we want to go over really quick? We're not doing line by line. Correct. >> No, just talk about what we have and in terms
004of what we see as priorities and then I'll I'll pick up. >> Yeah. Um we prioritized in a manner as best as we could. I mean everything's a everything we have is a priority. That's why it's put on. Um we have radio upgrade which is extremely important. That's our first item. Um that's going to be the purchase of radios. That's going to be the upgrading of the infrastructure for the for us and the town to be um collaborative with the town's unit. >> M I'm going to put my screen up. >> Yep. Which is it's it's vital. And as it stands at this point, it's already a 12 to 18 month um build process. So the quicker we get this approved, the quicker we can get this moving. We already have enough money to get
005moving, but we need radio purchases and and things of that matter. Um, second light item which we've been kept away from other than the last four or five years is our um, parking lots, paving and maintenance. Um, some of our lots have just deteriorated. Um, we're we're in very good shape. We've made a lot of headway over the last few years. So, we'd like to continue elementary school. Um, along with the paving that needs to be done, there's a little bit of site work that needs to be done. Some of the storm drains are starting to recess. Ground starting to road below. So, we have some lifting of some storm drains, possibly some repiping, restructuring of them. Um, and then the paving. Ideally, this year would be if the money comes out correct and the
006price of oil stays where it is, we should be able to get both of these lots done. And that would be the drop off loop for the buses, drop off loop for the um for the parents at the elementary school. So, it' be the back of the ele well the school roadside of the elementary school and also the front by the bus garage. lower turf replacement that is a little over 10 years. So, it's past its useful life. Um the biggest tell we have is the turf is just laying down. It's a little slippery. We have some seams that are separating. Um we had the initial number of 700 slated, but the town does work with us with this fund. So, with with what they have, we'd have the balance. We have to put an
007RFP. We have a pretty good idea that 700 that $700,000 number is pretty accurate. Um it could move north or south slightly, but it's pretty it's a pretty good number. Um and that also I mean that does not need to be completed during the summer, but we get it we get it approved this May. We can get the RFP out, get numbers for it and get people on slate whether it is going to be a July or August project or it can go during the school year once the uh spring sports are are completed. Sorry, fall sports are completed. Okay, move to line four. I I tried to keep all the um districtwide energy efficiencies together. Um they could be broken out a little bit um with the priorities of one through eight, but I
008have them all under the same line item so so they stay together. Last year we did a a um server upgrade and a system upgrade to get compatible with the new Google um platform. Step two is the controllers based at every single school and building. Um these are the the main controllers that control all the systems. These all these all need upgrading. They're approximately 2006 when the energy management system had been introduced to the uh Western public schools. We have with the building built for central office. The HBAC is it's limping along. Not the systems, not the duck work, not the fans, not the motors, but the refrigerant systems outside the condensers or an old gas two gases ago. Um, very expensive to replace the refrigerant. Um, so we're trying to upgrade into the new
009refrigerant, which is a 454B. Um, but unfortunately, we cannot just replace condensers, which are the outside units. All the indoor equipment needs to be replaced as well, which is why the number is where it is. So, that would be it's similar to a house. You have your condenser outside. You have your air handler in your attic, except we have two and two. One for the front of the building, one for the rear building. Um, if one of these goes down, it's not as quick as just putting a new condenser in. You can't even buy this equipment anymore. It's so out of date. Um, and I do imagine with what we've had in the last two years that certainly one of these systems, if not both, are going to fail within the next within the next
01018 months. Southhouse boiler replacement. We have uh the boiler is is showing signs of aging. It's this has been a little bit sped up for the process because I'm sure you guys most well some of you guys will remember in 2019 2020 we did all the piping and control work for all the steam heat in the east house and the south house. Um so the boiler took a little bit of a beating with all the leaks that we had with the um the piping underneath the underneath the two houses. The front the front piece of the boiler is starting to show some wear. tappings where um all the important um workings of the boiler are whether it's gaugings whether it's um water um sorry water makeup water unit tie-ins u all all kinds of controls
011so that has aged so we're looking to get that replaced unfortunately it is not a a simple cheap replacement duck cleaning Um we're on about a 3 four year turnaround go from building to building. We had I believe it was 20 um 2022 or 21 we we began the process. We did all all four buildings including the fifth building central office. So we want to get that back on the table for get that back on the rotation. uh middle school, high school flexible furniture um purchase. Every year we try to keep we try to keep improving some of the uh furniturees that we have in the buildings. They are rather outdated. So we're trying to get into today's uh today's technology, today's learning. Um I also have on here uh digital uh district-wide clock replacements.
012I'm trying to get all blocks unified, certainly starting at the uh the high school level. after we get the high school and we get this this uh project moving forward. We'll start working our way into the other schools, but we want to start with the um the high school. This also is a separation from the PA systems, the um project that we had last year for the for the schools for the three schools, middle, high, and elementary. This will separate the systems as well as introduce a wired clock system. Aerial lift purchase. This is just due to the aging of our equipment and all the maintenance that needs to be done on our equipment. Um, we rent one for about 2 3 months a year at this point. So, ideally, it would be nice to
013get something on campus for when we have a breakdown. Some of these motors can weigh up near 5 6 700 lb. Um, we're up there. Lights need to be changed for exterior lighting. Um, filters, belts need to be put onto roofs. Um, roof needs to be cleaned. We always have um exterior work that needs to be done to the buildings. Um, so like to get one of these on campus in the near future. And also the last item we have is elementary school asphalt roof replacement. Again, I believe it was put in mid9s, so it's had it useful life. Definitely shown some signs of wear. Um, we have shingles that turn off in some sort of some of the wind storms, have some leaking coming and coming through. We we repair it whether it's with
014our outside roof or uh roof contractor or if it's us in house. So that is basically quick explanation line by line. I don't think I missed anything here. No. So if you have any questions, feel free. >> So just real quick, Mike, so on the rep prioritize list that we have, we have made two changes. Uh we have increased the radio upgrade by by additional $20,000. Um our first um Jim has been working with Narcom to come up with the design and and ultimately the radios as well. Our initial estimate for this project is about $400,000. $250 was funded last year. Um and this will be the second payment or the second installment. Also, what we add here is as Mike mentioned the turf replacement fund. The town has established a syncing fund that's that's
015in place at the end of fiscal 26. the estimated amount in that fund will be $370,000. So, as presented, um just basically there's other stuff to discuss, but as presented, our renew request um is 2 almost $2.3 million. >> One thing of note I see here with the districtwide energy efficiency lines B and C, the cost should be flipped. So, central office HVAC replacement is at 110 and the South House boiler replacement is at 390. >> Sharon and I were curious about that one. We were wondering what kind of meat locker you're running a central office. >> Yeah, I was a little like, hold on, that's crazy. Is that maybe a commercial requirement? Like, that's nuts. So, thank you for clarifying that. >> Sure. Any questions? >> I I have two questions. Um, I know
016Phil, often it seems like with paving, we wind up putting it in our capital budget and then when the board of finance sees it, they take it out of our budget and put it in their budget. >> They don't, Peter. >> What? >> They don't anymore. Okay. >> No, they they've never done that. Um all the money that we have um relates to the school to school to school improvements. So that has always remained within our budget. >> Okay. >> One of the games that >> hey Phil really quickly can you talk about a little bit about the um >> Oh let me turn on my camera here. Um can can you talk a little bit more about the sinking fund here for the turf replacement? Who who's contributing to that? Is that is that
017us? Is that the town? Is that a combination? How much is contributed per year? etc. It's a combination of the town and um and BOE. So on average I think we put in I think it's about 50 20 is it 50 20 forgot how much it is we put a percentage I think it's 10% of our participation fund into this account and then the be and then parks and rex um also does a contribution I don't remember what the exact annual amount is if it's 20 or 50 >> and and this is this is somewhat off topic but um in year four there's supposed to be stadium field turf replacement is Is there a syncing fund for that? Currently, do you know? >> There's only one fund. So, >> I got it. >> Yeah. >>
018Okay. Thanks. >> So, there's something else that we need to discuss, but I just want all the questions surrounding this first round just to be discussed first. That's okay with everyone. >> Um, yeah, one one quick thing. I was taking a look at the capital budget beforehand. The original request was for 2.6. >> So, this has changed. What's why I'm just asking what is it that uh >> turf fund? >> Yeah, >> the turf fund is a reduction. >> Okay. All right. Thanks, >> Bill. One quick question on this one. The asphalt roof replacement. What portion of uh the roof is that >> Mike? Yes, that is uh based around the core. So, that'll be core and all all hallway or hall all ramps heading to the other houses. The hall heading towards the north
019house, the hall heading towards the east and towards the south. >> Okay. And how overdue is this? >> Overdue. It's right It's right on target. I mean, we're I think 95 it was put in. So, we're we're relatively close. We're 31 years. It's as fault. You get about 30 if you're lucky. And it's well maintained. So, we're up there. >> Okay. So, this is not something that we've deferred to defer to defer yet. >> Not yet. Okay, I'm just, you know, I'm being very honest because we do tend to defer a lot and when you look at these big ticket items, the question always comes up, right? There is re re there is appropriate deferment. So, and there's wildly inappropriate deferment. We don't and we seem to operate in two areas, nothing in between. >>
020Thanks, Phil. Michael. >> Sure. >> Um, I have a question. Um if you could put that list back up. Um you said this is in priority order. >> Yeah, I rep prioritized um slightly, >> but yeah, I would say it's in a pretty good pretty good order. >> All right. I'm I guess I'm asking because um if we get any new information and we need to look at the whole picture. Um I guess I'm questioning the furniture purchase. um is above the roof. Um so I just I'm just asking priorities. Are we sure about those? >> Yeah. I Yeah, I I think the priority the list that's there in front of you is is accurate. >> Okay. >> And the um I know it's not a big dollar amount, but it's better to um purchase
021an aerial lift than rent. It seems to be more and more we're needing it for more often and in extended amounts of time. So, I think we're getting to the point where it would be helpful to have one on campus. Some of the lifts that we do to get some of these motors up probably shouldn't be happening. >> Okay. And then I guess this I I can't get off this priority thing. Um the district-wide uh paving parking lot, the um the bus loop at Hess, is that it? Um again, is that really going to be our second priority? >> It's it's certainly well up there. We have we have areas on the bulk drop offs that the storm drains are starting to recess, the asphalt starting to deteriorate. So yeah, that's um that's not something
022that I would move. >> Okay. >> That becomes definitely a safety issue. >> Okay. All right. Um All right. That's that's it for me for now. Thanks. >> So I do have um one other update and it kind of relates to the topic of deferral. Um and I think it's um for the um older board members or long tenure board members. is one of those topics that um we have discussed at length and it has also been topic of discussion in the past couple of weeks and it has to do with the north house. Um so just as a matter of background for the new members last year um we did put on our capital budget um a request to at v um to upgrade the overall HVAC system for the north house. There was
023lengthy discussion surrounding that project. Um ultimately the board did decide to put that item forward to the town for um for a vote. When we once we when we got to the board of selectman um there was a lot of conversations about this in terms of what the ultimate cost of the project would be. Um there was discussion about splitting the cost over two years and we had several different iterations of this. We we split the cost the initial request was approximately $1.8 $8 million. At one time it was agreed to do half of the project for $900,000 or to fund half of the project. Um and then we went to 675. So the board of select went if I'm not mistaken did approve a budget to the board of select board of finance to
024fund the project by 675. When we got to the board of finance um again the discussions continued. There was still some concerns about the timeline of the project and also the ultimate cost of the project. What we what we settled on with the board of selectmen was funding of the design and evaluation of the project which came at about $230,000. Fast forward to this year. Um at that way, let's go back real quick. The board of finance also did give us assurance that when we are ready and when we have firm numbers, we should return to them um and they would figure out how this project would be funded. Roll 40. Earlier this month, this month we went to the board of finance um for a special appropriation of $600,000 to the secure the pro
025the equipment for this project. We kind of went out of out of order with this. Um so we had to go back to the board of selectmen because in first by charter it first it needed to be approved by the board of select men before the board of finance. So we did that um and so board of finance approved board of selectment approved. However because we went out of out of step we technically at this point do not have an approval for this project. With that said our timeline for this project um was a start date in June of 206. We started the pro the process of discussing the RFP and ultimate contract with our attorney. It was always our intent to apply for a grant. The grant that we we were going to apply
026for was the IQ grant which would afford us um refund or reimbursement after the project is complete. In discussions with our attorney, um we were informed that that grant is no longer in place and that the state did decide to move the grant funding to the DAS department of administrative services and it would follow the same a similar process for non-priority grants as school construction. What that means is that as of right now um we have to pause with this grant um with this project because one we don't have funding and two if we were to continue as is we would not be getting any reimbursement if at all possible. So, as of right now, we will be putting back the North House HVAC project um for discussion with with the board, of course, ultimately
027for a final approval by the board of selectmen and the board of finance who ultimately have control of how the project will ultimately be funded. So, I'm going to pause real quick. That was quite a bit. And see if there are any questions. Bill, I have a quick question. So, because we approved the money and because um you know our budget ask is pretty good, pretty aggressive, can the town try and claw back or take back that money? Is the money encumbered or are we potentially starting over from scratch? >> Good question, Dave. So, we do not have funding. So, in effect, we are starting we're starting from scratch. >> Okay. So, the money that we approved um last year, I think it was, that was just an approval to move the process forward. It
028wasn't actually funded. >> That's correct. Because the board of finance, board of sight, board of finance did um agree to pull the project from the capital request. >> Okay. >> Um just just so that the board understands, the board in our discussion with the board of finance, there are two options that I believe they're considering. One option is to fund the project from the from the unassigned fund balance which would which would require um a town meeting and the second option is to add this project to the bond anticipation nodes which which is currently in place. So again from our perspective the board of education does not determine how the project ultimately will be funded. That is that's a decision that is ultimately will be decided by the board of selectment board of finance and
029ultimately put to the town for a vote which for the grant is needed. Um a part of the grant application there's several things that's required but one of them which is very important is pretty much in a referendum approving the funding off the project. >> So we are not responsible for create for finding ways pathways for the funding. However, we are still responsible for all of the grant application process. Correct. >> That is correct. >> So, the board of finance then will instruct us on which grants to apply for or do we go to the board of finance saying we have identified x number of grants that we would like to apply for to um fund this project. >> Correct. Now, there's one grant that we know of and that's the grant that's there um
030to cover pretty much all things IQ. Um we would need an approval by the board of selectment. It requires similar motions um to the school construction grant. So we would need the board of selectmen to do their various motions and ultimately for the board of finance to approve funding ultimately approved by the town. >> So we would actually we would actually have to go to a referendum. We could could we do the could the referendum happen as quickly as um the May budget vote? >> Absolutely. So one of the things that we're doing, one of the reason why it's best to do it this way is that the ultimate approval will be a part of our budget process and then we will know by that vote whether or not the project is approved by the
031town. >> Okay. And then we can apply for the grants necessary to get reimbursement for this fund or for this. That >> is correct. Correct. >> That's correct. >> All right. So what do we as a board need to do to move this forward? Because I clearly don't want to lose any sort of state reimbursement if we if we can get it. Um, obviously it's a project we've all agreed is an important project to be done in the district. Um, clearly it's couldn't be delayed, it looks like, by a year based upon what's happened here. I could be mistaken, but that's what it sounds like to me. Um, so what can we what do we as a board need to do if we want to move forward with this? >> Sure. So the board of
032education needs to approve the the project. Um, it will be a part of our capital request which as it stands right now is pretty significant. Just to remind the board that we presented a few weeks ago what our anticipated needs are for the next several years and I think we can safely say that on on average our capital request will be in the in the range of $5 million. So I'm just going to pause real quick and I'm going to share my screen just to show you what what we're looking at in terms of cost. >> Phil, what's the percentage of uh reimbursement by the state for this project? >> Sure. >> Absolutely. One quick second. Can everyone see my screen? Good. Um, last estimate that we had on the project is $2.4 million. The
033reim the reimbursement rate from the state um is the general construction reimbursement rate of 22.14%. Which means that approximately $537,000 will be reimbursed. We anticipate that there will be some amount of ineligible cost. I'm using a 2% for that. So the net reimbursement, potential reimbursement is $488,000 for a net cost to Western of $1.9 million. So together based on our new request, the revised request um with those two adjustments, what we're looking at is a capital request for fiscal 27 of $4.2 million. Again, it it's a big number, but the board of selectment board of finance has authority to determine how this how this project will be funded. As I mentioned, the board is considering two options. funding this project from the unassigned fund balance or adding this to the ant the bond anticipation note.
034And again, I'm going to pause and see if there are any follow-up questions. Hey, Phil, just a comment and question. So, the comment well the question is, is this to to Sharon's question, is this in fact delayed then by a year? Is that what we anticipate? >> Yeah. Um, it is definitely it definitely going to be delayed for a year. the timeline of the approved the referendum approval does not allow us enough time um to to to get a contractor in place for June 30th start start time. >> Um this the second thing is um I I guess I guess two two follow-ups on this. So processwise uh I I I I don't want this to happen again. Can you get us an outline of what of the steps that need to happen over the
035coming months that we need to approve and discuss approve when it goes to the board of finance when it goes to the board of selectmen? Can you actually get us a document an outline a process document on what that approval process looks like when we apply for grant all of that for this project? Can can you please do that? >> Let me let me try to step you through and you let me know if this is not if this is what you're looking for. >> Yeah. >> There the board the board of education needs to pass a resolution. Then the board of selectment also needs to pass a resolution. And ultimately I do believe that the funding body um if that should be the board of finance needs to also pass a mo a motion
036from the budget process that will then be include if this is all. So first step is all these various motions once we have a sense as terms of whether or not it's going to it's going to be approved or not. Um we have to we may have to work a little bit backwards in terms of what goes first. Um because of the portion that requires the referendum vote, we may need to have first wait on the referendum vote. I have to confirm the various steps with that. But I'll definitely get all these steps to you Michael. But in terms of the process for approval, unlike the priority grant, this is a roll-in process, right? So we can apply for this for this grant on a monthly basis and the dire or the commissioner there will
037then review and give approval. So it's unlike the school construction grant um we don't have a strict timeline and we don't have that weight um similar to the school construction grant because this is a non-priority grant. >> Can when you get that process doc to to us can you can you put in deadlines there? I I I want to understand sort of what the process is, what the order of operations, when we need to actually get this, what we need to discuss, get it um approved, when it goes to board of, you know, whatever the order is, board of finance approved, or selectment approved, etc., etc. Can can can you do that? um because I I I I don't want this to slip again and I feel like now we had the discussion last year
038and now we're going to revisit the discussion. Um and then and then secondly, so if you get >> Michael Michael real quick, the first the first thing that we have to do regardless of any motions and anything else after this is that the board of education needs to approve this because to approve it, it has to be then become a part of our pro our um budget process. >> That's correct. >> And we need to approve it in this capital in this capital budget. >> That is correct. currently discussing let's say approximately this week. >> Yes. >> Okay. Um Okay, great. So that's so clear on that. And then if you can give me subsequent steps on that that'd be great. And then the second thing is are we anticipating and I understand that some
039of this may be sort of you know outside our purview but it's relevant. Um, when we first talked about this, when we first talked about this, was a year and a year and a half ago, maybe year and a half ago, we first talked about this, my suggestion was to was to was to split it up into parts because it was so much money. And then multiple people on here told me, "No, we have to fund the whole thing immediately because it's going to show our commitment. You're not going to get anyone to actually do the project if you don't do the whole thing at once." Um are we what what is what is the process there? What is the thought process there Phil in terms of doing this in parts doing this in total?
040You know, I again we're looking at a sorry, I'm I'm sensitive to the fact that now and I'm nervous to the fact that we're looking at a capital budget here that just as far as the I can see is going to be pretty heavy and we can't necessarily keep deferring because we just kick the can every year. Um, but I do want to make sure we're approaching this as prudently as possible. So what is your thought process on on paying for this all upfront or in pieces etc? How does that work? What's your thinking Phil? >> For for purposes of the grand um the full amount of the town's portion or the local portion has to be approved by a referendum. So because of that it has to be the full amount and not split
041over two years. >> Okay. And and the soonest that that the referendum can happen is that is that like a November referendum? No, no, no. It's this will be a part of of the budget discussion. So, the final vote, there'll be the vote at the ATBM in April with a final vote, I believe, in May. >> Oh, okay. Okay. Okay. All right. Thanks. >> All right. So, Phil, as I understand it, the item needing this the referendum process step is not is only the north house because of state reimbursement. It is not the rest of the capital budget. >> Two two two different topic. Our overall budget operating budget and capital budget needs to be approved by the town. Part of the ATBM and the referendum process >> specifically because of the grant. >> Yes,
042>> we need we we need this approval. Um the referendum for the grant. >> Okay. So there's a special line item line item vote or whatever, however you want to phrase it, it's it's pulled out. >> Yeah. We may have to have discussion again with the with the town in terms of how they want to present this um and how it's presented will ultimately be would ultimately be how it's presented and we get a referendum on that. >> Okay. But we are still asking for I um the slide's gone, but it's almost uh it's like $4.8 million uh total capital request for this year or for this upcoming year. I'm sorry, 4.2. Well, that's good. But oh, that's that's dependent on the grant coming in. >> That's correct. >> Okay. But the referendum wording um
043>> it it will it will be for however ultimately once we we get there we will determine what it is but the amount on the refer referendum has to be the $ 1.9 million because the $1.9 million would represent the local portion. >> Okay. So So it's going all right I'm kind of I guess I'm with Michael. Well, no. I'm with implementation also in terms of the we can't let's assume everything goes smoothly from now on on the funding process and the grant process of of the North House. You still can't begin it until the summer of 27. >> Correct. But that's just that's just to begin it. Um there's different With the state grant, the state controls the entire process. There's several once we submit the application um DAS there's a several review process
044and DAS will ultimately we can't move forward until we get approvals from DAS to even issue an RFP. Once that's done as our timeline um we have some conversation with some other with some other parties. What we're looking at is submitting this RFP in about November, December of 26 for start date of June of 27. >> Okay. So then the rest of our capital projects that we just talked about that Michael went through, those can all be done in the summer of 26. >> Um Mike Yeah. So, the the project itself is about a three-month project. Um, >> no, I'm just I'm talking about the not >> other projects, >> all the other projects. I'm just trying to get a sense of we have this 4. >> Yeah. All other projects the hopes are to
045get done of summer of 26, but realistically, most of the equipment isn't readily available from a July 1 approval when we actually have the funding. So, some will have to roll into most of our big projects are going to be approved and on one year and it'll be in process on the following year. Um, so yeah, I I wouldn't think other than the turf will be a little bit of a a hangup just by the time we get this funded and get the approval, get this moving. Um the other one. >> So again, it's one second, Mike. It's going to be a combination. It's there going to be some projects that we definitely will have to get done within the summer because of the impact that it will have on our school school building and
046there are other projects that will will be done throughout fiscal 27. >> Okay. And I I'm part of my reason or part of my question is just plain old confusion. Um and just trying to get it in my mind. So it might help to Michael's point in addition to having a process thing do sort of an implementation uh you know rough estimates as to when these projects are going to be going on because I'm also looking at how many projects involve Hess and what the overlap is and how much you can have going on at Hess at once. you've got um boiler, you know, the southhouse boiler, then the northhouse project, then the paving and and the roof. So, I just I just have to kind of get a better sense of just looking at
047that school perhaps, you know, just how much is going on at once. There was already going to be some disruption to kids just on the North House piece. >> Yeah, we we'll put together a timeline. We'll try to work on it so we can present that tomorrow night. >> Okay. Yeah. I think I I think the process and the timeline and again the process is more important than the timeline in terms of understanding um the budget the budgeting which is you know has to come first. Um >> I'm I'm sorry De when when when you say process did you say process? I I meant well that to Michael's point, you know, what is the the process >> for the grant for for the North House >> for funding for getting getting it pasted all the
048boards, getting it, you know, on the referendum, getting grants, all of that stuff. Um I just think it would help um at least many of the board members to see that visually and to have dates attached. >> Sure. can have dates that um because the outer dates may be a little bit problematic. I can talk I can speak to the near-term and then the near-term the focus in the near term is one to get us on the in our capital budget for it to be ultimately to be approved by all parties hopefully by the end of May and then from that point then the grant application work will begin. >> Okay. >> Bill, can I have a just quick question? And I I might be oversimplifying it. So it seems like really we've we've just
049delayed the pri project by a year, but ultimately we're not anticipating a cost escalation on this. based on our um based on our initial timeline there may be some somewhat of a cost escalation but I don't believe it's it's not it's not significant cost escalation >> okay cuz that okay so um the order in which so the interesting outcome of this is that ultimately this is very similar if I understand correctly this is very similar to the reimbursement process for a new construction or renovation the town has to agree to fund it and then we can go to the state and ask for reimbursement. So if my two questions are is this also similar that the town says we're willing to fund it which is essentially are we as a town as a town's person
050on the referendum am I being asked to fund the full cost or am I being asked to fund the full cost sorry the cost after reimbursement >> cost after reimbursement. >> Okay. And is the reimbursement uh a guaranteed p uh 22% of our cost or is that an unknown? >> It's 22%. The our the general reimbursement rate is 22 22.14%. Of course, there's some percentage of ineligible cost there. I think we factor in about 2%. So net about 20%. >> Okay. So what so what what the town's going to be asked to do essentially other than we've lost a year essentially the town's going to be asked as a separate line item on the referendum do you you know in simplistic terms do you approve the north house HVAC system at x dollar amount that
051x dollar amount 1.9 million is uh after the 20% reimbursement and it's a yes or no now my concern concern is when you put this next to the overall referendum, we have to really ask someone to message out the importance of this and how this was previously approved. But let's just say that this is a line item, right? And the town can vote no. This is a this is a line item item, right? It is um the capital budget um the board of selectman board of finance and ultimate the town um can have the line item veto on on our cap on this and so do we have a recourse I mean we've seen things like arguing over a fire truck we've seen other kinds of arguments on things that one would presume are really
052high high importance is there a fallback mechanism where if the refere if this does not pass at the referendum, do I presume we're on our own? Essentially, we can do the entire project at our cost. We just can't get the 20% reimbursement. >> That would be correct. >> So, that's really the message, right? The message here is that if that this this is on a town referendum, uh if we if the town doesn't approve it, this still needs to be done. this has been identified for years that needs to be done. So not not approving it is essentially uh in so many words going to cost us 20%. More >> it. >> Okay. Thanks. >> All right. Um to to that point, David, I think that's great. Um I am wrestling with the request. Um
053technically or obviously our our capital request went uh just doubled or anyway it's close to double. So the explanation is the North House um grant process changed. So it's really on two different tracks. The North House just needs technically to be into our capital budget, but really it's kind of a an add-on, not but not a substantive one because it's on its own track, if you will. It's one way of looking at it. Another way of looking at it is that we just doubled our capital request for next year. Um so I think that's causing me, you know, confusion and um I just I just need to wrap my head around this uh because I can't and none of us, I don't think, want to jeopardize the rest of the budget because this big um
054project has now been rescheduled. And I get that perhaps it's only, you know, in quotes a rescheduling issue. And that might be the simplest, clearest, best explanation, but it's a very hard one to understand when it sits in the middle of your capital budget request for next year. And it's that was already a big one. So that's just my I just have to think through this. Um, and I may need some help doing that. >> Quick question. Um, does the board want to have a discussion about items that could be could possibly be be deferred until fiscal 28? >> I have to be honest with you. I mean, while of course I'm like, yes, let's try to figure out a way to get this capital budget down. That is exactly what got us into the
055position we're in right now, which is kicking the can down the road. And if we continue to kick the can down the road, you know, at some point of time, we have to pay the piper. And that's where we are today. And this is a really unfortunate situation. The, you know, it's bureaucracy at its finest. When grants get moved from one department to the other and there's not an awareness or whatever, it stinks. It really stinks. But at the same time, it doesn't change what's needed to have safe learning environments for our kids. Um, so I like David's point of, you know, obviously we're going to have to send it to the town. I like David's point of saying that, you know, by voting no, it's going to cost the town 20% more because we're
056still going to have to do this project. We can't not do the project. Um, none of us board members, I'm going to speak on behalf of all of us right now, like this. Um, this puts us in a really crappy position, um, for, you know, representing our constituents in town. Nobody likes it. Um but we're also all parents in town and we understand the importance of having you know um healthy environments for the kids in which to learn. So um I think I like Michael's request and as far as we need to as board members we need to be armed and understand exactly what we need to do to move this forward. I think we all need to be very aware of the fact that in the ATBM Erica get ready. We've never had an
057ATBM, I don't think, in New Haven, but when we have them here, um I they can't necessarily take out individual items in our operating budget. However, they can in our capital budget. And so that's something that we need to be highly aware of. And we need to make sure that we're talking to people so that the ATPM, which is going to probably be a little bit of a disaster this year because of this. We need to make sure that people are informed and understand um the repercussions of removing something like this from the budget and what it's going to have um what it's going to mean for the town. So this is just a really ugly Monday. Come on, Phil. We were supposed to have a nice day here. I don't like this. Um, but
058I don't necessarily I think the the biggest cost right now is that it's going to cost us a year. Um, that's the biggest cost. >> Hard pill to swallow. >> I'm actually I'm I'm truly sorry that that we that we're talking about this project um you know again this year. I mean, if if anyone has to take any kind of ownership on that, I'm I'll probably take responsibility for that because when the change happened, right, there there was a lot of discussion about there's a new there's another grant, a smaller grant that's in place as well. Um, it's called the drip grant and majority of that discussion really was focused on the drip grant and this was sort of kind of like hidden. Um, so it wasn't really until because I don't think um the
059collars didn't even they didn't even flag it for us, right? It wasn't until we started to talk to the attorney and he was like, "Uh, you have to pump the brakes on this." So, I think it's the right thing for us to do, right? We don't know, right? Is it's always an uncertainty with the states, especially for Western in terms of whether or not we will get approval for the project, but to not apply the for the grant um would be a mistake. >> Well, it's absolut It's silly. We can't not apply for the grant. I mean, we need to get reimbursement for something. Um but Deb Deb and I were at a we were at a meeting in which there were some representative state representatives there and state senators there and they were talking
060about the drip fund. Is that another area that in which we could apply or is it is reimbursement you know how does it compare reimbursement wise to the other area? >> It's it's a little bit smaller. I think the our allocation there's different criteras to it. If you were to satisfy all of those criterias, I think our reimbursement for small capital project would be about $90,000. And I don't think that is fully fleshed out yet. Um we're still waiting on further guidance from from the state in terms of you know what the grant application will be and stuff like that. >> Okay. Um in addition to what I just remembered in addition to um what David or what um sorry Michael had requested which is just give it to us what our procedure is, what
061we need to do exactly. Um, is there any possibility you could also give us an updated four-year forecast for capital budgets and how this is going to affect that? So, we can just I'm I'm a visual person. I like to see the spreadsheets. I like to have it in front of me. I like to um, you know, see how it's going to work. So, if you could any possibility you could do that and get it out to us, that would be appreciated. >> Sure. We'll get we won't probably not definitely not get it out today, but we'll definitely get it out tomorrow before the meeting. >> That's fine. Thanks, >> Bill. I think uh Deb may have asked this question about is there anything that we can move off of this year's ask and um
062my only comment would be it's easy to say the north house roof at $700,000 a it's big ticket b the time to do it is roughly now versus 5 years ago but is that a smart strategy because I think one of the things that we're trying to do is we're trying to really paint the picture for the town especially with the facilities 's bigger project. What do our capital expenses look like over the next 5 to 10 years? So my I'm kind of and maybe this is a question for everybody who's on the board. My feeling is we've deferred so much for so long. We know in 2026 we need to put a roof on portions of Hess. whether we do it in maybe. Well, we probably don't no matter what because a we have
063so much else going on and b even if it were approved the work wouldn't happen this summer. So what would you advise the board if my feeling which is probably very different than what I would have said years in the past is don't take it out of the budget because we know we're going to incur that cost and we have been kicking this proverbial can down the road of taking things out of the budget when we know we're going to incur the cost and then we wind up where we are today. So maybe we don't how does the question is maybe for the board certainly for myself is we know we need to do this roof. We know it's going to cost roughly $700,000 in today of money. There's no way to encumber that or
064do anything right where it so we either kick the can down take it out of the budget kick the can down the road or we leave it in the budget. And then if we leave it in the budget do we have a certain number of years in which we have to complete it or do we have to complete it five years? Okay. So, is that a strategy? >> If if I may real quick, the roof project, Mike, I think I think you know, we we're not seeing a lot of significant leaks in in this for the core. Is that correct? >> Uh nothing significant, but definitely it's it's increased, >> right? So, so we're pretty much there. I mean, one of the reason why we did this prioritize list, um, and we did put the
065north at this that the roof in there was because it's one of those items that if if needed, we could we could possibly defer. Um, this project is one of those project that probably could be well suited to be to be split over two years. So if we're really in a buy instead of taking it out completely, one thing to consider is to partially fund this year, sort of kind of establish a syncing fund where half would be put aside this year and then the second half would be put in for the next year. And if we do that, which is probably a pretty good strategy in that scenario, are are the monies there? There's there they're there, right? There's money put aside specifically for that. each year each each request would would have to
066be forcly approved. Um so if it's not approved then we don't have it. So that's ultimately just like with all of our other projects David it it has to be approved. So if the town collectively approves it the money is there um and then the second year we would have to go again for another request. Um and then it it funded us there. But but but to your point and to and to Sharon's point and and also to Michael, we're looking at significant capital capital expenditures or capital requests for the first year of the future. While we may be able to strip an item or two out of four capitalist and maybe defer it another year, we're at that point where infrastructure needs attention in terms of whether or not we decide to defer things,
067which we can, but at the end of the day, at some point something is going to happen and then the money is going to have to be found one way or another. >> Yeah, that's why >> I have a question. Go ahead, David. Sorry. >> Yeah, my final thought on this Sharon then. So that's why I think we should leave the 700,000 in the budget because I think we have an obligation at this point especially with our facilities and the town to really paint the picture of what we need over the next 5 to 10 years and I think to take this cost out it creates this false sense that we don't have this cost but we do right so my personal feeling which is very different how I have typically thought in the past
068but I think with the facilities piece really on our heels we should leave this in and really paint the picture for the town that these are costs that we will incur in the next 5 years where you know and and the constant deferment that we've done since 2017 has not been a good way to run things. So that's my thought is leave the full ask in the budget. >> I I agree with you. Can I two seconds here Phil? One thing that I think we would will also be really helpful, Phil and Mike, is if there's any possibility that we could find out from our other DUR a schools how much per school is being spent in a capital budget for the last few years to see how we stack up to see whether we've
069been underfunding our schools for the last however many years to see what the what the expectation is for maintaining schools. you know, just if we could talk to the other districts and find out what it is that they're spending to maintain their schools so we can set expectations for the people in Weston as to how much it actually costs to maintain schools and how we've kind of kicked the can down the road for too long trying to make the, you know, the school tax or the our tax increase as minimal as possible. So, if we could do that, um, my gut tells me that we're going to find out that we have been underfunding these schools tremendously, um, and that we are going to have to kind of step up to David's point and be
070a little bit more realistic about what the cost of maintaining these schools are. And I think this this will help us make that point. I hope I hope if it doesn't, well, then that's a whole other conversation. But if you could get that information for us, that would help us out tremendously. Uh, I agree with David and I think the visuals will be really important um at the budget meetings and to help the community understand the issues that we face and why we're voting like this. >> Oh, Erica, get ready. >> I'm I'm ready. Um, Phil, thank you for and Mike, thank you for all your uh comments and insight. And while this is my first budget, specifically also the the capital budget, um historically I don't know sort of what the the process has
071been. But what I'm hearing is is that the board would arbitrarily decide what was, you know, more of a priority and less of priority and remove those items from the capital request, which then removes the transparency from the public and also informing the town as to what is actually needed and then it compounds itself and comes comes to a head such as now. Um, does the town typically fund everything on the capital budget that is submitted? Um, and if so, great. Um, and if not, then you know, they make the determination on what they're funding and what they're not funding, and then the board can move forward with with its priorities. But when it's all listed and it's all there, it's transparent. They understand the magnitude of it. um and whether it's funded or not
072and again I don't have a historical perspective on this determines how how you move forward in the future. So you know I think to David and Sharon's point it's important to be transparent to have all of these items on um so that there's a clear indication about what needs to be done um whether it's funded or not. Eric, I'll just quickly tell you historically the town approves the operating budget without much issue, right? It kind of goes back to what I had said last week, which is that um people move to this town for the schools and they're not going to, in my opinion anyway, they're not going to raid our budget or and um create an environment that's not what Weston is. So, historically, capital, sorry, operating never an issue. Uh the ATBM is
073interesting in that they can go through our operating sorry our capital and scratch out line by line. So I think it it I think really end of the day it's being transparent on the communication and to your point Erica we have pulled things out of the budget. Now people could have tuned in to any one of our budget meetings at any point in the past to see where the budget started and where it wound up and what's been pulled out. But yes, to your point, I think it would be tr fair to say we have deferred a lot over the years and if you simply showed up at the ATBM, you wouldn't have the historical knowledge of having attended these meetings. So I think to your point, yeah, if we're transparent with the community and
074we leave these things in there, it's kind of a binary choice for them. Um, this is something we need. And do we need it in 2026? we could probably defer to 2027 it seems, but we can't just not do it at all. So, I think you I think you'll be okay. Um, and I think just being, you know, just this community is heavily invested in the schools and I just think being transparent with them. This is a cost we're going to incur. This isn't this isn't um a a want to have, it's a need to have. >> Yeah. So, my quick two cents just, you know, I've said this a couple times. Um, look, historically, I think and and when I joined the board a couple years ago, you know, the capital budgets were like
075a million bucks plus or minus. And that was a false sense of cost and upkeep for the district. And so, you know, there's of course sticker shock when people see um you know, budgets now that are, you know, that we're that we're looking at here, two plus million at the very minimum. But that is what I assume um was a more accurate representation of what it was going to cost in the long term um to support the district. And so I'm look, you know, I've I've done this in the past whereby I've wanted to be very prudent, of course. Um this is everyone's money. I want to be prudent with it. I want to spend it appropriately. But delay, delay, delay. And what we've done only only kicks the can. It increases the costs of
076all of these projects, frankly. And when I look at, you know, even when I look at the the the list for next year, so we're going to delay the Hess roof until next year, and then next year we're gonna have to delay the North House bathroom until the following year, and on and on it goes. This is this is the point in which, you know, the python swallows the pig, I guess. Um, and we need to, I think, move forward with this. um as un um as unpalatable as it may be to some people and look it it gives me great pause obviously to spend this amount of money um but this is just I I think a case in point that the prior strategy of delaying it it it doesn't work it doesn't work
077and so I I I I do think this is this is time this is the time where we have to step up as a board and actually make the case to the town that these are the things that are required that we've delayed stuff in the past and that we can't continue to operate that way. So, um I'm I'm fully supportive of what Sharon and and David have said. >> I I think Michael, you're you're absolutely right. And I think if Phil provides us with a five or 10year capital improvement plan that is uh pretty similar each year, it will help the public understand that if we kick the can down the road, we're ultimately going to have to pay for it and ultimately it's going to be more and more costly. So instead of
078a balloon mortgage payment, right, that sometimes becomes impossible that we can have a a budget that is more consistent over time and that we can plan for. So I think it it will be really important to show that five and 10year plan for capital improvement costs. Okay. Um, thanks everyone and um I I'm probably the one who's still wrestling a little bit which is fine. Um I think what I need to understand is that the capital budget without the north house um you know was um a um an appropriate amount in terms of um coming up you know coming up to the table saying we can't defer these things any longer. Um, Phil also provided a longer term look which I think does need refining and the sooner we can do that the better. You
079know, just in terms of updating um the five-year cap or the 5 to 10 year capital plan um I think that needs to be just a little bit more um again revised and refined and updated which I think we all understood and Phil said. Uh but the point is that we have a a capital plan to move forward with and to everyone's point and um you know Michael saying you know the delay tactics um don't work and uh David saying we need to be as transparent as possible. Um I'm I'm get I'm there. I guess what has thrown me is the North House. Um just the amount being additive and I think what I need to do and maybe that we all need to try to um be clear is that um it's not additive
080in the sense that the North House was on its own track and that track just has changed and now it's bumped into this year's current capital budget. Uh so it's a timing issue more than more than anything uh and a grant funding issue and all of that. So we need to sort of untangle that and and in my mind and and just have it um and we need to find the best ways to explain that to the public. Um, so, um, I think that will take a bit of work and Michael's question and other people's questions for let's get a visual look on timelines, on deadlines, on the funding, on approval process, all of that. Uh, so it would be helpful to have as much as we can for tomorrow night on that piece of
081it. Um and then uh uh I'm also wondering if as part of the capital budget um can we um vote on it in such a way that we break it in two that we have our proposal that was like kind of humming along and being transparent and you know catching up with reality uh or addressing reality and the North House as being a separate. I'm just wondering about that and I and I don't know and maybe that's you know Phil and Erica can go find out the the town process for that but it just might make it a little clearer you know that we have this kind of um you know intersection but they really are two different things in a way because one's one's the timing issue. So that's all just to make it
082um I don't want to make it more complicated and I we can't violate town charter or anything like that but I'm just wondering uh and then making it clear that uh you know the town does have um and the board of finance has to grapple with it you know which funding mechanism is the best you know in terms of um a general fund thing or a um um the bonding uh annual um oper not what are they called Phil there's a the name for the the bonding that happens typically um in July >> anticipation note >> what's it called >> the bond the bond anticipation note >> thank you the bonding anticipation note um if if it could be wrapped into that. So uh so there are some options um in terms of funding mechanisms.
083Um but I certainly agree with everyone that we don't want to kick the c can down the road. I thought the original capital request um sort of made that statement and this um northhouse timing is unfortunate because it can confuse things. So we'll have to do our best to unconfuse them. Um, so, okay. So, we have not we, um, unfortunately the staff has homework to do, but important homework. And then tomorrow night, uh, I think I've, um, already said at the beginning of the meeting, we are ready to vote on the operating budget. Um, and so we need to get those precise numbers and that wording and all of that stuff that the staff is so good at. And then we'll look at and have a again an overall discussion about the capital budget. um
084just simplifying it as in as in to the extent that we can about here was our original press request and in the meantime the North House timing changed and we do not want to use the state reimbursement. So maybe that's the best way to do it. All right. And then we'll have a discussion. You know, minds can change and new information or you can think about it. But that sounds like a a pathway. Does that sound okay? All right. Well, I really appreciate everyone's um insights and uh wisdom on this and um and Phil and and Erica and Michael, thank you for, you know, just being so upfront and um if you could help us out with the uh the process and the deadlines, that would uh be another layer that we need. Okay. All
085right. Um, uh, Erica, is there anything more about the budget or Phil that we should be discussing before a meeting tomorrow night >> on the capital budgets? I guess on both the capital and operating budget, I well, capital budget for today. I think that's it. >> Okay, Erica, we covered all the topics. And board members, do you have any other remaining questions so that tomorrow night we can, you know, be as focused and as ready as possible? >> I don't have any questions on the operating budget on the but on the capital budget again. Um the comparative that would be I think helpful. And I also want to I also want to say David uh Peter and I have been board members here for five years. And um you know I want to make sure
086that everybody understands that Phil has worked Phil and Mike have both worked with us for those five years to shave things. So I don't I want to make sure that everyone understands it's not I don't want this to fall on Phil and Mike saying that they kicked the can down the road. They did exactly what we asked them. So, I think it's really important that everybody understands that this has been a board decision that's been made. It's not been the administration that's done that. They've worked with us because we've said, you know, there's no way our constituents are going to vote for budgets that are ex so high this that and the other. So, we've cut stuff as a board. So, I think it's it's imperative that the board take responsibility for this. >> Sure.
087>> So, take um your question about comparing ourselves to other um towns about capital improvements. Um the information may take I'm just anticipating it may take a little while to gather that um and I'm also thinking just because I've had experience in Wilton uh exactly the same mentality has been um prevalent there you know wait defer defer defer get through COVID get through the financial crisis get through the housing market um and let's just you know that roof or that you know whatever ventil later HVAC system can just wait. Um, you know, nobody doing it happily, but still. So, I'm not I don't know. I guess I'm saying that other districts probably have also deferred Sharon, so let's not be surprised by that either. Okay. So, any other um topics? David, you have anything? >>
088No, I'm good. >> Okay. Um All right. Nicole, Lisa, everybody okay? >> Good. >> All right. Well, again, thank you so much for all your um insights, everyone um from staff to all the board members um and helping me catch up and and trying to wrap my head around everything. So, thank you and we'll see you tomorrow night. >> Do we want to call for a >> Oh, there's that. Yeah, we do need a motion to Sorry, it's morning. >> All right. Thank you, Sharon. Is there a second? >> Second. >> Thanks, Lisa. All in favor? >> I >> All right. Thanks everybody. >> Thanks. See you tomorrow. >> Stay warm. >> Yes. >> Good luck out there.