Board of Education Meeting

001[Music] [Applause] [Music] [Applause] [Music] [Applause] [Music] [Applause] [Music] by Wednesday June 12 2009 teen I call this regular meeting of the Board of Finance to order everyone could rise and join me okay thank you everyone I don't see any members of public here to give comment at this time I do want to announce we have four out of six board members present tonight we also have our finance director / Controller Marsh Marian on the phone for any commentary to be made in time so that's what we have tonight we can move on to the first item on the agenda looks like we didn't receive any communications or correspondence and now we can move on to I make a motion to approve the May 22nd regular meeting minutes as distributed second any discussion on the minutes

002as presented okay all those in favor of approving the minutes as presented in PMSing hi hi motion carries 4-0 and then we move on to the report of our first selectmen good evening sir good evening thanks for having me the first thing I wanted to discuss briefly and I'll let the marshal go through and give you much more detail on it is that we as of July 1st we will be merging the trial balances of the schools and the town will have one trial balance one way of you know reconciling you doing all those things have been a lot of work on both parts everybody is very much in favor there's on both sides and it's gonna help us a lot particularly year end when we do our reconciliations because we're gonna be doing them

003on an ongoing basis so we won't have that problem also rating agencies love to look at that right second thing is moody is Moody's has come to us and asked us to do a conference call with them I believe their aim is to understand where we are Visa three years ago when they did the analysis of our finances after we lost the 3.3 million I'm happy to say I looked at the notes moves been while we were meeting with Moody's and we've done exactly what we said we would do three years ago get our balance unassigned fund balance up over ten percent tighten up our financial controls merge some of the systems on the town and school sites so I'm very happy in them and I think Marsha and I are going to do that

004call Chomper wheel is going to join us with Ken post and if to let Ken we're inviting her to so that everyone who's involved in the finances of this town or sitting together and talking together yeah we can have it you can come join us too if you want we'd love to have you so for more detail on that murder yeah would we be able to hold off until the next meeting we have a full complement aboard I may come expecting to have everyone at the next meeting yeah we can have another discussion but we do want to start July 1st I'll be we do want to start July 1st it's ok we're now doing two reconciliations we're gonna do one and Marsha can talk about it more detail when she does our report but

005we'll go from there on the school project Colette John Bereal and were there other people and Jeff from Tecton were met with the state this past Monday the state cost this who is the number two person at dots they were very happy with the four schools going to three they were very happy with our overall submission and they told our team that they were going to use our submission is an exemplar to share with other towns on how to do it how to make this submission they had all little detailed things they didn't like the raised seal that I gave them from our piece of papers a week we're going to redo that otherwise they had also asked at our last meeting that although it's not required that we have a meeting with department of

006homeland security police on security but that has been done they were very pleased with that when they gave them a report on that they don't discuss the details but that went very well so that's moving forward I would just like to say a couple things one we don't have a design yet that town is still working with the Municipal Building Committee and the Board of Ed and we've been getting a lot of questions we've had instances where people have been sending questions into questions directly to our architects that's not appropriate right it should cut through the NBC otherwise we're going to have they'll be inundated with emails we have to have a process so Collette and I have discussed this and everybody's agreed we're going to do the same thing that we did with the

007school project moving in towards a referendum we're going to have one place where questions are answered where we have frequently asked questions there's also going to be ample time in the in the winter we're gonna have open sessions where design samples are going to be brought up with Tecton will come in and say this is where we are we're public and give input I know there's significant interest on the part of our energy subcommittee our ad-hoc energy committee I'm sure the Manoa review probably also been approached on this we're gonna try to make this building as green as possible but we have to understand that there's a limited budget we can't spend 25 million dollars making this group building 100 percent green and have to cut out classrooms Green is fine but our students are

008right and the problem is is that the more green you go the more costs upfront so what we would have to do is cut something out to do some things I think we don't know yet but I have no problem and pectin I think and Colet are on board with this to say okay here's what we planned here's the budget we have this is what we can do for this amount of money but if we want to go more green with ground water heating things like that that's what it will cost additional and say to the town do you want to spend that money I don't have any probably doing that but we cannot take away from the overall design of the school and the needs of the children we have to balance this and

009I think I think most people agree on that silver green late we did send you a request for the phase 2 going from the police station of the Town Hall we discussed this a few times we need two things in order to move that forward one is the environmental review which the state does they've been promising us that review for three months we expected shortly we do not anticipate any issues with the environmental review because it's just going down across our fields we're nowhere near wetlands we're nowhere near chemical danger spots brownfields anything like that so it's a formality but we cannot start construction or design until we get that the second thing that we're asking this board to do the Board of Selectmen has already approved this the two hundred and seven thousand dollar

010grant that we will not allow us to include the design costs that's changed so we need we're asking for up to $20,000 to actually hire a firm to do a full design that will meet all the requirements of the grant that's ad a compatibility you know the actual design of the walkway the angles of it all of that sort of thing so we're asking that the Board of Finance concur with the Board of Selectmen in approving up to $20,000 to do that design road paving is moving ahead we've had a lot of difficulties with the weather because we want to rotate when it's dry so if you notice if anybody on the east side of town or paper was actually paving up to south on Saturday in order to try to keep up with with

011our schedule they don't charge us extra for Saturday they just do it that's what they want to do and they want to get this done as quickly as possible however we still have an issue with in our in our budget line because partly because of the weather where we're doing culverts in the work the town does it's in a separate line budget item on our budget we're probably not going to use all of that this year and that goes away once the year end comes so that is one place we could get the $20,000 or the design from our mowing contract I don't know if I discussed this before but we did go out to bid and we hired a new firm they seem to be doing a good job we're looking at them very

012carefully and it looks like we'll save about $17,000 somewhere right in that sixteen seventeen thousand dollars on that contract our year-end closing what Marshall we'll talk about this more are urine clothes is going very well our canopy of Public Works for the fuel tanks is starting on Monday they're going to be putting that in it'll take about two weeks to do I talked about the trial balances I talked about Moody's but we are going to have it came we got it today and I had a meeting of HR RA last week and a decision was made HR Ras at they're gonna donate $10,000 to each town for a hazardous waste day we had about eight thousand dollars in our budget and I was very concerned if we held this last time we did it we

013had four hundred sixty five cars and it costs the town of Brookfield about eighteen thousand could you pay based on the number of cars and obviously it's in your town we had about sixty percent of the cars it was extremely we got rid of a lot of waste and we don't want those going into their sewers and our catch basins so with that ten thousand dollars we would have about eighteen thousand two hundred and fifty dollars in order to pay for this so we're going to do this on Saturday July 20th will be advertising to town and if everybody out can pass this around you can see what it looks like so you can see what we'll be doing and we invite every resident to come and recycle their hazardous waste in a safe and

014environmentally friendly way that's it for the first segment what's going on federal law which we're in federal writer district I'm sorry four corners tell me federal oh it's a long road and there's a lot of things going on yeah we had to meet we've had a couple meetings with Brookville village to move their development forward they came to us and asked for changes to the agreement that we have in place we were willing to make some changes to accommodate them from the Board of Selectmen we thought they were reasonable changes but they want all the changes they want and still have the right you mean delaying the the agreement was they would take down the buildings immediately right for that we would give them some concessions on the putting a bridge in and a couple

015other things I won't get into the details the problem with it is is they want to keep their tax incentive for the first two buildings that are already up you know the zero zero zero for three years even if they decided to do nothing more no the Board of Selectmen is not going to accept that if you want a delay in starting okay we can work that out if we go back and forth we want those buildings down we want that planted with grass right there's some give-and-take in these things and once they want to do right now is take and I'm not the board agreed unanimously we met on Monday and a special meeting that we are not going to allow Brookfield Village to step out of their agreement and give them concessions and

016they can walk away I meant the flags though so there's flags that are on the side yeah but it looks like crosswalk markings Oh for the Delta that streetscape Phase two it started this past Monday and we will be finished by September this is sidewalks the street lamps everything and I Ippolito is the firm that's doing it they're the ones who the guys who did phase one they did a excellent job they were the low bidder on the job only by $15,000 but they weren't a little bitter we had an extremely good experience with them they're very accommodating fair reasonable especially when it came to change orders right who's who's gonna pay for this they were very reasonable about that so we're looking forward to working very closely with them we had our first meeting

017on Wednesday with all the developers this is the one we have had the outside contracting firm before inspection met with them and things are going well so we're you're gonna see that moving pretty quickly on Sunday we had the block party the for the four-corners business associate emailed the block party I saw you there I said were you there yeah yeah that's a day in there I didn't see Ricky well you may have been there at the anti-family stuff yeah it was nice there people had a good time families were invited I think people had a good time so that's moving the board aphasic tomorrow night the Zoning Board is going to take up adopting all of our standards for the streetscape because remember the phase 3 the state said to us no we're just

018gonna give UConn we're not gonna give you what you want that's not acceptable to us we want one design for our streetscape into downtown so we're gonna codify it as owning laws and that takes care of that problem it's more than one way to skin it anything else you would like to know any other questions for the first level okay you've mentioned the $17,000 savings and lowing contract is that well over what was in the budget for this year yes for next year yes for 1924 1920 it was it's like a two-month process to go through on the bidding and we did get a number of companies been and our existing provider bid about what they have been paying getting paid so all the bids were reasonable it's just this one company came in and

019really wanted to win the business so we're gonna watch them pretty carefully because that's a lot of work to do companies but I'm sorry did any book bill companies bid not that I'm aware of I can double-check I could double-check but I don't think so a tizzy might have but I don't from my memory I don't see okay then we'll turn it over to Kevin / remote Martha proxy proxy alright you should have the slides up for the Board of Education merge trial balance merger yep and you really have to be a geek to follow this and and understand it but essentially that we've met with the two IT departments the two finance departments met and we went through this to figure out what would be the best way and we had a lot of

020concerns about losing data by moving their their trial balances and how we would maintain the integrity of the workload so that we can't touch their stuff they can't that their stuff good and we had this huge epiphany that when if we just manipulated the new to do from and I'll show you that on the next slide but before we go there that we like this because the only thing that's going to be done different you still have to trial balances but they'll be automatically posting back and forth that so the only thing that's different when the Board of Ed takes a cash account when they pay their bills they're gonna pick a cash account in our trial balance all the other accounts will be done through do to do friends and it retains all of

021their history because we're not going to change any of that it retains all of their permissions and separate reporting that that they've set up but it does eliminate the double posting by the town and the port avec it does eliminate the balancing between the town and Board of Ed and that they'll just balance their bank account in our trial balance will start July 1st and if you go to the next slide you can see that the green is what they're going to post and essentially instead of picking the trial cash account from their side they're going to pick one from our side that and the the gray is posted automatically because Kevin earlier this year set up the do to do friends to post automatically so if you think of it this way that they're

022going to post an expense it's going to debit their expense it's going to credit our bank account and then the do to do friends that it will credit their do to do from and we were thinking that we would just move our due to do from down to an expense account however immunise when we tested it in life or in the training database munis will not let us set that up and and the IT department followed up with munis that we have to set it up as a balance sheet account so once a month we'll move in and who will post an entry to move it down there I know it doesn't sound really that exciting but we're pretty excited about it as we're happens any questions on that in terms of where this would

023fall on the range of best practice around the state is it you know in the big seed best practice is the kind of standard or and we're coming up to speed or where does it where do where would you kind of classify that so I can hear showing that right but so okay let's go say that was damn nice on man and so he wanted to know is does this exceed best practice is this best practice or this is definitely best practice it's much better than to me I like it better than when we talked about combining trial balances if I were to print out a trial balance I would have all their junk in it and now I still just keep them as one line and I don't and I want the details I

024can go over and print the details from their side the Ken I have access to week to the other trial balances so we could always go in there it's um there's there's a handful of towns that have combined town and board event but it's pretty unusual in Connecticut that that it's combined and I've actually already given it to one other talent that was asking for advice I said hey this was really cool that of how we did this and so they were gonna try and see if they could set it up as well so we're looking for efficiencies here right in functions yes how much the how much of efficiencies are we going to see across the two departments here departments so last year this year we've been balancing it as we've gone along but

025when you when you think about it what they do is they post it and then Kevin posts the totals they've weighed a lot of checks and so then those on our side have to be poor Kevin also has to repost those and do it manually if there's revenue that's offsetting that we have to do that last year to post the year in 2018 it was the majority of the month of August Kevin and they were a couple hours a week so I think the main thing is this is going to allow us for our finance department to do things that are more value-added there are other things we need to do we're understaffed as it is in finance so it's gonna allow Kevin to do more important things and just as efficiencies that for example

026we've taken that we have to clerk positions and one clerk position you used to work 100 percent of the time on payroll and we've really hit that hard and that clerk position only works 30% of the time on payroll just to try and get us as much efficiencies out of this as as possible and so this is just one more of the efficiencies just we know we're understaffed but we don't really you know until we get everything the way we want it until we get everything you know hitting on all the cylinders we just want to just keep going the way we're going with with overtime and things before we make an assessment okay thank you any other questions for Marsha on the trial balance merger all right you might have some questions from other

027board members next month Marsha is for the next meeting since we'll be going into it you'll have a couple weeks I guess under your belts for next meeting if there is any sort of update to be given you know please try to plan to give an update at least for the first you know a couple weeks of how it's going that would be awesome yeah all right and so Kevin stopped the other car and the revenues that you received this month if you go to slide two Kevin where the same as which it received last month at the end of the year so it's Newser to lose it for vacation so we've been down to about half staff for the last four weeks or so but the revenues pretty much all of them had come

028in when we last talked about that but we did receive the loss of funds we had received the town aid Road funds the grant-in-aid funds came in this week so those were the last of the outstanding funds that we were waiting for that with respect to the expenses you did receive a worksheet in advance and an update because I had a number that didn't wash out there and inter inter fund transfers that's been corrected on the one tonight but we've been working closely with each of the departments that they all have written instructions on the year-end and when to raise alarm bells if they have them that we'll be meeting next week there's the three big departments the police they were waiting because the holiday pay that is paid was paid on Friday so he

029wanted to see where that came in before he did is final budget adjustments Public Works we're gonna meet with them with Ralph again on public work because that's just a big area and Parks and Recreation mostly the round side because a lot of activity goes on there and June so we'll meet with them again and make sure we get some final numbers the other departments all have smaller budgets and we'll only have meetings if they have issues going on that and then the other areas that we have some some big unknowns and the FEMA FEMA revenues are a big unknown that Kevin and Steve and Greg and a lot of others continue to meet with FEMA every other week and so there's two big unknowns there one is what are what is it that they're

030ultimately going to approve that we've had two different consultants that have been in there and they're telling us two different things it's got lots of layers of review so what is that they're going to approve and the second one is in order for us to through that we need to make sure that the auditors are comfortable for example last year we didn't let any of their other plans accrue it I don't know what if any documentation we would have for the audit if maybe we had done and wait a little bit and so we see what happens with FEMA so that we could accrue something there they could be comfortable with so those are our two big are two big outstanding FEMA items that yes I can can I jump in for a second Air

031Marshal yes so August 20th is the final date for us to submit to FEMA we have virtually no concerns that we'll be able to get everything we need in to FEMA by that time however once they get it there are four or five levels of riru within FEMA and given the number of disasters as indications they've given us in the Midwest with the storms they are stretched very very very thin so we do not know when they'll finish those reviews secondly once those reviews are completed all this money goes to the state and then the state does its own kind of audit and is we may ask us for more information and so the state might sit on it for a while so Marsha is correct you don't we're not super comfortable with the number

032that FEMA is going to give us we have a range but we need a hard number for the auditors so we'll keep you up to date on where we are does the state have any discretion a slight discretion so part of this is for one category they'll give us 5 percent of our total clean right that's just a kind of an overall management thing so since we started meeting with them last August every hour I spent on FEMA is reimbursable at my hourly rate every hour Greg spends over all the hundreds of hours Kevin spent if all those hours don't add up the 5% the state can say we're only giving you what you're actually spending that's the only thing that we think that they say we don't think it's right no just that one

033item and that's not gonna be a huge amount of money it's frustrating at best but everybody in town hall has been working really hard to get this done Thank You Marsha go ahead go ahead I'm sorry this thing and then the pension conversion costs we've got we want to we need to cover that we haven't covered that yet in the draft that you have as far as with transfers so that's what we'll be working with on the department's enjou that if you go to slide 4 and put the pension conversion costs I think we're waiting for one outstanding bill but but we the fossil has now stopped that we have everything done if you go to the projection just to show where we stand that we have the original budget we made some additional appropriations

034the big one being the FEMA Karen bad over the Senior Center we added two expenses and two revenue because we were grossing that up and then the light poles in the July of 2018 eating for the metal light poles that's the only one that doesn't have an offsetting revenue that we think will be over with the taxes that will be over because we collected additional loss of monies and investment income that we're not ready to and then so this is assuming that the FEMA washes itself out again we have a big concern there of what's happening when can we grow it we just talked about that but for right now we put the FEMA in as exactly balancing and assuming that we're able to accrue it that for the expenditures we will have extra money

035because we attract the health insurance money but we're not ready to say how much extra because were again we're waiting for those three big departments and and the discussion we just had on the last page that but this is our best guess right now that of what we're thinking any questions on the projections good presentation Thanks and then in slide 5 we did do some transfers back and forth between departments and there was a they sent you some notes on that that you should have received last week that a lot of the transfers are on between the land use departments that Alice do overseas all those departments and they try to budget all together as a group but because they're in the chart of accounts they're different departments that any time they move from one

036to the other it's an inter departmental transfer that and then I just went through on the rest of the things that you might that I thought you might have questions on the police budget was waiting for the June 7 payroll so he's looking at that now there is an increase in short-term financing that was just an error on my part we don't have any additional short-term finance and they just I just missed a month that W PCA I worked a lot with W PCA this last month they've been reimbursing us every month but what their reimbursement is is just the employee portion when I go into it and looked at the amounts and thanks and so this is just me getting up to speed that so I guess what they do is once a year

037that we do this reconciliation and they cut us a check so they'll see it there's a lot of places that I've made a little note of how much W PCA will be paying us with their last check in June I talked to her about maybe we could make it a little bit more of a systematic thing that and so we may we may be billing that once a month or once a quarter just to try and and help our site out to be better with the numbers get a better system than than what now the volunteer firefighters that they have that what we call the low SAP that pension payment we had a big chunk in it of additional funds and what has happened is just by happenstance that there was a new firefighter than

038he said oh he doesn't know if he wants to start it because it ends after 10 years and fern the HR director said what are you talking about the dead it doesn't end after 10 years and he said well so-and-so is dead so going back into that Wells Fargo had a set up and and had some confusion between the two funds the the long and short of it is there's a participant that just stopped getting payments and then never questioned it and and we owe them money so we want to pay them by the end of June we've made a bunch of transfers to cover that that there'll be some interest on it and we're just getting the interest rate from the pension attorney probably two to three percent we have gone back to both

039fire departments to see do you think there's someone else that might be out there that this has happened to and they were checking they didn't think so but they were checking their records so it seems like it's a one-time thing that is pension and I believe that stopped in about 2013 so so we're just correcting that and that's why there's a big jump there and then FEMA that that there's about forty eight plus and I think left and that fund all my camera remember off the top of my head but we went through that with Greg Dombrowski and there's three different projects that he has allocated that money for there's one project that is still not covered that we don't know if we'll have to cover it Steve might be able to tell you more

040but there's some trees and some area that nobody really knows who owns that area yeah we had some trees in the parks management Parks and Rec and it's questionable whether FEMA will cover it or not so many to cover it ourselves we also have an issue with the trees that were in the store River Greenway it looks now like the property where those trees have fallen it's not owned by the town it's owned by the state so we have no right to go on there so we're talking to the state see if they can go in take those trees out because it will at some point cause a dam there's enough trees it'll cause a damage flooding yeah those are the trees that are covered come on to the off the dam any questions on

041that not on that specifically but we were handed two versions of the expenditures which which one is the right one a little one so right now we are projecting oh wait wait then so I tried to click that and it doesn't show up very well that when I put in the projection only put in the known items and and Kevin asked me the same question today so that's how I know I didn't I didn't describe it well I don't think we're gonna have eight hundred and ninety five thousand but I didn't want to just throw in numbers to make them all zero out that so mostly what those projected for known items as his payroll that I wanted to make sure that and screwed anything up on payroll so I took their the three pay

042periods that were left and multiplied them out there so if you look most everything there is payroll or it's a bill that I'm a big bill that I knew we had received for example the audit bill was showing a big negative in it and we had just received that bill on Friday so so that's just big things that because I didn't want to just willy-nilly zero them up because we still needed to know where we were going to get money from to cover things like the pension class does that make sense I understand the payroll right but then you have there's a bunch of things like for example the legal fees right we have spent fifty three thousand we had a budget ninety seven thousand it looks like a positive variance of forty-four you left

043that forty-four there instead of putting something in there because you have nothing to put in there is that it I didn't some correct that what I had done in the past was contacted each one and said how much do you think your bills gonna be from now that the end of the year that so I didn't redo that as their start here but because I think we could have some variances there but but but I didn't want to just do an automatic zero everything else that because if I were to project everything I would probably look zero at everything else except for the health insurance and I just didn't think that that showed really gave you information that you wanted all right okay all right it's gonna be much it's gonna be much smaller than

044one correct yes and thank you for asking that question I should have brought that up yeah it was just projected for known items Zul gets posted line all right Diane you'll get a copy of this to post online with a note on it so I can write a note for you for the one that post online because this without description is exceptionally misleading at this point in time so I'll I'll do that before there will be next meeting the dead who had a better estimate or the other three yes absolutely because we're being very firm with all the departments that you have have all your expenses in by June 30th if there's anything extraordinary we want to know about it immediately so by your necks I think we'll have a much closer you guys are

045awesome oh sure yeah you agree market by August 14th we'll be working on the financial statement but they should be we've asked they should be using purchase orders that which would gives us a much better understanding my team is not really that excited about it but we're thinking of a finance Friday where for next year we sit down with them we work through any print so that who set up purchase orders right up front in July and you know maybe we give them cake and stuff to come up and plant assign it and then and then they should have all their invoices to us by July and the only surprise is there would be if something came came in we asked for him to a July 31st if something came in and wasn't against the

046purchase order but that's where you're hoping and thinking that that's going to be small oh that's great that's business partnering so I appreciate you guys looking to do that I think that'll be a big help make you guys more of a partner than a past so that's good okay thank you any questions comments concerns for Marsha on the phone well I noticed that on those revaluation funding that it looks like it's not it's projected to not be funded is that just because it's on page can he repeat that question so he's asking about the revaluation I think this was removed into the CNR no yeah um yes um the revaluation needs to be moved and so if that won't get Dallas and yeah I think I put that in the 200,000 and the rebound needs

047to be moved yes thanks for bringing that up [Applause] John anything from you see yes no no [Music] yeah okay Thank You Marcia I think that's it for the report from the finance director and thank you very much feel free to stay on the phone if you'd like I mean we're gonna we're gonna work on the budget transfers momentarily but something that we will be adding to the agenda going forward and something that actually our bylaws committee could work on is kind of writing in stone the fact that we will review the Board of Ed financials I think it's very helpful for us to have a complete picture of what's going on not just the fact that we're balancing the books that's wonderful but the actual content of the balancing act I think is very

048important so we'll work on that and see how to get that Hannum so yeah did everyone have a chance to take a look actually I move that we had a review of the Board of Ed financial statements to the agenda the next item second okay all those in favor aye Aries 4-0 Colette would you like to join us in case there are any questions go over the highlights okay thanks bye so we all received what you had sent over I hunted it off as soon as I got it when you forget this time if you wouldn't mind just walking us through just that front page sure it's just a continuation of what you saw last month their revenues have a little bit more of a shortfall than we anticipated again that has to do with

049excess cost and Medicaid the same identifying factors that we spoke about last time substitutes has also increased with a concurrent increase in the savings on the offset of salaries and this has to do with those teachers that are on unpaid leave were reaping salary benefits there but we do have to pay substitutes and long term substitutes are significantly more of expense than short-term substitutes other than that but everything else is about the same we're realizing a few more savings with our spending freezes that we have in supplies and textbooks so it's all looking out ken is confident on and a fiscal year being fine he said he's probably estimating right now but I was $60,000 under up as far as the Medicaid reimbursements go with the recent announcement and the special ed Department is there

050any concern about the push for collecting on those services or we can hopefully expect there not to be any sort of gap in looking at that sort of absolutely not it's a it's a process now it's continued it's every single family that enters in special services it's part of the package of things they sign usually they will so have no problem signing it and the others we continue to offer policy thing that necessarily a personnel thing absolutely that was also frozen last year where does that put us and mayor we are the kids having excused folks that really need to be no no I mean all the toner all of the high priorities are being replaced people will try to make up for it again next year at this point at the end of the

051year they're not immediate the purchases at the beginning of the are the ones that are absolutely most important when it comes to textbooks if we're projecting a $60,000 under run let's say it's only tentative at this point what does that do for some of these things that have been frozen it's really hard to peel and unfreeze at the end of the school year because how do you mean textbooks when the year has ended I mean they're still good for next year hopefully those are it's 60,000 is in between 1 and 2 tenths of 1% so it's really telling yep of course but but I mean you can have one thing that that completely you know one unexpected bill or expense that completely kaise that so you you know we do what we can we could

052do another not lapse in funding like that okay yeah I mean if the potential is there I mean the ask was made of the board of head to whenever it's available to ask for it exactly and so that would be you know as we get closer to the auditor yeah and I think rather than just trying to spend that money by end to hear Dan's idea of an on laughing fun but you really think about what you want to spend that money on without the pressure have doing it by June 28th alright then don't have any questions a lot more clarity on the next three pages that were attached or again just clarifying questions very consistent with last month it is it is no no no thank you so much appreciate it where we have

053under new business up polygen de what am i report of committees to many of our committees have anything to report at this point no items of all business to note first item of new business the budget transfer requests I make a motion that we approve the budget transfer requests as set forth and previously outlined by Marsha on the phone discussion does anyone have any additional questions or comments or concerns about these budget transfers how they came about why we need them so on and so forth what was the amount of the amount of the amount that we have he was about eight thousand dollars we don't have the final number yet because we they actuarial but it's like one hundred and eighty dollars a month it's it's not it's not a huge amount of money

054there but we do need to make him whole right there is no question that we support all the EMS services and service people yes and all of these were monetized in the fund the paper that we got right the legal size paper yep and these budget transfers will be online as part of the minutes of the agenda I would have ESL eld reviews so are we able to really do this before we know the final please number Marshall you're up the question was and the Board of Finance authorized these transfers Oh pending well should should these transfers will cover their budgetary control does that make sense this is this is likely uh interim step there the biggest piece but but they'll likely be more clean up next month correct if I were to guess in

055my head this is just a guess the police will cover their own through an interfund transfer that the selectmen will approve he has not said that that's my guess and my hope he has not said that and my thought is that public works just from the conversation Steve and I have had as he may have some extra that were able to take out of his funds and move towards like that pension consulting costs but but yeah it's an interim step but but to have the purchase order controls that they can't do purchase orders unless they have the money it's it's um it has to continue to be moving - so what what's happening who's good no Thank You Marsha okay okay then I'll call the motion and all those in favor to approve the budget

056transfers as presented indicate by saying aye aye motion carries four zero [Music] okay I moved to add to the agenda for the next item of new business the request from the Board of Selectmen on the silver River Greenway extension costs I'll second all those in favor okay so as first elect mentioned in his update the Board of Selectmen is asking for up to an appropriation up to 20,000 dollars to fund the design work for the silver River Greenway extension is there any discussion on that before we call so is that sized we've gone out the pit and we've gotten we solicited five companies we've got two bids down and the lowest bid is in the 19,000 some-odd range the next bit is 26,000 some on the first bidder is a company that we've used twice

057before and they've done excellent work for us okay is that a flat fee not selected - it's flat big flat fee for all design work [Music] so you expected to only have two of the five no it's not a big project so a lot of companies you're in unless it's a summer and they're completely full up with doing designs so we got Freeman to come in and another company CCA which is local both good companies both did do good work and have done good work for the town in the past Freeman we have a good relationship they did streetscape number one streetscape two and so they are able to fit it into their schedule any additional questions on this request well we months ago we'd come up with a solution for certain types of transfers

058just to show the money and money out and how it affects all accounts so we we see that it's coming out of road maintenance we just don't know how it's what affecting road maintenance and what's gonna be left in it um the work we're gonna take it out of because storms and a lot ahead storms and the weather and everything we're gonna take it out of the road maintenance budget mine not the capital non-recurring so we're still gonna spend the 1.5 million dollars on Road baby but this is work for culverts and auxiliary work with the streets I get I get that it's not know facts of that original of that original request so that we can see exactly how the budget lines are effective we understand 20,000 will be taken out of it we

059don't we don't fit we're not we're not seem and we're not seeing you know we understand there's probably not a budget line right now cover still River Greenway cause but how would we see that affect where does it 20 go yeah back up for the time I mean yeah I mean the whole point was to make it so that there's no confusion with anybody so you we will see the debit in that line on the budget Marsha will you then move at the capital non-recurring right walk to see this is where we are this is where we're gonna be this is what we want yeah yeah right you just we just want to make that a consistent yes so that way we have it in our hands very like this is exactly what's in happiness

060okay we appropriated all the numbers if you're comfortable with this will have this to you tomorrow we'll fill out the form so you have it so you can see it if you can approve it tonight and we will take it from the micro paving from the budget line that we described and move it to capital non-recurring and we will fill out the form and you will have that does that make sense of a future can we just get it yes absolutely absolutely we probably what next time we make a request like this we'll attach the budget transfer form to it okay yeah that's good which line it's carbon atom which line it's going to or if it's going to capital non-recurring that's a very good idea that's a very reasonable request okay we hadn't thought

061of that we before we hadn't done that but we'll do that going forward you're dead Steve anything else dad no okay all right when I call the motion on the floor to a vote and all those in favor indicate by saying aye aye aye motion carries over zero all right that is it for actual new business to move on before I bring up something for other items before the board is any have I'd like to bring up I would like to bring up that we did get some news from the state or the legislature how they moved and according to how we budgeted our revenues and expenditures for the budgets that just got passed for the nineteen twenty year there is no $130,000 teacher pension contribution in this year's approved budget from the state and

062we're also slated to receive a little bit more in ECS so the offset of or the decrease in the expense and the addition of the revenue puts forth about an access and revenue of about three hundred twelve thousand dollars that we're projecting from a budgetary perspective I don't want to go into too much discussion because we don't have a full complement here but I would like to think that as a board will hold true to the commitment that anything that was over and above due to those items specifically because we had said that there's some uncertainty there would be used in some manner to offset some future expense that would be board by the taxpayers anyway so what what those are could range anything from a capital non-recurrent item and debt service in the future

063year no commitments to be made at this time but there are just options and we'll stick to the commitment of leverage in leveraging those funds and the best way possible to reduce a future tax liability when we can just one small caveat on that I had a discussion with a state today the state legislature has finished the budget but it still has parts of it have to go before the bonding commission and they have to approve it now it's always been approved before but until they make the final approval the state legislature might be sent back to session I don't only anticipate that's happening but we have plenty of time on this to understand exactly what the final members but it was a good result yeah that's good is there anything anyone would like to

064chat about with that or discuss like I said there's no it's under other items because it's not an actual item of business for us to move on or anything it's more of a public discussion I don't think that teacher pension even though it may go the issue of talent having to pay into it like OE this year probably won't next year the year after that I think it'd be a good idea consider setting aside that funds for when they do eventually finally I and if they don't after so many years then we should just released I think that's a really good idea because I don't think they're gonna give up on this yeah I don't and remember it doubles every year but no it goes up by 132 to 266 the 384 and the final

065numbers somewhere like five hundred and forty thousand a year so that might be a good idea I think that you know the main takeaway is that we were committed to not putting him into some sort of slush fund and sweep it under the rug to use for something that's not very transparent so that's still there the way you guys scrutinize these budgets and spending I don't think there's anything no but over time Ricky has a very good point four years from now you might have this money sitting over here you say why didn't we put that money there and nobody remembers right so that's a good idea to hear market any other thoughts or questions comments concerns anyone wants to bring up on that topic I think we're in the right path I mean all

066together at some point hopefully that's all right enjoy okay still even though someone's seeing apparitions there are no members of the public here to comment so we don't have that so I move to adjourn favor okay they return at 8:07 [Music]